OTL Student Guide

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.
COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
Student Guide
D73912GC10
Edition 1.0
February 2012
D76165
Oracle University and Egabi Solutions use only
R12.x Oracle Time and Labor

Fundamentals
This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and
print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way.
Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display,
perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization
of Oracle.
The information contained in this document is subject to change without notice. If you find any problems in the document, please
report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not
warranted to be error-free.
Restricted Rights Notice
If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United
States Government, the following notice is applicable:
U.S. GOVERNMENT RIGHTS
The U.S. Governments rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted
by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract.
Trademark Notice
Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective
owners.
Author
Gowri Arur
Technical Contributors and Reviewers
Bob Oganovic, Leanne Wilborn
This book was published using:
Oracle Tutor
THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY. COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
Copyright 2007, 2012 Oracle. All rights reserved.

Disclaimer
Introduction to Oracle Time and Labor ..........................................................................................................1-1

Introduction to Oracle Time and Labor...........................................................................................................1-3
Objectives ......................................................................................................................................................1-4
Collecting Time Information ...........................................................................................................................1-5
Typical Time Management Steps...................................................................................................................1-6
Common Business Issues with Time Collection.............................................................................................1-7
Oracle Time and Labor Overview...................................................................................................................1-8
OTL Solution to Common Business Issues ....................................................................................................1-9
Central Time Store .........................................................................................................................................1-10
Time Deposit and Retrieval ............................................................................................................................1-11
Other Key Features........................................................................................................................................1-12
Integration with Oracle E-Business Suite .......................................................................................................1-13
Integration with Oracle HR and Oracle SSHR Absence Modules ..................................................................1-14
Timecard Integration with HR Absences ........................................................................................................1-15
Summary........................................................................................................................................................1-17
Introducing the Timecard ................................................................................................................................2-1
Introducing the Timecard ...............................................................................................................................2-3
Objectives ......................................................................................................................................................2-4
Introducing the Timecard ...............................................................................................................................2-5
The Timecard Building Blocks........................................................................................................................2-6
Preferences....................................................................................................................................................2-7
Timecard Layouts...........................................................................................................................................2-8
Timecard Templates ......................................................................................................................................2-9
Approvals and Validation ...............................................................................................................................2-10
Disconnected Entry ........................................................................................................................................2-11
Quiz................................................................................................................................................................2-12
Summary........................................................................................................................................................2-14
Implementation Options ..................................................................................................................................3-1
Implementation Options .................................................................................................................................3-3
Objectives ......................................................................................................................................................3-4
Implementation Scenarios..............................................................................................................................3-5
Time and Labor Data Scenarios.....................................................................................................................3-6
OTLR and OTL Self-Service ..........................................................................................................................3-7
Oracle Time & Labor Rules (OTLR) ...............................................................................................................3-8
OTL Self-Service............................................................................................................................................3-9
Setup Steps for Oracle Time & Labor ............................................................................................................3-10
Basic Setup Steps..........................................................................................................................................3-11
Security Setup Steps......................................................................................................................................3-12
Time & Labor Rules and Preferences ............................................................................................................3-13
Time Management Structures and Policies....................................................................................................3-15
Predefined Responsibilities for Professional Forms .......................................................................................3-17
Predefined Responsibilities for Self-Service Pages .......................................................................................3-18
Linking Rules to Preferences .........................................................................................................................3-19
Linking Time Management Rules...................................................................................................................3-20
OTL and Absence Integration - Setup............................................................................................................3-21
Copyright Oracle 2012. All rights reserved.
R12.x Oracle Time and Labor Fundamentals Table of Contents

i
Table of Contents
Time Entry and Approval Rules ......................................................................................................................4-1

Time Entry and Approval Rules......................................................................................................................4-3
Objectives ......................................................................................................................................................4-4
Timecard Validation .......................................................................................................................................4-5
When are Timecard Edits Allowed? ...............................................................................................................4-6
Flexibility in Approvals....................................................................................................................................4-7
Application Sets .............................................................................................................................................4-8
Matching Periods and Application Sets..........................................................................................................4-9
Timecard Approvals .......................................................................................................................................4-10
Time Entry Rules for Validation......................................................................................................................4-11
Time Categories.............................................................................................................................................4-12
Time Entry Rules for Approval .......................................................................................................................4-13
Time Entry Rule Groups.................................................................................................................................4-14
Time Entry Rule Formulas .............................................................................................................................4-15
Predefined Formulas......................................................................................................................................4-16
Creating Your Own Formula .........................................................................................................................4-19
Quiz................................................................................................................................................................4-20
Summary........................................................................................................................................................4-23
Approval Periods and Style.............................................................................................................................5-1
Approval Periods and Styles ..........................................................................................................................5-3
Objectives ......................................................................................................................................................5-4
Approvals .......................................................................................................................................................5-5
Relating Approval Definitions .........................................................................................................................5-6
Recurring Periods ..........................................................................................................................................5-7
Approval Periods............................................................................................................................................5-8
Approval Styles ..............................................................................................................................................5-9
Approval Notifications ....................................................................................................................................5-11
Quiz................................................................................................................................................................5-12
Summary........................................................................................................................................................5-15
Using Elements in OTL....................................................................................................................................6-1
Using Elements in OTL ..................................................................................................................................6-3
Objectives ......................................................................................................................................................6-4
Elements for Time & Labor ............................................................................................................................6-5
Element Information .......................................................................................................................................6-6
Defining Elements in OTL ..............................................................................................................................6-7
Linking Elements in OTL ................................................................................................................................6-8
Element Sets..................................................................................................................................................6-9
Element Time Information for Oracle Time and Labor Rules (OTLR) ............................................................6-10
Additional Element Information ......................................................................................................................6-11
Quiz................................................................................................................................................................6-12
Summary........................................................................................................................................................6-14
Mapping and Retrieval Processes ..................................................................................................................7-1
Mappings and Retrieval Processes................................................................................................................7-3
Objectives ......................................................................................................................................................7-4

ii
Integration with E-Business Suite Products ...................................................................................................3-23

Quiz................................................................................................................................................................3-24
Summary........................................................................................................................................................3-26
Timecard Layouts and Preferences................................................................................................................8-1

Timecard Layouts and Preferences ..............................................................................................................8-3
Objectives ......................................................................................................................................................8-4
Timecard Flexibility Using Oracle Time & Labor ............................................................................................8-5
Timecard Layouts...........................................................................................................................................8-6
Predefined Layout Styles ...............................................................................................................................8-7
Preferences to Configure the Look of the Timecard......................................................................................8-8
Preferences to Configure the Function of the Timecard.................................................................................8-9
Timecard Templates ......................................................................................................................................8-11
Preferences to Configure the Function of the Timecard Private Templates ...................................................8-12
Public Templates............................................................................................................................................8-13
Dynamic Templates .......................................................................................................................................8-14
Alternate Names ............................................................................................................................................8-15
Preferences....................................................................................................................................................8-17
Eligibility Rules ...............................................................................................................................................8-18
View People Preferences ...............................................................................................................................8-19
Quiz................................................................................................................................................................8-20
Summary........................................................................................................................................................8-23
Defining OTLR Structures ...............................................................................................................................9-1
Defining OTLR Structures ..............................................................................................................................9-3
Objectives ......................................................................................................................................................9-4
Introducing Oracle Time and Labor Rules (OTLR).........................................................................................9-5
The OTLR Timecard ......................................................................................................................................9-6
Configuring OTLR ..........................................................................................................................................9-7
Preferences for OTLR ....................................................................................................................................9-8
Required Set Up For OTLR............................................................................................................................9-9
Holiday Calendars..........................................................................................................................................9-10
Shifts, Work Plans, and Rotation Plans..........................................................................................................9-11
Shifts ..............................................................................................................................................................9-12
Work Plans.....................................................................................................................................................9-13
Rotation Plans................................................................................................................................................9-14
Earning Group................................................................................................................................................9-15
Structure Maintenance and Implementation Verification ...............................................................................9-16
Quiz................................................................................................................................................................9-17
Summary........................................................................................................................................................9-21
Defining OTLR Policies ...................................................................................................................................10-1
Defining OTLR Policies ..................................................................................................................................10-3

iii
Accessing Time Information ...........................................................................................................................7-5

Mappings .......................................................................................................................................................7-6
Mapping Components ....................................................................................................................................7-7
Generate Flexfield Mappings .........................................................................................................................7-8
OTL Information Types Flexfield ....................................................................................................................7-9
Retrieval and Deposit Processes ...................................................................................................................7-10
Retrieval Rules...............................................................................................................................................7-11
Approval Statuses ..........................................................................................................................................7-12
Retrieval Rule Groups....................................................................................................................................7-14
Quiz................................................................................................................................................................7-15
Summary........................................................................................................................................................7-18
Assigning Structures and Policies .................................................................................................................11-1

Assigning Structures and Policies ..................................................................................................................11-3
Objectives ......................................................................................................................................................11-4
Assigning Structures and Policies ..................................................................................................................11-5
Assigning Rules to a Worker: Required Data .................................................................................................11-6
Assigning Rules to a Worker: Optional Data ..................................................................................................11-7
Running the Person/Assignment Table List ...................................................................................................11-8
Viewing Employee Assignment Information Folder ........................................................................................11-9
Quiz................................................................................................................................................................11-10
Summary........................................................................................................................................................11-12
Transferring Timecards to BEE and Oracle Projects....................................................................................12-1
Transferring Timecards to BEE and Oracle Projects......................................................................................12-3
Objectives ......................................................................................................................................................12-4
Time Entry using Oracle Time & Labor ..........................................................................................................12-5
Process Flow for Transferring Timecards to BEE or Oracle Projects.............................................................12-6
Transfer Timecards to BEE or Oracle Projects ..............................................................................................12-7
Retrieval Error Handling Report .....................................................................................................................12-8
Quiz................................................................................................................................................................12-9
Summary........................................................................................................................................................12-12
Applying Schedule Rules to Timecards.........................................................................................................13-1
Applying Schedule Rules to Timecards..........................................................................................................13-3
Objectives ......................................................................................................................................................13-4
Applying Schedule Rules to Timecards..........................................................................................................13-5
Timecard Exception Entry ..............................................................................................................................13-6
Using Batch Element Entry (BEE)..................................................................................................................13-7
Batch Status Review ......................................................................................................................................13-8
Interfacing to Oracle Projects .........................................................................................................................13-9
Rollback from BEE .........................................................................................................................................13-10
Adjusting Timecards Retroactively .................................................................................................................13-11
Project Accounting Retro ...............................................................................................................................13-12
Using OTL Reports ........................................................................................................................................13-13
Employee Time Folder ...................................................................................................................................13-16
Quiz................................................................................................................................................................13-17
Summary........................................................................................................................................................13-20

iv
Objectives ......................................................................................................................................................10-4
Defining Policies.............................................................................................................................................10-5
Time Management Policies ............................................................................................................................10-6
Hour Deduction Policy....................................................................................................................................10-7
Shift Differential Policy ...................................................................................................................................10-8
Premium Eligibility Policy ...............................................................................................................................10-9
Premium Eligibility Matrix ...............................................................................................................................10-10
Premium Interaction Policy ............................................................................................................................10-11
Premium Interaction Calculation ....................................................................................................................10-12
Earning Policy ................................................................................................................................................10-13
Policy Maintenance and Implementation Verification ....................................................................................10-14
Quiz................................................................................................................................................................10-15
Summary........................................................................................................................................................10-19
Change and Late Audit ....................................................................................................................................15-1

Change and Late Audit (CLA) ........................................................................................................................15-3
Objectives ......................................................................................................................................................15-4
Features of Change and Late Audit (CLA) .....................................................................................................15-5
Process Flows................................................................................................................................................15-6
Audit Information Page...................................................................................................................................15-7
Setup Steps for Change and Late Audit.........................................................................................................15-8
Reason Codes ...............................................................................................................................................15-9
Defining Change and Late Entries .................................................................................................................15-10
Time Categories.............................................................................................................................................15-12
Time Entry Rules............................................................................................................................................15-13
Change and Late Rule Seeded Formula........................................................................................................15-14
Time Entry Rule Usage ..................................................................................................................................15-15
Preferences....................................................................................................................................................15-17
Putting Change and Late Audit Rules Together for Timecard Entry...............................................................15-18
Entering a Timecard to initiate Change and Late Audit ..................................................................................15-19
Quiz................................................................................................................................................................15-20
Summary........................................................................................................................................................15-22
Timekeeper .......................................................................................................................................................16-1
Timekeeper ....................................................................................................................................................16-3
Objectives ......................................................................................................................................................16-4
Features of Timekeeper .................................................................................................................................16-5
Timekeeper ....................................................................................................................................................16-6
Managing Time for Others .............................................................................................................................16-7
Three Levels of Timekeeper ..........................................................................................................................16-8
Super Timekeeper..........................................................................................................................................16-9
Regular Timekeeper.......................................................................................................................................16-10

v
Entry Level Processing ...................................................................................................................................14-1

Entry Level Processing ..................................................................................................................................14-3
Objectives ......................................................................................................................................................14-4
Features of Entry Level Processing ...............................................................................................................14-5
Entry Level Processing Page .........................................................................................................................14-6
Setup Steps for Entry Level Processing.........................................................................................................14-7
Time Entry Rules for Validation......................................................................................................................14-8
Time Categories.............................................................................................................................................14-10
Formulas ........................................................................................................................................................14-12
Entry Level Processing Rule ..........................................................................................................................14-13
Entry Level Processing Rule Groups .............................................................................................................14-14
Using Entry Level Processing ........................................................................................................................14-15
Optional Business Scenarios .........................................................................................................................14-16
Mandatory Timecard Fields............................................................................................................................14-17
Extended Timecard Validation .......................................................................................................................14-18
Invalid Timecard Field Combination ...............................................................................................................14-19
Extended Timecard Validation .......................................................................................................................14-20
Quiz................................................................................................................................................................14-21
Summary........................................................................................................................................................14-22
Self-Service Line Manager ..............................................................................................................................17-1

Self-Service Line Manager .............................................................................................................................17-3
Objectives ......................................................................................................................................................17-4
Features of Self-Service Line Manager..........................................................................................................17-5
Supervisor Hierarchy......................................................................................................................................17-6
Search Options ..............................................................................................................................................17-7
My List Features.............................................................................................................................................17-8
Manager Options from the Recent Timecards Page ......................................................................................17-9
Using the Timecard Status Dashboard ..........................................................................................................17-10
Generating the Timecard Status Details Report Online .................................................................................17-11
Quiz................................................................................................................................................................17-12
Summary........................................................................................................................................................17-14
Archiving and Restoring Timecards...............................................................................................................18-1
Archiving and Restoring Timecards ...............................................................................................................18-3
Objectives ......................................................................................................................................................18-4
Archiving ........................................................................................................................................................18-5
Archiving Processes.......................................................................................................................................18-6
Restoring Timecards ......................................................................................................................................18-7
Summary........................................................................................................................................................18-8

vi
Limited Timekeeper........................................................................................................................................16-11
Authorized Delegate.......................................................................................................................................16-12
Self-Service Line Manager .............................................................................................................................16-13
Using Timekeeper Entry.................................................................................................................................16-14
Setting up Timekeeper ...................................................................................................................................16-15
Configuring Timekeeper Entry Window..........................................................................................................16-16
Timekeeper Groups .......................................................................................................................................16-17
Timekeeper Entry...........................................................................................................................................16-18
Mass Edits on the Timecards .........................................................................................................................16-19
Wildcards in Mass Edits .................................................................................................................................16-20
Quiz................................................................................................................................................................16-21
Summary........................................................................................................................................................16-23
Profile
Before You Begin This Course
Before you begin this course, you should have the following qualifications:
Thorough knowledge of Oracle Applications

How This Course Is Organized
R12.x Oracle Time and Labor Fundamentals Ed 1 is an instructor-led course featuring lecture
and hands-on exercises. Online demonstrations and written practice sessions reinforce the
concepts and skills introduced.

vii
Preface
Oracle Publications
Title
Oracle Time and Labor Implementation and User Guide

Additional Publications
System release bulletins
Installation and users guides
Read-me files
International Oracle Users Group (IOUG) articles
Oracle Magazine

viii
Part Number
E13521-03
Related Publications
Typographic Conventions in Text

Convention
Bold italic
Caps and
lowercase
Courier new,
case sensitive
(default is
lowercase)
Initial cap
Element
Glossary term (if
there is a glossary)
Buttons,
check boxes,
triggers,
windows
Code output,
directory names,
filenames,
passwords,
pathnames,
URLs,
user input,
usernames
Arrow
Brackets
Commas
Graphics labels
(unless the term is a
proper noun)
Emphasized words
and phrases,
titles of books and
courses,
variables
Interface elements
with long names
that have only
initial caps;
lesson and chapter
titles in crossreferences
SQL column
names, commands,
functions, schemas,
table names
Menu paths
Key names
Key sequences
Plus signs
Key combinations
Italic
Quotation
marks
Uppercase
Example
The algorithm inserts the new key.
Click the Executable button.
Select the Cant Delete Card check box.
Assign a When-Validate-Item trigger to the ORD block.
Open the Master Schedule window.
Code output: debug.set (I, 300);
Directory: bin (DOS), $FMHOME (UNIX)
Filename: Locate the init.ora file.
Password: User tiger as your password.
Pathname: Open c:\my_docs\projects
URL: Go to http://www.oracle.com
User input: Enter 300
Username: Log on as scott
Customer address (but Oracle Payables)
Do not save changes to the database.
For further information, see Oracle7 Server SQL Language
Reference Manual.
Enter user_id@us.oracle.com, where user_id is the
name of the user.
Select Include a reusable module component and click Finish.
This subject is covered in Unit II, Lesson 3, Working with
Objects.
Use the SELECT command to view information stored in the

LAST_NAME
column of the EMP table.
Select File > Save.
Press [Enter].
Press and release keys one at a time:
[Alternate], [F], [D]
Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]
Typographic Conventions in Code

Convention
Element
Example

ix
Typographic Conventions
Oracle Forms
triggers
Column names,
table names
When-Validate-Item
Passwords
DROP USER scott

IDENTIFIED BY tiger;
OG_ACTIVATE_LAYER
(OG_GET_LAYER (prod_pie_layer))
SELECT last_name
FROM s_emp;
PL/SQL objects
Lowercase
italic
Uppercase
Syntax variables
CREATE ROLE role
SQL commands and SELECT userid

FROM emp;
functions
Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you
through Oracle Applications.
(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve
This simplified path translates to the following:
1.
(N) From the Navigator window, select Invoice then Entry then Invoice Batches
Summary.
2.
(M) From the menu, select Query then Find.
3.
(B) Click the Approve button.
Notations:
(N) = Navigator
(M) = Menu
(T) = Tab
(B) = Button
(I) = Icon
(H) = Hyperlink
(ST) = Sub Tab
Typographical Conventions in Oracle Application Help System Paths

This course uses a navigation path convention to represent actions you perform to find
pertinent information in the Oracle Applications Help System.
The following help navigation path, for example
(Help) General Ledger > Journals > Enter Journals
represents the following sequence of actions:
1.
In the navigation frame of the help system window, expand the General Ledger entry.
2.
Under the General Ledger entry, expand Journals.


x
Caps and
lowercase
Lowercase
Under Journals, select Enter Journals.
4.
Review the Enter Journals topic that appears in the document frame of the help system
window.
3.

xi

xii
Chapter 1
Copyright Oracle, 2012. All rights reserved.
Introduction to Oracle Time and Labor
Chapter 1 - Page 1
Introduction to Oracle Time

and Labor
Chapter 1 - Page 2
Chapter 1 - Page 3
Objectives
Chapter 1 - Page 4
Collecting Time Information

Time collection devices include clocks, badge readers etc.
A timekeeper is a designated person who records time for other workers.
Time-entry work stations are used to punch in time to a timecard machine that interfaces with
OTL.

