Oracle Global Human Resources Cloud Implementing Time and Labor

Transcription

1 Oracle Global Human Resources Cloud Implementing Time and Labor Release 9 This guide also applies to on-premise implementations

2 Oracle Global Human Resources Cloud Part Number E Copyright , Oracle and/or its affiliates. All rights reserved. Authors: Lakshmi Venkat, Phid Simons, Tim Bisset, Hema Hardikar, Suzanne Kinkead This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/ or documentation, delivered to U.S. Government end users are "commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group. This software or hardware and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at ctx=acc&id=docacc Oracle customers have access to electronic support through My Oracle Support. For information, visit ctx=acc&id=info or visit if you are hearing impaired.

3 Contents Preface 1 i Overview 1 : Overview Time and Labor Integrations 5 Using Time and Labor with Absence Management: Points to Consider... 5 Using Time and Labor with Payroll: Points to Consider Define Elements, Payrolls, and Formulas: Overview Prerequisites for Setting up Payroll with Time and Labor: Procedure Using Time and Labor with Project Costing: Points to Consider 3 Date Effectivity 18 Date-Effective Objects in Time and Labor: Explained Date Effectivity: Explained Updating Date-Effective Objects: Examples Repeating Time Periods Overview FAQ Repeating Time Period: How It Is Calculated Correcting Date-Effective Objects: Examples FAQs Time Card s Overview Time Attributes, Time Card s, Layout Sets, Setup Profiles, and Groups: How They Work Together Creating a Single-Attribute Time Card : Worked Example Creating a Multiple-Attribute Time Card : Worked Example

4 6 Layout Sets Overview Configuring the Various Time Entry Layouts: Worked Example Configuring a Calendar Entry Layout: Worked Example FAQ Time Categories 48 Time Categories: How They Work with Time Consumer Sets and Time Entry Rules Using Time Category Condition Components: Explained Creating Time Categories: Worked Example FAQs Time Consumer Sets Overview Creating Time Consumer Sets : Points to Consider FAQ Time Rules 56 Rule Set Components: How They Work Together Defining Rule Templates: Points to Consider Input Parameters and Rule Outputs: Explained Time Calculation Rule Set Processing Order: Explained Creating a Time Entry Rule Template: Worked Example Creating a Time Entry Rule: Worked Example Creating a Time Entry Rule Set: Worked Example Creating a Time Calculation Rule Template: Worked Example Creating a Time Calculation Rule: Worked Example Creating a Time Calculation Rule Set: Worked Example Analyzing Rule Processing Details: Explained FAQs Groups Overview Group Membership: How It Is Evaluated Defining Groups: Worked Example FAQ

5 11 Setup Profiles Overview Configuring Time Card Access Settings: Procedure Worker Profile: How It Is Derived Troubleshooting Time Card Profile Assignment: Explained Time Card Approval Overview Defining Approvals for Human Capital Management: Explained Managing HCM Approval Transactions: Explained The Manager Hierarchy: How It Is Maintained Approval Management Configuration Options for Oracle Fusion Human Capital Management: Explained Managing HCM Approval Rules: Explained Approver Types: Explained HCM Approval Rules: Explained Manager Approval-Rule Attributes Position-Hierarchy Approval-Rule Attributes Defining an HCM Approval Policy: Worked Example

6 Preface Preface This Preface introduces the guides, online help, and other information sources available to help you more effectively use Oracle Applications. Oracle Applications Help You can access Oracle Applications Help for the current page, section, activity, or task by clicking the help icon. The following figure depicts the help icon. Note If you don't see any help icons on your page, then click the Show Help icon button in the global area. However, not all pages have help icons. You can add custom help files to replace or supplement the provided content. Each release update includes new help content to ensure you have access to the latest information. You can also access Oracle Applications Help at Oracle Applications Guides Oracle Applications guides are a structured collection of the help topics, examples, and FAQs from the help system packaged for easy download and offline reference, and sequenced to facilitate learning. To access the guides, go to any page in Oracle Fusion Applications Help and select Documentation Library from the Navigator menu. Guides are designed for specific audiences: User Guides address the tasks in one or more business processes. They are intended for users who perform these tasks, and managers looking for an overview of the business processes. Implementation Guides address the tasks required to set up an offering, or selected features of an offering. They are intended for implementors. Concept Guides explain the key concepts and decisions for a specific area of functionality. They are intended for decision makers, such as chief financial officers, financial analysts, and implementation consultants. Security Reference Guides describe the predefined data that is included in the security reference implementation for an offering. They are intended for implementors, security administrators, and auditors. i

7 Preface Common areas are addressed in the guides listed in the following table. Guide Intended Audience Purpose Using Common Features All users Explains tasks performed by most users. Using Functional Setup Manager Implementors Explains how to use Functional Setup Manager to plan, manage, and track your implementation projects, migrate setup data, and validate implementations. Technical Guides System administrators, application developers, and technical members of implementation teams Explain how to install, patch, administer, and customize the applications. For other guides, see Oracle Cloud Documentation at Other Information Sources My Oracle Support Oracle customers have access to electronic support through My Oracle Support. For information, visit or visit if you are hearing impaired. Use the My Oracle Support Knowledge Browser to find documents for a product area. You can search for release-specific information, such as patches, alerts, white papers, and troubleshooting tips. Other services include health checks, guided lifecycle advice, and direct contact with industry experts through the My Oracle Support Community. Oracle Enterprise Repository for Oracle Fusion Applications Oracle Enterprise Repository for Oracle Fusion Applications provides details on service-oriented architecture assets to help you manage the lifecycle of your software from planning through implementation, testing, production, and changes. You can use Oracle Enterprise Repository at for: Technical information about integrating with other applications, including services, operations, composites, events, and integration tables. The classification scheme shows the scenarios in which you use the assets, and includes diagrams, schematics, and links to other technical documentation. Other technical information such as reusable components, policies, architecture diagrams, and topology diagrams. Documentation Accessibility For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at ii

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9 Chapter 1 1 Overview Overview : Overview Configure time entry displays, validations, and calculation rules for time entry, approval, and transfer to time consumers. Use the Define Time and Labor task list available in the Setup and Maintenance work area. Getting Started You implement Time and Labor using the Time and Labor functional area in the Workforce Deployment offering. Before you begin, use the Getting Started page in the Setup and Maintenance work area to access reports for this offering. These reports include: Lists of setup tasks Descriptions of the functional areas and features you can select when you configure the offering Lists of business objects and enterprise applications associated with the offering Time and Labor Task Lists You can access the Time and Labor setup tasks on the Applications Administration tab of the Overview page in the Setup and Maintenance work area. Select the Workforce Deployment offering and the Time and Labor functional area. Alternatively, create an implementation project for the Time and Labor functional area to generate a task list for the project. The application implementation manager can assign and track each task. If you have already implemented Oracle Fusion Global Human Resources, which is required for Time and Labor processing, you have completed many prerequisite tasks. Use the Define Elements, Balances, and Formulas task list if you pay worked time based on time card entries. The Implementing Global Human Resources guide explains these tasks. The Define Time and Labor task list includes the following task lists: Define Time Entry Configuration Define Time Rules Define Time and Labor Setup Profiles Define Time Entry Configuration Use the tasks in this task list to create and update time entry formats to provide flexible forms of time entry. Task Description Manage Workforce Management Lookups View and update lookups used in Oracle Fusion Workforce Management. The only lookup type that you can update is the Classification lookup, which filters search results and groups rules and rule templates. 1

10 Chapter 1 Task Overview Description Use this task to add new classification lookup codes for the HWM_RULE_CLASSIFICATION lookup type. Specify the rule type in the Tag column for the lookup code by selecting: TCR for time calculation rule classification, such as threshold or weekend premium. TER for time entry rule classification, such as business message. Manage Time and Labor Value Sets Create and update sets of values for use in time card fields. Manage Workforce Management Value Sets Create and update sets of values for use in rule templates and time categories. Manage Repeating Time Periods Create and update time period definitions that produce repeating periods for use as approval periods and time card entry periods. Generate Data Dictionary Time Attributes Create time attributes for payroll time types and absence types that are used to create time card fields. Defined attributes are available in the Manage Time Card s page. Generate Time Card s Create multiple attribute time card fields for the selected legislative data group and the option to include absence types when defining time card fields. Manage Time Card s Create and update a collection of properties that enables different user groups to report time against different time attribute values. Associate a data source, which is either a value set or a delivered view object, with each time card field. Manage Time Layout Sets Create and update a collection of different time entry layouts for entering, reviewing, and approving time. Associate time card fields with layout sets. Manage Time Categories Create and update a group of time entries that is used for summarizing, validating, and transferring time and for processing time rules. Create time categories by specifying the time attribute fields. 2

11 Chapter 1 Overview Task Description Manage Time Consumer Sets Create and update time consumer sets to define a set of rules for each time consumer: Approval periods Timings of validations Time categories for validations Transfer of time Manage HCM Groups Create group definitions that are used by Oracle Fusion Time and Labor. Evaluate HCM Group Membership Evaluate the membership of an HCM group and populate the group based on a specific date or range of dates. Run this process so that workers can report time. During implementation, refresh the predefined groups so that all workers in the enterprise are assigned a default layout set and a default profile. Define Time Rules Use the tasks in this task list to create time entry and calculation rules to apply on the time cards. These rules validate time entries and generate new compensation results. Task Description Manage Fast Formulas Create fast formulas with a formula type of either time entry rule or time calculation rule. Associate these formulas with rule templates. Manage Time Repository Rule Template Create and update rule templates that enable reuse of a formula to define multiple rules. Use time categories in rule templates to summarize time and compare different categories of time. Manage Time Repository Rules Create and update time entry and time calculation rules based on rule templates. Time entry rules validate time entries and generate messages. Time calculation rules generate calculated time, which is transferred to time consumers, such as payroll and project. 3

12 Chapter 1 Overview Task Description Manage Time Repository Rule Sets Create and update sets of time entry and time calculation rules and assign them to a group of workers using the worker time processing profile. Define Time and Labor Setup Profiles Use the tasks in this task list to create and update worker associations with time entry and time processing setup profiles, which control the entry, approval, and transfer of time to integrating time consumers. Task Description Manage Worker Time Processing Profiles Create and update an association of rule sets, a time consumer set, and time card periods to report, validate, approve, and transfer time. Manage Worker Time Entry Profiles Create and update an association of a layout set and time entry actions to control access to any time entries. 4

13 2 Chapter 2 Time and Labor Integrations Time and Labor Integrations Using Time and Labor with Absence Management: Points to Consider Using Oracle Fusion Absence Management with Oracle Fusion Time and Labor enables workers to report absences and view accrual balances in the time card. Considerations for using Absence Management with Time and Labor include: Prerequisite absence setup Absence entry configuration Absence entry Auto population of absence Absence validation configuration Absence approvals Absence transfer Prerequisite Absence Setup To report absence types from the time card, you must: Ensure that a work schedule exist for the primary assignment of the worker. Configure the units of measure of the absence type to either hours or calendar days. Enable the absence type for time card entry. Enroll the worker in any absence accrual plans that are associated with the absence type. Ensure that the plan balances are up to date Absence Entry Configuration Use the following tasks in the Define Time and Labor task list to generate time card fields. These tasks are available in the Setup and Maintenance work area. Generate Data Dictionary Attributes: Creates data dictionary time attributes for a selected time consumer that categorizes time or defines time card fields. Generate Time Card s: Creates multiple-attribute time card fields using data dictionary time attributes, for the specified legislative data group. Select the option to include absences. Use the Manage Time Card s task to display absence data in various ways for time entry: 5

