OTL Setups For Payroll

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OTL SETUPS FOR PAYROLL

1.      CREATING CUSTOM RESPONSIBILITY

1.1 OAMC OTL Setup

Responsibility Name	OAMC OTL Setup
Profile Option Name	Site	Responsibility
OTL : Allow TK locking of Queried records	Yes
OTL : Archive Restore Chunk Size	150
OTL : Max Warnings in Validate Data Set	500
OTL: Allow Change Group Timekeeper		Yes
OTL: Allow Self Service Time Entry for Terminated Employees	No
OTL: Code Level
OTL: Data Volume for Upgrade Program Worker
OTL: Days a TimeKeeper can access Contingent Worker's timecard beyond termination
OTL: Debug Check Enabled	No
OTL: Default Approval Action for Mass Timecard Approver	Approve
OTL: Defer approval process on timecard submission	Yes
OTL: Enable Archive/Restore Detailed Logging
OTL: File Separators for the Import Export Functionality	,
OTL: Max Errors
OTL: Minimum Age of Data Set for Archiving	6
OTL: Number of past days for which retrieval considers changes (days)	365
OTL: RDB - Default Application	Payroll
OTL: RDB - Run Post Retrieval Snapshot Automatically
OTL: Transfer Batch Size	3000
OTL: Transfer to OTLR and / or BEE	Both OTLR and BEE
HR:User Type		HR with Payroll User
OTL: Use Upgraded Retrieval Process

1.2 OAMC HRMS Self Service Time

Responsibilty Name	OAMC HRMS Self Service Time
Profile Option Name	Site	Responsibility
HXT: All / Selected Earning Categories	Selected Earning Categories
HXT: Approver Required	Y
HXT: Batch Size	25
HXT: Compare Special Rules Evaluation
HXT: Holiday Hours from Holiday Calendar	Yes
HXT: Hours per Year	2050
HXT: Include Premium Hours to PA	Y
HXT: Merge Batch Timecards
HXT: Overtime Functionality on Holidays	Daily/Weekly/Special Overtime only and Holiday Rule
HXT: Rollup Batch Hours	No
OTL : Allow TK locking of Queried records	Yes
OTL : Archive Restore Chunk Size	150
OTL : Max Warnings in Validate Data Set	500
OTL: Allow Change Group Timekeeper		No
OTL: Allow Self Service Time Entry for Terminated Employees	No
OTL: Code Level
OTL: Data Volume for Upgrade Program Worker
OTL: Days a TimeKeeper can access Contingent Worker's timecard beyond termination
OTL: Debug Check Enabled	No
OTL: Default Approval Action for Mass Timecard Approver	Approve
OTL: Defer approval process on timecard submission	Yes
OTL: Enable Archive/Restore Detailed Logging
OTL: File Separators for the Import Export Functionality	,
OTL: Max Errors
OTL: Minimum Age of Data Set for Archiving	6
OTL: Number of past days for which retrieval considers changes (days)	365
OTL: RDB - Default Application	Payroll
OTL: RDB - Run Post Retrieval Snapshot Automatically
OTL: Transfer Batch Size	3000
OTL: Transfer to OTLR and / or BEE	Both OTLR and BEE
HR:User Type		HR with Payroll User
OTL: Use Upgraded Retrieval Process

1.3 Create employee and attach that to the user, which in turn is used for doing all the setups.

1.4  Alternate Names

Before creating alternate names, all the elements and its links have to be created and linked to respective payrolls.

Alternate names not visible issue

Once all the element are created and linked to payrolls, please check the payrolls are attached to all employees, If this is not done then alternate names will not be visible on the self service timecard.

After elements are linked create element sets for all the OTL elements and run navigate to “OTL Application developer” responsibility and run the concurrent program name called “Generate Flexfield mapping” and mention the Element set name in the parameter. Note: It is very important to keep the datetrack to the same date i.e. 01-jan-1951 while doing all the setups

1.5  Time Categories

There are so many requirements for Time categories,  For summary Total to be displayed on the timecard for  “Regular Hours” or any kind of hours type then OTL has Provided Total1…….Total10 attributes .