Chapter 1 - Page 5
Collecting Time Information
Typical Time Management Steps

Your typical time management steps include generating and gathering time data from various
sources, such as time clocks, manual timesheets, and so forth. Once time is generated and
gathered, you can edit and audit this time data, and apply rules on an individual employee
basis. You submit time data to payroll for processing then edit the payroll output. Once these
steps are completed, if needed, you can research time and or policy issues. Some common
problems with these time management steps are outlined on the next slide.

Chapter 1 - Page 6
Typical Time Management Steps
Common Business Issues with Time Collection

Some common business issues with time collection can include:
Possible delays in pay check production due to manual reconciliation
Over or under payments to employees
Duplication (redundancy) of data entry
Inconsistent enforcement of pay policies
Incorrect application of specialized rules for various employee groups
Inability to produce many management requested reports on labor details
Security Concerns
Difficulties with ongoing maintenance of company policies to include:
Communication breakdown with users that enforce the rules
System changes requiring programming to modify
Inability to view historical data

Chapter 1 - Page 7
Common Business Issues with Time Collection
Oracle Time and Labor Overview

This slide introduces the Oracle Time and Labor product. In the previous slides weve
discussed how students can collect time data and what enterprises require from a time
management product. This slide shows how OTL can meet those needs.
The diagram in this slide demonstrates how OTL provides a complete, integrated time
management solution, with rules-based time entry, validation, approval, transfer, and reporting
feeding into the OTL time store.
The time data is stored in a central repository called the time store. The time store serves as a
gatekeeper of data to other Oracle applications, including Oracle Projects.
OTL can help your global organization control costs and time worked, consolidate timecard
information, and adhere to organizational time management rules. OTL offers a simplified way
to submit, review, track, and approve timecards.

Chapter 1 - Page 8
Oracle Time and Labor Overview
OTL Solution to Common Business Issues

With this slide, we will discuss how OTL can resolve the commons business issues discussed
at the beginning of this topic.
Rules are automated reducing manual reconciliation which can cause possible delays in
check production. New rules are automatically applied as employee assignments change
and, rules vary by employee groups or individuals so incorrect application of specialized
rules for various employee groups is easier to maintain.
Time entry errors are reduced by validation and templates, eliminating over or under
payments to employees.
There is a single repository for time for all application which reduces the duplication of
data entry.
Time entry rules can include formulas, and time can be generated from projects or work
schedule information eliminating the possibility of inconsistent enforcement of pay policies.
All time data is consolidated for easier management reporting.
Secure password access to self service eliminating security concerns.
All rules are maintained using forms or formulas, so no programming is required to modify.
Rules are dated so you can track changes over time, keeping a clear audit trail and keeps
maintenance to a minimum.

Chapter 1 - Page 9
OTL Solution to Common Business Issues
Central Time Store

Oracle Time & Labor provides a single source of time data. All correction are made within
OTL and not various time collection agency. With OTL there are powerful rule engines to
ensure you can apply your rules correctly and consistently such as:
Time Entry Rules (warning or error)
Approval Rules
Schedule Rules (from rotation plans and policies)
Oracle Projects transaction controls and constraints
Eligibility criteria on element links
User hooks for additional validation.
The Central Time Store is one of the key features of Oracle Time & Laborit provides a
central repository to hold time data from all sources, ready to be retrieved by any application
that requires time information. Each recipient application can have time entry and approval
rules associated with it.
We will look at how you create rules in a later topic.

Chapter 1 - Page 10
Central Time Store
Time Deposit and Retrieval

This slide shows you the information going into the time store and where that information
goes. You deposit information into the time store using:
Self service web pages
Spreadsheet for disconnected entry - you can capture time using a spreadsheet and later
upload it through self service.
Auto-generated timecards using schedules for workers assigned to rotation plans (OTLR).
Auto-generated timecards using projects resource management - you can pull this information
into the self-service timecard by applying a dynamic template and perform exception entry
using self service.
Third party collection devices such as clocks and telephony through an API.
On the right-hand side you can see the supported recipient applications that retrieve the time
information of which they are interested.

Chapter 1 - Page 11
Time Deposit and Retrieval
Other Key Features

Why is capturing time useful? For payroll input, other payroll purposes, and statistical
purposes. OTL focuses on capturing the time data you require for your business. This slide
highlights some of the key benefits in OTL and OTLR.
Configurable timecard you can choose the fields, field labels, list of values, layout, and
instructions. You can also create specific timecards for specific user groups.
Processing features such as approval styles allows separate approval chains for groups of
workers or types of time entry. Mass approvals allow approvers to see outstanding
approvals on their work list and reject or approve them. Preferences define many of the
rules about how workers can use the application.
Entry features such as entry-level processing which allows you to define rules to determine
which application validates time and labor data entered on the timecard. Self-Service line
manager allows managers to create, edit, and submit timecards for a worker. Timekeeper
and authorized delegate enable you to enter time and labor data quickly for other workers.
Change and late audit allows you to track changes made to new, previously saved, and
previously submitted timecards.

Chapter 1 - Page 12
Other Key Features
E-Business Suite Integration

OTL integrates with other products in HRMS and outside of HRMS. This slide shows time
information going to HR, Payroll, and Projects, with some of the payroll processes on the back
end. This information architecture provides a single source of truth across the enterprise so
you can make smarter decisions with better information.
Oracle Projects: Oracle Time & Labor integrates with Oracle Projects to validate time
against chargeable projects, tasks and expenditure types and to check for transaction
controls that you may have implemented.
Enterprise Asset Management: Oracle Time & Labor integrates with Oracle Enterprise
Asset Management to validate time against work orders, maintained unit, operation, and
resource and charge department.
Oracle Procurement: Oracle Time & Labor integrates with Oracle Procurement and to
validate time against purchase orders and purchase order lines specific to contingent
workers in your organization.
For more information on OTL integration with E-Business Suite products, refer to the
Integration chapter in the Oracle Time and Labor Implementation and User Guide.

Chapter 1 - Page 13
Integration with Oracle E-Business Suite
Integration with Oracle HR and Oracle SSHR Absence Modules

You can use integration of Oracle HR and Oracle SSHR Absence modules with Oracle Time
and Labor. Absences created in Oracle HR and Oracle SSHR are automatically displayed in
the Oracle Time and Labor timecard. You can capture or edit absences from OTL timecard
and you do not require to use different applications to record absence information and to
record time worked. The OTL Administrators or OTL Application Developers set up the
integration feature. Once this integration is set up, OTL automatically imports absence entries
created in Self-Service HR or HR absences modules onto a worker's timecard when the
worker opens the timecard for a time booking.
For information on how to set up integration with Oracle HR and Oracle SSHR Absence
modules, refer to the Oracle Absence Integration Notes topic in the Oracle Time and Labor
Implementation and User Guide.
Important: If you use absence integration, then you cannot create or update the absence type
from Self-Service or HR if a timecard exits for that time period.

Chapter 1 - Page 14
Integration with Oracle HR and Oracle SSHR Absence Modules
Timecard Integration with HR Absences

This slide presents a typical process of timecard flow if timecard integration with HR absences
is set up. In this scenario, an employee applies for absence from December 24th to December
26th. The applied absence is routed to next level for approval. In this scenario the status of
the absence request would be in Pending for Approval. During the same period say,
December 21st to 26th, employee needs to record time in OTL timecard. When the employee
creates a timecard for the said period, absence record will be auto populated in the timecard.
Employee can record the time for remaining days, or if required, modify the absence record.
Employee can also create new absence from the timecard. During timecard submission,
absence related checks and validations are performed. Once the time card is submitted it is
routed to next level for approval, if configured. Once approved, absence records are updated
in the HR absences. In a timecard all submitted absence records for a given period are
populated irrespective of the transaction status. Once timecard for the given period is
generated, then for that period, absence cannot be modified or created from HR absences or
Leave of absence. However, fields like remarks and attachments can be modified. Note that
once timecard is submitted, the application closes all notifications and deletes the transactions
pertaining to that absence or absences which are in approval cycle.
If an absence is across different timecard periods, then absence records are split as per the
timecard duration. For example, absence is applied from 06th of November through 11th of
November. This duration falls in two weekly time cards, that is, from timecard period 02nd to

Chapter 1 - Page 15
Timecard Integration with HR Absences
08th November and from 09th to 15th November. Absence record of 06th will be displayed in
02nd to 08th timecard and absence for 09th 10th and 11th are displayed in 09th to 15th
timecard. Continuous absences are split day wise in timecard. This is to facilitate
modifications of absence day wise, if required.

Chapter 1 - Page 16
Summary
Chapter 1 - Page 17
Chapter 1 - Page 18
Chapter 2
Introducing the Timecard
Chapter 2 - Page 1
Chapter 2 - Page 2
Chapter 2 - Page 3
Objectives
Chapter 2 - Page 4

On a basic level workers can submit timecards, and supervisors, managers, and/or
administrators can review the approval status on the web. You can set up the application to
approve the timecards automatically or route them for approval using Oracle Workflow. The
timecard is a web-based time entry feature that you can configure to suit your organizations
time recording requirements. You can enter exception or hourly-based time for a given period
based on the business rules you define.
Using OTL template functionality you can create timecard templates to reuse over and over
again. Templates allow you to automatically generate a timecard from a work schedule, or
from the last timecard you created, or from a schedule stored in Oracle Projects Resource
Management. By using a template, you avoid repetitive and error-prone data entry and can
focus on exception entry of any time that is different from an expected working pattern. You
simply correct any entries that need to change, and add any new entries.
The next slide introduces the timecard as a building block concept.

Chapter 2 - Page 5
The Timecard Building Blocks

This slide demonstrates that the timecard is made up of many parts behind the scenes. One
way to understand the timecard is to view it as a set of building blocks. Each part of the
timecard is a building block which you set up for your users. The blocks in the slide
functionally describe some of the features you set up for the timecard. The timecard is a set of
building blocks, you define parts of the timecard and how it works. The building blocks are:
recurring period, the hours type field, approval period, approval style, preferences, deposit
and retrieval rules, mapping components, time entry rules, time categories, timecard layouts,
and entry-level approval.
The top building block is the timecard and represents the range of time for which this timecard
exists, such as a week or a month.

Chapter 2 - Page 6
The Timecard Building Blocks
Preferences
Preferences enable you to define how individual workers or group of workers can use the
application. OTL includes default preferences to ensure all workers inherit the same rules by
default. You can use the default preferences, or create new preference groupings that contain
the preferences for which you want to specify a different value.
Preference eligibility determines how users can access the features in OTL and controls how
they use the timecard.
Default Preferences are available for Self-Service (OTL and OTLR), Payroll, Time Store,
Timekeeper, Oracle Projects, and Enterprise Asset Management, Absences functionality,
Entry Level Processing, and Change and Late Audit (CLA).
Default Preferences are available for Enterprise Asset Management, Projects, Projects
Purchasing, and Purchasing.

Chapter 2 - Page 7
Preferences
Timecard Layouts
The timecard layout determines the fields users can enter on the timecard, how the fields are
arranged on the page, and the instruction text users can see. You can define as many layout
styles as you require and you assign timecard layouts to your workers using the Timecard
Layout preference.
Oracle Time and Labor delivers the following timecard layout styles:
Projects Layout - workers can enter their time against a selected projects, task, and type.
Projects with Payroll - this layout is similar to the Projects layout except that the list of
values for the Type field comes from the alternate name you have assigned to the worker
via preferences.
Payroll Layout - workers can enter a start and stop time, or a number of hours, for each
day of the week for the selected hours type.
Exception Layout - the display is one row where the worker can select an hours type and
cost center, then enter the number of hours for each day of the week.

Chapter 2 - Page 8
Timecard Layouts
Timecard Templates
A template stores timecard data for reuse. For example, you might define a holiday template
for a weekly timecard that records zero hours worked and 40 hours taken as vacation. Each
template is associated with a timecard layout.
Using preferences, you can control workers access to templates and their ability to create
templates. Templates provide an advantage to workers allowing timecard data to be stored for
reuse. Workers can avoid repetitive data entry using templates. OTL delivers the following
types of templates:
Dynamic - Dynamic templates are predefined and delivered with the product. The data
they contain is dynamically drawn from another source when the user selects the
template.
Private - You can grant some or all of your users the ability to create their own templates,
using preferences.
Public - Public templates are templates you create for self-service users to enable them to
enter time and populate their timecards quickly. You can create groups of public templates
and assign them to a specific worker, a group of workers, or all workers in a single
business group.

Chapter 2 - Page 9
Timecard Templates
Approvals and Validation

Using Oracle Time & Labor you can control when timecards are submitted for approval and
who approves them. Validation of workers time entry happens from any or all of the following:
Time entry rules
Oracle projects transaction controls and constraints
Oracle Human Resources eligibility criteria on element links
Validation of workers time can raise warnings or errors if specific rules have been broken.

Chapter 2 - Page 10
Approvals and Validation
Disconnected Entry
Workers can record their time when away from the office using a spreadsheet and then
upload the spreadsheet into Oracle Time & Labor for review and submission. If you want to
define a list of projects and tasks that you currently work on to download to a spreadsheet,
then set the Enable Download of Defined Project List segment of the Self Service
Disconnected Entry Option for Worker preference to Yes.
The layout used for downloading a timecard is determined by the value of the Export segment
of the Timecard Layout preference. Oracle Time & Labor delivers seeded download layouts
for each timecard layout.
Workers using the Disconnected Entry will need to ensure the file name saved has an
extension of .csv.