14 Chapter 2 Time and Labor Integrations Time Card Options Time Card Description Task Absence Type Create a time card field with a single time attribute, which displays only the absence type. Manage Time Card task. Create a single attribute. Payroll and Absence Time Type Create a multiple attribute time card field, which combines absence types and payroll time types. These time types can have different display names for time entry than they have in payroll or absence management. Run the Generate Time Card process. Or use the Manage Time Card task to create a multiple attribute time card field with two time attribute segments. Then manually populate the values and the time attribute. Reason Code or Comment Configure the Reason Code as a dependent time card field that is displayed in the Additional Attributes and Daily Details dialogs of the time card. Manage Time Card task. Create a single or multiple attribute time card field with a dependent time card field for absence reason. Use the Manage Layout Sets task to specify the time entry format to support absence types and payroll time type entries. Absence entries resolve according to the worker's schedule. Workers with time-based schedule enter absence in the time card. Workers with elapsed or duration schedule enter absence hours in the time card. Absence Entry Workers can enter absences by time card entry in the Time work area. Auto Population of Absence Any future absences automatically appear on the time card for that period. Deleting a time card doesn't delete the relevant absence hours. The worker must delete the absence in the Time work area. Absence Validation Configuration Validations ensure, for example, that workers enter absences only for absence types that they are eligible for. Clicking Next, to review and submit the time card, always validates absence time entries. This table describes the default processing associated with time card Next, Save, and Submit buttons. Time Card Button Automatic Validation Description Next Yes When the worker user clicks Next, the following processing runs before opening the Time Card Review page: Validates absence, payroll, and project time entry 6

15 Chapter 2 Time Card Button Time and Labor Integrations Automatic Validation Description Applies time entry rules Applies time calculation rules Generates calculated time Save No Using the Manage Time Consumer Sets task, you can configure the validations to also run when the worker clicks the Save button. Submit Yes Clicking the Submit button on the Time Card Review page updates the time card to Submitted status and triggers the approval flow for the time card. Absence Approvals Absence approvals are automatic. A worker : Submits an approval flow by entering an absence using the self-service absence management application, if approvals are configured for that absence type. Initiates the Time Card Approval task by entering the absence directly in the time card. Absence Transfer Time and Labor doesn't transfer the absence time entries to any time consumer. Absence Management: Generates the absence entries into Absence Plan Detail results for payment. Processes the hours to update accrual balances. Using Time and Labor with Payroll: Points to Consider You can integrate Oracle Fusion Global Payroll applications with Oracle Fusion Time and Labor to validate, approve, and transfer reported time to payroll for payment. Consider the following when using Time and Labor with Global Payroll: Prerequisite payroll setup Time attributes setup 7

16 Chapter 2 Time and Labor Integrations Time entry configuration Time period considerations Payroll validation configuration Payroll transfer process Transfer error resolution Prerequisite Payroll Setup Create elements in payroll to capture payroll time types in the time card and pass time to payroll or a third â party payroll system for processing. To use a third-party payroll provider, implement Oracle Fusion Global Payroll Interface to extract the payroll data for your payroll provider. Time Attributes Setup After the payroll administrator sets up the payroll element and runs the Create Time Card Calculation Component process, run the following two processes on the time card data: Generate Data Dictionary Time Attributes: Creates data dictionary time attributes for a selected time consumer that categorizes time or defines time card fields. Generate Time Card s: Creates time card fields using data dictionary time attributes, for the specified legislative data group. These tasks are available in the Define Time and Labor task list, in the Setup and Maintenance work area. Time Entry Configuration Payroll time entries on the time cards contain predefined payroll time card fields, such as pay time type and assignment number. Use the Manage Time Card s task to create a new time card field, enabling layout set overrides. Use the predefined payroll layout set if you don't need to make changes to the delivered time card fields or labels. Use the Manage Time Layout Sets task to create a new payroll layout based on predefined payroll layout. Customize the time card fields displayed on all time entry, review, and approval pages. These tasks are available in the Setup and Maintenance work area. Time Period Considerations Time periods for reporting and approving time can be weekly or biweekly. Approval periods match the reporting period. Therefore, time cards are submitted for approval as soon as they are submitted. Your payroll periods can be weekly, biweekly, semimonthly, or monthly. To align payroll periods with time card periods, organize your workers into easily identifiable HCM Groups. Assign these groups to the correct worker time processing profile containing a weekly or biweekly time card period. Payroll Validation Configuration Clicking Next, to review and submit the time card, always validates absence time entries. This table describes the default processing associated with time card Next, Save, and Submit buttons: 8

17 Chapter 2 Time and Labor Integrations Time Card Button Automatic Validation Description Next Yes When the worker clicks Next, the following processing runs before opening the Time Card Review page: Validates absence, payroll, and project time entry. Applies time entry rules. Applies time calculation rules. Generates calculated time. Save No Using the Manage Time Consumer Sets task, you can configure the validations to also run when the worker clicks the Save button. Submit Yes Clicking the Submit button on the Time Card Review page updates the time card to Submitted status and triggers the approval flow for the time card. Payroll Transfer Process The payroll administrator uses the Load Time Card Batches process to retrieve time. Only approved time is transferred. Transfer Error Resolution Use the Time Management work area to monitor and troubleshoot transfer processes: View the time entries that failed during the transfer process in the Resolve Time Cards with Transfer Failures section of the Overview page. Monitor time transfer processes that failed or were terminated abruptly in the Incomplete Time Transfer Processes section of the Overview page. When the payroll administrator notifies of a failed process, reset the status to Unprocessed for the time entries that weren't transferred successfully. The transfer process retrieves these unprocessed time entries the next time it runs. Define Elements, Payrolls, and Formulas: Overview The Define Elements, Balances, and Formulas task list contains the tasks required for creating payroll elements for compensation and HR management. You can use this task list if you're recording earnings, deductions, and other payroll data for reporting, compensation and benefits calculations, or transferring data to a third-party payroll provider. 9

18 Chapter 2 Time and Labor Integrations Note If you're using Oracle Fusion Global Payroll, use the Define Payroll task list instead. The Define Payroll task list includes additional tasks required to set up payroll processing. Required Tasks Your business requirements and product usage determine which required tasks and other payroll-related tasks you perform. The required tasks are: Manage Elements Manage Payroll Definitions, which is usually required to support elements Manage Consolidation Groups, which is required for creating payroll definitions If you use predefined Payroll Interface extracts to transfer data to a third-party payroll provider, you may need to create element subclassifications, balances, organization payment methods, and object groups. Refer to the Global Payroll Interface documentation for more information. Prerequisite Tasks The Workforce Deployment and Compensation Management offerings include the Define Elements, Balances, and Formulas task list. These offerings contain other tasks that you must complete first, as shown in the following table. Task Use To Why It's Important Manage Legal Entities Create payroll statutory units. Ensures that hiring employees automatically creates payroll relationship records. Manage Legal Entity HCM Information Associate a legislative data group with each payroll statutory unit. As above. Manage Payroll Product Usage Select Payroll Interface as the product usage for any countries or territories where you use this product. Ensures that you use the appropriate element templates to create earnings. Configure Legislations for Human Resources Use this task to create legislative data for a country or territory that doesn't have a predefined country extension. It guides you through configuring some payroll objects and values required for creating elements, including: Tax year start date Period of service on rehire rules Default currency Element classifications 10

19 Chapter 2 Time and Labor Integrations Component groups Payment types Important Complete this task before the other tasks in this task list. Manage Elements Use elements to communicate payment and distribution information to payroll applications from the source applications listed in the following table. Source Application Compensation Element Purpose Earnings and deduction elements, such as bonuses, overtime earnings, and voluntary deductions. Requirements Required for compensation plans and base pay, no matter which HR and payroll applications you're using. Information elements to load custom data to use during a workforce compensation cycle. Benefits Deduction elements to record activity rate calculation results, such as: Employee contributions and employer distributions for medical options Flex credits for flex offerings Required if you use element entries to communicate benefits rate information to any payroll application. Earnings elements if you set up your flex offering to disburse unused credits as cash. Time and Labor Earnings elements with input value of Hours. Required if you pay worked time based on time card entries. Absence Management Earnings elements with input value of Hours. Required if you process absence payments and book employer liability of accrual balances through Global Payroll or Global Payroll Interface. 11

20 Chapter 2 Time and Labor Integrations Manage Payroll Definitions Employees' employment terms or assignments include their assigned payrolls. The payroll definition supplies the payroll period frequency and end dates, which some applications use for calculations. The following table shows which Oracle Fusion HCM applications require payroll definitions. Application Payroll Definition Required? Usage Conditions Global Payroll Interface Yes N/A Compensation Yes N/A Benefits Optional Required to use the payroll period frequency to calculate communicated rates or values passed to payroll. Time and Labor Optional Required to pass time entries to payroll calculation cards for payroll processing or for extract to a thirdparty payroll application. Absence Management No N/A Manage Consolidation Groups You must have at least one consolidation group for each legislative data group where you create elements. Payroll definitions require a consolidation group. Other Payroll-Related Setup Tasks Your implementation might require other tasks in the Define Elements, Balances, and Formulas task list, as shown in the following table. Task Requirements Manage Organization Payment Methods If you want to record personal payment methods for your employees, you must create organization payment methods and associate them with your payroll definitions. Organization payment methods define the combination of payment type and currency to use for payments to employees or external parties. 12

21 Chapter 2 Time and Labor Integrations Task Requirements Manage Element Classifications Primary element classifications are predefined. If you run the Calculate Gross Earnings process (provided with Global Payroll Interface), you might create subclassifications to feed user-defined balances. Manage Fast Formulas You can write formulas for a number of uses, including: Validating user entries into element input values Configuring compensation, benefit, and accrual plan rules Calculating periodic values for gross earnings and defining element skip rules for the Calculate Gross Earnings process (provided with Global Payroll Interface) Manage Balance Definitions If you're using Global Payroll Interface, creating earnings elements creates balances automatically. You can edit these generated balance definitions. If you're using the Calculate Gross Earnings process, you may want to create additional balances for extracts or reporting. Manage Object Groups You can create object groups to specify subsets of elements or payroll relationships to include in a report or process, such as the Calculate Gross Earnings process. Prerequisites for Setting up Payroll with Time and Labor: Procedure To integrate Oracle Fusion Global Payroll with Oracle Fusion Time and Labor, you must complete prerequisite setup tasks that include creating elements in Global Payroll. Perform these prerequisite tasks: 1. In the Payroll Calculation work area, use the Manage Elements task to create payroll elements within a legislative data group. These elements have a primary classification of standard or supplemental earnings, and a calculation rule of hours multiplied by rate. Create at least one element eligibility record for each element. 2. In the Payroll Calculation work area, use the Manage Payroll Relationships task to confirm that the Time Card Required field is selected for each person who reports time. Typically, your HR specialist selects this field when completing the new hire flow. 13

22 Chapter 2 Time and Labor Integrations Note Skip this field for persons who complete time cards, but whose pay isn't calculated using time entries, such as salaried employees who report time for billing purposes. 3. In the Payroll Checklist work area, run the Create Time Card Calculation Component process to generate the calculation components that record the time card entries transferred to payroll from Time and Labor. 4. In the Define Time and Labor task list in the Setup and Maintenance work area, optionally, run the Generate Time Card s process. This creates multiple attribute time card fields for the selected legislative data group. Note You can also use the Manage Time Card task list in the Setup and Maintenance work area to create time card fields. Using Time and Labor with Project Costing: Points to Consider Use Oracle Fusion Time and Labor to bill customers for time worked on a project: Validate reported time entries Transfer validated entries to Oracle Fusion Project Costing Consider the following when using Time and Labor with Project Costing: Prerequisite department classification Prerequisite project data setup Project time entry configuration Time entry display filters Validation configuration Time transfer process Transfer error resolution Prerequisite Department Classification To enable the worker to submit time cards, the department in the time reporter's Employment record must be an expenditure organization. To classify a department as an expenditure organization, the projects administrator can: 1. Search for the Manage Project Organization Classifications task in the Setup and Maintenance work area. Edit each department by selecting the Classify as project expenditure organization check box. 14

