SYSADMIN TRAINING MANUAL

ORACLE TIME & LABOR

A. F. Ferguson & CO.

CHARTERED ACCOUNTANTS
a member firm of

TABLE OF CONTENTS

TRAINING MANUAL
ORACLE TIME & LABOR

1.

TIMEKEEPER SETUP..........................................................................................

1.1

CREATING

2.

DEFINING WORKFORCE STRUCTURES...................................................................

2.1

DEFINING SHIFTS.............................................................................................

2.2

DEFINING WORK PLANS....................................................................................

2.3

DEFINE ROTATION PLANS..................................................................................

3.

EARNING POLICY..............................................................................................

3.1

CREATING

A NEW

3.2

DELETING

AN

4.

ADDING

5.

OTL PROFILE OPTIONS...................................................................................

TIMEKEEPER GROUP........................................................................

EARNING POLICY......................................................................

EARNING POLICY.........................................................................

A NEW ELEMENT ON THE

TIMEKEEPER ENTRY

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FORM...................................

TRAINING MANUAL
ORACLE TIME & LABOR

1.TIMEKEEPER SETUP
1.1

Creating a Timekeeper Group

A Timekeeper is responsible for entering or updating timecards for a group of

people; a Timekeeper Group contains the workers for whom the Timekeeper is
responsible.
Using the Timekeeper Group window, you select workers and put them into a
Timekeeper Group. This allows you to process time for these workers as one
group rather than as individuals. You can choose to add or delete specific
workers from the chosen criteria and place them within another group, as
described below.
Navigation: OTL Timekeeper > Timekeeper Group

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ORACLE TIME & LABOR
Enter a Name of the Group together with the timekeepers name as shown below.

You may either add a person to the group manually, or populate using the
Populate Person field. In order to add people to the group using Populate Person
field, you have to select an Organization (HR Org) and subsequently press Go. All
the people who have been assigned to that respective organization will be added
here automatically, as shown below.

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ORACLE TIME & LABOR

In order to add people associated with another org, save your work and
subsequently select another organization before clicking Go. In order to manually
add a person to the group, just click on the line fields, click Ctrl + Down Arrow
and add the employee details as shown below.

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TRAINING MANUAL
ORACLE TIME & LABOR

2.DEFINING WORKFORCE STRUCTURES

2.1

Defining Shifts

Navigation: Global OTL Application Developer > OTL Time Accounting >
Table Setup and Maintenance > Shifts
In order to create a new Shift, add a Name for the shift, a description, Start and
Stop times as shown below. Also, enter 1-Jan-1950 as the effective start date of
the shift. If you would like to delete a shift, you may query it and put an end date
to it.

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ORACLE TIME & LABOR

Subsequently save your work, and the shift will be created.

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ORACLE TIME & LABOR

2.2

Defining 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

Navigation: OTL Super Administrator > OTL Time Accounting > Table
Setup and Maintenance > Work Plan
Enter the name of the work plan and a description. Enter a start day and
effective start date for the work plan as shown below, and enter the shift details
that need to be worked for the complete week.

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ORACLE TIME & LABOR

2.3

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.
Navigation: Global OTL Application Developer > OTL Time Accounting >
Table Setup and Maintenance > Rotation Plan
Enter the name of the work plans in the lines as shown below, together with their
start date.

If

you would like to rotate a combination of work plans that have been entered,
enter the Next Start Date and the number of rotations. Subsequently, click on the
Autogenerate button, and the work plans would be auto generated as shown
below.

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ORACLE TIME & LABOR

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TRAINING MANUAL
ORACLE TIME & LABOR

3.EARNING POLICY
3.1

Creating a new Earning Policy

Earning Policy consists of rules that are defined as to how all of the elements
would be used in calculating Paid and Unpaid hours.
Navigation: Global OTL Application Developer > OTL Time Accounting >
Policies > Earning
Follow the following steps in setting up an Earning Policy:
- Change the effective From date to the appropriate start date for the policy,
that predates any employee hire dates i.e 1-JAN-1950
- 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.
- Select a Holiday Calendar.
- In the Earnings included to meet OVT cap field, select the appropriate earning
group.
- Enter the appropriate Minimum T/C Interval, if applicable.

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ORACLE TIME & LABOR
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.
- 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.
- Considering a value of 1 both within the Minimum T/C Interval and Round Up
At fields, exact time would be shown which may later be rounded off in a
customized procedure.
- 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.

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TRAINING MANUAL
ORACLE TIME & LABOR

3.2

Deleting an Earning Policy

In order to delete an Earning Policy, you should first ensure that it has not been
applied to any person. Subsequently, end date it as shown below. Once an
Earning Policy has been end dated, it would not be available for attachment upon
any employee.

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TRAINING MANUAL
ORACLE TIME & LABOR

4.ADDING A NEW ELEMENT ON THE TIMEKEEPER

ENTRY FORM
In order to add a new element on the timekeeper form, the following steps
should be performed
1. Create a new element
Create a new element in Human Resource module. For detailed description on
creating a new element, please see Oracle Payroll sysadmin training manual
section xx.
Navigation: Global HRMS Manager > Total Compensation > Basic >
Element Description

As per business requirements, create 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

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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.
2. Define Element Links
Navigation: Global HRMS Manager > Total Compensation > Basic > Link

As per business requirements, create links that will be used for Time Entry. The
option Non-recurring should be checked.
3. Add the element to your Element Set
Navigation: Global HRMS Manager > Payroll > Element Set

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Query OTL Elements set as shown below, and click on the Include Elements
button to add a new element, as shown below.

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.

4. Run the Flexfield and Mapping Information Process

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.

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Navigation: Global OTL Application Developer > Process and Reports>
Submit Requests > Single Request > Generate Flexfield and Mapping
Information
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 recreate 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

5. Define Alternate Names for the new element that has been
created
Navigation: Global OTL Application Developer > Alternate Names >
Alternate Names Definition

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ORACLE TIME & LABOR
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, query TGC Alternate Names and
update the name according to what you want the end-user to see.
If you want to restrict an element so it is not displayed, uncheck the Enabled
flag, as shown below. Further, if you want to end date the Element, enter To
Date.

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5.OTL PROFILE OPTIONS

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.
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.
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: 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.
*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
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this profile option to BEE Only. Otherwise, leave the profile with its default value
of both OTLR and BEE.

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