Chapter 2 - Page 11
Disconnected Entry
Answers: 2
Quiz
Chapter 2 - Page 12
Answers: 2
Quiz
Chapter 2 - Page 13
Summary
Chapter 2 - Page 14
Chapter 3
Implementation Options
Chapter 3 - Page 1
Chapter 3 - Page 2
Chapter 3 - Page 3
Objectives
Chapter 3 - Page 4
Implementation Scenarios
The Implementation steps you must complete depend on the recipient applications for OTL
data. The Implementing Oracle Time & Labor Guide highlights the required steps for sending
data to Oracle HR, Payroll, and Projects. If you are sending data to a third party application,
there are additional steps, such as defining a mapping and retrieval process that are identified
separately within the Implementation Guide.
Chapter 3 - Page 5
Implementation Scenarios
Time and Labor Data Scenarios

There are three different scenarios for entering time and labor data within Oracle Time &
Labor and transferring to Batch Element Entries and Oracle Projects. These are:
OTLR and OTL Self-Service
OTLR only
OTL Self-Service Only
You can enter time on the OTL Self-Service timecard and transfer the time and labor data
directly to Oracle Projects and to Batch Element Entries (BEE). If your preferences dictate,
you can also enter time and labor data in Time Accounting (Professional User Interface)
timecard and transfer time and labor data from this timecard to Oracle Projects and BEE.
However, there is a third option available (again, if your preferences dictate), that allows you
to enter time and labor data on the self-service timecard using the Dynamic Template and
apply schedule rules. Once you apply the scheduled rules, there are additional options for
transferring the time and labor data to BEE and Oracle Projects. The next three slides will
explain the options in more detail.
Chapter 3 - Page 6
Time and Labor Data Scenarios

With this diagram, note that you can enter your time and labor data in the self-service
timecard, using the Dynamic Template. Using option A, you can then transfer directly to
Oracle Projects. Another option, if your preference dictates, is to enter your time and labor
data into the self-service timecard using the dynamic template, and run the Apply Scheduled
Rules process and make corrections or enter additional information on the Timecard
Accounting (professional user interface) timecard. (Typically, you make changes and or
corrections in self-service). Once all entries are complete, you can validate and transfer time
and labor data to BEE, and then to Project Accounting.
The OTL Self Service implementation option is typically used by corporate enterprises where
workers are responsible for managing and tracking their own time. Oracle Time and Labor
Self-Service enables you to set up validation and approval rules for workers entering their own
time. OTL enables workers to create their own timecards based on the timecard preferences,
validation rules, time-entry rules, and approval rules you define.
Chapter 3 - Page 7
Oracle Time & Labor Rules (OTLR)

You can define a number of structures and policies that specify the working patterns of your
workers and govern time entry and how time information is calculated.
Automatic Timecard Generation is a process you can run to generate timecards based upon
the structures and policies assigned to an employees assignment. You can then enter
exceptions on the professional timecard window. The Validate and Transfer for BEE are the
same steps as noted in the previous slide.
The Oracle Time and Labor Rules implementation option is typically used by industries in the
public sector, and enterprises in the manufacturing and commercial world. This option suits
these types of enterprises because it allows them to set up structures and policies based upon
workers time. For example, you can set up an hour deduction policy that automatically
deducts an hours pay for a workers lunch break when they work a certain number of hours.
Oracle Time and Labor Rules provides the ability to set up time management structures and
policies for calculating pay. OTLR enables you to auto-generate timecards for your workers
based on the structures and policies you define according to the business rules in your
enterprise. Time management structures include holiday calendars, shifts and work plans that
define the hours you expect your workers to work. Time and labor policies include hour
deduction and shift differential policies that enable you to set up rules governing premium
eligibility and auto-generation of time from work schedules.
Chapter 3 - Page 8
Oracle Time & Labor Rules (OTLR)
OTL Self-Service
The process flow in this slide shows how you enter time using the self-service timecard and
can transfer the time to Oracle Projects using the PRC: Transaction Import process and
Oracle Payroll using Batch Element Entries (BEE). After you transfer the time to BEE you can
optionally run the Retrieval Error Handling report to verify the data was retrieved successfully.
Chapter 3 - Page 9
OTL Self-Service
Setup Steps for Oracle Time & Labor

For Oracle Time & Labor, there are four categories for Implementation:
Basic Setup includes displaying your Enterprise logo and setting up Sysadmin IDs.
Security category includes but is not limited to creating menus, responsibilities, and users.
Time & Labor Rules and Preferences is the set up of all the windows, rules, preferences
as well as defining Flexfield Valuesets and Descriptive Flexfields.
Time Management Structures and Policies includes but is not limited to Work Plans,
Rotation Plans, Holiday Calendars, Earning Policies, and Earning Groups used when
applying work schedule rules.
Chapter 3 - Page 10
Setup Steps for Oracle Time & Labor
Basic Setup Steps

There are three steps included in the Basic Setup Steps:
Display Enterprise Log Oracle Time & Labor delivers a default Oracle Logo. You can
insert your own or use the default.
Set Up Sysadmin ID Approvals process uses default workflow error process to handle
any errors in the processing and sends notification to this Sysadmin ID.
Set Up Workflow Background Process Set up this process to take submitted timecards
into the approval process.
Chapter 3 - Page 11
Basic Setup Steps
Security Setup Steps

This slide shows some of the steps included in the Security Setup Steps. A full list of steps
include:
Create Menus Rearrange menus and add submenus for new functions defined.
Create Responsibilities Assign a menu and report security group to each
Create Users Define every user of the system with a unique username and password
Set User Profile Option Define HR:Business Group and other profile options for every
new responsibility.
Disable Multiple Window feature, (HRMS does not support Multiform functionality, so you
must disable this feature on menus that access OTL windows).
Define Report Security groups, (you can define the groups of stand reports and processes
that a user can run from the Submit Requests window)
Configure Batch Creation of User Accounts (there are a set of concurrent programs to
automate the creation and management of large groups of user accounts).
Chapter 3 - Page 12
Security Setup Steps
Time & Labor Rules and Preferences

This slide shows some of the steps. All of the steps included in the Time & Labor Rules and
Preferences are:
Define Descriptive Flexfields Update if you add field to the timecard layout or write new
formulas
Define Recurring Time Periods Define new time period or use the default
Define Set of Approval Periods Define approval period for each application
Define Time Entry Rules Define formula based validation rules
Define Flexfield Value Sets Define flexfield value set to validate the values that a user
can enter for any segment.
Unprotect the OTL Formulas Descriptive Flexfield You must uncheck the Protected
check box on the Descriptive Flexfields window to configure the OTL Formula descriptive
flexfield.
Define Descriptive Flexfield Segments Define new contexts and segments to hold your
new field or formula information.
Define Flexfield Segment Values You can choose to use Independent validation for a
value set used by a descriptive flexfield segment.
Chapter 3 - Page 13
Time & Labor Rules and Preferences
Define Formulas You can define formulas for time entry or approval rules.
Define Retrieval Rules Retrieval rules define which recipient application must approve
time and labor data
Define Retrieval Rule Groups You can group retrieval rules into groups and associate
the groups with people using the Retrieval Rule Groups preference.
Define Time Categories You can create time categories for reporting or to identify the
types of time to be assessed by time entry rules.
Define Time Entry Rule Groups You must define time entry rule groups if you have
defined time entry rules for validation
Define Approval Workflow If you are specifying a workflow as the approval method for an
application, you must define the workflow.
Define Approval Styles Approval styles define the time entry rules and approval methods
to use for each application.
Define Time Related Elements If you use Oracle HRMS or Payroll, you must ensure you
have defined all the elements that you will use for time and labor entry.
Link Time Related Elements Ensure you have linked all the elements that you will use
for time and labor entry.
Define Element Sets If you have Oracle HR or Payroll and use the Payroll retrieval rules,
you define element sets to specify the elements to be fed by Oracle Time & Labor.
Run Generate Flexfield and Mapping Information Process The Generate Flexfield and
Mapping Information process creates context and segments in the OTL Information Types
flexfield to hold the element, key flexfield, and projects information you want to store.
Review OTL Information Types Descriptive Flexfield You must review the OTL
Information Types flexfield to ensure your flexfields and all elements created in the
element sets are enabled and visible.
Define Mapping Components If you added new contexts or segments to the OTL
Information Types fields you must define mapping components.
Define Mapping If you defined new mapping components, you must update the
predefined mappings.
Define Retrieval Process If you defined a new retrieval mapping, define a new retrieval
process.
Define Timecard Layouts If you choose to configure the predefined timecard layouts, you
must complete this step.
Define Alternate Names You can create user-friendly names in the list of values on the
timecard by defining alternate names.
Define and Enable Templates Templates store timecard data for reuse.
Define Preferences To assign your custom rules, you must define your preferences and
assign to workers.
Configure Instructions and Tips - You can configure instructions to include links to
external web sites or to launch a secondary window containing helpful information for your
users.
Chapter 3 - Page 14
Protect the OTL Formulas Descriptive Flexfield If you configured the OTL Formulas
flexfield, check the Protected check box in the Descriptive Flexfield window.
Time Management Structures and Policies

This slide show some of the steps in the Time Management Structures and Policies. A full list
of steps are:
Add Element Time Information information includes earning category and applicable
premiums
Define Shifts specify start and stop times of work schedules
Define Shift Differential Policies identifies shifts that qualify for premiums
Define Earning Policies defines a grouping of rules to assign to each employee
Holiday Calendars determines paid and unpaid holidays
Work Plans identify the shifts you plan to use to compose your work week
Rotation Plans controls the amount of time that a work plan is in use
Define Variances define average, high and low level of hours per period.
Earning Group identifies earning types you want to include in the accumulation of hours
for calculating weekly overtime caps in the earning policy.
Define Project Account (if not using Oracle Project Accounting) which you use to input
time and or dollar estimates for tasks and work orders
Chapter 3 - Page 15
Time Management Structures and Policies
Define Premium Eligibility Policies defines a list of premiums associated with base hours
that a person may be eligible to receive.
Define Premium Interaction Policies determines how authorized premiums for a specific
premium eligibility policy relate to each other
Select Time Information for Employee Assignments defines a grouping of rules to assign
to each employee
Define Hour Deduction Policies determines the amount of time to automatically deduct
for meal and breaks
Chapter 3 - Page 16
Predefined Responsibilities for Professional Forms

Create your responsibilities and assign a menu and report security group to them. If you use
more than one business group you must set up separate responsibilities for each group. You
can read more about the predefined responsibilities for professional forms in the Oracle Time
and Labor Implementation and User Guide.
Chapter 3 - Page 17
Predefined Responsibilities for Professional Forms
Predefined Responsibilities for Self-Service Pages

You can exclude particular submenus or functions of the main menu to hide them from users
of this responsibility. This is shown with the self-service responsibilities such as Self Service
Time using the Time and Expense Self Service menu with menu exclusions. You can read
more about the predefined responsibilities for Self Service in the Oracle Time and Labor
Chapter 3 - Page 18
Predefined Responsibilities for Self-Service Pages
Linking Rules to Preferences

This diagram shows how the retrieval rule groups, application sets, recurring time period,
application period and approval style link to Preferences which are linked to a person or a
group of people.
Chapter 3 - Page 19
Linking Rules to Preferences
Linking Time Management Rules

This slide introduces how the Oracle Time & Labor Rules for Time Management are linked to
each other.The Shifts are usually created first and are used in the creation of Work Plans.
Work Plans are used in the creation of Rotation Plans, which are linked to an employee using
the Assignment Time Information window.
Holiday Calendars, Premium Eligibility and Premium Interaction policies are created and
assigned to an Earning Policy. The Earning Policy is assigned to an employee using the
Assignment Time Information window.
Hour Deduction and Shift Differential policies are assigned directly to the employee using the
Assignment Time Information window.
We will look at how you create rules in a later topic.
Chapter 3 - Page 20
Linking Time Management Rules
OTL and Absence Integration - Setup

This flow diagram illustrates the setup required for OTL and Absence integration.
Setup is required in both Absence and OTL modules. For absence module setup, set system
profile options HR: OTL Absence Integration Setup to Yes. Set HR: Absence Duration
Auto Overwrite and HR: Schedule Based Absence Calculation, if CAC scheduling is to be
used. Configure CAC schedules. This is an optional step. Create absence elements.
In OTL, the following setup is required:
Add absence elements to the concerned element set.
Once element sets are created, run the concurrent program Generate Flexfields
mapping. Set the parameter Include absence information to Yes and run Generate flex
fields mapping process.
A new user interface is provided to configure absence type. Set the listed absences to
View only or View and Edit as per business requirements. This setting determines whether
employee can edit the absence or just view them in OTL time card. Also in the new user
interface Absence Alternate Name Definition can be generated. From here you can
create or append time card absence.
Once absence types are configured, create a new preference node for absences. Select
preference Time Store Absence Integration Setup for Worker. Set the listed Preference
Values according to your business need. Under Payroll preference node select Self
Chapter 3 - Page 21
OTL and Absence Integration - Setup
Service Timecard Alternate Name Set Defined for a User preference. Add the Alternate
Name Definition given in the Configure Absences Type page to the Timecard Alternate
Name parameter.
Chapter 3 - Page 22
Integration with E-Business Suite Products
Chapter 3 - Page 23
Answers: 1
Quiz
Chapter 3 - Page 24
Answers: 2
Quiz
Chapter 3 - Page 25
Summary
Chapter 3 - Page 26
Chapter 4
Time Entry and Approval Rules
Chapter 4 - Page 1
Time Entry and Approval

Rules
Chapter 4 - Page 2
Chapter 4 - Page 3
Objectives
Chapter 4 - Page 4
Timecard Validation
You use formulas on the Time Entry Rule window to generate errors or warnings at the time of
submission, resubmission, or both. You establish values within the formulas and when you
submit the timecard, the application validates the entries against the values within the
formulas.
Application-specific validation determines which employees can charge time to specific
projects and what they can charge to a project using Transaction Controls. For more
information on Transaction Controls, you can refer to the Oracle Projects Users Guide.
Elements can be linked by various values such as, organizations, jobs, grades, location and
payroll. If employees assignments do not match the element link criteria, they cannot use the
element (or hours type) on the timecard.

Chapter 4 - Page 5
Timecard Validation
When are Timecard Edits Allowed?

Timecard Status Allowing Edits is a Preference option. This self-service option is associated
directly to a worker and determines which timecards can be edited according to their status.
New_Working_Rejected - workers can only edit timecards that have not been submitted
Submitted - workers can only edit new, working or rejected timecards as well as those
submitted.
Approvals Initiated - workers can edit new, working, rejected, and submitted timecards as
well as those for which approval process has been initiated.
Retro workers can edit all timecards, including those that have been submitted,
approved and processed.
Past Number of Days In this field, enter the age, in days, of the oldest timecard a worker
can edit. Timecards for the period in which this days falls will be editable.
Future Number of Days In this field, enter how many days in advance a worker can enter
a timecard. For example, if you enter 28, a worker can enter timecards for all periods up
to and including the period that includes the 28th day.

Chapter 4 - Page 6
When are Timecard Edits Allowed?
Flexibility in Approvals
For each application you can define which time data needs to be approved, which data
changes require resubmission for approval, how frequently data is submitted for approval, and
who approves it.
You can choose the approver, such as a named individual, HR supervisors, or more than one
person in a workflow.
More complex rules can be defined by using a formulas. Validation formulas return a yes/no
as to whether or not an approval is needed.

Chapter 4 - Page 7
Flexibility in Approvals
Application Sets
To specify which applications require a persons time entries, you can define an application
set preference for them. The application set can include Oracle Human Resources, Oracle
Payroll, Oracle Projects, Oracle Purchasing, and Enterprise Asset Management. An
application set is the set of applications that requires the workers time entries.
By default, all workers receive the application set of Oracle Human Resources in preferences.
Companies capture data to determine paychecks and payroll costs, to calculate and track
project costs, and to track the labor costs associated with maintaining capital equipment
(EAM) etc. For this reason, you determine the applications for which you want to capture time.
Once youve identified the set of applications you can define other sections of the application,
such as the timecard layout, time entry rules, retrieval rules, approval periods (since you could
have different approval periods for each application in your application set), and approval
styles. To ensure complete set up, your application set values must match those defined for
your retrieval rules.

Chapter 4 - Page 8
Application Sets
Matching Periods and Application Sets

For each application in your application set, you must define an approval period and approval
style. Using the slide as an example, the application set consists of Projects, HR, and Payroll,
therefore you set up an approval period and style and link them to each application in your
application set.
The approval periods and approval styles can differ for each application. For example, for
Oracle HR you can have an approval period of 2 weeks and an approval style that states the
timecard is routed to the workers HR supervisor, and for Payroll you can set up a weekly
approval period and an approval style that states the timecard is routed to a named individual.

Chapter 4 - Page 9
Matching Periods and Application Sets
Timecard Approvals
Using Oracle Time & Labor you can control when timecards are submitted for approval and
who approved them. When a worker submits a timecard, Oracle Time & Labor check the
workers application set to determine which applications are interested in workers time.
Application sets determine which application can approve a workers time.
You define an approval period to control when timecards are submitted for approval by each
application. Approval periods determine when approvals take place.
Approval Rules determine which data entries or changes require approval for a specific
application.
Approval styles determine who approves the workers timecards for each recipient application,
and the sequence of approvals.

Chapter 4 - Page 10
Timecard Approvals
Time Entry Rules for Validation

You can use time entry rules in two ways:
To validate a timecard when it is saved or submitted and display a business message,
error, or warning.
To determine which time entries or changes require approval for each application.
Time entry rules for validation allows you to define a validation rule if legislation, collective
agreements, or industry practice set limits on the hours your workers can work. Each time
entry rule uses a formula to calculate whether the rule has been broken by the current
timecard. You can define as many rules as you require, then select them into rule groups.

Chapter 4 - Page 11
Time Categories
Validation is also achieved with Time Categories. Using time categories, you can:
Report time to be analyzed by time entry rule formulas
Validate particular types of time
A time category is a group of components that can appear on a timecard with one or more
specific values for each component.
Time Categories can contain other time categories, as well as individual components.
You can define time categories for reporting and to identify the time to be analyzed by time
entry rule formulas. To validate particular types of time (such as overtime, or hours worked on
a particular project), you define time categories. A time category is a group of components
that can appear on a timecard such as elements, projects, or tasks - - with one or more
specific values for each component.
For example, you could define the category Regular Time containing the elements Regular
Salary and Time Entry Wages. Time categories can contain other time categories, as well as
individual components. For example, you could categories for Sickness and Vacation, then
define a third category called Absence that contains these two categories.