23 Chapter 2 Time and Labor Integrations 2. Search for the Submit Process to Denormalize Organization Hierarchy task and run the process. Prerequisite Project Data Setup Predefined time card fields for use on the time card are: Project Name for Project Team Members Project Name Project Number Task Number Project Unit Expenditure Type Expenditure Type Name Project Unit Organization Expenditure Type Class (System Linkage Function) Billable Work Type Optional Expenditure Type Optional Expenditure Type Name Optional Project Name Optional Project Name for Project Team Members Optional Project Number Optional Project Number for Project Team Members Optional Task Number Optional Task Number for Project Team Members Project tables in Oracle Fusion Project Foundations must be populated so that values are available for these time card fields. When Project Foundation tables contain values, those values can be displayed in the time card choice lists. The choice lists use value sets, which show the value and description. Project Time Entry Configuration Project time entries on the time cards contain: Predefined project time card fields, such as project, task, and expenditure type. Optional time card field values, such as billable indicator and work type. Use the following tasks in the Setup and Maintenance work area to configure project time entries: 15

24 Chapter 2 Time and Labor Integrations Task Description Manage Time Card Configure time card fields by using different column labels and value sets. Manage Layout Set Duplicate and create a new project layout set based on the predefined project layout set. Time Entry Display Filters This table describes how project values are derived in the time card: Data to Display Derivation Projects that are correct for the person Business unit defined in Human Resources for the person Tasks that are correct for the person Entry of the project name or number in the time card Correct expenditure types Entry of the project, which derives the project unit. The project unit derives the correct list of expenditure types Validation Configuration Clicking Next, to review and submit the time card, always validates project time entries. This table describes the default processing associated with time card Next, Save, and Submit buttons: Time Card Button Automatic Validation Description Next Yes When the time card user clicks Next, the following processing runs before opening the Time Card Review page: Validates absence, payroll, and project time entry Applies time entry rules Applies time calculation rules Generates calculated time Save No Using the Manage Time Consumer Sets task, you can configure the validations to also run when 16

25 Chapter 2 Time Card Button Time and Labor Integrations Automatic Validation Description the time reporter clicks the Save button. Submit Yes Clicking the Submit button on the Time Card Review page updates the time card to Submitted status and triggers the approval flow for the time card. Time Transfer Process The project costing administrator initiates the retrieval of the time using the Transfer Time Service, which is invoked from the Import and Process Cost Transaction process. Only approved time cards with no errors from validations, time entry, or time calculation rules are transferred. Transfer Error Resolution Use the Time Management work area to monitor and troubleshoot transfer processes: View the time entries that failed during the transfer process in the Resolve Time Cards with Transfer Failures section of the Overview page. Monitor time transfer processes that failed or were terminated abruptly in the Incomplete Time Transfer Processes section of the Overview page. When the Project Costing administrator notifies of a failed process, reset the status to Unprocessed for the time entries that were not transferred successfully. The transfer process retrieves these unprocessed time entries the next time it runs. 17

26 Chapter 3 3 Date Effectivity Date Effectivity Date-Effective Objects in Time and Labor: Explained The following Time and Labor setup objects retain history as they change over time, using date-effectivity: Time Entry Rule Set Time Calculation Rule Set Worker Time Processing Setup Profile Worker Time Entry Setup Profile Date Effectivity: Explained Most object attributes change over time. For example, grade rates may increase or an address may change. Date-effective objects keep a history of such changes. Professional users can retrieve and edit past and future versions of an object. Many Human Capital Management (HCM) objects, including person names, assignments, benefits plans, grades, jobs, locations, payrolls, and positions are date-effective. Logical and Physical Records Date-effective objects include one or more physical records. Each record has effective start and end dates. One record is current and available to transactions. Others are past or take effect in the future. Together, these records constitute the logical record or object instance. This table shows changes to the department manager attribute in a department business object. Each row represents a single physical record. Physical Record Effective Start Date Effective End Date Department Manager 4 18 January, October, January, 2011 A. Chan 2 13 June, October, 2010 T. Romero 1 22 March, June, 2009 G. Martin C. Woods Note The physical record number doesn't appear in the record. 18

27 Chapter 3 Date Effectivity Effective End Dates in Physical Records Every physical record except the last has an effective end date. The update process adds this date, which is the day before the effective start date of the next record, whenever you update the object. Object End Dates You can enter a final effective end date for some date-effective objects. For example, terminating an assignment adds a final effective end date to the assignment. Alternatively, the End Date action may be available. If you end date a date-effective object, then it isn't available to transactions after that date. However, the object's history is retrievable. Status Values in Date-Effective Objects Some date-effective objects, such as grades and jobs, have both effective dates and status values. When the object status is Inactive, the object isn't available to transactions, regardless of its effective dates. Setting the status to Inactive makes objects unavailable to transactions. If you can't enter an effective end date for an object, then changing its status has the same effect. Future-Dated Changes For date-effective objects, you can enter future changes. For example, you enter the following worker promotion on 25 October, 2011 to take effect on 18 January, Physical Record Effective Start Date 2 18 January, October, 2010 Effective End Date Grade IC2 17 January, 2012 IC1 Physical record 2 becomes current on 18 January, From 14 October, 2010 until 17 January, 2012 physical record 1 is current and available to transactions. Users who can access the object history can see physical record 2 before it takes effect. When future-dated changes exist, other actions may be limited. For example, to end this worker's assignment before the promotion takes effect, you must first delete the promotion. Date-Enabled Objects Some objects, such as work relationships, are date-enabled rather than date-effective. They have start and end dates that define when they're available, but they have no history of changes. New attribute values overwrite existing attribute values. Correcting Date-Effective Objects: Examples You can correct most attributes of date-effective objects, regardless of whether they occur in current, past, or future physical records. If you correct the effective start date of an object's first physical record, then the revised date must be before the current effective start date. For the second and subsequent records, the revised date must be between the record's current effective start and end dates. 19

28 Chapter 3 Date Effectivity Correcting a Current Error On 11 March, 2011 you create a location definition but enter the wrong phone. On 21 March, 2011, you search for the definition and select the Correct action. Before correction, the object history is as follows. Physical Record Effective Start Date 1 11 March, 2011 Effective End Date Location Phone After correction, the object history is as follows. Physical Record Effective Start Date 1 11 March, 2011 Effective End Date Location Phone Because you corrected the object, no change history exists. Correcting a Past Error A worker's assignment history is as follows. Physical Record Effective Start Date 4 20 October, August, Effective End Date Job Working at Home Line Manager No 19 October, 2010 Senior Administrator No 10 May, August, 2010 Senior Administrator Yes 25 July, May, 2010 Administrator Yes You learn that the worker's job was actually Project Leader from 10 May to 19 October, As this period spans physical records 2 and 3, you must correct both. To retrieve physical record 2, you set the effective as-of date in the person search to any date between 10 May and 17 August, You select the assignment from the search results and make the correction. You then retrieve physical record 3 and make the same correction. 20

29 Chapter 3 Date Effectivity Updating Date-Effective Objects: Examples When you update a date-effective object, you insert a physical record in the object's history. Typically, the inserted record follows the current record and the effective start date is today. However, you can also enter future-dated changes and update past records. Entering Future-Dated Changes The grade EC3 exists from 17 June, Its ceiling step changes from 1 January, On 30 November, 2011, you change the grade's ceiling step and enter an effective start date of 1 January, This change creates a physical record in the grade definition, as shown in this table. Physical Record Effective Start Date 2 1 January, June, 2009 Effective End Date Ceiling Step 4 31 December, From 1 January, 2012 physical record 2 is in effect. Until then, physical record 1 is in effect. Applying Historical Updates to Later Records Jennifer Watts has one assignment, as follows: Physical Record Effective Start Date 2 18 September, April, 2010 Effective End Date 17 September, 2010 Grade Location A1 Area Office A1 HQ You promote Jennifer to grade A2 from 1 July, You update her assignment with an effective start date of 1 July, 2010 and enter grade A2. This update: Inserts a physical record between existing records 1 and 2 Sets the effective end dates of physical record 1 to 30 June, 2010 and of the inserted record to 17 September, 2010 You also correct existing physical record 2 to change the grade from A1 to A2. Jennifer's assignment history is now as follows: 21

30 Chapter 3 Physical Record Effective Start Date 3 18 September, July, April, 2010 Date Effectivity Effective End Date Grade Location A2 Area Office 17 September, 2010 A2 HQ 30 June, 2010 A1 HQ FAQs What's the effective as-of date? A date value that filters search results. For any date-effective object that matches the other search criteria, the search results include the physical record for the specified effective as-of date. The effective as-of date is one of the search criteria. Therefore, objects with effective dates that don't include the specified date don't appear in the search results. By default, the effective as-of date is today's date. What's the difference between updating and correcting a dateeffective object? When you update an object, you insert a physical record in the object's history. Typically, the inserted record follows the current physical record, and the effective start date is today's date. However, you can edit the object history or create a future-dated change by setting an appropriate effective start date. When you correct a date-effective object, you edit the information in an existing physical record. You don't create a physical record. What happens when I end date an object? The date that you enter becomes the final effective end date for the object. If physical records exist for the object beyond the effective end date, either they're deleted automatically or you delete them. The object's history remains available. For example, the object may appear in search results if the search criteria include an effective as-of date that's within the object's effective dates. 22

31 4 Chapter 4 Repeating Time Periods Repeating Time Periods Overview Use the Manage Repeating Time Periods task to create repeating time period definitions that continually generate periods, such as weekly periods that start on Sunday. Saving the definition generates periods for ten years before and after the current date. These time periods are never used up. Create various repeating period to use as: Time card entry periods Approval periods Absence accrual periods You must use the same time period for the time card entry period and time card approval period. Time Card Entry Periods Time Card entry periods determine how often workers must submit their time card. When you configure a worker time processing profile, you associate a repeating time period as time card entry period. Example: If you want time cards to be submitted every week, then you must select a weekly repeating time period. Approval Periods An approval period controls when a time card is submitted for approval. When you configure a time consumer set, you associate a repeating time period as an approval period. Absence Accrual Periods An absence accrual period is a time interval in which workers accrue time within an accrual term. When you create an absence plan, use the repeating period to determine how often in an accrual term a worker accrues leave. Repeating Time Period: How It Is Calculated Define repeating time periods of different types and lengths to determine the frequency of time card entry and approval. This topic explains how the period definition calculates and generates continuous periods. Settings that Affect Repeating Period Calculation Using the Manage Repeating Time Period task, specify the following: Values for period type, period length, and pattern starting date. Dates within which to preview your period definitions. This table describes the settings. 23

32 Chapter 4 Repeating Time Periods Setting Description Period Type Weekly Period Length Select Biweekly or specify the number of weeks in a single period. Sample Start Date Enter an example starting date that sets the desired pattern for periods longer than one day. Preview Period Dates Enter start and end dates with a valid range to test the generated instances of the time period within the preview period. How the Period is Calculated The following table illustrates how the pattern starting date works with the period type and duration to generate repeating periods within the test dates indicated: 24

33 Chapter 4 Repeating Time Periods Period Type Length of Period Sample Start Date Preview Period Dates Period Generation Logic Period Examples Weekly Biweekly 05/01/12 Start date: 01/01/12 Generates periods every 14 days from the pattern starting date. All periods start on the same day of the week. 10 January 23 January End date: 05/31/12 24 January - 6 February 7 February 20 February 21 February 5 March 6 March - 19 March 20 March - 2 April 3 April - 16 April 17 April - 30 April 1 May - 14 May 15 May - 28 May Monthly Calendar month 05/04/12 Start date: 01/01/12 End date: 07/31/12 Generates periods from a specified day in one month up to that day in the following month. 4 January - 3 February 4 February - 3 March 4 March - 3 April 4 April - 3 May 4 May - 3 June 4 June - 3 July 25

34 Chapter 4 Repeating Time Periods Period Type Length of Period Sample Start Date Preview Period Dates Period Generation Logic Period Examples Semimonthly NA 05/04/12 Start date: 05/01/12 End date: 07/31/12 The first of the semimonthly periods starts on the numerical day of the pattern starting date and lasts for 15 days. The second period starts the day after the first period ends, and lasts through the day before the numerical day of the pattern starting date in the next month. 4 May - 18 May 19 May - 3 June 4 June - 18 June 19 June - 3 July 4 July- 18 July Note The preview start date and end dates aren't used to generate time periods. The first period generated might or might not match the pattern starting date you entered, depending on how you define the preview period. FAQ Why can't I edit some repeating time periods? You can't edit predefined repeating time periods. After you create and save a repeating period definition, you can edit only the name and description. 26

