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Implementation Planning
and Procedures
Book One
USER NAME: PAUL, PWD= welcome, USER NAME: BILL pwd = welcome
Allan is a new employee joined the organization and enters his timesheet through Oracle
Time & Labor. Allans personal and assignment record is created using US HRMS
Manager responsibility. Charles has been assigned as the supervisor of Allan in the
Assignment form.
Currently the organization uses OTL to capture the time clocked by each employee and
the same is transferred to payroll and the employees are paid accordingly.
The employees are paid on monthly basis. Allan also has the payroll assigned in the
assignment form.
Now Create an Input value for the above element by name Hours. Note: The sequence
of the input value is 0 and the unit is Hours in Decimal format (2 places)
Repeat the same steps to create the other earnings element namely Overtime 1_5
Create an Element Set that includes the above elements defined in Payroll to be available
in OTL.
Step- 1
Navigate to OTL Application Developer>Alternate Names>Alternate Name Definition
2
1
1. The alternate name defined here would appear in the Hours type LOV in the
Timecard
2. The values defined here are the payroll elements against which the time needs to
be entered. The OTL to BEE transfer process would populate the no. of hours
entered in the timecard to the input value of the corresponding element which is
used to pay the employee
Step-2
Define the application to which you wish to transfer the time from OTL. There are seeded
application set already defined. In this case we would use the seeded Payroll application
set.
Step-3
Navigate to OTL Application Developer> Deposit/Retrieval> Define Retrieval Rules.
You define the application & process that would retrieve timecard details from OTL. You
also define the status of the timecard that can be retreived by the application.
E.g. you can have Payroll/BEE reteive timecards that have their status as approved
inorder the pay the employees.
Create a retrieval group and attach the above retrieval rule.
You can have multiple retrieval rule as part of a single retrieval group.
Step-4
Navigate to OTL Application Developer>Recurring Periods
You define the time period here. The time period defined here can be used for
1. Entering the timecad for the above timeperiod e.g. If you define a weekly time
period you can enter timecard for week.
2. You can use the above time period for approval. E.g. If you want the approver
to approve the timecards of employee on a weekly basis. You can also have
the timecard period defined as weekly but the approval period as monthly.
Step-5
Navigate to OTL Application Developer>Approval>Define approval periods
As mentioned in step 4 you can define the time period for approving a timecard. You also
specify different approval periods for different applications.
Payroll timecard can be approved every week whereas a Projects timecard could be
approved every month.
Step-6
Now that we have defined the other setups as mentioned above the timecards entered by
Allan has to be approved by his supervisor Charles.
Lets define the appropriate approval style to implement the above functionality.
You can setup different approval styles for different applications. As per the requirement
in the above fig we have setup the style as HR Supervisor so that the timecard submitted
by Allan should be approved by his supervisor Charles.
Now that we have defined the required setup we need to associate the same with the
employees. Preferences help us to associate the above setup with individual or set of
employees.
There are certain predefined preferences available in the application. Now we need to
create a new preference tree for our Payroll timecards.
Right click on the root node and create a new preference tree.
Now we need to setup the preferences and preference values for the newly defined tree.
In the above fig. We have attached the GCI Payroll Tree individually to Allan. We can
also have the preference tree attached to
1. All emplooyes
2. All employee of a specific organization or Location.
Check the Link by LOV for other values.
E.g. A rule with precedence 20 would have higher priority compared to a rule that has
the precedence as 10
The application has a Default preferences tree and a Default rule with precedence 1 that
is linked to All employees.
The preference tree that is applicable for a specific employee can be viewed in the People
tab.
Navigate to Submit Request and run the Generate Flexfield and Mapping Information
concurrent request.
Its all set for Paul to enter his timecard through self-service.
Paul should now click on the submit button for Bill to approve the timecard.
Insert the screen shot of final approval
notification that is received while
submitting the timecard.
Now Bill would login to the application and select the GCI Timecard Approval
responsibility.
Now click on Approvals function to view the list of Timecards that needs to approved
by Bill.
Bill can now fill his comments and also Approve or Reject the timecards.
