OTL Training Manual

Table of Contents

TIME ENTRY TO PAYROLL FLOW ............................................................................................................ 3

Using the OTL Timekeeper .................................................................................................................. 3
Transferring OTL Time Data to Payroll .............................................................................................. 10
Correction of Time Information and Rollback .................................................................................. 14
OTL SETUP AND PROFILE OPTIONS ...................................................................................................... 15
Set up Elements for Time Entry ........................................................................................................ 15
Set up Element Links ......................................................................................................................... 16
Define Element Sets .......................................................................................................................... 17
Generate Flexfield and Mapping Information Process ..................................................................... 18
Define Alternate Names.................................................................................................................... 19
Define Recurring Time Periods ......................................................................................................... 20
Define Approval Periods ................................................................................................................... 21
Define Approval Styles ...................................................................................................................... 22
Define Retrieval Rules ....................................................................................................................... 23
Define Retrieval Rule Groups ............................................................................................................ 24
Define Holiday Calendar ................................................................................................................... 25
Create Shifts ...................................................................................................................................... 26
Create Work Plans............................................................................................................................. 27
Define Rotation plans ....................................................................................................................... 28
Defining Variances: ........................................................................................................................... 29
Enter Element Time Information ...................................................................................................... 30
Defining Earning Groups ................................................................................................................... 31
Create Shift Differential Policies ....................................................................................................... 32
Create Premium Eligibility Policies.................................................................................................... 33
Create Earning Policies...................................................................................................................... 34
Enter Assignment Time Information ................................................................................................. 36
Define Preferences (Detail) ............................................................................................................... 37
Define Preferences (Rules/Eligibility Criteria)................................................................................... 37
View People Preferences .................................................................................................................. 37
Profile Options (To be configured first) ............................................................................................ 38
 TIME ENTRY TO PAYROLL FLOW

Using the OTL Timekeeper

Type in a Group Name.

Responsibility: OTL Timekeeper > Timekeeper Group

Select an Organisation or Assignment Set to populate the list of Employees. You can also ‘Filter’ the
list by selecting only Employees, Contingent Workers or both. Click Go.
The list is populated. You can Add/ Remove Employees as per requirement. Save your work.
Select your group and click Find.

Responsibility: OTL Timekeeper > Timekeeper Entry

In the Enter Hour Column, select the hours type, for example Overtime, Normal Hours etc. You can
input multiple Hour Types data for each employee by creating more rows manually.
You may input Clock-In/Clock-Out time under the respective days or enter hours worked as a whole
as is done for Wednesday. The total hours per week, per employee, per hour type are shown on the
right hand side: In this case: 21.
Save the Timecard. This will run a request to compile the timecard. You can click Day Totals to get
the total of hours worked by all employees in a week. In this example [8, 7, 6]
Transferring OTL Time Data to Payroll
After Submission and Approval of the Timecard, we have to run a request from HRMS:

 Transfer Time from OTL to BEE

‘Transfer Time from OTL to BEE’ is run to split time into Normal and OT hours. This applies all of the policies defined in Time
Management Policies in OTL. The division can then be viewed on the Professional Timecard.
This will populate the Professional Timecard. Here the Time Information can be reviewed for errors.
If any errors are found, they should be rectified in the Timekeeper Entry Window; and the
aforementioned request run again.

Global OTL Application Developer > OTL Time Accounting > Time Accounting>
Entry/Validation/Approval
After reviewing it for possible errors, run this request (from OTL Super Administrator):

 Validate for BEE

This request is run at the End of the Month as Timecards are transferred at the period end date.
After that, run the Transfer to BEE Process request (from OTL Super Administrator):

 It is important to note that the process date should be the last date in a period. This request
is run at the End of the Month as Timecards are transferred at the period end date.
Correction of Time Information and Rollback
Time Entry Errors may be discovered at different stages:

1. On the Timekeeper Entry Form

2. After time has been transferred to the Professional Timecard
3. After time has been transferred to BEE using the Validate and Transfer Requests
4. After BEE has been Validated and Transferred to the Payroll Element

1. On the Timekeeper Entry Form

Any errors here should simply be rectified and the timecard should be saved and submitted.

2. After time has been transferred to the Professional Timecard

Any errors discovered at this stage should not be corrected on the Professional Timecard. The
correction should be made on the Timekeeper Entry form and then the “Transfer time from OTL to
BEE” request should be run again.