35 Chapter 5 5 Time Card s Time Card s Overview A time card field is a container for time attributes and their valid values, with property specifications for displaying the attributes on the time card. You can configure time card fields to: Display either a single time attribute or multiple time attributes. Display different attribute values in the time card for different user groups. Either appear in all time entry pages or only on the time entry dialog boxes when a time reporter selects a particular time attribute value in another time card field. Designate default or derived values for time card field entries and configure default values for time card field properties. Use the Manage Time Card task to configure the following: Time attributes Single-Attribute Time Card Multiple-Attribute Time Card Default Time Card Values Dependent Time Attribute Dependent Time Card Global Context and Context Value Time Attributes A time attribute is a quality that describes and categorizes reported time according to the attribute value selected. A time card field contains the time attribute with its associated valid values. This table shows examples of time attributes and their associated value: Integrating Application Time Attribute Attribute Description Example Values Payroll Payroll Time Type Categorizes time for payroll processing according to the value selected Regular, Overtime, and Vacation Project Costing Expenditure Type Categorizes time for costing and billing according to the value selected Billable and Nonbillable 27

36 Chapter 5 Time Card s Integrating Application Time Attribute Attribute Description Example Values Absence Management Absence Management Type Categorizes time for absence processing according to the value selected. Paid Maternity and Vacation Single-Attribute Time Card A single-attribute time card field has only one time attribute associated with it. Example: Task is a single-attribute time card field that has TaskID as the only associated time attribute. Multiple-Attribute Time Card A multiple-attribute time card field contains one or more time attributes. It stores multiple values internally, but displays only one value to the time card user. You can create up to 20 multiple-attribute time card fields. Example: Payroll and Expenditure is a multiple-attribute time card field that contains two attributes: Payroll time type and Expenditure type. When the user selects the value Regular in the Hours Type attribute, the application stores Payroll Time Type and Billable in the Expenditure Type attribute. Default Time Card Values On the Time Card definition page, configure default values for new time card field entries by either of the following: Providing a value. Selecting a function that resolves and displays the value in the time card. Dependent Time Attribute On the Add Dependent Time Attributes page, define dependency between two time attributes. The application displays the dependent values based on the attribute value the time reporter selects in the time card. Example: Where Project is the parent attribute and Task is the dependent attribute, you can restrict the list of tasks that appear on the time card based on the project selected during time entry. Dependent Time Card On the Dependent Time Card page, establish dependency between two time card fields. The application displays the dependent time card fields when the worker selects a time attribute in the independent time card field. Example: When the worker selects a value in the Payroll Time Type single-attribute time card field, the application displays the dependent time card field Rate Override Code in the time card. Global Context and Context Value Additional display options for dependent time card fields include: Display the dependent time card field attributes on the time entry page by declaring the dependent time card field as global. Display the dependent time card field only when the time reporter selects specified values in the parent time card field. 28

37 Chapter 5 Time Card s Time Attributes, Time Card s, Layout Sets, Setup Profiles, and Groups: How They Work Together Time Card s specify the display of time attributes on the time for different groups of time reporters. You can use a time card field in multiple layout sets with or without variation in properties. Associate a layout set with a worker time entry profile. Assign the profile either to a person or to group of persons. The following figure shows the relationship between time attributes, time card fields, layout sets, worker time entry profiles, and groups. 29

38 Chapter 5 Time Card s Time Attributes A time attribute is a quality that describes and categorizes reported time according to the attribute value selected. A time card field contains the time attribute with its associated valid values. The application provides predefined time attributes based on the requirements of time consumers. Time Card s A time card field is a container for one or more time attributes with valid values and property specification for displaying the attributes on the time card. When defining a time card field, you can: Change the name of the column displayed for the time attribute. Limit the display of values in a list. Derive the value of a field from the value in another field. Layout and Layout Sets A layout is a set of options that determine: Determine the fields to display in the time card. Lays out the fields on the time card. A layout set comprises different time card layouts for entering, reviewing, and approving time cards. You can associate a time card field with multiple layout sets. For example, you can configure a time card field that contains five different values for workers, and seven values for managers. Worker Time Entry Profile A worker time entry profile displays the time card based on layout and time entry access rules that you select. You can assign the same layout set to multiple worker time entry profiles. Groups A group is a collection of persons that share common time reporting characteristics. Each group can have only one setup profile at any point in time. Select a group on the time entry profile to assign the profile to workers in the group. All workers in the group inherit the layouts and time entry action configurations from the associated worker time entry profile. Each group can have only one setup profile at any point in time. Creating a Single-Attribute Time Card : Worked Example You want to create a single-attribute time card field that displays absence type information on the time card. You also want to display absence reason information on the time card whenever the time card user selects an absence type. The following table summarizes the key decisions for Absence Management Type and Absence Type Reason time card fields. 30

39 Chapter 5 Time Card s Decisions to Consider Absence Management Time Card Absence Type Reason Time Card What is the time attribute? Absence Type Absence Type Reason What is the user data source for the attributes? List of Absence Types for User List of Absence Reasons What is the administrator data source for the attributes? List of Absence Types for Administrator List of Absence Reasons What is the basis for deriving the default value for this time card field? Specific value NA What is the default value for this time card field? Illness NA What is the display component for this time card field? Smart choice list Smart choice list Would you want to update these property values when configuring the layout set? Yes Yes Is the time card field required on the time card? No No Summary of the Tasks Create a new time card field and configure its time attribute properties. Also, configure time attributes of the dependent time card field. Configure time attribute properties of the parent time card field. Create dependent time card field. Note The data sources, List of Absence Types for User and List of Absence Types for Administrators, are predefined. Configuring Time Attribute Properties 1. In the Setup and Maintenance work area, search for the Manage Time Card s task and click Go to Task. 31

40 Chapter 5 Time Card s 2. Click Create. 3. On the Create Time Card page, select Single attribute. 4. Click OK. 5. In the General Properties section, complete the fields, as shown in this table: Value Name Absence Management Time Card Description Contains absence information 6. In the Time Attribute and Data Source section, select time attribute and data sources, as shown in the table: Value Time Attribute Absence Type User Data Source List of Absence Types for User Administrator Data Source List of Absence Types for Administrator 7. Click Add Attribute Dependency to add time attributes that must be available when the time reporter selects this time attribute. 8. In the Add Dependent Time Attributes dialog box, select Personid from the Bind Variable Name option. 9. Select Resource in the Time Attribute list box. 10. Click OK. 11. In the Default Values section, complete the fields, as shown in the table: Value Populate New Entry Automatically Specific value Time Attribute Display Value Illness 12. In the Display Properties section, complete the fields, as shown in the table. Use default values for fields unless the steps specify other values. Value Component Type Smart choice list 32

41 Chapter 5 Time Card s Value Allow Layout Set Override Yes Required on the Time Card No 13. Click Next. Creating Dependent Time Card s 1. On the Dependent Time Card page, click Create. 2. On the Create Dependent Time Card page, complete the fields for the dependent time card field, as shown in the table: Value Name Absence Type Reason Time Card Dependent Time Attribute Absence Type Reason 3. Click OK. 4. In the Time Attribute and Data Source section, select time attribute and data sources, as shown in the table: Value Time Attribute Absence Type Reason User Data Source List of Absence Reasons Administrator Data Source List of Absence Reasons 5. In the Display Properties section, complete the fields, as shown in the table. Use default values for fields unless the steps specify other values. Value Component Type Smart choice list Allow Layout Set Override Yes 33

42 Chapter 5 Time Card s Value Required on the Time Card No 6. Click Next. 7. Review the time card information. 8. Click Save and Close. Creating a Multiple-Attribute Time Card : Worked Example You want to create a multiple-attribute time card field that gathers hours and attributes it to absence type and payroll time type. You also want to display absence reason information in the time card whenever the time card user selects an absence type value. This table summarizes the key decisions for configuring default properties of the two time card fields: Absence Payroll Time Card and Absence Reason Time Card. Decisions to Consider Absence Payroll Time Card Absence Reason Time Card What are the time attributes? Absence Type and Payroll Time Type Absence Type Reason What is the user data source for the attributes? For Absence Type: List of Absence Types for User List of Absence Reasons For Payroll Time Type: List of Payroll Time Types for User What is the administrator data source for this attribute? For Absence Type: List of Absence Types for Administrator List of Absence Reasons For Payroll Time Type: List of Payroll Time Types for Administrator What is the basis for deriving the default value for a new time card field? NA Specific value What is the default value for a new time card field? NA Casual leave 34

43 Chapter 5 Time Card s Decisions to Consider Absence Payroll Time Card Absence Reason Time Card What is the display component for the time card field? Smart choice list Smart choice list Is the time card field required on the time card? Yes No Summary of the tasks 1. Create a multiple-attribute time card field with two attributes. 2. Create a single-attribute time card field that is dependent on this multiple-attribute time card field. Creating a Multiple-Attribute Time Card 1. In the Setup and Maintenance work area, search for the Manage Time Card s task and click Go to Task to access the Manage Time Card s page. 2. Click Create. 3. Select Multiple attribute. 4. In the General Properties section, complete the fields as shown in the table. Value Name Absence Payroll Time Card Description This is a multiple-attribute time card field that has a dependent time card field. 5. In the Display Value and Multiple Attribute Definition section, select Add Time Attribute from the Actions menu. Complete the fields for each time attribute, as shown in this table: Absence Management Type Attribute Payroll Time Type Attribute Attribute Display Sequence 1 2 Time Attribute Absence Type Payroll Time Type 35

44 Chapter 5 Time Card s Absence Management Type Attribute Payroll Time Type Attribute Administrative Data Source List of Absence Types for Administrator List of Payroll Time Types for Administrator User Data Source List of Absence Types for User List of Payroll Time Types for User Dependent on Time Attribute NA NA Time Attribute Required No No 6. In the Display Value and Multiple Attribute Definition section, complete the fields for the time attributes, as shown in this table. Value Displayed on Time Card Payroll Time Type Absence Type Attribute Enabled Maternity NA Paid Maternity Yes Dependent care NA Dependent Care Yes Vacation Vacation NA Yes Regular Hours Regular NA Yes Overtime Hours Overtime NA Yes 7. In the Display Properties section, complete the display fields as shown in this table. Use default values for fields unless the steps specify other values. Value Component Type Smart choice list Required on the Time card Yes 8. Click Next. 36

45 Chapter 5 Time Card s Creating a Dependent Time Card 1. On the Dependent Time Card page, click Create. 2. In the Create Dependent Time Card dialog box, complete the fields for the dependent time card field, as shown in the table. Value Name Absence Reason Time Card Independent Time Attribute Absence Type Dependent Time Attribute Absence Type Reason 3. Click OK. 4. In the Time Attribute and Data Source section, select the time attribute and data sources, as shown in the table: Value Time Attribute Absence Type Reason User Data Source List of Absence Reasons Administrator Data Source List of Absence Reasons 5. In the Default Values section, complete the fields, as shown in the table: Value Populate New Entry Automatically Specific value Time Attribute Display Value Casual Leave 6. In the Display Properties section, complete the fields, as shown in the table. Use default values for fields unless the steps specify other values. Value Component Type Smart choice list 37

46 Chapter 5 Time Card s Value Required on the Time Card No 7. Click Next. 8. Review the time card field information. 9. Click Save and Close. 38

