Timekeeper OTL Manager Course Manual

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Oracle eBusiness Suite Timekeeper/OTL Manager
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Table of Contents
Timekeeper/OTL Manager.......................................................... 1 Timekeeper Timecard Entry ....................................................... 3 Self Service Timecard Entry...................................................... 15 Request Information and then Approve..................................... 20 Reject timecard ....................................................................... 32 Re-assign Timecard Approval to another OTL Manager .............. 39 Approve Self Service Timecard ................................................. 43 Delegating Timecard Approval in your Absence ......................... 46
TIMEKEEPER/OTL MANAGER
Oracle Time & Labour (OTL) is the system which has been adopted to record and approve timesheets. Timesheets can be entered centrally by a member of an administration team (Timekeeper), or can be entered by an individual employee online. Centrally entered timesheets are deemed to have been approved by the relevant foreman/team leader by the time they reach the administrative staff and will therefore be costed to a project automatically once submitted. Timesheets entered by individual staff will be routed to an OTL Manager for approval prior to being costed to a project. The procedures for entering timesheets centrally and by an individual, and the relevant approval procedures carried out by the OTL Manager, are detailed within this manual.
Timecard Business Flow
Create Online
Oracle Projects
Workflow-based Approval Process
Timecard
Approval
Created by Timekeeper
Timecard
About This Guide This student guide is intended to supplement instructor-led training for the standard Oracle Procurement to Payment functionality. It is meant for you to use as a workbook during class and as a reference on the job. This guide is not designed for self-study, nor does it replace or replicate Oracle 11i on-line help and documentation. Course Prerequisites A basic understanding of the Windows environment is a prerequisite for this course. It is assumed that you can use a mouse, are familiar with basic Windows elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications. It is also expected that you will have studied the UPK eLearning lesson covering eBusiness Suite Navigation.
Page No 2
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TIMEKEEPER TIMECARD ENTRY