3. After time has been transferred to BEE using the Validate and Transfer
Requests

Any errors discovered after transferring the data to BEE should not be corrected on the BEE Form or
the Professional Timecard. First the request “Rollback BEE” should be run from the responsibility
“OTL Super Administrator”. The correction should be made on the Timekeeper Entry form and then
the “Transfer time from OTL to BEE” request should be run again. After this, the following two
requests should be run form OTL Super Administrator:

 Validate for BEE

 Transfer to BEE

4. After BEE has been Validated and Transferred to the Payroll Element

Any errors discovered after transferring the data to the Payroll Element should not be corrected on
the BEE Form or the Professional Timecard.

First the “BEE Batch Process (Rollback)” request should be run from the HRMS Responsibility, with
the parameters “Batch, Yes, Yes”.

Then the request “Rollback BEE” should be run from the responsibility “OTL Super Administrator”.
The correction should be made on the Timekeeper Entry form and then the “Transfer time from OTL
to BEE” request should be run again. After this, the following two requests should be run from OTL
Super Administrator:

 Validate for BEE

 Transfer to BEE
OTL SETUP AND PROFILE OPTIONS
Set up Elements for Time Entry
Navigation: Global HRMS Manager > Total Compensation > Basic > Element Description

As per business requirements, create all elements that are to be used to for Time Entry.

These elements must adhere to the following rules:

Element Definition
 Must be Non-Recurring
 Must have Allow Multiple Entries flagged to Yes

Input Values
 Have one Input Value Called Hours in Format Hours in Decimal format (2 places)
o Flagged as Required
o Flagged as User Enterable
o Flagged as Database Item
 Have a second Input Value called Date Claimed in Format Date

Note – It is imperative that the input values are as per the above or else Time Entry will fail with
errors.
Set up Element Links
Navigation: Global HRMS Manager > Total Compensation > Basic > Link

As per business requirements, create links that will be used for Time Entry.

Note – OTL Eligibility can be defined as an alternative or used in conjunction with Element Links, to
specify which group employees it is going to be linked to.

The option Non-recurring should be checked.

Define Element Sets
Navigation: Global HRMS Manager > Payroll > Element Set

Once the business requirements have identified the basic set of employee rules of what employees
can claim for and see, we can begin to build up the OTL element sets. This is the final grouping of
employee rules.

The type for an OTL Element Set must be Run Set.

Enter the Name of the Element Set and include (or Exclude) those elements you want as part of the
set. The Element Set specified here is fed into OTL.
Generate Flexfield and Mapping Information Process
Navigation: Global OTL Application Developer >Process and Reports>Submit Requests>Single
Request>Generate Flexfield and Mapping Information

The Generate Flexfield and Mapping Information process creates context and segments in the OTL
Information Types Flexfield to hold the element and Key Flexfield.
It creates a context for each element and Flexfield, and segment for each element input value and
Flexfield segment.

** You must run this process on initial set up for Each Element Set Created in the previous section,
and run this process later if you change the HR key Flexfields set of elements for which you are
holding information in the time store, or the input values of these elements.

This concurrent process will create Alternate Names sets within OTL which will include the Alternate
Names for the elements created in the element sets in the previous set up.
Parameters:
Delete Definition – Set to No on initial run to create the Alternate Name Mappings.
Set to Yes if you want to delete the Alternate Name Definition and
re-create it again with a new set of elements taken from Element
Sets
Set to Yes if you want to delete this Alternate Name Mappings.
If you set to Yes, you will still have to manually delete the
set from Alternate Names form in OTL.
Element Set – Enter the Element Sets created in the previous section.
Effective Date – Enter Effective Date (usually a date in the past).
Xx Flexfield – Default to Yes for all
Define Alternate Names
Navigation: Global OTL Application Developer > Alternate Names>Alternate Names Definition

Alternate Names are used to configure Lists of Values on a Timecard Layout.

The Alternate Names are created once the Generate Flexfield and Mapping Process is run. You can
then go to the form and update the name according to what you want the end-user to see.

Note, that two definitions will be created; Enabled and Disabled. They can both be referenced within
Preferences.

If you want to restrict an element so it is not displayed, uncheck the Enabled flag.

If you want to end date the Element, enter To Date.