47 Chapter 6 6 Layout Sets Layout Sets Overview Use the Manage Time Layout Sets task to create a collection of layouts that determine the appearance of the time entry, review, and approval pages of the time card. Additional configuration includes: Associate time card fields with layout sets. Configure the arrangement of various time entry options. Assign a layout set to multiple worker time entry profiles. Configure these options and aspects of layout sets: Layouts Layout types Time Card matrix Row level details Comments Entry level details Layouts Layout sets apply to a selected time consumer or combination of time consumers. Creating and saving a layout set creates a set of predefined layouts for the specified consumers. You can customize all predefined layouts in the newly created layout set by overriding those default time card field properties that permit override. You can't delete layouts from a layout set. The predefined layout sets available for use in a worker time entry profile are: Projects and Payroll Layout Set Projects Team Membership and Payroll Layout Set Projects Layout Set Filtered by Project Team Members Payroll Layout Set Projects Layout Set Layout Types The following table lists the layouts in the layout set with corresponding Time entry pages: Layout Time Entry Page Time Entry Layout Create Time Card Time Review Layout Review Time 39

48 Chapter 6 Layout Sets Layout Time Entry Page Time View Layout View Time Card Time Approval Notification Layout Approve Time Card Calendar Entry Layout Report Time Calendar Time View Layout View Time Card: The page for viewing the time card in the calendar. Time Card Matrix In the time entry pages, the time card matrix is the table that displays time attributes, days, and dates that contain hours or time entries. Row Level Details The time card fields that you add in the Row Level Details page appear in the Additional Attributes dialog box. Click the icon on each time entry row to open the dialog box that displays these dependent fields of entered time. Example: Configure a payroll layout to display the Input Value time card field in the Additional Attributes dialog box, whenever the Regular time card field is selected in the time card. Comments You can display the comments column on the time card. Entry Level Details The time card fields that you add in the Entry Level Details page appear in the Daily Details dialog box. If you don't display the comments column on the time card, then you can display comments in the Entry Level Details dialog box. Set the date entry format for the date field displayed on the Daily Details dialog box. Configuring the Various Time Entry Layouts: Worked Example This example demonstrates how to create a layout set for the payroll time consumer and configure the following layouts in that layout set: Time Entry Layout Time Review Layout Time View Layout Time Approval Notification Layout The following table summarizes the key decisions common to all layouts: 40

49 Chapter 6 Layout Sets Decisions to Consider Time Entry, Time Review, Time View, and Time Approval Notification Layouts Who is the time consumer? Payroll Do you want to display time card fields on the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Do you want to change any default time card field labels on the time matrix section of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Do you want to display time card fields on the Additional Attributes dialog box of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Do you want to display the time card field name on the Additional Attributes dialog box of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Do you want to replace the Additional Attributes label on both the Additional Attributes dialog and on the Additional Attributes column of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Display row level comments on the time card or on the Daily Details page? Daily Details page Do you want to replace the Comments label on the Comments dialog box? Yes Do you want to display time card field on the Daily Details dialog box of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Do you want to replace the Daily Details label on both the Daily Details dialog box and Daily Details column of the Create Time Card, Review Time, View Time Card, and Approve Time Card pages? Yes Job, Hours Type For Hours Type Time Card : Type of Hours Absence Reason, Absence Type For Absence Reason time card field: Reason of Absence Additional Payroll Attributes Daily Comments Rate Multiplier Payroll Daily Details 41

50 Chapter 6 Layout Sets The following table summarizes the key decisions that are different: Decision to Consider Time Entry Layout Time Review Layout Time View Layout Time Approval Notification Layout Allow the time card user to enter negative hours when reporting time? No NA NA NA What is the format for reporting and displaying time? Display start and end time Display start and end time Display start and end time NA What is the format for displaying calculated time? Display hours and times Display hours and times Display hours and times Display hours and times Enter or display hours to how many decimal places? 2 NA NA NA How many rows for entering time must be displayed on the time reporting pages? 5 NA NA NA What is the format for displaying date on the time matrix section of the Create Time Card, Review Time, and View Time Card pages? Month Date, Day Month Date, Day Month Date, Day NA What is the format for displaying date in the Entry Level Details section of the Create Time Card, Review Time, and View Time Card pages? Month Date, Day Month Date, Day Month Date, Day NA 42

51 Chapter 6 Layout Sets Prerequisite 1. Create time card fields Job and Hours Type. Summary of the Tasks 1. Create a layout set for the Payroll Time Consumer Set. 2. Configure the time entry layout to customize the Create Time Card page. 3. Configure the time review layout to customize the Review Time page. 4. Configure the time view layout to customize the View Time page. 5. Configure the approval notification layout to customize the Approve Time page. Creating a Layout Set 1. In the Setup and Maintenance work area, search for Manage Layout Sets and click Go to Task. 2. Click Create. 3. On the Generate Layout Set page, select Payroll as the Time Consumer. 4. Click Generate Layout Set. 5. Complete the fields, as shown in the table. Value Name Payroll Layout Set Description Payroll layout set that includes the displayed assignment number and payroll time card fields. 6. Click Save. Configuring the Time Entry Layout 1. On the Edit Layout Set page, select Time Entry Layout and click Configure Layout. 2. Click Edit Layout to edit the display of time entry fields on the time card. 3. In the Time Card Matrix dialog box, delete the time card fields: Assignment Number and Payroll Time Type. 43

52 Chapter 6 Layout Sets 4. Click Add two times to add the time card fields: Job and Hours Type. 5. Change the display label of the Hours Type time card field to Work Hours Type. 6. In the Time Entry Properties section, complete the values, as shown in this table. Use default values for fields unless the steps specify other values. Value Time Entry Format Display start and end time Date Format January 4, Monday 7. Click Next. 8. In the Row Level Details dialog box, click Add two times to add two time card fields. 9. Complete the fields for the two time card fields, as shown in this table. Value for the first Time Card Value for the second Time Card Time Card Absence Reason Absence Type Display Label Reason of Absence NA 10. In the Display Properties section, enter Additional Payroll Attributes in the Label on the Time Card field. 11. Click Next. 12. In the Comments dialog box, select In the entry level detail page in the Comments Column Display field. 13. In the Display Properties section, enter Daily Comments in the Label on the Time Card field. 14. Click Next. 15. In the Entry Level Details dialog box, click Add to add a time card field. Select Rate Multiplier in the Time Card section. 16. In the Display Properties section, complete the values, as shown in this table: Value Label on the Time Card Payroll Daily Details Date Format January 4, Monday 44

53 Chapter 6 Layout Sets 17. Click Save and Close. Configuring the Time Review, Time View, and Approval Notification Layouts 1. On the Edit Layout Sets page, select the required layout and click Configure Layout. 2. In the Reported Time section, click Edit Layout to edit the display of time entry fields on the time card. 3. Repeat steps 3 through 17 of the task: Configuring the Time Entry Layout. 4. In the Calculated Time section, click Edit Layout to edit the display of time entry fields on the time card. 5. Repeat steps 3 through 5 of the task: Configuring the Time Entry Layout. 6. In the Time Entry Properties section, complete the values, as shown in this table. Use default values for fields unless the steps specify other values. Value Time Entry Format Display hours and times Date Format January 4, Monday 7. Repeat steps 7 through 17 of the task: Configuring the Time Entry Layout. Configuring a Calendar Entry Layout: Worked Example This example demonstrates how to configure a calendar entry layout. The following table summarizes the key decisions for this scenario: Decisions to Consider In this Example Do you want to display time card fields on the Report Time page? Yes Do you want to replace the time card field name in the Report Time page? Yes Can the time card user enter negative hours on the Report Time page? No Projects, Task Projects Number, Task Number 45

54 Chapter 6 Layout Sets Decisions to Consider In this Example What is the format for reporting time? Display start and end time Enter or display hours to how many decimal place? 2 Do you want to display time card fields in the Drag to Report Time section of the Time page? Yes Expenditure Type, Project Unit, Expenditure Type Class Summary of the Tasks 1. Create a layout set with Projects as the Time Consumer Set. 2. Configure the calendar entry layout to customize the report time page. Creating a Layout Set 1. In the Setup and Maintenance work area, search for Manage Layout Sets and click Go to Task. 2. Click Create. 3. On the Generate Layout Sets page, select Projects as the Time Consumer. 4. Click Generate Layout Set. 5. Complete the Define Layout Sets section, as shown in this table: Value Name Projects Layout Set Description Using this layout, workers can enter time against a selected project, task, and expenditure type. 6. Click Save. Creating a Calendar Entry Layout Use default values for fields unless the steps specify other values. 1. On the Edit Layout Set page, select Calendar Entry Layout and click Configure Layout. 46

55 Chapter 6 Layout Sets 2. Click the Edit Layout button to edit the display of time card fields on the Report Time page. 3. In the Time Card dialog box, edit the display labels of Project and Task time card fields, as shown in this table: Value for the first Time Card Value for the second Time Card Name Projects Task Display Label Project Number Task Number 4. Select Display start and end time in the Time Entry Format field. 5. Click Next. 6. On the Drag and Drop Values page, click Add three times to add three time card fields - Expenditure Type, Project Unit, and Expenditure Type Class. 7. Enter Type of Expenditure as the Display Label for the Expenditure Type time card field. 8. Click Save. FAQ Why can't I edit some layout sets? You can't edit predefined layout sets, such as Projects Layout Set and Payroll Layout Set. However, you can duplicate these layouts to make the required modifications. 47

56 7 Chapter 7 Time Categories Time Categories Time Categories: How They Work with Time Consumer Sets and Time Entry Rules A time category classifies time entries into types, such as sick time, vacation time, or regular time. Use time categories: To determine attributes for time consumer sets. As conditions for time entry rules. Category Determines Attributes for a Consumer Set Determine the time attributes that are transferred to the time consumer by associating a time category when you configure a time consumer set. Example: A payroll consumer might not require time entries reported against projects, and therefore would associate a time category that contains only payroll-related attributes. Category as a Condition for Time Entry Rules Time entry rules validate the time card data. When you configure a time entry rule, select a time category as the condition that must be met for that time entry rule to apply. Using Time Category Condition Components: Explained Use the Manage Time Categories task to create a time category by specifying conditions that the time entry must satisfy to belong to that category. A condition can combine several attributes into an expression that must be true as a whole for the time entry to belong to the time category. Example: Any time entry that contains the attribute Overtime OR the attribute Overtime Project. Time categories can contain other time categories. Example: Define time categories for Sickness and Vacation, and then define a third category called Absence that contains these two categories. This topic describes: Condition components Compound and grouped conditions Condition Components A condition consists of the following components: Time Attribute: Collects information that indicate: The type of time, such as Payroll Time Type. 48

57 Chapter 7 Time Categories Category of task being performed, such as Task and Expenditure Type. Value Type: Represents a classification of the time category value. This table lists the different value types that you can use to define time categories. Value Type Description Any value Any value reported for the time attribute is included in this time category Null value If there is no value reported for the time attribute, then that time entry is included in that time category. Specific value A value for the time attribute that must be selected from the list of values for that time attribute. Value set A value set must be selected from a list of value sets. Operator: Combines two conditions to return a set of filtered results. An AND operator returns results if both conditions are met and an OR operator returns results if either condition is met. Compound and Grouped Conditions Variations for building conditions include: Connect two or more conditions by logical operators, such as AND or OR, to create a compound condition that returns true or false. Group two or more conditions within parentheses to form a separate statement within a compound condition. Group a condition within another grouped condition. For example, define a time category to include the following grouped conditions: (Payroll Time Type = Regular) AND (Expenditure = Overtime OR Expenditure = Billable). The entry on the time card satisfies the time category rule when it satisfies the first condition and one of the two grouped conditions. The figure shows a compound condition containing three conditions, two of which are grouped. 49

58 Chapter 7 Time Categories Creating Time Categories: Worked Example You want to create a time category that summarizes compensation-only hours. This example demonstrates how to create two categories, Project Category and Expenditure Category, and embed them into a summary category definition, called Project Development Cost Category. The following table summarizes the key decisions for this scenario. Decisions to Consider Project Category Expenditure Category Project Development Cost Category (Summary Category) What is the time attribute? Project ID Task ID Project Development Cost What is the type of attribute value? Specific value Specific value NA What are the time attribute values? Design and Development NA NA What are the operators? AND NA NA Embed categories? No No Project Category and Expenditure Category Summary of the tasks Create three new categories. Embed the first two categories into the third. 1. Create two time categories using time attributes. 2. Create a summary category by embedding the two time categories. Creating Time Categories Using Time Attributes Perform the following steps twice, completing one category before beginning again to create the next. 1. In the Setup and Maintenance work area, search for the Manage Time Categories task and click Go to Task. 2. Click Create. 3. Complete the fields as shown in the table: 50