Chapter 4 - Page 12
Time Categories
Time Entry Rules for Approval

There are two ways to define an approval rule:
Select a mapping: a set of fields that require approval when you enter or update data. You
define the fields as mapping components, then grouped together into a mapping.
Use a formula that defines the rules: Use a formula if your rules of submission for approval
require more than simply monitoring a set of fields for changes.
You can have different time entry rules:
Attach rules to approval styles and select a style using preferences this method is
suitable for groups of workers.
Initial time submission versus resubmission
For example, you can approve all data initially, but require re-approval if a worker changes an
entry subsequently, or enters more than a limited number of changes.

Chapter 4 - Page 13
Time Entry Rules for Approval
Time Entry Rule Groups

You can group time entry rules for validation, and assign the rule group to a person or a set of
people using preferences. You do not define groups for time entry rules defined for
Approvals. Instead you select these rules when you define approval styles.

Chapter 4 - Page 14
Time Entry Rule Formulas

You can define formulas yourself or use seeded formulas in your time entry rules. All
formulas must be of type OTL. There are rules about the inputs and outputs you can use in
these formulas.
Formula outputs must be:
RULE_STATUS with the value S (success) or E (error) for formulas used for validation
TO_APPROVE with the value Y (to initiate the approval process) or N (indicating that
approval is not required) for approval formulas
You can also return messages from the formula.

Chapter 4 - Page 15
Time Entry Rule Formulas
Predefined Formulas
PTO Accrual Balance vs Absence compares the hours entered on the timecard which
decrement the accrual balance as specified in the Accrual plan definition against the PTO
Accrual balance.
- As the formula name suggest the time entry rule will compare those hours entered on
the timecard which decrement the accrual balance as specified in the Accrual Plan
definition against the PTO Accrual Balance.
Assignment Standard Hours vs Time Category validates hours entered on the timecard
with selected time categories against an assignments standard hours
- As the formula name suggest, the time entry rule will compare the persons standard
hours (as defined on the persons primary assignment), against those hours entered
on the timecard which fall into the Time Category specified.
Period Hours vs Time Category validates hours entered on a timecard against the hours
defined for a period.
- This formula compares the Period Hours against those hours entered on the timecard
which fall into the Time Category specified.

Chapter 4 - Page 16
Predefined Formulas
Predefined Formulas
Seeded Formula for Period Maximum checks that the number of hours worked within a
time category (or across all categories) does not exceed the specified limit per week over
a specified reference period.
- For example: You might define a maximum of 40 hours per week in a reference period
of 14 days. The formula looks at the average number of hours worked per period over
the reference period. In this example, it looks at the hours worked in the current week
and the previous week. Employees who work 25 hours one week and 45 hours the
next week have not exceeded the time entry rule because their average hours worked
over the 14 days is 40 (that is (35+45)/2).
Approval Assignment Status Test checks the assignment status of the worker at the end of
the approval periods against a value specified on the Time Entry Rules window.
- You can use this formula in the Time Entry rules for approval to specify which
assignment statuses do not need special approval.
Approval Maximum Test (Seeded) checks whether the number of hours worked in a time
category within an application approval period exceeds a maximum entered in the Time
Entry Rules window.

Chapter 4 - Page 17
Predefined Formulas
Override Approver WF Person Mechanism overrides approval style in the default projects
preference.
- This is the override approval style defaulted within the preferences. It sends the
timecards to the override approver selected on the Timecard Entry page.
- You can use this formula for approval. It is similar to the Period Maximum except the
period is fixed (application approval period) and there is no rolling average (reference
period).

Chapter 4 - Page 18
Creating Your Own Formula

To create your own formula, you:
Write your formula (or copy and configure a predefined formula) using the Formulas
window
Create a new context for your formula in the OTL Formulas flexfield
Create new segments for the context on segment for each formula input
Select input values for the formula when you define the time entry rule
The new context must have the same name as the formula. The segments must have the
same name as the formula inputs. You create a segment for each formula input for which you
want to enter inputs on the Time Entry Rules window.

Chapter 4 - Page 19
Creating Your Own Formula
Answers: 1
Quiz
Chapter 4 - Page 20
Answers: 1
Quiz
Chapter 4 - Page 21
Answers: 1
Quiz
Chapter 4 - Page 22
Summary
Chapter 4 - Page 23
Chapter 4 - Page 24
Chapter 5
Approval Periods and Style
Chapter 5 - Page 1
Chapter 5 - Page 2
Approval Periods and Styles
Chapter 5 - Page 3
Objectives
Chapter 5 - Page 4
Approvals
Using Approvals within Oracle Time & Labor, you can control when timecards are submitted
for approval, who or how timecards are approved, setup multiple approval chains, and use
different approval rules for each application.
There are various steps involved in setting up approvals. The following diagram illustrates
how the approval definitions relate to each other.

Chapter 5 - Page 5
Approvals
Relating Approval Definitions

Using this diagram, you can see how the process of establishing the Recurring Time period, is
in turn used to define Approval Periods. The Time Entry Rules are used for Approval Styles,
and both Approval Styles and Approval Periods are linked via Preferences.

Chapter 5 - Page 6
Relating Approval Definitions
Recurring Periods
You can define recurring time periods to determine the frequency of timecard entry and
approval. All recurring time periods defined are available for use in two ways:
Select them as timecard entry periods in the Preference window.
Associate them with an application to define approval periods.
You can define as many recurring time periods as you require.

Chapter 5 - Page 7
Recurring Periods
Approval Periods
For each recipient application, you can define the period for approval of time and labor data.
You can define more than one set of approval periods if you need to use different approval
periods for different groups of employees. You associate sets of approval periods with groups
of people using preferences. The approval period set in the default preferences is Weekly
Period Starts Sunday.

Chapter 5 - Page 8
Approval Periods
Approval Styles
Approval Styles define:
Who approved the employees timecards for each recipient application.
How you approve the timecard; specifying a names individual, a supervisor, using more
than one person in a workflow, or any other rules defined using a formula.
What data needs approval for each application and which data changes require
resubmission.
The approval process sends a notification to the appropriate approvers worklist when
timecards are waiting for approval. (The approver will have to check the worklist to check
when timecards are waiting for approval). You associate an approval style with each
employee using preferences. The approval style defines who approves the employees
timecard for each recipient application. The approval style also defines which data needs to
be approved for each application, and which data changes requires resubmission.
For example, you can use a formula to specify that a change of 10% or more in total hours
requires the worker to resubmit a timecard to Payroll approval workflow. At this time the
application will check both submission and resubmission. When defining an Approval Style,
there is a Data Interdependency Rules region and an Approval Style Components region.
The Data Interdependency Rules region

Chapter 5 - Page 9
Approval Styles
The Approval Style Components region

- select the first application that uses this approval style. You can control the sequence
in which each type of approval is performed by entering a sequence number. The
lowest number is performed first. Same numbers will run in parallel.
- select a time entry rule and an application that uses this rule. The rule determines
whether the application sends a timecard for approval when the timecard is submitted
or resubmitted.

Chapter 5 - Page 10
Approval Notifications
The approval process sends a notification to the appropriate approvers worklist when
timecards are waiting for approval.
You can specify the order of approval notifications. For example, an enterprise may have
business rules that dictate projects data is approved prior to payroll data. Alternatively,
approval can take place in parallel.
If you enable the timeout and resend cycles feature, then you can:
Specify how long the application waits for an approver to take action before it resends a
notification.
Set up optional notifications for timecard preparers and workers whose timecards are
submitted by another person, such as an authorized delegate or timekeeper. For example,
you can set up the approval workflow to send a notification to inform timecard preparers that
the application approved the timecards that the preparer or another preparer submitted.

Chapter 5 - Page 11
Approval Notifications
Answers: 1
Quiz
Chapter 5 - Page 12
Answers: 1
Quiz
Chapter 5 - Page 13
Answers: 1
Quiz
Chapter 5 - Page 14
Summary
Chapter 5 - Page 15
Chapter 5 - Page 16
Chapter 6
Using Elements in OTL
Chapter 6 - Page 1
Chapter 6 - Page 2
Chapter 6 - Page 3
Objectives
Chapter 6 - Page 4
Elements for Time & Labor

Informational elements are elements you process in payroll that exist only to update balances,
such as vacation, and sick time.
Elements are essential compensation and benefit components that represent earning types,
benefits such as pension plans, absence, expense reimbursements, and even tangible items
given to a person, such as a computer.

Chapter 6 - Page 5
Elements for Time & Labor
Element Information
Oracle Time & Labor uses elements to hold time balances. The system uses regular elements
to hold balances to pay workers for their normal hours worked, and you can define premium
elements to hold balances to pay workers additional sums. You can define premium elements,
absence elements, and shift elements in Oracle Time & Labor.
Please note the first few slides (on elements) are not relevant to customers who are only
using Oracle Projects with OTL. If you are only using Oracle Projects, you do not need to
define elements.

Chapter 6 - Page 6
Element Information
Defining Elements in OTL

When you enter time in the timecard, you actually create objects (database records) called
time building blocks. A time entry for a particular day creates a new time building block, each
entry being a single block. Each time building block may store information about what that
time represents. Each block of time entered in the timecard, for example, 8 hours on a
Monday, is created into an element entry. For more information on elements, please refer to
the online help.
If you use Oracle HRMS or Payroll, then ensure you update all the elements you want to use
for time and labor entry with the above information. If you do not use Oracle HRMS or Payroll,
then define all the elements you want to use for time and labor entry.
All earnings elements must be non-recurring.
All elements must allow for multiple time entries.
All elements include an input value called Hours.

Chapter 6 - Page 7
Defining Elements in OTL
Linking Elements in OTL

Element links determine which groups of people are eligible for elements, such as employees
on a certain payroll only. Ensure you link all the elements you want to use for time and labor
entry.
You must link elements with various criteria including:
Organizations
Jobs
Grades
Employment Category
Location and/or payroll
Salary Basis
People Group
Position
Link to All Payrolls

Chapter 6 - Page 8
Linking Elements in OTL
Element Sets
If you have Oracle HR or Payroll and use the Payroll retrieval rules, you define element sets to
specify the element to be fed by Oracle Time & Labor.
You can select a whole classification. You can exclude selected elements from the
classification, include individual elements from other classifications, or select individually all
the elements you require.
Note:
The Generate Flexfield Mappings process must be run to write the elements to the OTL
Information Types flexfield, which controls the data that appears on timecard. You will
learn about this process in the Mapping and Retrieval Processes lesson.
If you are using OTLR structures and policies, then you define element time information.

Chapter 6 - Page 9
Element Sets
Element Time Information

In the subsequent topics, you learn how to setup Oracle Time and Labor Rules (OTLR). As
part of the required setup for configuring OTLR, you must define additional information for
your elements to be able to use them in OTLR. What is element time information? For every
element you want to use for time and labor data entry in OTLR you must associate an
earnings category. The earnings category identifies the type of element such as overtime,
regular, or holiday.
How is this different to the element window? You set up elements in the HR application and
use the Element Time Information window in OTL to enter additional information for the
elements that you want to use in OTLR.
Why is it important? The extra information you enter on the elements for OTLR is important
because it enables you to set up additional rules about how you want the application to
process the time. For example, the premium type determines whether the premium is
calculated as a rate per day or a fixed amount per day (both overriding the normal hourly
rate), or as a factor or multiple of the normal hourly rate.

Chapter 6 - Page 10
Element Time Information for Oracle Time and Labor Rules (OTLR)
Additional Element Information

Fields within Additional Element Information include:
Earning Category which identifies the type of element such as overtime, regular, or holiday
Premium Type which identifies how the premium will be calculated. Premium Amount
which identifies the amount of the premium
Processing Order which indicates which premiums need to be calculated first
Absence Type which identifies the type of absence you wish to define such as sick, or
vacation. Absence Points which is available for future use
Depending on the Earning Category selected all the remaining fields may not be required. If
the earning category is anything other than regular or absence is entered, you must define the
Premium Type (Rate per day or fixed amount per day or factor/multiple). When you enter the
premium type, you must determine the Premium Amount. This can be .50 for the rate per
day, 2.00 for the fixed amount per day or 1.5 for the factor multiple. The Processing Order
plays a very important role when elements will be used in Premium Eligibility Policies. Low
numbers will be processed before higher numbers. BE SURE WHEN CREATING ELEMENT
LINKS, YOU DO NOT CREATE CONFLICTS WITH THE PREMIUM ELIGIBILITY CRITERIA.
Additional Element information needs to be defined in to Apply Scheduled Rules from OTL.

Chapter 6 - Page 11
Additional Element Information
Answers: 2
Quiz
Chapter 6 - Page 12
Answers: 2
Quiz
Chapter 6 - Page 13
Summary
Chapter 6 - Page 14
Chapter 7
Mapping and Retrieval Processes
Chapter 7 - Page 1
Mapping and Retrieval

Processes
Chapter 7 - Page 2
Mappings and Retrieval Processes
Chapter 7 - Page 3
Objectives
Chapter 7 - Page 4
Accessing Time Information

OTL captures time information and stores it in the time store for applications to access when
they require the information. In order for applications to access the time information in the time
store, you set up processes that determine which applications can retrieve information and
which applications can deposit information.
A retrieval process defines the information that an application can retrieve from the time store
and a deposit process defines the information that an application can deposit in the time store.
There are predefined retrieval processes for Oracle Projects, Oracle Human Resources, and
Oracle Payroll. The deposit and retrieval processes reference mappings.

Chapter 7 - Page 5
Accessing Time Information
Mappings
Each deposit and retrieval process refers to mapping. The mapping defines the set of
timecard fields where the application deposits or retrieves data. Mapping also define where
these fields exist in the time store. There are predefined mappings for the predefined
processes.
If you are defining new fields to be captured by OTL, you define new contexts and segments
for the OTL Information Types descriptive flexfield. Then you create mapping components for
these fields. You can add your new mapping components to the predefined deposit mapping.
If you need to define a new retrieval process (for third party or Oracle application), you can
create new mapping components and a mapping then select this mapping for your new
process.

Chapter 7 - Page 6
Mappings
Mapping Components
You define mapping components to determine what data is placed in the time store and where
it is placed. Create mapping components before grouping them as mappings. You only need
to define new mapping components and mappings if you create new timecard fields.
Otherwise you can use the predefined mappings.
Each deposit and retrieval process refers to a mapping. The mapping defines the set of
timecard fields that the process deposits or retrieves, and where these are held in the time
store. The fields are defined as mapping components. There are predefined mappings for the
predefined processes.
If you define new fields for Oracle Time & Labor, then you define new contexts and segments
for the OTL Information Types descriptive flexfield. Then you create mapping components for
these fields. You can add your new mapping components to the predefined deposit mapping.
Do not change the predefined deposit process.
If you need to define a new retrieval process (for a third party or Oracle application), you can
create new mapping components and a mapping, then select this mapping for your new
process.

Chapter 7 - Page 7
Mapping Components
Generate Flexfield Mappings

The Generate Flexfield and Mapping Information process creates the information available on
the timecard. For example, you follow the element process flow to create a set of values for
the hours type field on the timecard. The process writes the elements to the OTL Information
Types flexfield, which controls the data that appears on the timecard.
The process creates the context and segments in the OTL Information Types flexfield to hold
element, key flexfield, and projects information you want to store to display on the timecard.
You typically run this process during implementation and later if you change the elements,
element input values, key flexfield information or projects information that you want to hold in
the time store.
Projects users must define the Expenditure Items flexfield first. This process copies their
definitions from the Expenditure Items flexfield to the OTL Information Types flexfield. HR and
Payroll users must define their element set and HR Key flexfields first. After the process is
complete you must review the segments and choose which segment to enable and display.
Running this process creates the element information onto the OTL Information Types
flexfield, which contains all the elements that display on the timecard. The end result is the
element you created with the name of Standard hours displays on the timecard in the hours
type list of values. The next slide discusses the OTL Information Types flexfield in more detail.

Chapter 7 - Page 8
Generate Flexfield Mappings
OTL Information Types Flexfield

This slide demonstrates how the OTL Information Types flexfield works behind the scenes of
the timecard to control the data that displays in the timecard interface. This slide also
demonstrates how the OTL Timecard is controlled by the OTL Information Types flexfield. The
time store holds elements, key flexfields, projects, and projects descriptive flexfields in the
OTL information types flexfield. The Generate Flexfield Mappings and Information process
(discussed on the previous slide) creates the contexts and segments in the OTL Information
Types flexfield (I.e. the timecard). The information generated by the flexfield is displayed on
the timecard.

Chapter 7 - Page 9
OTL Information Types Flexfield
Retrieval and Deposit Processes

Retrieval processes define data a recipient application can retrieve from the time store.
Deposit processes define the data a source application can deposit in the time store. There is
one predefined deposit processes for OTL. There are predefined retrieval processes for
Oracle Projects, Oracle Human Resources, and Oracle Payroll.

Chapter 7 - Page 10
Retrieval and Deposit Processes
Retrieval Rules
Retrieval rules define which recipient applications must approve time and labor data before a
process retrieves data. The time store holds an approval status for each day and each
application period for each person. The approval statuses are:
Application Period Submitted
Application Period Approved

Chapter 7 - Page 11
Retrieval Rules
Approval Statuses
This diagram illustrates how the application uses approval statuses to determine which data
can be retrieved. Application 1 can retrieve four days of data. Application 2 can retrieve one
more day of data, because its application period ends a day later. Application 2 approves this
extra day and submits it to Application 1.
Compare this diagram with the one shown on the next slide.

Chapter 7 - Page 12
Approval Statuses
Approval Statuses
This diagram illustrates how the application derives the statuses. For example, you might use
two retrieval processes for an application: one retrieves any submitted data, on a daily basis,
and the other retrieves approved data at the end of the week.