As shown below Total1 and Total2 are used for displaying the Hours Totals.

1.6  Time Entry Rules

Time entry rules are used for controlling the entire time entry on the TC.

Let us take an example that user should not enter “Regular Hours” more than 40 hours a week then the following has to designed in the rule

Name: - OAMC Rule -4

Description: - Regular hours cannot be more than 40 (Description is mandatory because on the TC description will be shown as message) if this left blank then a seeded message will be displayed.

Usage: - Submission / Resubmission (This will decide when the validation will come into effect i.e. when submitting or Resubmitting.

Formula: - “Seeded formula for Period Maximum”

                    The inputs are as follows

Let’s take another example that overtime should not be more than 10hours per week.

Name: - OAMC Rule -3

Description: - Overtime hours cannot be more than 10 hours per week (Description is mandatory because on the TC description will be shown as message) if this left blank then a seeded message will be displayed.

Usage: - Submission / Resubmission (This will decide when the validation will come into effect i.e. when submitting or Resubmitting.

Formula: - “Period Hours vs Time Category ( Seeded formula )”

                    The inputs are as follows

1.7  Time Entry Rule Group

This is a combination of rules which is created in sec 1.6 we can select specific rule or all rules and mention each Outcome can be 1. Error 2. Warning 3. Business Message 4.Reason as shown in the below screen shot

Note: - Time Entry Rule group is applied to preferences.

1.8  Recurring Periods

Recurring period is the given set of days or months which is displayed in the TC.

Usually Recurring period will have start date which will determine the TC period, this date can be start of the year or start date of the payroll run and this is a business decision.

   

               In the above screen shot I have created “OAMC Recurring Period” which has start date as 01-jan-2012

1.9  Approval Style

This is the method in which a TC will be approved.

 This has two sections 1. Approval Rules 2. Approval Style Components    

In 1.Approval Rules Section we can mention which time entry rule comes under which application

In 2. Approval Style Components we can attach the application to the specific approval type as shown in the screen shot

 

               There are different types of approval mechanism as listed below        

Splitting the time card on the basis of approval

There is business mechanism in which the Regular Hours or Any kind of Hours type has to be Auto approved and the remaining hours has to go for approval process. In this case the following steps have to be done.

In 2. Approval Style Components choose the application and then select “Entry Level Approval” as the type. We can observe that the button  will be enabled and then click on the button and provide the details as shown in the screenshot.

Let the Default Entry level Approval Style be as HR Supervisor, if you choose anything else then the whole time card will be approved differently.

Create a time category for the specific Hours Type and then select the type as “Auto Approve”, By doing this only the particular hours type will be auto approved and the rest of the components will go for approval cycle. If there are more than one component then create separate time category for the same.

       2.0 Approval Periods

              Approval periods will allow the approver to approve specific days of the TC only like Weekly or monthly.

            

   

     2.1 Recurring Period

            Recurring Period are the range of the dates i.e. the time card is dependent on. 

               

             

   2.2 Preferences 

          This is the setting which will determine how a timecard will look like what will be the rules and validations and where all the

          Preferences will be used.                 

           The following preferences have to be applied on the timecard for Payroll integration.

    

           2.2.1

      2.2.2

2.2.3

   

      

2.2.4

2.2.5

2.2.6

Before integrating absence with OTL check the profile option “HR: Absences Integration with OTL” and set it to Yes at Site level

Check if the menu called “Absence integration Setup” is visible or not in “US OTL Application Developer” responsibility.

Create absence element set and run the “Generate flex field and Mapping Information” with parameters as shown below.