59 Chapter 7 Time Categories Category 1 Category 2 Summary Category Category Name Project ID Category Expenditure Type Category Project Development Cost Category Description Summarizes Project ID attributes. Summarizes expenditure type attributes. Summarizes project development cost attributes. 4. In the first time category condition row, complete the fields, as shown in the table: Category 1 Category 2 Time Attribute Project ID Expenditure Type Value type Specific value Specific value Attribute Value Design Straight Time Operator AND AND 5. In the second time category condition row, complete the fields, as shown in the table: Category 1 Category 2 Time Attribute Project ID Expenditure Type Value Type Specific value Specific value Attribute value Development Overtime 6. Select the newly created rows and click Add Parentheses. 7. Click Save and Close. Adding Categories to the Project Development Cost Category 1. On the Create Time Category page of the Project Development Cost time category, click Embed a Time Category. 51

60 Chapter 7 Time Categories 2. Select Project Category in the Name field. 3. Click OK. 4. On the Create Time Category page, click Embed a Time Category. 5. Select Expenditure category in the Name field. 6. Click OK. 7. Click Save and Close. FAQs Can I ungroup only one condition in a group? If you select any one of the time category conditions in that group and click Remove Parentheses, then all time category conditions are ungrouped. How can I embed an existing time category into a new one? When creating a time category, use the Embed Time Category option to bring in the definition of an existing time category. After you embed the existing time category into the new time category definition, it appears in read-only format, along with its attribute fields and values.. 52

61 8 Chapter 8 Time Consumer Sets Time Consumer Sets Overview A time consumer set specifies approval periods, validation rules, and time transfer rules for one or more time consuming applications. Time Consumers You can integrate Oracle Fusion Time and Labor with: Oracle Fusion Global Payroll to validate, approve, and transfer reported time entries to payroll for payment. Oracle Fusion Project Costing to bill customers for time worked on a given project. Consumer Set Assignment to Workers You can assign a time consumer set to more than one worker time processing profile. A setup profile can contain only one time consumer set. This figure assigns a time consumer set to different groups of workers through worker time processing profiles. Creating Time Consumer Sets : Points to Consider Use the Manage Time Consumer Set task in the Setup and Maintenance work area to create a time consumer set. A time consumer set can have multiple time consumers with different approval periods and validation requirements. 53

62 Chapter 8 Time Consumer Sets When defining time consumer sets, you must decide: The time consumers The time category If the time card is required by time consumers Whether validations must be executed on the time card The approval period If the time card must be approved by other time consumers before being transferred to payroll Time Consumer You can select more than one time consumer in one time consumer set. Example: The predefined time consumer set, Projects and Payroll Time Consumer Set, contains two time consumers, Oracle Fusion Project Costing and Oracle Fusion Global Payroll. This time consumer set transfers the project time entries to Project Costing and payroll time entries to Global Payroll. Time Category Select the time category, which contains time attributes to be sent to time consumers. Example: A payroll time consumer might not want time entries reported against project values, so you would select a time category that excludes project-related attributes. Required Time Card Status In the Required Time Card Status field, select Yes, if the time card is always required by the time consumer for all time periods. Validate on Time Card Actions To configure actions that trigger validations, select a value in the Validate on Time Card Actions field: Value Description Submit Only Default processing. Validates time entries when workers click Next to submit their time card, but not when they click Save. Submit and Save Validates time entries when workers click Save, Save and Close, and Next buttons. Approval Period Select a repeating time period as an approval period. Example: If you want approvers to approve the time card once every week, then you must select a repeating period that is defined as Weekly. Approval Required Select whether the time card must be approved by all time consumers in this time consumer set before being transferred to the required time consumer. Example: The payroll time consumer might want to receive only those time cards that are approved by both projects and payroll time approvers. 54

63 Chapter 8 Time Consumer Sets FAQ Why can't I edit some time consumer sets? You can't edit those time consumer sets that have been associated with a worker time processing profile. Additionally, once you save a new time consumer set, you can't include new time consumers in the set or exclude existing time consumers from the set. 55

64 9 Chapter 9 Time Rules Time Rules Rule Set Components: How They Work Together Use rule templates to create time entry and time calculation rules based on formulas. Group rules of the same type into a rule set and assign rule sets to a worker or group of workers using the worker time processing profile. The following figure shows the relationship between formula, rule templates, rules, and rule sets. 56

65 Chapter 9 Time Rules Formula The delivered formulas associated with rule templates are created using Oracle Fusion Fast Formula. Use the Manage Fast Formulas task to create your own formulas, which you can attach to rule templates. Example: A rounding formula attached to a template enables you to define a variety of rounding rules with specific values, such as the nearest quarter hour. You can attach a formula to more than one rule template. Rule Templates A rule template contains predefined combinations of input parameters and output values for the underlying formula. Use rule templates to create time entry and time calculation rules that contain the actual values for formula parameters available in the template. Use the same template to create more than one rule. Create two types of rule templates: Rule Template Type Description Time Entry Rule Template Contains configurations to define time entry rules that check the entered time and issue a business message, error, or warning. Example: Define a time entry rule template to display an error message whenever the reported time entries exceed a maximum hours value. Time Calculation Rule Template Contains configurations to define time calculation rules that convert the calculated time entries into processed time. Example: Create a time calculation rule template that takes the time entries reported for a week as input and, based on a threshold parameter, classifies the entries into calculated results. This template converts the hours above the threshold value into a separate pay time type, such as Overtime. Hours under the threshold value remain the same pay time type, such as Regular. Rules Create two types of rules: 57

66 Chapter 9 Time Rules Rule Type Description Time Entry Rule Time entry rules validate the entered time and display a business message, error, or warning. Example: Write rules to ensure that the worker hasn't entered more than a specified number of hours per week. Time Calculation Rule Time calculation rules convert entered time into processed and calculated time. Example: Create different rules to calculate overtime according to variations in legislated requirements in different jurisdictions. You can control when the rule is applied. Example: You can apply the rules on save, on submit, or on resubmit of the time card. Rule Sets Create a collection of rules or rule sets of the same type. Assign rule sets to groups of workers with similar vacation and time processing requirements. Defining Rule Templates: Points to Consider Use the Manage Rule Templates task to define rule templates by attaching formulas and editing the rule parameter and output parameter values. Configure the following rule template options: Suppress duplicate message Reporting level Empty time cards Summation level Rule execution type Rule parameters and outputs Explanation Suppress Duplicate Message The application: Displays time entry rule messages when you save, submit, resubmit, or delete a time card. Processes time calculation rule results when you save, submit, or resubmit the time card. On the Rule Template Definition page, specify whether to display the message just once or every time the message generation event takes place. 58

67 Chapter 9 Time Rules Selecting Yes in the Suppress Duplicate Message Display field prevents the same message from being displayed again and again for the same rule violation and for different time entries. Reporting Level For time entry rules, specify the level at which to display the rule message results. This table describes the reporting level options. Reporting Level Rule Application Logic Details Display rule results for all time entries. Day Display rule results for hours that are entered for the entire day. Time Card Display rule results for hours that are entered for the entire period.. The suppress message display option works in combination with the reporting level option. Example: The maximum number of hours that can be reported for a week is 20 hours and a worker works for 10 hours per day for 5 days. Results: If the reporting level is time card, then the message is displayed only once If the reporting level is day, then the message is displayed on three successive days after reaching 20 hours. Empty Time Cards Processing For time entry rules, specify whether to process time cards with zero time entry values. If you select Yes, then the rule processes all entries and not just those with hours. This zero hour processing option is only for time entry rules and not for time calculation rules. Summation Level Select the summation level to specify the level at which the rule applies. This table describes the summation level options. Summation Level Rule Application Logic Details Process the rule against all time entries. Day Process the rule against hours entered for the entire day. Time Card Process the rule against hours entered for the entire period. 59

68 Chapter 9 Time Rules Summation Level Rule Application Logic Rule Execution Type For time calculation rules, use the Rule Execution Type option to decide whether the output of rules must create new hour entries or update existing entries. For example, Threshold Overtime Rule is a time calculation rule that compares the values entered by time card users with a defined threshold value of 8 hours. This table compares the two rule execution types when the user enters ten hours of time and this eight hour threshold calculation rule applies. Rule Execution Type Calculation Description Overtime Description Create Keeps the 10 hours intact and creates 2 additional hours of Overtime. The additional two hours is only for the premium portion of the overtime. Update Converts 10 hours of reported time into 8 hours of Regular time and 2 hours of Overtime. This Overtime attribute has a rate for both the straight and premium portions. Input Parameters and Outputs On the Rule Parameters page, specify a display name and the order in which you want to display the input parameters on the rule definition page. Rule outputs are return values from the associated formula. When creating time calculation rule templates, you can add time attributes as output parameters. Use the Grouping Structure option to associate these time attributes with rule outputs derived from the associated formula. Explanation On the Explanation page, describe the business purpose of the rule template using placeholders for rule parameter and output values that are replaced with the actual values during rule definition. Example: You can enter the business purpose of your rule template as follows: Generate overtime hours when the reported hours exceed Max_Hours hours. Input Parameters and Rule Outputs: Explained A formula contains predefined combinations of input and output parameters that are values passed into and returned from the formula. When creating a: Rule template, specify a user-friendly display name and the order in which these parameters are displayed on the rules definition page. 60

69 Chapter 9 Time Rules Rule, provide actual values for these input and output parameters. Input Parameters Rule input configuration options on the Rule Parameters page include: Define the display order of the input parameters on the rule page. Lower number denotes a higher priority. Specify an alternate name for the rule parameter name to display on the rule definition page. Select the parameter type that determines the values that the administrator using the template can enter for a specific parameter. Examples of the effects of parameter type: The Exclude parameter type doesn't allow the template user to enter or see any parameter values. The Value Set parameter requires a parameter type. Rule Outputs Rule output configuration option on the Rule Outputs page includes: Select the type of output message. Specify an alternate name for the output name to display on the rule definition page. When creating time calculation rule templates, you can add time attributes and associate them with predefined rule outputs. For example, the Weekly Time Calculation Rule template based on the formula WFM_THRESHOLD_TIME_CALCULATION_RULE has the following two outputs: OUT_MEASURE_UNDER OUT_MEASURE_OVER On the Outputs page, add two time attributes as output: OUT_PAY_UNDER and OUT_PAY_OVER. Use the Grouping Structure option to associate these two attributes with the outputs OUT_MEASURE_UNDER and OUT_MEASURE_OVER respectively. Time Calculation Rule Set Processing Order: Explained The time calculation rules execute in a defined processing order in the rule set. Processing order one processes first. The following example shows the processing order for a rule set that incorporates two other rule sets. Rule set A definition: Processing Order Rule Member 1 Rule 1 61

70 Chapter 9 Time Rules Processing Order Rule Member 2 Rule 2 Rule set B definition: Processing Order Rule Member 1 Rule 3 2 Rule 4 Rule set C definition: Processing Order Rule Member 1 Rule 5 2 Rule set B 3 Rule 6 4 Rule set A The order of processing rules in Rule Set C is as follows: 1. Rule 5 2. Rule 3 3. Rule 4 4. Rule 6 5. Rule 1 6. Rule 2 Creating a Time Entry Rule Template: Worked Example This example demonstrates how to create a time entry rule template that requires workers to enter a minimum number of hours per day. The rule validates time entry on the save, submit, and resubmit time entry actions. The following table summarizes the key decisions for this scenario. 62