Time may be entered via the responsibility DUR OTL Timekeeper which utilises Oracle Standard Forms. Timekeeper time entry access is used by specific personnel with authority to enter and maintain time on behalf of others. This would be the case where certain personnel who do not have access to Oracle, complete paper timesheets which are then approved by relevant foreman. The authorised Timekeeper central administration staff then input these approved paper timesheets into Oracle. This occurs for example within Service Direct, Printing.
Step
1.
Action
Click the DUR Projects OTL User link.
2.
Click the Timekeeper Entry link.
Step
3.
Action
Timekeeper Groups Timekeepers enter time for a large group of workers, called a Timekeeper Group. Timekeeper Groups contain employees for whom the Timekeeper is responsible. A Timekeeper can have multiple groups.
Step
4.
Action
Click the Group Name button.
5.
Click Street Lighting group.
6.
Click the OK button.
or
Press [Alt+O].
Page No 4
Step
7.
Action
Click in the Recurring Period field.
8.
Click the Recurring Period list of values.
9.
select DUR Weekly - Starts Monday in the list.
10.
or
Press [Alt+O]. 11. Click in the Period field.
12.
Search for and Select the week for which time is to be recorded. Click the 26-MAY-2008 - 01-JUN- 2008 in the list.
13.
or
Press [Alt+O]. 14. Click the Find button.
or
Press [Alt+i]. 15. 16. Note: The employees belonging to the chosen Timekeeper Group will default with individual lines for the week. Click the Project list of values button.
17.
Search for the Project Number into the Find field. Enter "1002971%".
Step
18.
Action
Click the Find button.
or
Press [Alt+F]. 19. Select the correct Project Number. Click the OK button.
or
Press [Alt+O]. 20. Click in the Tasks field.
21.
Search for the correct Task number e.g. 13000 Click the Find button.
or
Press [Alt+F]. 22. Click the OK button.
or
Press [Alt+O]. 23. Click the Type list of values button.
24.
Search for the Standard Time in the Find field. Enter "005%".
25.
or
Press [Alt+F].
Page No 6
Step
26.
Action
Click Straight Time in the list.
27.
or
Press [Alt+O]. 28. Enter the hours worked on this project and task for this day into the Mon 26-05 field. Enter "7.5". 29. Enter the hours worked on this project and task for this day the Tue 27-05 field. Enter "7.5". 30. Click in the Wed 28-05 field.
31.
Enter the hours worked on this project and task for this day into the Wed 28-05 field. Enter "7.5".
32.
Click in the Thu 29-05 field.
33.
Enter the hours worked on this project and task for this day into the Thu 29-05 field. Enter "7.5".
34. 35.
Enter the desired information into the Thu 12-06 field. Enter "7.5". Click the Details button.
or
Press [Alt+i]. 36. Enter additional information into the Comment field for Mon 09/06. Enter "Project Planning Meeting". 37. Click in the Comment field for Tues 10/06.
Step
38.
Action
Enter additional information into the Comment field for Tue 10/06. Enter "Project Work".
39.
Click in the Comment field for Wed 11/06.
40.
Enter additional information into the Comment field for Wed 11/06. Enter "Project Work".
41.
Click the Scroll button.
42.
Enter additional information into the Comment field for Thu 12/06. Enter "Project Work".
43.
Click the Ok button to exit from Comments Detail Page.
or
Press [Alt+O]. 44. Click in the Project field and Click the Project list of values button.
45.
Search for the Project Number in the Find field. Enter "1002971% Enter "1002971".
46.
or
Press [Alt+F]. 47. Click the Tasks list of values button.
48.
Search for the correct Task number e.g. 13000 Enter "13000".
49.
Page No 8
Step
Action
or
Press [Alt+F].
50.
or
Press [Alt+O]. 51. Click the Type list of values button. Enter "005". 52. Click the Find button.
or
Press [Alt+F]. 53. Click Straight Time in the list.
54.
or
Press [Alt+O]. 55. Enter the hours worked on this project and task for this day into into the Mon 26-05 field. Enter "7.5". 56. Click in the Tue 27-05 field.
57.
Enter the hours worked on this project and task for this day into the Tue 27-05 field. Enter "7.5".
58. 59.
Press [Tab]. Enter the hours worked on this project and task for this day into the Wed 28-05 field. Enter "7.5".
60.
Press [Tab].
Step
61.
Action
Enter the hours worked on this project and task for this day into the Thu 29-05 field. Enter "7.5".
62. 63. 64. 65.
Press [Tab]. Enter the hours worked on this project and task for this day into the Fri 30-05 field. Enter "7.5". Press [Tab]. Click in the Project field.
66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80.
Press [Shift+F5] to copy the information contained in the Project field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Task field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Type field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above.
81.
Click the New button.
Page No 10
Step
82.
Action
Click the Person Name list of Values button.
83.
Select correct employee from the group list for which holiday time needs to be added. Select Phillip Gordon for this example
84.
or
Press [Alt+O]. 85. Click in the Project field.
86.
Click the Project number list of values button.
87.
Search for the Indirect Project Number to which holidays and other overhead costs will be applied, in the Find field. Enter "1002799%"
88.
89.
Select the correct Indirect Project Number to which holidays and other overhead costs will be applied. Click the OK button.
90.
Search for the Indirect Task Number to which holidays and other overhead costs will be applied, in the Find field. Enter "%"
91.
92.
Select the Indirect Task Number to which overhead time e.g. Holidays will be applied.
Step
93.
Action
94.
Press [Shift+F5] to copy the information contained in the Type field directly above. Click in the Time field of the day for which the holiday applies.
95.
96.
Enter the hours of holiday on this Indirect project and task for this day into the Fri 30-05 field. Enter "7.5"
97.
Press [Tab]. Click Save icon on Tool bar.
98.
Click the Submit Selected Lines button.
or
Press [Alt+u]. 99. Click the OK button.
or
Press [Alt+O]. 100. Click in the Status field.
101.
Click the Edit Field... button.
Page No 12
Step
102.
Action
Note the current status of this submitted time sheet is Working. Approved timesheet is approved for costing to a project. Error there is a problem with the data. Rejected the OTL Manager has rejected the timesheet. Submitted the timesheet has been submitted for approval. Working the timesheet is in progress. Upon re-querying this Timecard, the Auto-Approval workflow should complete and this status will have changed to Approved. Click the OK button.
or
Press [Alt+O]. 103. Click the Find button.
or
Press [Alt+i]. 104. Click in the Status field.
105.
Click the Edit Field... button.
Step
106.
Action
Note: Auto-approval workflow has completed as this timekeeper timecard status is now Approved. Click the OK button.
or
Press [Alt+O]. 107. End of Procedure.
Page No 14
SELF SERVICE TIMECARD ENTRY