Navigate to “Absence Integration Setup” and provide the Element Set name as shown in the below screen shot

Select on all the absences and save and then click on Go

Click on “Generate Time Category”

Apply the preferences for the absences.

2.2.7

2.2.8

2.2.9

2.2.10

2.2.11

2.2.12

Create the Time Category and use the same

2.2.13 How to apply Preferences

      Once all the preferences are completed then the preferences have to be applied to the group or organization or it can be applied to individual person. As shown in the below screen shot the preferences “OMAC Preferences” has been applied to all the people.

Note: - The precedence should be a unique number which will decide the order of application of preferences. 

   

The “Link by” in the lov as shown in the below screenshot where one can choose where all the preferences can be applied

2.3 How to create Timekeeper

Navigate to OTL Super Timekeeper àTimekeeper Group

Provide the Name and select the timekeeper.  In the person section, choose the persons i.e. who all comes under respective TK, as shown in the screenshot.

Set the profile option, HR:User Type, to be update able at the site, application, responsibility or user level so that a value can be entered.

OTL: Allow Change Group Timekeeper  resp_level  =’Yes’ for the profile option   HR:User Type

2.4    Time Keeper Preferences

          2.4.1            

     2.4.2

 

            2.4.3

2.2.4

After time card preferences are done then the same has to be applied to individual timekeeper’s i.e.

Employees as shown in the screen shot or TK can be any named person in the organization.