71 Chapter 9 Time Rules Decision to Consider In this Example What is the formula name? WFM_ PERIOD_ MINIMUM_ TIME_ ENTRY_RULE What is the rule subtype within the template type? Working time directive Display the rule results for all time entries, for the entire day, or for the entire period? Day Display the message only once per page action? Yes Include empty time cards in the rule template processing? Yes Creating a Time Entry Rule Template 1. In the Setup and Maintenance work area, search for Manage Rule Templates and click Go to Task. 2. Click Create. 3. In the Create rule Template dialog box, complete the fields, as shown in this table. Value Template Type Time entry rule Formula Name WFM_ PERIOD_ MINIMUM_ TIME_ ENTRY_RULE 4. Click Continue. 5. On the Definition page, complete the fields, as shown in this table. Value Name Minimum Hours Per Day Template Description Time entry rule template to compare time card entries against a daily minimum value. Rule Classification Working time directive 63

72 Chapter 9 Time Rules Value Summation Level Day Reporting Level Day Suppress Duplicate Messages Display Yes Process Empty Time Card Yes 6. In the Time Card Events that Trigger Rule section, select Save, Submit, and Resubmit. 7. Click Next. 8. On the Parameters page, complete the fields for each parameter, as shown in the table. DEFINED_LIMIT MESSAGE_CODE WORKED_TIME_CONDITION Display Sequence Parameter Type Fixed number Message Time category Display Name in the Create Time Entry Rule page Minimum number of hours Message displayed when the minimum hours parameter isn't met Time category that defines the hour entries that amount to work time 9. Click Next. 10. On the Outputs page, for the OUT_MSG parameter, complete the fields, as shown in the table. Value Display Sequence 1 Message Severity Error Display Name in the Create Time Entry Rule page Severity of the output message. 11. Click Next. 12. On the Explanation page, enter this description in the Explanation field, by selecting the input parameters from the Message Tokens field: 64

73 Chapter 9 Time Rules Value Message Tokens Time category that defines the hour entries that amount to work time, Minimum number of hours before which the message is displayed, and Message displayed when the minimum hours parameter isn't met Explanation When the total hours defined in the time category {WORKED_ TIME_ CONDITION} are less than the minimum number of hours {DEFINED_ LIMIT} then display the message {MESSAGE_ CODE. 13. Click Next. 14. Review the information and click Save and Close. Creating a Time Entry Rule: Worked Example This example demonstrates how to use a rule template to create a time entry rule that requires workers to enter at least eight hours per day. The rule validates all payroll time entries upon save, submit, or resubmit, and produces an error message if time is insufficient. The following table summarizes the key decisions for this scenario: Decision to Consider In This Example What is the rule template name? Minimum Hours Per Day Template What is the severity of the output message? Error Prerequisites 1. Create a time entry rule template named Minimum Hours Per Day Template. Creating a Time Entry Rule 1. In the Setup and Maintenance work area, search for Manage Rules and click Go to Task. 2. Click Create. 3. On the Create Rule page, complete the fields, as shown in this table. 65

74 Chapter 9 Time Rules Value Name Minimum 8 Hours Per Day Template Type Time entry rule Rule Template Name Minimum Hours Per Day Template 4. Click Continue. 5. On the Create Rule: Minimum Hours Per Day Rule page, enter a description, such as: Requires workers to enter at least eight hours per day. 6. In the Time Card Events that Trigger Rule section, verify that the default values from the template match the requirements for this rule scenario.. 7. In the Rule Parameters section, enter the parameter values, as shown in this table. Display Name Value Minimum number of hours 8 Message displayed when the minimum hours parameter isn't met HWM_ FF_ TER_ PERIOD_ LS_MIN_ERR Time category that defines the hour entries that amount to work time All Payroll Entries 8. In the Outputs section, for the OUT_MSG output parameter, select Error in the Message Severity option. 9. Click Save and Close. Creating a Time Entry Rule Set: Worked Example This example demonstrates how to create a time entry rule set that requires workers to report at least 8 hours a day, but not more than 40 hours a week. The rule set validates all payroll entries and displays an error message when time is below the daily minimum or above the weekly maximum. The following table summarizes the key decisions for this scenario: Decision to Consider In This Example What are the rule members of the rule set? Two rules: Maximum 40 Hours Per Week Minimum 8 Hours Per Day 66

75 Chapter 9 Time Rules Decision to Consider In This Example What time category determines whether the rules apply? All Payroll Entries Prerequisite 1. Create the following rules: Maximum 40 Hours Per Week and Minimum 8 Hours Per Day Creating a Time Entry Rule Set 1. In the Setup and Maintenance work area, search for Manage Rule Sets and click Go to Task. 2. Click Create. 3. Enter Hours Worked in the Name field. 4. Select Time entry rule as the rule type. 5. Click Continue. 6. In the Basic Information section, enter a description, such as: Maximum 40 hours per week and minimum 8 hours per day. Display Name Value Description Contains rules where the worker can't work more than 40 hours in a week and where they need to work a minimum of 8 hours for day. 7. In the Rule Set Members section, click Add twice to add two rule members. 8. Complete the fields for the two rule members, as shown in this table. Value for the First Rule Value for the Second Rule Processing Order 1 2 Member Type Rule Rule Name Minimum 8 Hours Per Day Maximum 40 Hours Per Week Time Category Condition All Payroll Entries All Payroll Entries 67

76 Chapter 9 Time Rules 9. Click Save and Close. Creating a Time Calculation Rule Template: Worked Example This example demonstrates how to create a time calculation rule template that compares the reported hours with a threshold value. The hours above and below the threshold value are converted to separate pay types The following table summarizes the key decisions for this scenario: Decision to Consider In This Example What is the template type? Time calculation rule What is the formula name? WFM_ THRESHOLD_ TIME_ CALCULATION_ RULE What is the rule subtype within the template type? Threshold Should the result of rule calculation modify an existing value or create a new value? Update an existing value At what level the rule is applied? Day What are the time card actions to which the rule is applied? Save, Submit, and Resubmit What are the rule outputs to add? PTT_UNDER, PTT_OVER What are the formula parameters that you want to include in the message? Daily overtime threshold value, Time category that defines the hour entries that amount to the calculated time, Pay time type value that is below the threshold hours, and Pay time type value that is above the threshold hours What is the explanation for the rule? The total hours defined in the time category {WORKED_ TIME_ CONDITION} are compared to the threshold value {DEFINED_ LIMIT}. If the hours exceed the threshold value, the hours under the threshold will have a pay type of {PTT_UNDER} and the hours above the threshold value will have the pay type of {PTT_OVER} 68

77 Chapter 9 Time Rules The following table summarizes the key decisions for rule parameters. Decision to Consider DEFINED_LIMIT WORKED_TIME_CONDITION What is the parameter type for the rule parameters? Fixed number Time category What is the order in which the rule parameters must be displayed when defining rules? 1 2 What is the display name in the Create Time Calculation Rule? Daily overtime threshold value Time category that defines the hour entries that amount to the calculated time The following table summarizes the key decisions for rule outputs. Decision to Consider In this Example What output parameters are added? PTT_UNDER and PTT_OVER What are the output groups for these parameters? Group 1 for under the threshold and Group 2 for over the threshold. What is the time attribute that the output parameters are based on? Payroll Time Type Creating a Time Calculation Rule Template 1. In the Setup and Maintenance work area, search for Manage Rule Templates and click Go to Task. 2. Click Create. 3. Select Time calculation rule in the Template Type field. 4. Select WFM_THRESHOLD_TIME_CALCULATION_RULE in the Formula Name field. 5. Click Continue. 6. On the Definition page, complete the fields, as shown in this table. Value Name Daily Threshold Hours Template 69

78 Chapter 9 Time Rules Value Description Time calculation rule template that takes time entries reported for a day and based on a threshold parameter, divides the entries into calculated results. Rule Classification Threshold Rule Execution Type Update Summation Level Day 7. In the Time Card Events that Trigger Rule section, select Save. 8. Click Next. 9. On the Parameters page, complete the fields, as shown in the table. DEFINED_LIMIT WORKED_TIME_CONDITION Display Sequence 1 2 Parameter Type Fixed number Time category Display Name Daily Overtime Threshold Value Time category that defines the hour entries that amount to the calculated time 10. Click Next. 11. On the Outputs page, add two rule outputs -PTT_UNDER and PTT_OVER. 12. Complete the fields, as shown in the table: OUT_MEASURE_UNDER PTT_UNDER OUT_MEASURE_OVER PTT_OVER Display Sequence Output Group Output Group: 1 Output Group: 1 Output Group: 2 Output Group: 2 Time Attribute Measure Payroll Time Type Measure Payroll Time Type Value Type NA Fixed Text NA Fixed Text 70

79 Chapter 9 Time Rules OUT_MEASURE_UNDER PTT_UNDER OUT_MEASURE_OVER PTT_OVER Display Name in the Create Time Calculation Rule Calculated hours that are below the threshold value Calculated hours that are above the threshold value Pay Time Type value that is below the threshold value Pay Time Type value that is above the threshold value 13. Click Next. 14. On the Explanation page, complete the fields, as shown in the table: Value Message Tokens Daily overtime threshold value, Time category that defines the hour entries that amount to the calculated time, Pay time type value that is below the threshold hours, and Pay time type value that is above the threshold hours Explanation The total hours defined in the time category {WORKED_ TIME_ CONDITION} are compared to the threshold value {DEFINED_ LIMIT}. If the hours exceed the threshold value, the hours under the threshold will have a pay time type of {PTT_UNDER} and the hours above the threshold value will have the pay time type of {PTT_OVER } 15. Click Next. 16. Review the information and click Save and Close. Creating a Time Calculation Rule: Worked Example You require a time calculation rule to compare the reported hours with a threshold value. If the reported hours exceed the threshold value, the hours under the threshold value are classified as Regular Hours and the hours above the threshold value are classified as Overtime Hours. The following table summarizes the key decisions for this scenario: Decision to Consider In this Example What is the template name? Daily Threshold Hours Template What are the actual values for the rule parameters configured in the template? Daily overtime threshold value: 8 71

80 Chapter 9 Decision to Consider Time Rules In this Example Time category that defines the hour entries that amount to the calculated time: Worked Hour Entry What are the actual values for the output parameters? Pay Time Type value that are below the threshold value: Regular Hours Pay Time Type value that are above the threshold value: Overtime Hours Prerequisites 1. Create a time category named Worker Hour Entry. 2. Create a time calculation rule template named Daily Threshold Hours Template. Creating a Time Calculation Rule 1. In the Setup and Maintenance work area, search for Manage Rules and click Go to Task. 2. Click Create. 3. On the Create Rule page, complete the fields, as shown in this table. Value Name Daily threshold 8 Hours Update TCR Template Type Time calculation rule Rule Template Name Daily Threshold Hours Template 4. On the Basic Definition page, enter the following description for the Rule: Rule that takes time entries reported for a day and based on a threshold parameter, splits the entries into calculated results. 5. In the Rule Parameters section, complete the fields, as shown in the table. Display Name Value Threshold number of hours before overtime is calculated 8 Time category that defines the hour entries that amount to the threshold value Worked Hour Entry 72

81 Chapter 9 Time Rules 6. In the Outputs section, complete the fields, as shown in the table: Output Display Name Value Pay Time Type value that is below the threshold value Regular Hours Pay Time Type value that is above the threshold value Overtime Hours 7. Click Save and Close. Creating a Time Calculation Rule Set: Worked Example This example demonstrates how to create a time calculation rule set that classifies any reported time that is more than 40 hours a week or 8 hours a day as overtime. The following table summarizes the key decisions for this scenario: Decision to Consider In This Example What are the contents of the rule set? Two time calculation rules: Weekly threshold rule Daily threshold rule Prerequisites 1. Create two time calculation rules: Weekly threshold rule and Daily threshold rule. Creating a Time Calculation Rule Set 1. In the Setup and Maintenance work area, search for Manage Rule Sets and click Go to Task. 2. Click Create. 3. Enter Overtime Hours in the Rule Name field. 4. Select Time calculation rule as the template type. 5. Enter 6/14/13 in the Effective Start Date field. 6. Click Continue. 7. In the Basic Information section, enter a description. 8. In the Rule Set Members section, click Add twice to add two rule members. 9. Complete the fields for the two rule members, as shown in this table. 73