Chapter 7 - Page 13
Approval Statuses
Retrieval Rule Groups

Retrieval rules are grouped into Rule Groups, and you can assign rule groups to people using
preferences. There are predefined rule groups for each application and combination of
applications.
The predefined rules groups are:
Projects Retrieval Rule Group data must be approved by projects
Payroll Retrieval Rule Group data must be approved by payroll
Human Resources Retrieval Rule Group data must be approved by HR
Projects and Payroll Retrieval Rule Group data must be approved by both applications
HR and Projects Retrieval Rule Group data must be approved by both applications
HR and Payroll Retrieval Rule Group data must be approved by both applications
HR, Payroll and Projects Retrieval Rule Group data must be approved by all three
applications

Chapter 7 - Page 14
Retrieval Rule Groups
Answers: 2
Quiz
Chapter 7 - Page 15
Answers: 1
Quiz
Chapter 7 - Page 16
Answers: 1
Quiz
Chapter 7 - Page 17
Summary
Chapter 7 - Page 18
Chapter 8
Timecard Layouts and Preferences
Chapter 8 - Page 1
Timecard Layouts and

Preferences
Chapter 8 - Page 2
Chapter 8 - Page 3
Objectives
Chapter 8 - Page 4
Timecard Flexibility Using Oracle Time & Labor

Workers use a self-service web page in the format of a timecard to enter their time. The
flexibility of this web page includes the ability to:
Define preferences to determine timecard layout
Define preferences to determine template functionality
Enter time and labor data in a spreadsheet and upload to the application
Rewrite the instruction text
Other options for flexibility include customizations to rearrange the fields on a layout and
create different timecard layouts. Also, with a setup step, you can edit the list of values
displayed on the timecard.

Chapter 8 - Page 5
Timecard Flexibility Using Oracle Time & Labor
Timecard Layouts
You assign timecard layouts to your workers using the Timecard Layout preference. For each
layout style, you need several specific layouts:
Timecard Layout for time entry
Review Layout for reviewing entries before submission
Confirmation Layout for reviewing entries after submission
Detail Layout (optional) accessed from the Detail button on the timecard page
Export Layout (optional) for exporting data to a spreadsheet
Several layout styles are predefined. You can use these as supplied, or copy and modify
them. For example, you might modify a layout to remove a field that you dont use.
Please note that, amongst the predefined layout styles, Detail Layout ONLY applies to the 2
Projects layouts. If there is no Export layout in the Preference, the applications uses the
Timecard Entry Layout.

Chapter 8 - Page 6
Timecard Layouts
Predefined Layout Styles

Oracle Time & Labor delivers predefined timecard layouts.
Projects Timecard Layout allows workers to enter time against a project, task, and type.
Payroll Timecard Layout allows worker to enter time with start and stop time, or a number
of hours.
Projects with Payroll Timecard Layout is similar to the Projects Layout, except the list of
values for Type comes from the Alternate Name assigned to the worker via preferences.
Exception Timecard Layout displays one row where the worker can select an hours type
and cost center, then enter the number of hours for each day of the week.
You can also use the predefined layout styles for Projects and Projects Payroll timecards
where in Project/Task Number and Name details are concatenated. This layout is available for
Timecard, Review, Confirmation, Details, Export, Audit, Approval Fragment, and Notification.

Chapter 8 - Page 7
Predefined Layout Styles
Preferences to Configure the Look of the Timecard

While there are several preferences that affect the timecard, there are certain preferences that
change the look of the timecard page.
You can make a number of changes to the appearance of a timecard using the noted
preferences.
The Override Approver preference set to Yes will display the Override Approver field.
The Number of Empty Rows determines the number of rows displayed by default (the worker
can always add more rows as required).
Template Functionality set to Yes will display a Template field on the timecard, where workers
can select an existing template to use.
Save as Template set to Yes will display the Save As A Template button and the Template
Name field. NOTE: You must also set Self Service Template Functionality for a Worker to
Yes.
Timecard Period defines which day of the week appears first on the timecard (for example,
Sunday or Monday).

Chapter 8 - Page 8
Preferences to Configure the Look of the Timecard
Preferences to Configure the Function of the Timecard

There are preferences which can be defined and directly affect the function of the timecard.
Append Templates on Timecard indicates that the worker can select more than one template
and the data from all the selected templates appears on the timecard.
Business Messages indicates if business messages from time entry rule validation are
displayed to the worker on the timecard
Create Personal Templates indicates if workers can create their own personal timecard
templates
Disconnected Entry indicates if workers can enter time and labor data using a spreadsheet
(import) and if they can download data to the spreadsheet (Export)
Enter Negative Hours indicates if workers can enter negative hours on their timecard
Number of Recent Timecards Displayed indicates the number of previously entered timecards
to display on summary page.
Save as Template on Timecard indicates if the save as template button displays on the
timecard
Timecard Alternate Names determines the set of alternate names used to configure the lists of
values on the timecard
Timecard Layout determines which timecard layouts workers use

Chapter 8 - Page 9
Preferences to Configure the Function of the Timecard
Timecard Unit of Measure determines the units in which workers enter time and labor data,
such as days, or hours
Timecard Status Allowing Edits determines which timecards can be edited
Timecard Period determines which recurring time period workers use for timecard entry

Chapter 8 - Page 10
Timecard Templates
Timecard Templates store data for reuse. For example, you can define a holiday template to
record zero hours worked and 40 hours of vacation. Templates also avoid repetitive and error
prone data entry. You can focus on exception entry of any time that is different from your
expected working pattern.
Each template is associated with a timecard layout. You can control a users access to
templates and their ability to create templates. For example, you can remove all access to
templates by setting the Self Service Template Functionality for a Worker preference to NO.
Oracle Time & Labor offers the following templates, which are discussed in the subsequent
slides:
Private
Public
Dynamic

Chapter 8 - Page 11
Timecard Templates
Private Templates
You can grant some or all of your users the ability to create their own templates, using
preferences. There are two ways to create a template:
Once you enter and submit a timecard, you can save that timecard as a template
Create a new template from scratch, using the Create New Template button on the
timecard
You enable a user to create templates on the Template page by setting the preference Self
Service Template Functionality to Yes, and you can display the Save As A Template button on
a users timecard by setting the preference Self Service Save As Template Functionality on
Timecard to Yes.
Within the preferences for templates, you can also enable a user to append one template to
another by setting the Self Service Functionality to Append Template on the Timecard to
YES. This functionality allows a worker to use data from two different templates on one
timecard.

Chapter 8 - Page 12
Preferences to Configure the Function of the Timecard Private

Templates
Public Templates
Public templates are templates you create for self-service users to enable them to enter time
and populate their timecards quickly. You can create groups of public templates and assign
them to a specific worker, a group of workers, or all workers in a single business group.
You assign public template groups to one or more individuals using the Self Service Timecard
Template Group preference. OTL provides a default group of dynamic templates that you can
use as public templates. Alternatively, you can select your own defaults in the Self Service
Timecard Template Group preference.

Chapter 8 - Page 13
Public Templates
Dynamic Templates
Dynamic Templates are predefined and delivered with Oracle Time & Labor. There are three
dynamic templates:
PJRM Assignments which generates time and labor entries from the project, type, and
hours information held in Oracle Project Resource Management for the workers
assignments. You only use this template if you have licensed and implemented Oracle
Projects Resource Management
Work Schedule which generates time and labor entries from the workers assignment to a
rotation plan, holiday calendar, and earning policy. To enable workers to use this
template, they must have Autogen Hours field set to Yes in the Assignment Time
Information window and the preference OTL Rules Evaluation set to Yes with HR or
Payroll selected in the Approval Rules for Rules Evaluation segment of this preference.
Last Period Timecard which uses the previous time entry data. This template would most
likely be used when a worker is working on the same projects week after week.

Chapter 8 - Page 14
Dynamic Templates
Alternate Names
Using Alternate Names you can configure lists of values on a timecard layout to:
Rename the values displayed in a list of values. You may wish to change the element
name Regular_Earnings_PKW to display on the timecard as Regular Pay
Limit the display of values in list of values for a specific field on a specific timecard. This
makes it easier for users to complete their timecards since they only see the locations,
projects, tasks, and so forth that are relevant to their work.
Derive the value of a field from the value in another field. You can derive the expenditure
type from the element (hours type) that the user selects on the timecard. In this way,
expenditure type is held in the time store and can be passed to other applications, but is
not displayed on the timecard.
You associate alternate names with a person or a group of people using preferences. If the
only configuration you require is to replace the element names with element reporting names,
you do not need to define alternate name manually. Instead, as discussed in Topic 3, you can
run the Generate Flexfield and Mapping Information process for an element set to create two
alternate name definitions; one where all the alternate names are enabled and the other with
the names disabled.

Chapter 8 - Page 15
Alternate Names
Use this preference, Self-Service timecard alternate name set defined for a user, to assign
up to ten alternate names to a worker or group of workers. If you update the preference in the
middle of a timecard period, or if workers assignments change mid-period so they become
eligible for a different set of alternate names, they will see both sets of alternate names (old
and new) for that timecard period only.
If you use any of the predefined timecard layouts, (except the Projects layout), you must
define alternate names and select them in the Timecard Alternate Names preference for the
workers who use these layouts.

Chapter 8 - Page 16
Preferences
Preferences define many rules about how individuals or groups of workers use the application.
They hold rules for the Time Store and about Self Service timecards. Oracle Time & Labor
delivers predefined preferences that can not be changed or deleted. However, you can use
the predefined preferences, or if you need to define separate rules for certain locations or
organizations, you can create as many preference hierarchies as required. For example, you
can create one for the Consulting organization, another for the Seattle location, and a third for
temporary workers.

Chapter 8 - Page 17
Preferences
Eligibility Rules
You assign preferences by creating eligibility rules. As noted on the slide, Locations,
Organizations, All people and Individual people are just examples as to how you can link
eligibility rules. Because workers can be eligible for more than one hierarchy, so you must
define a precedence to each eligibility rule. Using the example discussed on the previous
slide, consultants based in Seattle are eligible for two preference hierarchies, through their
work locations and their organization. Suppose the consulting preference is a higher
precedence than the Seattle preference. The application assigns them all the preference
values listed for consulting and any other preferences values that are listed for Seattle and not
found in the consulting hierarchy. If there are preferences that are not found in either
hierarchy, the default preferences will be listed.
Additionally, you can also use the Persistent Responsibility eligibility criterion to assign
preferences to a group without requiring the assignment of a preference node to specific
people or relying on a common assignment attribute. The preferences attached to the node
linked via this criteria type are used in Post timecard submission process, namely approval
styles, application sets, Entry level process rules and retrieval rules.

Chapter 8 - Page 18
Eligibility Rules
View People Preferences

Once all preferences and eligibility criteria have been defined, you can view an employees
preferences from the People tab. You use the People tab for support to assist answering
questions regarding why timecard layouts have changed, or why workers cant use a certain
feature, such as template functionality. You will also be able to answer questions or view
preferences such as what the number of empty rows on a timecard should be, and the date
format.

Chapter 8 - Page 19
View People Preferences
Answers: 2
Quiz
Chapter 8 - Page 20
Answers: 2
Quiz
Chapter 8 - Page 21
Answers: 1
Quiz
Chapter 8 - Page 22
Summary
Chapter 8 - Page 23
Chapter 8 - Page 24
Chapter 9
Defining OTLR Structures
Chapter 9 - Page 1
Chapter 9 - Page 2
Chapter 9 - Page 3
Objectives
Chapter 9 - Page 4
Introducing Oracle Time and Labor Rules

What is OTLR? Oracle Time and Labor Rules is an implementation option that you can set up
to establish rules and policies for the time people work in your enterprise. For example, you
can set up a rule that automatically deducts an hours pay for a workers lunch break if they
work a certain number of hours.
Why would you set up OTLR as your time and labor capturing system?
OTLR is typically used by industries in the public sector where the focus of time management
is strict and work is often based around shifts. OTL and OTLR are two different approaches to
the system they are different in their setup and different in the way they work and process
time.
This module covers the OTLR functionality and will include detailed information about how to
set up the various features of time management structures and policies.

Chapter 9 - Page 5
Introducing Oracle Time and Labor Rules (OTLR)
The OTLR Timecard

After the implementation setup is complete, workers can choose Work Schedule from the
template drop down list, which automatically generates the timecard based on the
schedule/work plan to which they are assigned. The timecard includes the workers regular
hours to which they can add any exceptions and submit the timecard. OTLR explodes the
timecard and converts the time according to the policies you set up at implementation. For
example, if a worker entered 10 hours on Monday and your company has a policy on
overtime, then OTLR converts the time into 8 hours at a standard pay and 2 hours overtime
pay.

Chapter 9 - Page 6
The OTLR Timecard
Configuring OTLR
This slide introduces the structures and policies you can define in order to configure the OTL
product to suit your enterprise requirements and this slide displays the main building blocks of
OTLR and how they relate to each other. As you can see the OTLR configuration involves
many different setup components and involves a lot of implementation. However, once the
policies and structures are in place and you have associated them to a worker, then the
workers time is automatically generated and no further setup is required. You will learn about
these components in the subsequent slides and topic.

Chapter 9 - Page 7
Configuring OTLR
Preferences for OTLR

In order for workers to generate their timecards using OTLR, you must configure some of the
preferences and associate them to a worker or group of workers through preference eligibility.
For example:
Alternate names preference must contain the OTLR elements (defined in the alternate
name set) for OTLR.
Templates preference set to Yes (Create Templates and Self Service Template
Functionality preferences)
OTLR Evaluation set this preference to Yes to enable workers to use the Work Schedule
template.
Timecard layout preference - review and notification layouts must be set to OTLR Payroll,
set the other layouts to Payroll.

Chapter 9 - Page 8
Preferences for OTLR
Required Set Up for OTLR

In addition to setting up preferences for OTLR, you also have to ensure the information on the
slide is set up and associated to the workers you want to use the OTLR Work Schedule
option. OTLR is concerned with calculating the hours people work in order to pay them and
not just about time recording. If you use Oracle Projects, then ensure you include Projects in
each part of this setup.

Chapter 9 - Page 9
Required Set Up For OTLR
Holiday Calendars
Using the holiday calendar, you can define eligible observed holidays for an employee group,
and the number of hours for each holiday. You can identify if the holiday is a paid or unpaid
holiday.
For unpaid holidays, you can enter zero (0) in the hours field. Be sure to enter the correct
Observed Holiday on the calendar. For example, if Independence Day (July 4th) is a Tuesday,
but your enterprise management decides to observe it on Monday, then you enter July 5th as
the Observed Holiday.
You can enter multiple holiday calendars if the number of hours associated with a holiday
varies by employee group, or if one group of employees has different observed holidays.
Holiday calendars can also used to automatically generate a detailed line entry with the
correct number of hours for a holiday (when using the Work Schedule dynamic template).
If a worker manually enters a holiday on a timecard, the holiday calendar will validate the entry
to ensure the worker is eligible for this holiday, and will check that the number of hours
entered for the holiday is correct.
You associate the holiday calendar with the Earning policy to determine if a worker is eligible
to receive a premium for working on a holiday.

Chapter 9 - Page 10
Holiday Calendars
Shifts, Work Plans, and Rotation Plans

The order of set up is irrelevant for most structures. However, shifts must be defined prior to
defining work plans or rotation plans. Following slides discuss each of these components.

Chapter 9 - Page 11
Shifts, Work Plans, and Rotation Plans
Shifts
A shift is the time period during which a person is at work. Shifts use a 24-hour clock to
identify periodic work schedules, based upon start and stop times or a set number of hours. In
OTL, shifts are the base for developing work plans and rotation plans.
Off shifts define the times when employees are not working, such as weekends. Off shifts do
not have to be consecutive, such as Saturday and Sunday. Define an off shift as a shift with
either start and stop time of 00:00 or with hours equal to .00. You must define an off shift
before creating a work plan.
Optionally you can enter Early Start and Late stop times. These are particular useful for shifts
where people clock in and out. The application does not generate additional time for people
who clock in and out during these periods.

Chapter 9 - Page 12
Shifts
Work Plans
Work plans are the consolidation of shifts worked in a seven-day work week. You can create
an unlimited number of work plans to accommodate varying work schedules. Each work plan
you define can have a different starting day of the week to accommodate various pay
frequencies, as well has identifying scheduled day offs. If a worker is scheduled not to work,
you can pay a premium for working on a scheduled day off. The work plan also allows you to
identify shift differential premium overrides for working on non-scheduled shifts. Note: If you
enter an override for Shift Differential on the Work Plan, this override will eliminate the Shift
Differential Policy assigned to the employees assignment for the identified hours on this work
plan.

Chapter 9 - Page 13
Work Plans
Rotation Plans
Rotation plans link the various work plans defined together on a rotating basis. You can
associate any number of work plans to one rotation plan. You can identify scheduled dates
when a worker moves from one work plan to another. Again, when a persons work plan
varies, the rotation plan allows you to create varying work plans within one rotation plan.
Since you assign the Rotation Plan directly to an employee, you can define a single work plan,
or numerous Rotation Plans to accommodate varying work schedules. While the Rotation
Plan can have many work plans assigned, it can also have only one work plan assigned. The
Rotation Plan window allows you to define many work plans and determine the length each
work plan is in effect before changing to a different work plan. Please note, the
autogeneration of hours comes from the timekeeper running the Automatic Timecard
Generation or when a worker uses the Work Schedule dynamic template.