This Method of time entry is for employees who enter their own time only for the time they have worked on various projects and tasks. Users can: Create Timecards by using a web browser Track the progress of timecards in process OTL Manager can respond to workflow notifications to approve, reject, request more information or reassign timecards. Timecard user will receive notification if timecards are rejected or a request for information is made by the OTL Manager
Step
1.
Action
2.
Click the Create Timecard link.
Step
3.
Action
Note: Timecard Users and Approvers Hierarchy have been Pre-loaded into Oracle. Mr. Richard Fenwick will no longer automatically appear as the Overriding Approver of this timecard. Click the May 21, 2007 - May 27, 2007~ list item.
4.
Click in the Project Number field.
5.
Enter the Project Number. Enter "1001174".
6.
Click the Search button.
7.
Click the Quick Select button.
Page No 16
Step
8.
Action
Click in the Task Number field.
9.
Search for required the Task Number. Enter "%".
10.
11.
12.
Click in the Type field.
13.
Search for the required Type. Enter "%".
14.
15.
16.
Click in the Hours field.
17.
Enter the number of hours worked into the Hours field. Enter "7.5".
18.
19.
20.
21.
22.
Tab to the hours field for the next day. Press [Tab].
Step
23.
Action
24.
Click in the Comments field.
25.
Enter the Comments. Enter "I was on holiday on Friday".
26.
Click in the Project Number field.
27.
Enter the Project Number for the indirect staff costs project. Enter "1000078".
28.
29.
30.
Click in the Task Number field.
31.
Search for required the Task Number. Enter "%".
32.
33.
34.
Click in the Type field.
35.
Search for required the Type. Enter "%".
36.
Page No 18
Step
37.
Action
38.
Enter the number of hours holiday into the Hours field. Enter "7".
39.
Click the Details button.
40. 41. 42.
Press the left mouse button over the scrollbar and drag the mouse to the desired location. Click in the Comments field for the holiday Friday. Enter the Comments. Enter "I was on holiday ".
43.
Click the Apply button.
44.
Click the Complete Save Process button.
45.
Click the Submit button.
46.
Click the Return to Time Entry button.
47.
Click the Logout link.
48.
End of Procedure.
REQUEST INFORMATION AND THEN APPROVE

If necessary, the OTL Manager can request more information about a timesheet prior to approving. This request procedure and the subsequent approval are detailed here.
Step
1.
Action
2.
Click the Workflow Notifications link.
Page No 20
Step
3.
Action
Click the timecard for which more information is required link.
Step
4.
Action
Click the Request more information from sender of this notification button.
Step
5. 6.
Action
Enter the desired information into the Information Requested field. Enter "Were you on holiday on Friday?". Click the Request more information button.
Page No 22
Step
7.
Action
Step
8.
Action
Login as user to whon request for Information has been sent. Eg enter "sarah.kelford".
9.
Click the Login button.
Page No 24
Step
10.
Action
11.
Step
12.
Action
Click the More Information Requested link.
Page No 26
Step
13.
Action
Enter the Appropriate Response into the Answer field. Enter "I was working from home.".
14.
Click the submit button to Respond to request for more information.
Step
15.
Action
Step
16.
Action
Login as OTL Manager to whom the response for the request for Information has been sent. Eg enter "richard.fenwick".
17.
Page No 28
Step
18.
Action
19.
Step
20.
Action
Click the Timecard (02-JUN-08 to 08-JUN-08) for Kelford, Sarah (50 hours) for which more information was required .
Page No 30
Step
21. 22.
Action
Note A new action is required in response to the additional information provided. Enter an additional response into the Note field. Enter "OK...I will approve your timecard".
23.
Click the Approve button.
24.
End of Procedure.
REJECT TIMECARD
The OTL Manager may decide that he cannot approve the time on a card. In this case he/she would follow the procedure detailed here to reject the card.
Step
1.
Action
2.
Page No 32
Step
3.
Action
Click the timecard link.
Step
4. 5.
Action
Click in the Note field. Enter the Rejection reason into the Note field. Enter "Please adjust time for each day to 25 hours per day".
6.
Click the Reject button.
Step
7.
Action
Page No 34
Step
8.
Action
Logon as user who has received timecard rejection notification. Enter "sarah.kelford".
9.
Step
10.
Action
11.
Page No 36
Step
12.
Action
Click thelink to the timecard that has been rejected.
Step
13.
Action
Note: the timecard rejection reason entered by the OTL manager
14.
Click the OK button to Close all selected notifications. Note: A new time card must now be entered and re-submitted for this particular week.
15.
End of Procedure.
Page No 38
RE-ASSIGN TIMECARD APPROVAL TO ANOTHER OTL MANAGER