82 Chapter 9 Time Rules Value for the First Rule Value for the Second Rule Processing Order 1 2 Member Type Rule Rule Name Daily threshold rule Weekly threshold rule 10. Click Save and Close. Analyzing Rule Processing Details: Explained Use the Analyze Rule Processing Details task to select a worker's time card and view the formulas, rules, and rule sets processed on that time card. Analyze the rule and rule set processing logs to diagnose any errors. Correct the errors by navigating to the relevant Time and Labor task. Example: If you detect errors in the processing of a rule template, use the Manage Rule Template task to search for the required rule template and fix the error. The following table describes specific aspects of worker's time card that you can view on the Rule Processing Details page: Information Description Rule Details Click the Rule Definition icon to view details of the time entry or time calculation rule that includes the input and output parameters. Rule and Rule Set Processing Logs Click the Rule Processing Log and Rule Set Processing Log icons to view the processing logs that help to diagnose processing issues. Formula Details Click the Formula Details icon to view details of the formula associated to the rule templates. FAQs Why can't I edit some rule templates? You can't edit templates that have been used to create rules, regardless of whether these rules are associated with a worker time processing profile or not. 74

83 Chapter 9 Time Rules Why can't I edit some rules? You can't edit rules that have been used to generate time card entries, regardless of whether these rules are associated with a worker time processing profile or not. 75

84 10 Chapter 10 Groups Groups Overview Use the Manage HCM Groups task in the Setup and Maintenance work area to define groups of people with similar characteristics. A group might have a fixed number of people or the members might be updated on a defined basis. A worker can belong to more than one group. This topic describes: Defining membership conditions Including or excluding individuals or other groups Setting embedded group priority Evaluating and refreshing membership Viewing group membership Locking membership Defining Membership Conditions Use personal and employment criteria to define conditions that must be satisfied for persons to be included in or excluded from a group. Some examples of personal criteria include: Person Type Date of Birth Full Name Employment criteria include: Assignment Status Department Name Job Name Example: To create a group called Associate Marketing Reps, which consists of hourly workers that belong to the Marketing department, define these conditions: Condition 1 Evaluation Criteria: Department Name Operator: Equal to Value: Marketing Logical Operator: AND Condition 2 Evaluation Criteria: Job Name Operator: Equal to Value: Associate Marketing Rep Including or Excluding Individuals or Other Groups You can determine the group membership by adding individual workers and other groups with either Include or Exclude membership statuses. 76

85 Chapter 10 Groups Example: To create a larger group that includes the hourly workers in the Marketing department, add the Hourly Marketing group with membership status equal to Include. Setting Embedded Group Priority When you embed groups within another group, a worker can exist in more than one group. In such a case, the priority number assigned to the embedded groups determines the group membership. The lowest number has the highest priority. Example: Joe Smith is a member of the following two groups that are embedded in the Marketing group, with the following membership statuses: Priority Group Name Status 1 Promotions Exclude 2 Advertising Include Joe Smith would be excluded from the Marketing group because the Promotions group, his top priority embedded group, is excluded. Evaluating and Refreshing Membership After defining the group, click the Refresh Group Membership button on the Manage HCM Groups page to evaluate group membership and update the list of members. You can schedule regular refreshes using advanced options. Viewing Group Membership Specify a date within a range of dates to view the group membership as of that date. Locking Membership Select Yes in the Locked option to prevent refreshing of the group definition as of a specific date. Example: You can lock all members of a group, senior managers, as of 12-June-2013 so that the same set of workers would always be processed. Locking the group membership is a permanent action and can't be reversed. Group Membership: How It Is Evaluated A group definition can include or exclude a person in multiple ways. The application evaluates the group definition in a specific order to determine the final membership status of each person as of a particular date. Settings That Affect Group Membership The following conditions affect the group membership: Individual inclusion or exclusion status of the person Inclusion or exclusion status of a defined group of persons that is embedded in the group definition Priority number of each embedded group Eligibility for selection criteria 77

86 Chapter 10 Groups How the Group Membership Is Evaluated The Evaluate Group Membership process evaluates the membership of a group in the following order: 1. When you individually include or exclude a worker, then the associated include or exclude membership status determines the final membership status of the worker. 2. When you include or exclude a group, then the include or exclude membership status of the group determines the membership of all workers in that group. 3. When a worker is a member of multiple groups with different inclusion or exclusion membership statuses, the priority numbers assigned to the groups determine membership. The group having the lowest status number takes priority. 4. When you add evaluation criteria using attributes, relational, and logical operators, the filtered results returned by the different conditions determine the group membership. The following figure illustrates that individual membership status has the highest priority in determining group membership. Embedded group status has a higher priority than eligibility criteria. 78

87 Chapter 10 Groups Defining Groups: Worked Example You want to create a group for workers who are trained to complete the end of year financial accounts. In addition to the normal accounting workers, you train a group of borrowed workers to be part of the year end processing group. No other borrowed workers are eligible for training and to work on year end tasks. This example demonstrates how to create two groups, Accounting Workers and Borrowed Workers, and embed those first two groups into the third, Year End Processing Group. The following table summarizes the key decisions for this scenario: Decisions to Consider Accounting Workers Borrowed Workers Year End Processing Group How is the group definition evaluated? For a date range As of run date For a date range What is the condition that is used to build the selection criteria for the group? Department Name Equal to Accounting Not applicable Not applicable What is the group that you want to include in this group definition? Not applicable Not applicable Accounting Workers and Borrowed Workers What are the members that you want to include or exclude from this group definition? Not applicable Members to Include: Tate Scott, Veronica Adriano, Fen Lee, Marsha Able, and Priya Krishnan Not applicable Should the group membership be refreshed? Yes No Yes Summary of the Tasks Create three groups and embed the first two groups into the third. 1. Create two groups, one by adding selection condition and the other by including members explicitly. 2. Create the third group by including the first two groups. 79

88 Chapter 10 Groups Defining a Group by Creating Group Criteria Use default values for fields unless the steps specify other values. 1. In the Setup and Maintenance work area, search for Manage HCM Groups and click Go to Task. 2. Click Create. 3. On the Create Group page, complete the fields, as shown in this table. Value Name Accounting Workers Description Only workers who work for the accounting department. Evaluation Period For a date range. Number of Days Before Evaluation Date: 30 and Number of Days 4. In the Evaluation Criteria region, click Create. 5. In the Evaluation Criteria dialog box, select the fields for the criteria, as shown in this table. Criteria Attribute Department Name Operator Equal to Value Accounting 6. In the Evaluation Criteria dialog box, click Save and Close. 7. On the Create Group page, click Save and Close. 8. On the Manage Groups page, click Refresh Group Membership. 9. On the Refresh Group Membership page, select Accounting Worker in the Group name choice list. 10. Select the Evaluation Date as the current date. 11. Select Submit. Defining a Group by Including Members Explicitly Use default values for fields unless the steps specify other values. 1. On the Create Group page, complete the fields, as shown in this table. 80

89 Chapter 10 Groups Value Name Borrowed Workers Description Workers who support accounting workers. 2. In the Include or Exclude Members section, click Add Members to Include. 3. Select Support Analyst in the Job option and click Search. 4. Select the members Tate Scott, Veronica Adriano, Fen Lee, Marsha Able, and Priya Krishnan. Click OK. The members are added with the include status. 5. Click Save and Close. 6. On the Manage Groups page, click Refresh Group Membership. 7. On the Refresh Group Membership page, select Borrowed Workers in the Group name choice list. 8. Select the Evaluation Date as the current date. 9. Select Submit. 10. In the Search Results region, select the Borrowed Workers group and select edit from the Actions menu. 11. Select Yes in the Locked choice list. Defining a Group by Embedding a Group 1. On the Create Group page, complete the fields, as shown in this table. Value Name Year End Processing Description Contains workers who would work on the year end financials. Locked No Evaluation Period For a date range. Number of Days Before Evaluation Date: 30 Number of Days After Evaluation Date: In the Include or Exclude Groups section, click Add twice. 81

90 Chapter 10 Groups 3. Complete the fields, as shown in this table. Value 1 Value 2 Priority 1 2 Name Accounting Workers Borrowed Workers Condition Include Include 4. Click Save and Close. 5. On the Manage Groups page, click Refresh Group Membership. 6. On the Refresh Group Membership, select Year End Processing in the Group name choice list. 7. Select Evaluation Date as the current date. 8. Select No in Remove Future-Dated Group Members choice list. 9. Select Submit. FAQ Why can't I edit some groups? You can't edit predefined groups and groups that are associated with a worker time entry profile. 82

91 Chapter Setup Profiles Setup Profiles Overview Setup profiles associate workers with a set of configurable time card layouts and rules for time entry and time processing. Assign profiles either to an individual worker or a group of workers Use the Define Time and Labor Setup Profiles task list to configure and assign time entry profiles and time processing profiles. This topic discusses the following aspects of setup profiles: Types of setup profiles Group Assignment Profile Priority Default Profile Types of Setup Profile Time entry profiles and time processing profiles help you assign the correct layouts and validations to diverse sets of workers, such as: Workers who report only exceptions to the normal work schedule Workers who report time against projects and tasks The following table shows how two profile type assignments help you vary the time reporting experience for diverse groups: Profile Type Worker time entry profile Profile Contents Layouts for reporting time Rules for time card actions that control when workers can enter, update, and delete their time Worker time processing profile The time card period Time entry and time calculation rule sets Consumer set, validation, approval, and transfer processing Group Assignment Use start and end dates to manage the assignment of a profile to groups. You can assign a single profile to more than one group of workers at a time. Example: Assign the USA_Workers time entry profile to: Full_Time_USAWorkers group 83

92 Chapter 11 Setup Profiles Part_Time_USAWorkers group However, you can't associate a single group with more than one profile of the same type at any given time. Example: The Full_Time_USAWorkers group can't have both the USA_Workers time entry profile and UK_Workers time entry profile assigned to it. Priority Assign each setup profile a unique priority number with reference to other profiles of the same profile type. The priority number determines the profile used to create the time card if a worker is eligible for more than one profile. Number one is the highest priority. Example: A single worker is a member of two groups: Group A: Time entry profile priority = 5 Group B: Time entry profile priority = 3 The time entry profile with priority 3 is used for that worker. Default Profile By default, all workers in an organization are members of a delivered group that has a profile assigned to it. A worker who isn't eligible for any setup profile through either individual or group assignment is assigned the default profile. Configuring Time Card Access Settings: Procedure Use the Manage Worker Time Entry Profile task to specify the layout set and configure when workers can create, view, edit, and delete time cards. To configure time card access, on the Profile Values page: 1. Select the date on which the access settings become effective. 2. For each time entry action, enable the time card statuses in which users can access the time card to perform that action. 3. You can enter the number of days into the past or future that a worker can take the action in each enabled status. Workers can edit the entire time card that includes that day in the past or future and all time cards between that date and the current date. If you don't enter the number of days, then the time card user has unlimited access to perform the action on the time card in the enabled status. Example: Enable workers to change any entered, saved, or submitted time cards up to five days before the current date. If that day falls in a prior time card period, then workers can edit both the current and previous time cards. Worker Profile: How It Is Derived Through group membership, a worker can be eligible for multiple time entry and time processing profiles. However, the application derives only one profile of each type for each worker. These setup profiles determine the following: Time Card period Rules Time Card access privilege Layouts 84

93 Chapter 11 Setup Profiles Settings that Affect Profile Assignment Profile assignment settings resolve to a final profile assignment through the priority sequence shown in the following table. Setting Processing Description Individual Assignment Individual assignment of a worker to a setup profile takes highest priority and overrides any group profile assignment. Group Assignment When multiple group memberships make the worker eligible for more than one profile of the same type, the profile with the lowest priority number is used. Default Group Assignment Catches workers who don't have any individual or group profile assignments. Ensures that all workers have a profile and can report time. 85

94 Chapter 11 Setup Profiles How the Worker Profile is Derived The following figure shows resolving a worker's profile assignment through the priority sequence. Troubleshooting Time Card Profile Assignment: Explained When the time card layout or processing rules aren't as expected for a worker or group, use the Manage Setup Profiles task to investigate and correct the profile assignment. 86