Chapter 9 - Page 14
Rotation Plans
Earning Group
The Earnings Group, classifies earning types, such as Regular Pay, Holiday Pay, and Jury
Duty, to determine how many of these hour types a person must work to meet the Overtime
limits defined on the Earning Policy.
For example, you define an Earning Group with Regular Pay, Holiday Pay, and Jury Duty.
Your Earning Policy states that your enterprise pays Overtime after an employee works 40
hours in a week; the 41st hour is the beginning of Overtime.
Your employee worked 30 hours of regular pay, and also has 8 hours of Holiday pay, and 8
hours of Jury Duty. With the Holiday Pay, Jury Duty, and Regular pay being in this earning
group, which is assigned to the employees earning policy, he would receive overtime for 6
hours.
You can define multiple earning groups for various groups of employees or legislative
requirements.

Chapter 9 - Page 15
Earning Group
Structure Maintenance and Implementation Verification

You will lose history if you delete a record. You can, however, retire structures that you no
longer need, or when your business requirements change.
When you retire a structure or record, you can query for the structure by entering the
appropriate end date in the To field of the Effective date. This query shows the structure
when it was effective.
After you set up preliminary structures in the application, use the standard delivered reports to
print their setups for verification. You can assign applicable rules to various test employees;
verify the system results; and modify and re-test as needed.
The standard reports you can run to verify setup of Structures is complete and accurate are:
Earning Group Table Listing
Rotation Plan Table Listing
Shift Table Listing
Holiday Calendar Table Report
Work Plan Table Listing

Chapter 9 - Page 16
Structure Maintenance and Implementation Verification
Answers: 2
Quiz
Chapter 9 - Page 17
Answers: 1
Quiz
Chapter 9 - Page 18
Answers: 2
Quiz
Chapter 9 - Page 19
Answers: 1
Quiz
Chapter 9 - Page 20
Summary
Chapter 9 - Page 21
Chapter 9 - Page 22
Chapter 10
Defining OTLR Policies
Chapter 10 - Page 1
Chapter 10 - Page 2
Chapter 10 - Page 3
Objectives
Chapter 10 - Page 4
Defining Policies
Policies are rules governing premium eligibility and autogeneration of time from work
schedules. Before you begin to define your policies, you should review your current
enterprises business requirements.
Because Oracle Time & Labor provides you with the flexibility of defining multiple policies
where needed, there is not much need for maintenance. However, you can monitor your
policies by running a report listing to not only validate your setup but to use as reference.

Chapter 10 - Page 5
Defining Policies
Time Management Policies

Oracle Time & Labor uses policies to govern premium eligibility and autogeneration of time
from work schedules. The policies you will define in this topic are:
Hour Deduction
Shift Differential
Premium Eligibility
Premium Interaction
Earning Policy
The order of setup is irrelevant for most policies. However, you must define the Premium
Eligibility and Premium Interaction policies prior to the Earning Policy. You assign the Earning
Policy, the Hour Deduction, and Shift Differential Policies directly to a person.

Chapter 10 - Page 6
Time Management Policies
Hour Deduction Policy

If your company automatically deducts time for meal and breaks, create an hour deduction
policy. The Hour Deduction policy applies to both clock in and out times as well as hours
entered on the timecard window.
Using the Hour Deduction policy, you can establish how much time, if any, to deduct
automatically as unpaid time from the workers recorded hours. You can also identify criteria
of specific hours an employee must work before OTL deducts unpaid time from their hours.
Using the Hour Deduction policy, you eliminate the need to manually record in and out times
for breaks and meals. You assign the Hour Deduction policy to individuals workers, and do not
attach it to any other policies or structures.

Chapter 10 - Page 7
Hour Deduction Policy
Shift Differential Policy

The Shift Differential policy identifies the shift differential start and stop time, and the earnings
type to use for the shift differential premium. If a person works during the shift, that person is
eligible to receive that shift differential premium.
The Shift Differential Policy allows you to identify the specific earning types for different shift
premiums, so you can pay multiple premiums for different times of the day. For example, you
can define a shift differential policy to pay time and half for working the second shift, and
double time for working the third shift. You can identify all shift premiums on one policy.
You can also identify the carryover time from prior shifts, that will allow the worker to continue
receiving the current shift premium and not receive the premium of the next shift. For
example, if the second shift premium ends at 20:00 hours, but the worker does not end his
shift until 23:00, you can enter 23:00 in the carryover field. The worker will not collect third
shift premium until 00:00 hours.
Shift Differential policies identify which workers can receive shift differential pay, depending
upon the premium eligibility policy. You define the premium eligibility policy in the earning
policy.

Chapter 10 - Page 8
Shift Differential Policy
Premium Eligibility Policy

Eligibility policies list all premiums associated with the base hours that specific employees or
groups of employees are eligible to receive. Eligibility does not mean employees will
automatically receive a premium. You base your calculations upon time ranges, actual time
worked, and applicable pay rules, such as those defined on your shift differential policy.
You assign Premium Eligibility policies to an earning policy, which is then assigned to a
person. Not all employees will require premium eligibility policies.

Chapter 10 - Page 9
Premium Eligibility Policy
Premium Eligibility Matrix

Using this matrix, you will notice how different groups of employees may require different
Premium Eligibility rules. While Welders are eligible to receive Danger pay for working
overtime hours, Truck drivers are eligible to receive Holiday Premium if they work on a
Holiday. This matrix also shows how important it is to have a logical grouping of employees to
determine the various eligibility policies your company may require.

Chapter 10 - Page 10
Premium Eligibility Matrix
Premium Interaction Policy Features

Premium Interaction policies define sequences rules when calculation of one type of premium
depends upon the results of a previously calculated premium. You can specify dependency of
one premium calculation to another, and the order in which OTL processes them.
You use Premium Interaction policies only for premiums that are a factor or a rate, and not a
fixed amount. You assign a premium interaction policy to an earning policy and not directly to
a worker.
Calculation depends upon:
Whether you included or exclude a premium in the hourly base formula (defined in the
Premium Eligibility policy).
The specified processing order for an element, as defined in the Additional Element
Information.
The following slide illustrates the Premium Interaction Policy.

Premium Interaction Policy
Premium Interaction Calculation

Set the processing order carefully. You select the processing order in the Element Time
Information window. Enter the appropriate processing order to indicate which premiums to
calculate first, and to ensure that the application applies the results in subsequent premium
calculations. OTL will process the premium with the lowest processing order first.

Premium Interaction Calculation
Earning Policy
Each earning policy is a grouping of rules and a holiday calendar that is assigned to each
person. The earning policy identifies the daily/weekly base and overtime rules, the holiday
calendar, and the premium policies to use in calculating pay.
The types of earning policies you can create are:
Daily earning policy if you only pay overtime for a specified number of hours in a day.
Weekly earning policy if you only pay overtime for a specified number of hours in a week.
Special earning policy if you pay overtime for BOTH daily and weekly overtime hours
worked.
Depending upon the type of earning policy you create, you must define some required rules.
For Daily Overtime Policy, you define rules based on hours worked in a day, plus a holiday
rule.
For Weekly Overtime Policy, you can define rules based on a week, plus a holiday rule.
For Special Overtime Policy, you define rules based on a combination of a day, and/or
week, and/or a consecutive days basis. You must also create a holiday rule.

Earning Policy
Policy Maintenance and Implementation Verification

You will lose history if you delete a record. You can however, retire structures that you no
longer need, or when your business requirements change.
When you retire a policy or record, you can query for the policy by entering the appropriate
end date in the To field of the Effective date. This query shows the policy when it was
effective.
After you set up preliminary structures in the application, use the standard delivered reports to
print their setups for verification. You can assign applicable rules to various test employees;
verify the system results; and modify and re-test as needed.
The standard reports you can run to verify setup of Policies is complete and accurate are:
Earning Group Listing
Earning Policy Listing
Shift Differential Listing
Hour Deduction Listing
Premium Eligibility Policy Listing
Premium Interaction Listing

Policy Maintenance and Implementation Verification
Answers: 1
Quiz
Answers: 1
Quiz
Answers: 2
Quiz
Answers: 3
Quiz
Summary
Chapter 11
Assigning Structures and Policies
Chapter 11 - Page 1
Assigning Structures and

Policies
Chapter 11 - Page 2
Chapter 11 - Page 3
Objectives
Chapter 11 - Page 4

After you complete the setup of structures and policies, the next step is to associate
applicable rule to each employees assignment. You can enter rule information into the
Additional Time Information window using either:
Button on the employees assignment window
Entry in the Navigator
Assigning Structures and Policies refers to workers using Apply Schedule Rules Process.

Chapter 11 - Page 5
Assigning Rules to a Worker: Required Data

Autogeneration of Hours (Y/N) Enables employees to autogenerate their timecards from
the time structures and policies using the Work Schedule dynamic template.
Earning Policy Grouping of rules which are assigned to individuals
Rotation Plan Required if autogeneration of hours = Yes.
The Dynamic template Work Schedule generates time and labor entries from the workers
assignment, based upon the structures and policies assigned. In order for employees to use
the work schedule template, they must have the Preference OTL Rules Evaluation set to
YES.

Chapter 11 - Page 6
Assigning Rules to a Worker: Required Data
Assigning Rules to a Worker: Optional Data

Shift Differential policy if employee is eligible for differential premiums
Hour Deduction policy if employee has automatic time deducted for breaks and meals
Rotation Plan if applicable to worker and autogeneration of timecard is = N (no)
While the Rotation Plan is required if Autogen of Hours is equal to Yes, it is optional for
employees with Autogen equal to No. However, you can define a Rotation Plan for these
employees as well. Remember the Rotation Plan is made up of Work Plans, and the Work
Plans can have Shift Differential Overrides and Day Premiums associated with them.

Chapter 11 - Page 7
Assigning Rules to a Worker: Optional Data
Running the Person/Assignment Table List

Use this report to check the time management structures and policies assigned to people.
This report lists employees, status, their assignments, payroll, and assigned policies.

Chapter 11 - Page 8
Running the Person/Assignment Table List
Viewing Employee Assignment Information Folder

This folder provides you the ability to:
Review all structures and policies assigned to an employee in one central location.
View clear and concise information for worker support.
Query workers based on specific structure or policy information.

Chapter 11 - Page 9
Viewing Employee Assignment Information Folder
Answers: 1
Quiz
Answers: 2
Quiz
Summary
Chapter 12
Transferring Timecards to BEE and Oracle Projects

Chapter 12 - Page 1
Transferring Timecards to
BEE and Oracle Projects

Chapter 12 - Page 2

Chapter 12 - Page 3
Objectives

Chapter 12 - Page 4
Time Entry using Oracle Time and Labor

Using Self-Service, workers can select a timecard template to provide default time and labor
data. You can set up any other templates your workers require, and you can set preferences
to enable them to create their own templates.
Whatever template is used, the time entry procedures are the same: each worker can edit the
default values on the timecard, review the new values, and submit the timecards. Similarly,
workers who dont use templates, but make their entries on a blank timecard each time, follow
the same procedure.
OTL submits the timecard automatically to an approval process once the worker chooses the
Submit button.
The next slides shows the process of entering time and transferring to BEE or Oracle Projects.

Chapter 12 - Page 5
Time Entry using Oracle Time & Labor
Process Flow for Transferring Timecards to BEE or Oracle Projects

The workers enter time on the timecard. Once the timecard is submitted, the appropriate
approval process takes place. Once timecard data is approved, managers can then transfer
the time data Batch Element Entries (BEE) or to Oracle Projects. You can then run the
Retrieval Error Handling report to identify timecards that did not pass to the appropriate
application during the retrieval processes.

Chapter 12 - Page 6
Process Flow for Transferring Timecards to BEE or Oracle Projects
Transfer Timecard to BEE or Oracle Projects

You can transfer only the timecards that contain changes since the last retrieval, or transfer all
timecards for a particular time range. You can narrow the transfer by entering specific
Locations, Organizations and various other parameters to transfer as few or as many
timecards as required.
You can create a Retrieval Transaction Code to identify the transfer in case you need to rerun
the process and use this same code when running the Retrieval Error Handling Report. When
you transfer the data to BEE, you can choose the status the transferred data will have once
the process is complete. The following statuses are available:
Transferred, meaning the batch header and all the lines have been transferred from BEE
to Element Entries
Unprocessed, meaning that at least one batch line or header is unprocessed and should
be validated in BEE before transfer
Valid, meaning all of the lines plus the head are valid for transfer to element entries.

Chapter 12 - Page 7
Transfer Timecards to BEE or Oracle Projects
Retrieval Error Handling Report

You use this report to determine which timecards, if any, did not pass to the appropriate
application during the transfer process. You can select the start and stop dates to conduct the
search which are normally the beginning and ending dates of the time period. For the
transfers to BEE, you can use the retrieval transaction code to specify the transfer process to
search through. For transfers to Oracle Projects, you can only select by dates.

Chapter 12 - Page 8
Retrieval Error Handling Report
Answers: 2
Quiz

Chapter 12 - Page 9
Answers: 1
Quiz

Answers: 1
Quiz

Summary

Chapter 13
Applying Schedule Rules to Timecards
Chapter 13 - Page 1
Applying Schedule Rules to

Timecards
Chapter 13 - Page 2
Chapter 13 - Page 3
Objectives
Chapter 13 - Page 4

Please note: This topic does not apply to customers who are transferring data to Oracle
Projects only.
Workers who are assigned to time management structures and policies can use the Work
Schedule template, which autogenerates their time based on their rotation plan, and holiday
calendar.
To apply schedule rules, you must run the Transfer Time from OTL to BEE process.
When you apply the schedule rules, the timecard window will show the summary line of the
time entry. The bottom region of the timecard will show the detail (exploded) time. Each
summary line can have multiple detail lines to show overtime and shift rules assigned to the
employee.
Once you transfer the time entries to the professional user interface, workers, can enter time
exceptions, and then transfer time entries to BEE (Batch Element Entries).

Chapter 13 - Page 5
Timecard Exception Entry

After you transfer the time data to the the professional Timecard window, you can enter
exception entries in the Summary region (middle) of the Timecard window. You can add or
change hours, override premiums, earning policies, hour types and enter absences.
You must update the Total Hours field before you can save the timecard. Once you save the
timecard the new entries will appear onscreen.
Note: You can make an exception entry after you run the Transfer from OTL to BEE process.
After you make exception entries, you run the processes (Validate and Transfer for BEE).

Chapter 13 - Page 6
Timecard Exception Entry
Using Batch Element Entry (BEE)

Please note that you only run these processes (Validate and Transfer for BEE) for timecards
to which you have applied schedule rules. After you transfer the timecards to the Timecard
window, you will validate for BEE, to check the timecard for accuracy. Transfer to BEE, is the
process of transferring validated time detail to a Batch Element Entry (BEE) batch file.
You can view transferred batches using BEE to verify them before transferring to other
applications.

Chapter 13 - Page 7
Using Batch Element Entry (BEE)
Batch Status Review

After you apply the schedule rules, you can use the Batch Status Review window to view
timecard batches, and/or individual timecards to determine which timecards are in error.

Chapter 13 - Page 8
Batch Status Review
Interfacing to Oracle Projects

This transfer to Project Accounting is valid ONLY for timecards with Schedule Rules applied to
them. The concurrent manager Transfer to Project Accounting process runs after you
complete the Transfer to BEE process successfully. The Transfer to Project Accounting runs
on the same cycle as the pay cycle. To transfer time and labor data from the Time
Management Structures and Policies to Oracle Projects, you can only start this process after
you successfully validate and transfer to BEE, and the batch status is READY. You can view
the batch status, using the Batch Status Review window. All of your project and task
information must be established within the Oracle Projects (PA) application.
The transfer to Oracle Projects includes:
All pending timecard details for the specified payroll period
The salary rate for workers at the time of the hours worked. Note: If a worker has received
a pay increase after the time and labor data being transferred, the worker will not be paid
the new rate.
Proper selection of the salary rate
Any applicable premium and pay multiples associated with elements entered on the
timecard.

Chapter 13 - Page 9
Interfacing to Oracle Projects
Rollback from BEE

If you transfer incorrect timecard details to BEE, you can run the BEE Batch Process
(Rollback) process, to retrieve the errors. This process also restores the BEE batch to null, as
if you had not performed the transfer.
After you correct the timecard details, you must run the Transfer to BEE process again.
Timecard data will appear correctly in the BEE batch and will be available for further
processing.
Although this process is available, run it carefully. Once you transfer time and labor data to
BEE, you can not roll back that data.
The BEE Batch Process (Rollback) is available from the Super HRMS Manager responsibility.

Rollback from BEE
Adjusting Timecards Retroactively

You can perform retroactive time adjustments: for example, to correct or fill in time entries in a
previous pay period. Instead of making corrections to the current pay periods timecard, retro
changes appear on original timecards in the correct pay period. OTL compares the before
and after values, and creates a delta record. It transfers the delta record to BEE, and to
Element Entries to include within the next processing cycle.
After you make retro changes to the timecard, you must run the process validate for BEE
(Retro) and Transfer to BEE (Retro) to send the delta record to Element Entries.
Timecard entries use DateTrack to identify original and modified record history. You can
make retro adjustments to a timecard only after you transfer the timecard to BEE. You can
make retro adjustments only the following day after you transfer timecards to BEE and
not on the same date that the transfer happens. If the timecard has not been transferred
to BEE, you could run the Rollback Process, as discussed earlier.