Define Recurring Time Periods
Enter the date with which your timecard will start from. The OTL Timecard will result in starting from
that Calendar day. You can use Period Types or Duration in Days to Define a Recurring Time Period.

Navigation: Global OTL >Recurring Periods

Define Approval Periods
Navigation: Responsibility: Global OTL > Approval > Define Approval Periods

Approval Periods for each application used must be set up. These are generally the same as the
recurring Time Periods.
Define Approval Styles
Navigation: Responsibility: Global OTL> Approval > Define Approval Styles

Different Approval styles can be created for different employees through Preferences.

Approval Rules in the Approval Style Components Region may be used to define the Approval
process for Timesheets.

The following are different styles that can be created.

 HR Supervisor - The named supervisor from the workers assignment.

 Person - A named individual (employee) which you can select from the List of Values.
 Workflow - Use to route timecards to the appropriate person, or people defined within the
workflow.
 Entry Level Approval - Determines what time entries are routed to what approver.

Optional notifications may be used as per requirements, through the ‘Other Attributes’ tab.
Define Retrieval Rules
Global OTL Application Developer > Deposit / Retrieval Processes > Define Retrieval Rules

Enter a Retrieval Rule Name.

Enter a Retrieval Process Rule Name.

Enter the Status for each application, at which it can retrieve OTL data.

Statuses:

• Working - Time has been entered for the application period but not yet

submitted for approval.

• Submitted - Application period is submitted and all the days in a period have a

submitted status.

• Approved - Application period has been approved.

Define Retrieval Rule Groups

Enter a name for the group.

2. Select the retrieval rules that are to be included this group.

3. Save your work.

Define Holiday Calendar
Navigation: Global OTL> OTL Time Accounting>Table Set up and Maintenance > Holiday Calendar

One of the structures used to define working patterns is through the Holiday Calendar. This needs to
be defined to determine Paid and Unpaid holidays.

For Unpaid Holidays, Enter Hours = 0.

For Paid Holidays, enter the number of standard working hours, e.g. 8.

This table can be maintained at anytime of the year, but holidays must be specified before their
occurrence.
Create Shifts
OTL Super Administrator > OTL Time Accounting > Table Setup and Maintenance > Shift

You can enter Start and Stop timings to signal the start and end of the shift. Also you can define Early
Start time to adjust the time period taken by workers to enter the factory.

The Late Stop column may be used to allow a certain period of time to the employees to exit the
premises.

You MUST define an off shift with hours equal to .000.

Create Work Plans
Work plans identify applicable shifts for the seven days of the week. Work plans are used:
• In the auto generation of hours for each person
• To form the basis of rotation plans
• For the calculation of day premiums and shift differential overrides

OTL Super Administrator > OTL Time Accounting > Table Setup and Maintenance > Work Plan
Define Rotation plans
Different Work Plans can be assigned to one employee if he does any shifts other than or in place of
his regular shift.

OTL Super Administrator > OTL Time Accounting > Table Setup and Maintenance > Rotation Plan

You can select different work plans and set appropriate start dates to define when the employee is
rotated.

If you have entered at least two work plans, you can auto generate the pattern you have set. Enter
the next start date and the number of rotations. For example, to repeat the pattern ten more times
starting on 1 March, enter that date in the Next Start Date field, and 10 in the Number of Rotations
field.
Defining Variances:
You can define Variance limits to manage exception reporting.

Global OTL App deleloper > OTL Time Accounting > Table Setup and Maintenance > Variance

Select the element, organization or location you want to monitor, in this case Overtime Hours.
Define Upper and Lower Limits as shown.
Enter Element Time Information

For each element you are going to use for auto generating values using time management structures
and policies, define some additional information using the Element Time Information window. This
information includes the earning category and any applicable premiums and expenditure type.

For example Normal Hours can be classified in the “Regular Earning” Earning Category; whereas
Overtime Hours can be classed as “Overtime Earning”.

It is mandatory to classify at least one Element as “Absence Earning” if the Holiday Calendar is to be
used.

Global OTL App developer > OTL Time Accounting > Policies > Element Time Information
Defining Earning Groups
Earnings groups identify the earnings types (elements) you want to include in the accumulation of
hours for calculating overtime limits (which are defined on the earning policy).