Tansfer Time from OTL to BEE
Now that Bill has approved the timecard of Paul. The hours entered by Paul have to be
tranferred to Payroll for payments.
Navigate to Sumit Request and run the Transfer time from OTL to BEE with the
following parameters
After the above process is completed successfully you could view the newly created
batch in payroll.
Navigate to GCI HRMS Manager>Mass Information Exchange>Batch Element Entry
and query for the batch reference supplied in the above request.
Click on the Element Lines to view the details.
Run validate and transfer batch process for the above values to get reflected in Pauls
Element entry screen.
Time entry validation rules
Time Entry rules are used to setup validations while employees enter timecards.
Greeting Card Inc has decided to display a warning message to their employees when the
total of Regular Hours entered for a week exceeds 40.
Time category is grouping of various components, which will be used by the Time Entry
Rules to validate the entry.
Step-2 (Define Entry Rules)
Note: We can use the Seed forumla HXC_PERIOD_MAXIMUM for validation or define
our own formula.
The LOV would only display the Formula description and not the formula name.
Foruma Inputs: Define the parameters that need to be passed to the formula. Also define
the maximum hours allowed for the time category for a specific timecard
Period. In the above scenario the Maximum hours is defined as 40.
Step-3 (Define Time Entry Rule Groups)
You can combine various Time Entry rules defined above into a single group.
Here you define whether to raise a Warning or Error if the validation fails.
Step-4 (Set the preference Time Store Time Entry Rules)
The following warning message is displayed in the Timecard if the total time entered by
Paul for the week exceeds 40 hours. The warning message can be turned to Error by
changing the outcome field in Time Entry Rule Groups form.
Setting up Approval Rules
The employees of GCI Inc. enter Overtime hours through self-service timecard. GCI have
come up with the following requirement.
Time card is routed for supervisor approval only when the total Overtime hours
in a week exeeds 14hours. The timecard would be autoapproved if the Overtime
hours is <= 14.
Navigate to GCI OTL Application Developer> Time Entry Rules> Define Time Entry
Rules
Navigate to GCI OTL Application Developer> Approval > Define Approval Styles
Step-4 (Setting the preference Timestore approval style)
Paul has entered 6 hours of overtime and submitted the time card. In this scenario the
timecard gets auto approved as the total overtime for the period is 6 which is lesser than
14.
The time card for the period starting 30th April 2006 is auto approved.
Paul has now entered 20 hours of overtime and submitted the time card. In this scenario
the timecard is sent to his supervisor (Bill) for approval as the total overtime hours for the
period is greater than 14.
The time card for the period starting 13th May 2006 is sent for supervisor Approval.
Oracle Time and Labor Rules (OTLR)
GCI would like to have rules setup for automatic explosion of timecards based on certain
policies.
Step-1 (Assign Each Element used in Time and Labor to Element Time
Information)
Element Time Information:-All the Elements you use in Time and Labor and whose time
is autogenerated from time management structures and policies needs to have Earning
Category.This is done at Element Time Information form.
Refer the below screen shots see the how the elements have been categorized.
Now you can finally move the data to BEE.Inorder to do that you need to run the
Transfer To BEE.
You can see the BATCH STATUS=Transferred To BEE in the above screen shot.
Note: All the Project related setups e.g Creation of Projects,Transactions Controls on the
Project,Expenditure Type creation are part of Project Setup.Below I will discuss only the
OTL setup for Projects Timecard.
Navigate to OTL Application Developer> Preferences
Now we need to setup the preferences and preference values for the newly defined tree.
In the below screen shot you can see the Timecard has been Auto Approved.
Now this Timecard needs to be interfaced to Projects.Run the below concurrent program.
Once the Programe completes sucessfully OTL data moves from Timestore
To Projects.
Inorder to verify if the OTL data has interfaced to Projects Correctly
Navigate to Projects,Vision Services(USA)> Expenditures--> Expenditure EnquiryAll
You can see the 8hours against the project Service Center has interfaced to Projects.
The above is a basic setup for Projects OTL.It should give you a fair idea as to how OTL
works with Projects.