Adjusting Timecards Retroactively
Project Accounting Retro

You can also make retro active changes to Project Information on timecard previously
transferred to Oracle Projects.
The Transfer to Project Accounting (Retro) is a separate Concurrent Manager process from
HR Retro Adjustment. You can run the Transfer to Project Accounting (Retro) only after you
complete the Validate and Transfer to BEE (Retro) process successfully.
The Transfer to Project Accounting (Retro) looks for any summary timecard records that
contain changes to Project, Task, Rate, Number of Hours, and Hours Type. The application
then determines the difference between the original record and the current one, and send the
necessary transactions to Oracle Projects. You can use DateTrack to view history of the
changes to the timecard that affect project accounting (PA).

Project Accounting Retro
Using OTL Reports

Two Missing Timecard Reports are available:
OTLR Missing Timecard Report: Listing timecards transferred to the timecard window
using the Apply Schedule Rules.
Missing Timecard Report: Listing time and labor data entered and maintained on the SelfService timecard.

Using OTL Reports
Reports
After you define the structures and policies, you can review setups using the table and policy
listing reports.
Once you transfer timecards to BEE, you can:
Review overtaken vacation and holidays: this process lists workers who exceed their
accrued vacation or holiday time.
Review Late Clock-ins: this process lists late clock-in times by worker, and calculates total
hours the worker was late.
Once timecards have been transferred to BEE, you can:
Review overtaken vacation and holidays Process lists workers who have exceeded
accrued vacation or holiday time
Review Late Clock-ins Process lists late clock-in by worker and calculates total hours the
worker was late.
Track timecard updates to element entries. The Element Entries Adjustments report shows
the employee name and number, element, amount or hours, rate, gross adjustment, and
date worked for all adjustments for the specified payroll and date.

Using OTL Reports
Using OTL Reports

Identify and track changes in timecards after the initial submission using the OTL: Timecard
Audit Trail report. This report provides information such as who modified the timecard, date of
modification and the data that was changed. Additionally, the report displays the approval
history of the timecards. This report facilitates the reporting requirements for Defense Contract
Audit Agency compliance. The report presents audit columns such Timecard Date, Time
Information, Hours, Action, Action By, change and late audit (CLA) Reasons/Comments. You
will learn about CLA in subsequent chapter in the course.

Using OTL Reports
Employee Time Folder

For workers assigned to work schedules, Oracle Time & Labor provides a fast method for
viewing time without paging through numerous timecards. The Employee Time Folder
provides effective worker support. If discrepancies appear in a workers time, you can view
the breakdown of hours worked. For example, you can see the number of regular hours,
overtime hours and shift hours worked for a specific time period.

Employee Time Folder
Answers: 2
Quiz
Answers: 1
Quiz
Answers: 1
Quiz
Summary
Chapter 14
Entry Level Processing
Chapter 14 - Page 1
Chapter 14 - Page 2
Chapter 14 - Page 3
Objectives
Chapter 14 - Page 4
Features of Entry Level Processing

Entry Level processing allows you to define time categories and time entry rules to determine
which recipient application validates time and labor data entered on the timecard.
You use rules to specify which data is optional and required by each recipient application.
Entry Level Processing is optional. If you do not wish to use Entry Level Processing, you do
not have to set up the following rules within this topic.

Chapter 14 - Page 5
Features of Entry Level Processing
Entry Level Processing Page

Oracle Projects always requires that a timecard include entries for Projects, Tasks, and Type
information. Without enabling Entry Level Processing, even if workers did not work on a
project, they must enter some data for the Projects, Task, and Type fields. Oracle Projects
validation requires an entry for Project on the timecard.
Using Entry Level Processing, you can specify that if the worker enters data in the Project
field, then Task and Type entries are mandatory. But, if the worker enters hours type data,
Project, Task, and Type entries are not needed.
This allows your enterprise to be a project based company, but not require you to create
indirect projects.

Chapter 14 - Page 6
Entry Level Processing Page
Setup Steps for Entry Level Processing

Time Categories
- Identify which components on a timecard belong to which recipient application.
Formulas
- Control what time entry on a timecard belong to which recipient application.
Time Entry Rules
- Use formulas to determine if the current timecard breaks a rule.
Entry Level Processing Rule Groups
- Grouping of time entry rules you assign to a person or group people via preferences.

Chapter 14 - Page 7
Setup Steps for Entry Level Processing

Time entry rules for validation allow you to define a validation rule if legislation, collective
agreements, or industry practice set limits on the hours your workers work. Each time entry
rule uses a formula to calculate whether the current timecard has broken the rule. You can
define as many rules as you require, then select them into rule groups.

Chapter 14 - Page 8

You can group time entry rules for validation, and assign the rule group to a person or a set of
people using preferences. You do not define groups for time entry rules defined for approvals.
Instead, you select these rules when you define approval styles.

Chapter 14 - Page 9
Time Categories
A time category is a group of mapping components that can appear on a timecard such as
elements, projects, or tasks with one or more specific values for each component. For
example, you could define the category Regular Time containing the elements Regular Salary
and Time Entry Wages. Why would you group them together what would you do with them?
You can define time categories to:
Report time to analyze using time entry rule formulas.
Validate particular types of time (such as overtime, or hours worked on a particular
project).
Group elements together to use for approval and validation purposes.

Time Categories
Time Categories
You can define time categories to identify what components on a timecard belong to which
recipient application, such as:
PA Task
PA Project
PA Expenditure
You can also define time categories for Oracle Payroll, Oracle HRMS and Oracle Projects.
For Entry Level Processing, use caution when defining categories with specific values. A
good method is to use field level (mapping components) to define timecard attributes and that
will initiate application validation. For example, if you define a time category with a specific
value of Project A, and a worker enters Project B on the timecard, your validation will not
begin. If you define a time category that does not include any one of the fields/entry required
by a recipient application, the application may not retrieve the time and labor data.
When defining time categories, you must select the Or/And operator. This field determines
if the mapped components are viewed as AND/OR. For example, if you define a time
category of Project or Task or Type, and use the operator of OR, then any project, or task, or
type being populated on the timecard will initiate projects validation. If you use the operator of
AND, then project and task and type must be entered for projects validation. Entry Level
Processing does not bypass application validation as known today.

Time Categories
Formulas
Entry Level Processing formulas control what time entry belongs to which recipient
application. Input values determine what time to associate with a recipient application.
The two input values for the entry level processing formula are:
Time Recipient
Time Category
Additionally, there are two predefined field combination formulas allowing workers to enter
mandatory fields, or mutually exclusive field further validating the time entry on the timecard.
These are:
Mandatory Timecard Fields (seeded formula)
Invalid Timecard Field Combination (Seeded formula).
Note: These two combination formulas are for general time entry rule validation and are
added to the time entry rule group and not the entry level processing rule groups.
We will discuss these formulas and their effect on Entry Level Processing later in this topic.

Formulas
Entry Level Processing Rules

Entry Level Processing rules determine the validation and recipient application based on your
time categories. Entry Level Processing rules determine the point of validation such as
Submission, Resubmission, Save, and Submission/Resubmission.
Oracle Time & Labor delivers a predefined Time Entry Rule for Entry Level Processing
entitled:
- Controls what time entry on a timecard belongs to which recipient application
- Formula inputs determine what time to associate with a recipient application
The two input values for the formula are Time Recipient and Time Category. The processing
rules control: HR Level Processing, Projects Level Processing, and Payroll Level Processing.
These rules are then grouped into Projects & Payroll Level Processing, and/or Project & HR
Level Processing Rule Groups.
To ensure proper validation, the applications defined within the Time Entry Rules must also
match the applications defined within the Application Set.

Entry Level Processing Rule

After you define time entry rules, you define an Entry Level Processing Rule Group and assign
to a person or group of people via preferences. To associate time and labor data entered on
a timecard with more than one application, you have to group your time entry rule to one Entry
Level Processing Rule Group.

Entering a Timecard for Entry Level Processing

After you define your rules for Entry Level Processing, and assign your rules through the
Preferences, a worker can enter a timecard using Entry Level Processing.

Using Entry Level Processing
Optional Business Scenario

Using Time Entry Rules with Entry Level Processing Rules, you can:
Make certain field level entry mandatory
Make certain field level entry combinations invalid
Take a look at how additional time entry rules can combine with Entry Level Processing rules
to extend Entry Level Validation.

Optional Business Scenarios
Mandatory Timecard Fields

This example sets up optional rules to demonstrate how you can extend the Entry Level
Processing validation. Using Mandatory Timecard Fields (Seeded Formula), you can define
additional rules for timecard entry validation.
For this example, the Time Category is equal to Project Processing Fields. This rule makes
any project field mandatory and all other fields on the timecard optional.

Mandatory Timecard Fields
Extended Timecard Validation

Enter a timecard using the extended validation rules. The sample rules validate against
Project Processing Fields. Enter a time on the timecard, and leave out all the Project field
information, entering only Hours and Hours Type. You will receive an error indicating Project
Processing Fields are required. You can correct the error by entering Project processing
information and omitting Hours Type, and submit the timecard again.

Invalid Timecard Fields Combination

Using your previously defined Entry Level Processing Rules, you can add:
Invalid Time Field Combination (seeded formula)
- Time Category equal to Project Processing Fields
- Time Category equal to Payroll Processing Fields
This rule will make any project and payroll entry mutually exclusive.

Invalid Timecard Field Combination

Enter a timecard using the extended validation rule of Invalid Timecard Field Combination. In
this example, the rules validate against Project Processing Fields and Payroll Processing
Fields.
When you enter the time on the timecard, and enter a Project Number, and Hours Type, you
will receive an error message indicating these fields are mutually exclusive. If you correct the
error by omitting Project Number, you can submit the timecard.

Answers: 1
Quiz
Summary
Chapter 15
Change and Late Audit
Chapter 15 - Page 1
Chapter 15 - Page 2
Change and Late Audit (CLA)
Chapter 15 - Page 3
Objectives
Chapter 15 - Page 4
Features of Change and Late Audit (CLA)

Change and Late Audit is an optional feature that enables you to track changes to new, saved
and submitted timecards. You can define what determines a late entry, as well as define
reason codes for both change and late entry. You can audit specific projects, or any project.
You also can use formulas to control what is defined as late and what fields you wish to
monitor when a change is made. You can use these audit rules to help your company
address requirements from the US Defense Contractor Audit Agency (DCAA).
Changes include modifying a saved or submitted timecard and saving timecard after a defined
due date. For example, you may want workers enter a reason why they changed the number
of hours on their timecards from 8 to 10, or why an employee changed an hour type from
regular to vacation.
You cannot delete timecards or line items on a timecard. However, you can zero out a line
item from the timecard by simply entering zero (0) in the hours field. This entry will create a
change record and will require a change reason code.

Chapter 15 - Page 5
Features of Change and Late Audit (CLA)
Process Flows
When you use Change and Late Audit, the process flow differs from the standard flow. When
you make changes or late entries to a timecard and you choose Next, the Audit Information
Page will appear.
On this page you select your reason for the entry, and you can enter comments. Choose
Review to see your changes, and choose Submit to reach the Confirmation Page.
You select your process flow from the Change and Late Audit preferences. Currently, this
process flow is for self-service time entry.

Chapter 15 - Page 6
Process Flows
Audit Information Page

If entries made on the timecard activate the change or late rule, the Audit Information Page
displays when you choose the Review button on the timecard. You enter a reason code for
the change or late entry items. You may also choose to enter comments for each change and
or late entry item.

Chapter 15 - Page 7
Audit Information Page
Set Up Steps for Change and Late Audit

This slide shows the set up steps necessary for Change and Late Audit. We will discuss each
step in detail throughout this topic.

Chapter 15 - Page 8
Setup Steps for Change and Late Audit
Reason Codes
Oracle Time & Labor does not deliver any predefined values for change and late audit
reasons. You can define as many reasons you need, and you can enable values to display
within your list of values.
For example, you can create a change code of MGR to display a reason of Manager Request,
and a late code of SL to display a late reason of Sick Leave.
You can define reason codes for change and late entries using the Reason Code Lookups:
HXC_CHANGE_AUDIT_REASONS
- User defined reason codes for changed entries
HXC_LATE_AUDIT_REASONS
- User defined reason codes for late entries

Chapter 15 - Page 9
Reason Codes
Defining Change and Late Entries

Using Time Entry rules, you can define late by:
Start-Stop Hours
- Entry of a number of hours to elapse past the stop time entered on the timecard.
Quantity of Hours
- Number of hours past midnight on the day the employee worked in which the
employee must make an entry, before being late.
By default, an entry is late when the entry stop date/time is 24 hours prior to the current
date/time.
An example of Start-Stop hours, using the default entry of 24 hours:
An employee works from 08:00 to 19:00 on Monday. However, the employee does not enter
this time on a timecard before leaving on Monday. The worker must enter the time worked
before 19:00 the following day (Tuesday), or the entry will be late.
You can set the start and stop time to any number such as 8 (hours), instead of 24. Thus, if
the worker does not enter the time worked within 8 hours of their stop time (190:00 on
Monday), the entry is late.
An example of Quantity of Hours:

Defining Change and Late Entries
Using the same example, the worker has until 11:59 pm Monday to enter the hours worked, or
the entry will be late.
The application counts the quantity of hours from 12:00 midnight. To allow entries up until
noon the following day (Tuesday), you would set the Quantity of Hours to 36.
If you set the Quantity of Hours to 24, the worker must enter the hours worked within a 24hour period.

Time Categories
You can audit specific projects by listing specific project codes in the defined time category, or
audit any project by defining a time category with no specific projects. You can define any
number of time categories to determine what fields to audit for changed and late entries.
For example, you can audit entries that have changes, or additional entries added to a specific
project or task. By defining time categories, you can monitor these types of changes. Project
and Task are not the only fields you can monitor. If you map a timecard field, you can define
this field as a time category an monitor it to see if employees change their entries, or enter
them late. You can create and monitor fields for cost codes, hour types, etc.
When defining time categories, you must select the Or/And as the operator. This field
determines if the mapped components are viewed as AND/OR. For example, if you define a
time category of Project and Task, and use the operator of OR, then if either the Project OR
Task is entered late or changed this will activate the CLA rules. If you use the operator of
AND, then both must be changed or entered late.

Time Categories
Time Entry Rules

Time Entry Rules use formulas to control what you define as late entry, and what fields you
monitor when changes occur.
You can define a change audit rule to require a reason if a worker changes the timecard
against Project A.
To create this change audit rule, you create a time category for Project A. Define a Change
Audit Time Entry Rule, with the time category input value equal to the newly defined time
category. Assign this time entry rule to a rule group.
You can then assign the time entry rule group to a person or group of people via the Change
and Late Audit preference. If workers submit timecards with entries for Project A, and then
make a change, the change audit rule initiates and the worker must enter a valid reason for
making this change.

Time Entry Rules
Change and Late Rule Seeded Formula

There are two predefined time entry rules with formulas. They are:
Change Rule CLA Change (Seeded formula)
Late Rule CLA Late (Seeded formula)
Input value for the Change Rule seeded formula is:
Time Category
- You can choose an existing Time Category, or a newly defined rule.
Input values for the Late Rule seeded formula are:
Time Category
- This field is option, and you can select an existing category or a newly defined
category.
Start-Stop Late Hours
- This field is required, and you can change the defined value, or leave the default value.
Quantity of Hours
- This field is required, and you can change the defined value, or leave the default value.

Change and Late Rule Seeded Formula
Time Entry Rule Usage

The Usage field determines when the time-entry rule will activate. For Change and Late
Audit, make sure the rule is defined with AUDIT in the Usage field. Audit begins when the
worker selects the Next button on the timecard page.
The remaining values within the list of values are:
Submission begins when the worker completes the timecard.
Save begins when the worker saves the timecard.
Resubmission begins when the timecard has been submitted and the worker changes the
time or labor data.
Submission/Resubmission begins at the initial submission and when changes are made
after submission.

Time Entry Rule Usage

Time Entry Rule Groups:
You can group your time entry rules for change and late audit rules
You assign the rule group to a person or a set of people via preferences
You assign Reason as the outcome rule to indicate audit.

Preferences
Oracle Time & Labor includes some default Change and Late Audit preferences, that you
cannot change or delete. The predefined Change and Late Audit (CLA) Preference node
includes:
Timecard Delete Allowed: Predefined values is NO
Self-Service Time Review and Confirmation Layout Pages For a Worker: Projects is
predefined timecard layout
Self-Service Flow: Controls the page flow in self-service. Predefined as Audit
Time Store Audit Requirements: Determines your time entry rule group
If you want all employees in all organizations to have the same rules, you can use the default
preferences, or create a new hierarchy containing the preferences for which you want to
specify a different value. These are the names of the preferences and not the delivered
nodes. Once you select your Time Store Audit Requirements, you do not have the option to
select Yes, for Timecard Delete Allowed. Once you have defined your preferences, you
assign them to people by creating eligibility rules.

Preferences
Putting Change and Late Audit Rules Together for Timecard Entry
You define all the pieces of the puzzle for your Change and Late Audit rules. By defining
preferences, and linking your preferences to a person or a group of people using the eligibility
criteria, the last piece of the puzzle is entering a timecard for change and late audit.

Putting Change and Late Audit Rules Together for Timecard Entry
Entering a timecard to initiate Change and Late Audit

You can now enter a timecard using your change and late audit rules.