If you do not define elements within the Earning Group, and are using an Earning Policy which says
that first 8 hours should be thrown within Normal Hours element, ALL first 8 hours will be thrown
there, let it be Maternity Leave, Sick Leave, Hajj Leave, Official Work etc

OTL Super Administrator > OTL Time Accounting > Table Setup and Maintenance > Earning Group

In this case, this group will add an employee’s Basic hours, Short Leaves, Official Work etc. to
calculate Overtime limits.

You can create multiple earnings groups for various groups of employees.
Create Shift Differential Policies
These are used to award premiums to those who work certain shifts.

OTL Super Administrator > OTL Time Accounting > Policies > Shift Dfferential

The start and Stop are the start and stop times of the differential shift. Enter the premium earning
type to define how these are to be calculated.
Create Premium Eligibility Policies
A premium eligibility policy lists the authorized premiums associated with hours type. You must
define at least one premium eligibility policy.

OTL Super Administrator > OTL Time Accounting > Policies > Premium Eligibility

In the above example, The Basic Salary Hours have been set as the Base Hours with Overtime Hours
being the Authorised premium.
Create Earning Policies
Here we combine the Holiday Calendar, the Premium Eligibility and Premium Interaction policies,
the Earnings included to meet OVT(Overtime cap), that we previously designed.

Further Rules are also defined as to how all of the elements are to be used in calculating Paid Hours.

1. . Change the effective From date to the appropriate start date for the policy, that predates any
employee hire dates.
2. . Select a Type of earning rule, such as Base, or an overtime rule:
• Use Daily Overtime if you only need to define rules based on a day.
• Use Weekly Overtime if you only need to define rules based on a week.
• Use Special Overtime if you are defining rules that are based on a combination of a day,
and/or week, and/or a consecutive days’ basis.
3. . Select a Holiday Calendar.
4. . In the Earnings included to meet OVT cap field, select the appropriate earning group.
5. . Select the appropriate Premium Eligibility Policy, if applicable.
6. . Select the appropriate Premium Interaction Policy, if applicable.
7. . Enter the appropriate Minimum T/C Interval, if applicable.
For example, if the minimum time card interval is 15, then time entry hours are automatically
rounded up/down to 15 minute increments. The interval begins at the beginning of an hour,
so this example would mean that input and/or generated hours would be 24:00, 24:15, 24:30,
24:45, 01:00, 01:15, etc.
8. . Enter the amount in the Round Up At field, if applicable.
If the minimum timecard interval is 15 and the Round Up At is 8, then time clocked at 24:07
would be rounded down to 24:00, but a time clocked at 24:08 would be rounded up to
24:15.
9. . Enter rules in the Daily/Weekly Base and Overtime Rules region, according to the policy type
you selected in step .
• Daily, you must enter DAY and HOL
• Weekly, you must enter WKL and HOL
• Special, you must enter DAY, WKL, and HOL.
Ensure you enter rules in this sequence: Daily, Weekly, and Special, if all are applicable.

YOU SHOULD USE POINTS TO SET THE ORDER OF PRECEDENTS IF YOU ARE DEFINING SPECIAL
OVERTIME.
OTL Super Administrator > OTL Time Accounting > Policies > Earning
Enter Assignment Time Information
Select Employee from the Assignment Number LOV.

Autogen Hours: ‘No’

Select the appropriate Rotation Plan, Earning Policy, Shift Differential Policy and Hour Deduction
Policy.

Global OTL > OTL Time Accounting > Policies > Assignment Time Information
Define Preferences (Detail)
By default, all employees receive a set of default preferences. You can create new Preference
hierarchies and assign them to individuals or groups of individuals.

Initial set up requires you to attach the New Alternate Name definition for employees through
Preferences so that an employee can view that list of elements defined in the Alternate Name set.

As default, the following Preferences need to be included for OTL to function:

Self Service Number of Recent Timecards on Time Set to 1
Entry Screen
Timecard Delete Allowed
Self Service Timecard, Review and Confirmation
Layout Pages
Self Service Timecard Period for Worker
Self Service Timecard Status that Allows User Edits
Time Store Application Set
Time Store Approval Style
Time Store Retrieval Rule Groups
Timekeeper Misc Setup Items
Time Store Approval Periods
Alternate Names
Timekeeper Layout Attributes
Self Service Preference to Allow Rules Evaluation
No. Yes if required
 Payroll Timecard Layout
 Payroll OTLR Details Review Layout
 Payroll OTLR Details Confirmation Layout
 Payroll Export Timecard Layout
 Payroll OTLR Details Notification Layout
Weekly - Starts Monday
 Retro
 Assignment up to Final Termination
 120
 120
Human Resources and Payroll
OTL Auto Approve
Human Resources and Payroll Retrieval Rule
Group (Same as Application Set)
Yes, Yes, Yes, - , - , Weekly- Starts Monday
Weekly- Starts Monday
OTL Elements - Enabled
OTL Elements – Enabled (SAME )
Yes, Payroll, Weekly - Starts Monday