From time to time it may be that a particular OTL Manager cannot deal with a timecard that has been routed to him/her. In such a case the card should be assigned to a different OTL Manager following the procedures listed here.
Step
1.
Action
2.
Step
3.
Action
Click the timecard link.
Page No 40
Step
4.
Action
Click the Reassign the current notifications button.
Step
5.
Action
Enter the Employee to whom this notification is to be re-assigned. Enter "%117%".
6. 7.
Press [Tab]. Click the Transfer notification ownership option.
8.
Enter the appropriate action into the Comments field. Enter "Please approve timecards from this employee in the future.".
9.
Click the Submit button.
Step
10.
Action
11.
End of Procedure.
Page No 42
APPROVE SELF SERVICE TIMECARD

The Workflow Notifications page lets OTL Manager view and respond to their notifications using a Web browser. Provides an overview of OTL Managers notifications, from which you can drill down to view an individual notification in the Notification Details page. Can also: Reassign notifications to another user Request more information about a notification from another user Respond to requests for information
Step
1.
Action
Step
2. 3.
Action
Click the Timecard link. The Workflow Notifications page lets OTL Manager view and respond to their notifications using a Web browser. Provides an overview of OTL Managers notifications, from which you can drill down to view an individual notification in the Notification Details page. Can also: Reassign notifications to another user Request more information about a notification from another user, Respond to requests for information, and Define vacation rules to handle notifications automatically in your absence.
Page No 44
Step
4.
Action
Click the Approve button.
5.
End of Procedure.
DELEGATING TIMECARD APPROVAL IN YOUR ABSENCE

This option is available to OTL Managers and should be used if they are going to be away from the office for any length of time, eg holidays, long term sickness, etc. Timecards that would normally be routed to themselves can instead be automatically routed to a delegated person for approval.
Step
1.
Action
When logged in as an OTL Super Timekeeper, select Workflow Notifications and then click the Vacation Rules link.
Page No 46
Step
2.
Action
Click the Create Rule button.
Step
3.
Action
Click the Next button.
Page No 48
Step
4. 5. 6. 7. 8.
Action
Enter the desired information into the Start Date field. Eg enter "30/11/2008 08:00:00". Note that you must include a time in the format. Enter the desired information into the End Date field. Eg enter "25/12/2008 17:00:00". Again note that time is entered Enter the desired information into the Message field. Enter "Please deal with timecard approval during my absence.". Enter the surname of the person you wish to delegate to into the Search for User or Role field. Eg enter "Thompson". Click the Search for User or Role button.
Step
9.
Action
Click the Next 10 button if necessary until you find your chosen staff member.
10.
Page No 50
Step
11.
Action
Click the Apply button. Notifications will be routed to your delegate automatically during the dates you specified.
12.
End of Procedure.

Timekeeper OTL Manager Course Manual

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IT Learning, Customer Services

Telephone (0191) 383 3939 : VPN 7700 3939 : e-mail IT Learning

Oracle eBusiness Suite Timekeeper/OTL Manager

Timecard Business Flow

IT Learning, Customer Services, DCC

TIMEKEEPER TIMECARD ENTRY

Click the Timekeeper Entry link.

Click Street Lighting group.

Click the OK button.

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Click the Recurring Period list of values.

select DUR Weekly - Starts Monday in the list.

Click the OK button.

Click the OK button.

Click the Find button.

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Click the OK button.

Click in the Thu 29-05 field.

Click in the Comment field for Wed 11/06.

Click the Scroll button.

Click the Ok button to exit from Comments Detail Page.

Click the Find button.

Click the Find button.

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Click the OK button.

Click the OK button.

62. 63. 64. 65.

Click the New button.

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Click the OK button.

Click the Project number list of values button.

Click the Find button.

Click the Find button.

Press [Tab]. Click Save icon on Tool bar.

Click the Submit Selected Lines button.

Click the Edit Field... button.

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Click the Edit Field... button.

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SELF SERVICE TIMECARD ENTRY

Click the Create Timecard link.

Click in the Project Number field.

Enter the Project Number. Enter "1001174".

Click the Search button.

Click the Quick Select button.

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Search for required the Task Number. Enter "%".

Click the Search button.

Click the Quick Select button.

Click in the Type field.

Search for the required Type. Enter "%".

Click the Search button.

Click the Quick Select button.

Click in the Hours field.

Click in the Hours field.

Click in the Hours field.

Click in the Comments field.

Enter the Comments. Enter "I was on holiday on Friday".

Click in the Project Number field.

Click the Search button.

Click the Quick Select button.

Click in the Task Number field.

Search for required the Task Number. Enter "%".

Click the Search button.