Entering a Timecard to initiate Change and Late Audit
Answers: 3
Quiz
Answers: 2
Quiz
Summary
Chapter 16
Timekeeper
Chapter 16 - Page 1
Timekeeper
Timekeeper
Chapter 16 - Page 2
Timekeeper
Timekeeper
Chapter 16 - Page 3
Objectives
Timekeeper
Chapter 16 - Page 4
Features of Timekeeper
Timekeeper is a set of features in Oracle Time & Labor that allows you to enter and maintain
timecard information for multiple workers in a single session. Timekeepers can quickly enter
time and labor data in the Timekeeper entry window. The Timekeeper feature provides you
with a heads down entry approach, and allows you to enter time from other time collecting
devices such as paper based systems, time clocks, internet self-service time, and voice
response systems. You can also make changes or additions to many workers timecards at
once, using the Mass Edit window.
Timekeeper
Chapter 16 - Page 5
Features of Timekeeper
Timekeeper
A timekeeper is a person you designate to enter and maintain timecards for other people
using the professional user interface (PUI). You typically use the timekeeper for a large group
of workers.
The main timekeeper features include:
Entering time and labor data quickly (heads-down approach)
Entering time from other time collecting devices such as paper-based systems, time
clocks, internet self-service time, and voice response systems
Entering changes or additions to many timecards at once (mass edit)
Submitting timecards for approval
Timekeeper
Chapter 16 - Page 6
Timekeeper
Managing Time for Others

OTL provides you with features that enable you to streamline data entry by designating a
person or group of people to manage timecards for one or more workers. OTL offers three
roles that enable timecard entry for other workers, which you can assign to a designated
person:
Timekeeper
Authorized Delegate
Self-Service Line Manager
Setting up one of these roles means you can authorize a person to enter timecards for
workers who:
Have no access to self-service timecards
Work remotely
Submit their time using other time collecting devices
Absent and unable to enter their time
Timekeeper
Chapter 16 - Page 7
Managing Time for Others
Three Levels of Timekeepers

You can designate a person as a Timekeeper via a profile option, OTL_Timekeeper. With this
option, you can designate a person as a timekeeper responsible for specific group or groups
of workers. The three level of timekeepers are:
Limited Timekeeper
Regular Timekeeper
Super Timekeeper
Timekeeper
Chapter 16 - Page 8
Three Levels of Timekeeper
Super Timekeeper
A Super Timekeeper operates at a higher-level than a timekeeper, and has access to all
groups in the business group security level. A Super Timekeeper:
Has access to all groups that have been defined within the business group
Can enter time for all employees within the business group
Create groups and assign them to other timekeepers
Perform all timekeeper functions across all groups in a business group
Oracle Time & Labor delivers a responsibility for Super Timekeeper:
Responsibility = OTL Super Timekeeper (HXC_SUPER_TK)
Profile = OTL:Allow Change Group Time
Value for Profile = Yes
The profile option OTL:Allow Change Group Timekeeper should always be attached to a useror responsibility-level and should not be set to a site level. If you set the profile to Yes, then
the user is a Super Timekeeper.
Timekeeper
Chapter 16 - Page 9
Super Timekeeper
Regular Timekeeper
Regular timekeepers are people who enter time for other workers. Regular timekeepers can:
Define Timekeeper Groups
Find timecards based on given criteria
Enter time for others
Correct errors
Perform Mass Edits for his entire group or groups
Oracle Time & Labor delivers a responsibility for Regular Timekeeper:
Responsibility = OTL Timekeeper (HXC_TIMEKEEPER)
Value for Profile = No
The profile option OTL:Allow Change Group Timekeeper should always be attached to a useror responsibility-level and should not be set to a site level. If the value is set to No, then the
user is a regular timekeeper.
Timekeeper
Regular Timekeeper
Limited Timekeeper
Limited timekeepers are people who enter time for other workers, but can no define
timekeeper groups for themselves. However, limited timekeepers can:
Find timecards based on a given criteria
Enter time for others
Correct errors
Perform Mass Edits for their entire group or groups
Oracle Time & Labor delivers a responsibility for Limited Timekeeper:
Responsibility = OTL Timekeeper (HXC_TK_ENTRY)
Value for Profile = No
The profile option OTL:Allow Change Group Timekeeper should always be attached to a useror responsibility-level and should not be set to a site level. If the value is set to No, then the
user is a limited (regular) timekeeper, and does not have access to define reporting groups.
Timekeeper
Limited Timekeeper
Authorized Delegate
The authorized delegate has the ability to create, update, and delete timecards for a group of
designated workers using a self-service interface. The authorized delegate can enter time for
the worker according to the worker's preferences. For example, depending on the worker's
preferences, the authorized delegate can enter time offline using the disconnected time-entry
feature and manage time using templates. You typically use the authorized delegate to enter
timecards for workers who do not have access to self-service timecards, or who work
remotely.
For information on how to set up Authorized Delegate, refer to the Oracle Time and Labor
Timekeeper
Authorized Delegate

The self-service line manager role enables managers to record timecards for absent workers,
or workers who may not be available to enter their time before the retrieval cut off date. If a
manager completes a timecard entry for a worker on an existing timecard, then the manager
will be able to view the previously entered time and labor data.
Line managers can create, edit and submit timecards for a worker, based upon the workers
assigned preferences and not the preferences assigned to the manager performing the task.
Line managers can access workers using the supervisor hierarchy, or using the SSHR My List
function to access workers within their security profile.
You will learn more about the Self-Service Line Manager tasks in the next topic in this course.
Timekeeper
Using Timekeeper Entry
Timekeeper
Setting up Timekeeper
Setting up Timekeeper is a series of tasks, as listed above. A system administrator must
perform some tasks; the Timekeeper can perform others.
Oracle Time and Labor includes default Timekeeper preferences with predefined values.
These cannot be changed or deleted. The predefined Timekeeper Preference node includes:
Timekeeper Entry Display Options
- Determines the items to display on the timekeeper page. You can choose to display,
In/Out Time Entries, Person Name, Person Number, Attribute Item Name for Detail
Information, and Descriptive Flexfields to display. Predefined values are; No, Yes,
No, none, and none respectively
Timekeeper Timecard Layout
- Determines which columns to display on the Timekeeper Timecard Layout
Predefined values are; none
Timekeeper
Setting up Timekeeper
Configuring Timekeeper Entry Window

Oracle Time & Labor includes value sets for Projects, tasks, expenditure types, etc. If you
add a new column (a column not delivered) to the Timekeeper window, then you can attached
that column to your defined value set. This is an optional setup step. Value Set Definitions for
Alternate Names based on Value Sets should only be required if the delivered value sets do
not suffice.
If you determine you need to configure the Timekeeper Entry window, the following steps are
required:
Define a New Alternate Name Mapping Based on a Value Set
Create Mapping from the Value Set to the Time Store
Defining an Alternate Name
Assigning the Preference to a Layout
Testing the Layout
Timekeeper
Configuring Timekeeper Entry Window
Timekeeper Groups
A Timekeeper is responsible for entering or updating timecards for a group of people; a
Timekeeper Group contains the workers for whom the Timekeeper is responsible. Using the
Timekeeper Group window, you select workers and put them into a Timekeeper Group. You
can choose to select all workers within an organization, or assignment set. By using these
options, you will not have to choose workers individually. However, if you only wish to select
one or two employees, you can select them individually. This allows you to process time for
these workers as one group rather than as individuals. You can choose to add or delete
specific workers from the chosen criteria, and place them within another group.
When you create a Timekeeper Group, it becomes available in the Timekeeper Entry window.
The following information is available when you view defined Timekeeper Groups:
Employee Name
Employee Number
The timecard period as of the current date
Timekeeper
Timekeeper Groups
Timekeeper Entry
Now that you have determined who will be a Super Timekeeper and who are timekeepers,
and defined timekeeper groups, you are ready to enter time as all three different types of
Timekeeper.
Timekeeper
Timekeeper Entry
Mass Edits on the Timecards

The Mass Edit feature allows Timekeepers to perform the same edit on all the timecards they
select from their Timekeeper Group in the Timekeeper Entry window.
The edits that a Timekeeper can make include:
Add a new line to a timecard
Delete a line from a timecard
Find and add a new line
Find and replace a line
Note: If you transfer timecards to BEE, you can edit timecards using the Mass Edits
functionality only on the following day after Transfer Timecards to BEE process is run. Also, a
timecard that is transferred to BEE once, can never be deleted, nor can any of the details in it
be deleted.
Timekeeper
Mass Edits on the Timecards
Wildcards in Mass Edits

The concept of pattern matching is important to understand when using Mass Edits with
wildcards. Pattern matching is the process the application uses to identify the time entries
that the Timekeeper want to change. For example, if the Timekeeper wants to change all
Tuesday entries of 4 hours to be entries of 8 hours, then the pattern the application looks for is
Tuesday 4 hours. What might be on Wednesday or Monday is not of interest.
Wildcards are important in pattern matching because they allow Timekeepers to quickly
include Monday and Wednesday values (for example) in the pattern match, without having to
enter exact values for all the criteria in the Old line.
However, wildcards has certain behaviors that are significant depending on the type of Mass
Edit performed. For instance, a Mass edit:Find and Replace assumes that you want to
replace the entire row. By using the wildcard, you preserve a value so it appears on what is
essentially a new row.
Timekeeper
Wildcards in Mass Edits
Answers: 2
Quiz
Timekeeper
Answers: 2
Quiz
Timekeeper
Summary
Timekeeper
Timekeeper
Chapter 17
Chapter 17 - Page 1
Chapter 17 - Page 2
Chapter 17 - Page 3
Objectives
Chapter 17 - Page 4
Features of Self-Service Line Manager

Self-Service Line manager allows managers to record timecards for absent workers, or
workers who may not be available to enter their time before the retrieval cut off date.
Managers can use the Time Entry function available from the Manager Self-Service
responsibility. If a manager is completing a timecard entry on an workers existing timecard,
the manager will be able to view the previously entered time and labor data.
When a manager is creating, editing or submitting timecards for a worker, entry is made
based on the employees assigned preferences and not those of the acting manager.
The Timecard Status Dashboard is available from the Manager Self-Service responsibility and
works based on a typical supervisor hierarchy. Managers can query the status of timecards
online for a timecard period, location and organization based on supervisor hierarchy. They
can monitor their employees' timecards in a chart displaying the distribution of data from the
dashboard. Additionally, managers can approve timecards that are pending approval, drill
down to the employee timecard list, and generate the timecard details in a report format.

Chapter 17 - Page 5
Features of Self-Service Line Manager
Supervisor Hierarchy
The supervisor hierarchy allows you to select workers within your hierarchy. Managers can
view people in their hierarchy using the Time Entry: People in Hierarchy page. Access to
other workers is determined by the security profile.

Chapter 17 - Page 6
Supervisor Hierarchy
Search Options
Advance search criteria is available in addition to First Name, Last Name, and Person Type.
These are:
Employee Number
Start Date
Assignment Category
Social Security Number
Once search data is returned, you can select individual workers to add to My List.

Chapter 17 - Page 7
Search Options
My List Features
My List allows you to:
Add new workers, using the Person Search Page
Remove workers from your list
Select a worker to process
View employee details.
Workers on My List are in addition to the workers displayed on the Hierarchy page.

Chapter 17 - Page 8
My List Features
Manager Options from the Recent Timecards Page

Workers preferences determine the appearance of the timecard, and not the preference of the
manager entering the time. Line managers are able to enter their own timecard using their
line manager function by selecting their name from the hierarchy. If you do not want to give
line manager this option, you can restrict it in the security profile.

Chapter 17 - Page 9
Manager Options from the Recent Timecards Page
Using the Timecard Status Dashboard

As a manager, when you click the Timecard Status Dashboard link in the Manager SelfService responsibility, the Timecard Status Summary page appears. This page presents three
regions: Timecard Search, Timecard Status Summary, and Timecard Status Details.
Use the Timecard Status Summary page to:
Search for timecards using criteria such as recurring period, timecard period, supervisor in
hierarchy and reporting employees.
View timecard details of direct reports or all employees in the supervisor hierarchy.
View timecards for a specific status such as not entered, working, error, submitted,
rejected, or approved.
View graphical representation of timecard status in percentage.
View timecard status details such as the person number and name, start and end dates,
location, and last modified date.
Approve timecards pending for approval. OTL enables the Action icon only when the
status of the timecard is Submitted and the person who has logged in is the approver.

Using the Timecard Status Dashboard
Generating the Timecard Status Details Report Online

Supervisors can generate reports for timecard status details from the Timecard Status
Summary page without depending on timekeepers or administrators. When you click
Generate Report in the Timecard Status Details region, the application generates a unique
request ID for the report. You can view the Timecard Status Details report from the
dashboard. The Report output consists of recurring period, timecard period, and the
parameters used to fetch the timecard status count. In the detailed section of the report, the
columns include the person type, person name, person number, timecard status, the
supervisors name, employee name, organization, location, payroll to which the employee
belongs, recipient application name, start and end date of the timecard, last modified by and
last modified date.

Generating the Timecard Status Details Report Online
Answers: 2
Quiz
Answers: 4
Quiz
Summary
Chapter 18
Archiving and Restoring Timecards
Chapter 18 - Page 1
Archiving and Restoring

Timecards
Chapter 18 - Page 2
Chapter 18 - Page 3
Objectives
Chapter 18 - Page 4
Archiving
Archiving timecards you no longer require or access enables you to manage your OTL
application effectively by releasing disk storage space, which could potentially improve OTLs
performance.
OTL provides you with archive processes that enable you to identify, validate, and move
timecard data to backup tables in OTL. When you archive a timecard, its detail is moved
automatically to archive tables, but summary information remains accessible in windows that
display summary information and in reports. In this way, users can remain confident that their
timecards exist, even if they cannot view or update timecard details.

Chapter 18 - Page 5
Archiving
Archiving Processes
1. To begin the process of archiving you choose the data you want to archive using a range
of dates. For example, to archive the data for January 2009, enter the date range 01-Jan2009 to 31-Jan-2009. Oracle recommends that you archive timecards for small date
ranges, such as a month, because you may need to restore the archived data for audit
purposes or legal reasons.
2. You then run your data set through a series of archive processes to validate the status of
each timecard. It is important that you do not archive timecards that are still in use.
3. You run the archive process to move the timecards to archive tables.
4. The archive process releases disk storage space in your application (depending on how
many timecards you archive).

Chapter 18 - Page 6
Archiving Processes
Restoring Timecards
If you need to access any of the timecards you archived, then you can use a restore process
to move the archived timecards from the archive tables back into the OTL application. You
can only restore timecards for the same periods of time for which you archive them.
(Therefore, archiving for short periods of time enables you to restore archived timecards
easily.) For example, if an ex-employee queries the time they worked in January 2009, and
you archived timecards for January 2009, then you can restore timecards for this month. If you
archive timecards for long periods of time, such as the year 2009, then you must restore
timecards for the year 2009 to access a single timecard from January.
For information on archiving and restoring timecards, refer to the Archiving and Restoring
Timecards topic in the Oracle Time and Labor Implementation and User Guide.
Set Up Timecard Archiving
If your enterprise wants to archive timecard data, then you must complete steps related to
setting up Timecard Archiving. You must set up the OTL Advanced Process Administrator
responsibility with the appropriate security for archiving data. You must also define profile
options related to timecard data archiving.
Refer to the Implementation section in the Oracle Time and Labor Implementation and User
Guide.

Chapter 18 - Page 7
Restoring Timecards
Summary
Chapter 18 - Page 8

OTL Student Guide

Încărcat de

Informații document

Drepturi de autor

Formate disponibile

Partajați acest document

Partajați sau inserați document

Opțiuni de partajare

Vi se pare util acest document?

Este necorespunzător acest conținut?

Drepturi de autor:

Formate disponibile

OTL Student Guide

Încărcat de

Drepturi de autor:

Formate disponibile

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.

COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

Oracle University and Egabi Solutions use only

R12.x Oracle Time and Labor

Oracle University and Egabi Solutions use only

Copyright 2007, 2012 Oracle. All rights reserved.

Introduction to Oracle Time and Labor ..........................................................................................................1-1

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Time Entry and Approval Rules ......................................................................................................................4-1

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Integration with E-Business Suite Products ...................................................................................................3-23

Timecard Layouts and Preferences................................................................................................................8-1

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Accessing Time Information ...........................................................................................................................7-5

Assigning Structures and Policies .................................................................................................................11-1

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Change and Late Audit ....................................................................................................................................15-1

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Entry Level Processing ...................................................................................................................................14-1

Self-Service Line Manager ..............................................................................................................................17-1

Copyright Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Thorough knowledge of Oracle Applications

Copyright Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Oracle Time and Labor Implementation and User Guide

System release bulletins

Installation and users guides

International Oracle Users Group (IOUG) articles

Copyright Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Typographic Conventions in Text

Use the SELECT command to view information stored in the

Typographic Conventions in Code

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

DROP USER scott

CREATE ROLE role

SQL commands and SELECT userid

Typographic Conventions in Oracle Application Navigation Paths

(M) From the menu, select Query then Find.

(B) Click the Approve button.

Typographical Conventions in Oracle Application Help System Paths

Under the General Ledger entry, expand Journals.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Under Journals, select Enter Journals.

Oracle University and Egabi Solutions use only

Copyright Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Copyright Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents

Copyright Oracle, 2012. All rights reserved.

Introduction to Oracle Time and Labor

Oracle University and Egabi Solutions use only