Define Preferences (Rules/Eligibility Criteria)

Use the Eligibility Criteria tab to set Eligibility rules.
OTL Eligibility criteria allow the creation of specific OTL rules so employees can see only that rule.
The rule is linked to a preference tree in the section above.

OTL Eligibility rules can use Employee Assignment criteria enabling eligibility. For example only
certain Grades, Position, Organisation can view a specific alternate name which will decide what
employees can see.

N.B OTL Eligibility can be used in conjunction with Element Links.

View People Preferences

Once all preferences and eligibility criteria has been defined, it is possible to an employee's
preferences from the People tab.

This is a view only tab and no changes can be made at this level. If you wish to make changes to an
individual's preferences, you must use the Eligibility Criteria tab.
Profile Options (To be configured first)
These have been initially configured. These are not to be changed without expert guidance and
research. Doing so may cause EBS to malfunction and any information culled after that may not be
strictly accurate.

HR: Business Group:

Set to Medical Devices Group.

HR: Absences Integration with OTL:

Set to No. Do not set to Yes as this feature does not work alongside OTLR and will cause
malfunctioning.

HR: User Type:

Set this to HR with Payroll User at the Responsibility level.

HXT: Compare Special Rules Evaluation

Set to “Yes” if you are using OTLR.
If HXT: Compare Special Rules Evaluation is No then Absence Integration is ON and OTLR is OFF

HXT: Overtime Functionality on Holidays:

Set to Null at the Site level.

HXT: Approver Required

This profile option determines whether an approver is required to approve the
timecard. If this profile is set to Yes, then the timecard requires an approver, otherwise
no approver is required.

HXT: Batch Size

This profile option determines the number of timecards you transfer to BEE in a single
batch.

HXT: Holiday Hours from Holiday Calendar

This profile option determines whether the application auto generates holidays from the
work plan or from the holiday calendar.

OTL: Allow Change Group Timekeeper

Set this profile option to Yes to allow the timekeeper the same privileges as the super
timekeeper. With this profile option set to yes, the timekeeper can view all groups and
workers in their business group, and can define groups for other timekeepers (if the
timekeeper is in the same business group as the people for whom they enter time). Set
this profile option to No to allow the timekeeper to define groups and enter timecards
for workers for whom they act as timekeeper only.

OTL: Allow Creation of Public Templates

Set this profile option to Yes to enable the user to create public templates.

OTL: Defer Approval Process on Timecard Submission

This profile option enables you to control the immediate execution of the approval
process. If you set this profile option to No, then you no longer need to submit the
Workflow Background Process.
OTL: Number of past days for which retrieval considers changes (days)

This profile option controls the number of past days the retrieval process checks for changes.

OTL: Transfer Batch Size

This profile option controls the batch size for the number of timecards the OTL
application transfers into memory, at one time, during the retrieval process. So if you set it at 100
and had 700 employees, 7 batches would be created.

If you run the retrieval process on a monthly basis for the same organization (and
workers enter time on a weekly basis), then the OTL application transfers 400 timecards
(100 people with 4 timecards each) in each batch. In this example, the application still
transfers 100 workers' timecards, however the number of timecards increases and each
batch requires 4 times the amount of memory space.

Caution: Oracle recommends that you set this profile option to no

higher than 100. If you set this profile to a higher number, then you
may experience errors due to lack of memory space in the OTL
application.

OTL: Transfer to OTLR and / or BEE

This profile option enables you to specify whether you expect to process time entries to
BEE or to evaluate and process time using OTLR. If you set the Evaluate Rules
preference to Yes for all workers then set this profile option to OTLR Only. If you set
the Evaluate Rules preference to No for all workers then set this profile option to BEE
Only. Otherwise, leave the profile with its default value of both OTLR and BEE.