Preferences Details

Preference Name in Tree (Preference Name)	Description	Value in Default Preferences Hierarchy	Default Value for Projects
Append Templates on Timecard (Self Service Functionality to Append Templates on the Timecard)	Y/N. If set to Yes, the worker can select more than one template and the data from all the selected templates appears on the timecard.	No	Yes
Business Messages (Self Service Ability to Show a Business Message)	Y/N. If set to Yes, business messages from time entry rule validation are displayed to the worker on the timecard.	Yes	Yes
Create Personal Templates (Self Service Create Template Functionality)	Y/N. If set to Yes, workers can create their own personal timecard templates. A Create Template button is displayed on the Templates page.	No	Yes
Date Formats (Self Service Date Format Functionality)	Determines the display of date formats for the timecard. You can choose the date format for the Period List, Timecard Table Day Header, and Timecard Details Page Day Header.	December 31, 2002. Tue, Dec 31.Tuesday, December 31, 2002	[None]
Default Approver (Worker Default Approver)	If the Enter Override Approver preference is set to Yes, then you can select any supervisor in the business group to be the default value in the Override Approver field.	[None]	[None]
Disconnected Entry (Self Service Disconnected Entry Option for Worker)	Upload/Download, or None. Determines whether workers can enter time and labor data using a spreadsheet (import) and whether they can download data to the spreadsheet (export).	None	Upload/Download
Timecard Allows Display of Accrual Balances	Reduce potential validation errors by displaying the accrual balances on the timecard. Self-service users can view the accrual balance before submitting their absences. Select yes in the Display Balance segment to display the balance component on the timecard. The application uses the HR: Accrual Plan Element Set profile option if you leave the Element Set as Null. Select an evaluation date for the accrual balances to display. The application uses the Accrual Evaluation Date you select to display the accrual balances.
Enter Negative Hours (Self Service Ability to Enter Negative Hours)	Y/N. If set to Yes, then workers can enter negative hours on their timecard.	No	Yes
Enter Override Approver (Worker Preference to Enter an Overriding Approver)	Y/N. If set to Yes, then workers can enter an override approver on the timecard. You must also set the Override Approval Style segment of the Approval Style preference to Projects Override Approver.	No	Yes
Number of Empty Rows on the Timecard (Self Service Number of Empty Rows on the Timecard)	The number of empty rows to display on the worker's default timecard.	1	1
Number of Recent Timecards Displayed (Self Service Number of Recent Timecards on Time Entry Screen)	The number of previously entered timecards to display.	5	5
OTL Rules Evaluation (Self Service Preference to Allow Rules Evaluation)	Y/N. Set the Evaluate OTL Rules segment to Yes for workers whose time is subject to OTL rules based on a rotation plan and earnings policy. If set to Yes, use the Approval Rules for Rules Evaluation segment to select the applications that approve the data before you can run the Transfer to BEE process. You may also select an Overtime Recurring Period to calculate overtime for non-weekly payrolls.	No	No
Public Template Groups	Determines the Self Service Timecard Template Group	Dynamic Templates Group
Save as Templates on Timecard (Self Service Save as Template Functionality on Timecard)	Y/N. If set to Yes, then the Save As A Template button displays on the worker's timecard.	No	Yes
Self Service Flow	Audit or Standard. If set to Audit, then you use the Change and Late Audit Preference node. If set to Standard, then you choose not to use Change and Late Audit.	[None]	[None]
Template Assigned Value - Administrator (Self Service Default Template Assigned by Sys Admin)	Default template assigned by the system administrator.	[None]	[None]
Template Assigned Value - End User (Self Service Default Template Selected by User)	Default template selected by worker. Check the Editable by User check box if you want workers to be able to select their own default template.	[None]	[None]
Template Functionality (Self Service Template Functionality for a Worker)	Y/N. Select Yes in the Template Functionality for a Worker segment to enable workers to use templates. Y/N. Select Yes in the Create Zero Hours Last Timecard segment to enable users to create timecards using the last timecard template. The default is set to No. If you set this segment to Yes, and the worker creates a timecard based on the last timecard template, then the application applies the template to the timecard with zero hours for the first day and blank hours for the other days.	No	Yes
Timecard Alternate Names (Self Service Timecard Alternate Name Set Defined for a User)	Determines the set of alternate names used to configure lists of values on workers' timecards. You must define Timecard Alternate Names.	[None]	[None]
Timecard Delete Allowed	Yes/No. If set to Yes, then you provide workers the ability to delete a timecard. If you select No, then you disable the delete timecard feature.	[None]	[None]
Timecard Layout (Self-Service Timecard Review, and Confirmation Layout Pages)	Determines which timecard layouts workers use for data entry, review, confirmation, detail page, and for export. If you leave the Export segment blank, then the Timecard entry layout is used for export. If you use Entry Level Approvals, then select the Approval Fragment Layout to route all approver comments to the worker. If you use Inline Notifications, then select the appropriate notification layout. Displays a concatenated entry of Project Number and Task Details.	Exception Layout - Time card Entry Page	Projects Timecard Layout
Timecard Period (Self Service Timecard Period for Worker)	Determines which recurring time period workers use for timecard entry.	Weekly - Starts Sunday	Weekly - Starts Sunday
Timecard Unit of Measure (Self Service Unit of Measure to be Used on a Timecard	Determines the units in which workers enter time and labor data, such as days, hours, pieces, and time units as well as the format for entering time.	Hours HH:mm	Hours HH:mm
Timecard Status Allowing Edits (Self Service Timecard Status that Allows User Edits)	Determines the timecards you can edit, according to their status and data. Select a status in the Status Allowing Edits field: Submitted - Workers can edit submitted, new, working, and rejected timecards. Approvals Initiated - Workers can edit, delete, and resubmit new, working, rejected, and submitted timecards, plus those for which an approval process has been initiated. Note: Workers can edit timecards in this status only if the recipient application has not retrieved them. Retro - Workers can edit all timecards, including submitted, approved and processed timecards. Adjustments made at this point would create a Retro Time Adjustment. In the Past Number of Days field, enter the age of the oldest timecard a worker can edit. Timecards for the period in which this day falls will be editable. In the Future Number of Days 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. Note: A timecard is editable only if it has a status that allows edits and if the timecard period falls within the date limits set by this preference. In the Future Time Period Limit field, choose the time period as Active Assignment to generate timecard periods up to the actual termination date, otherwise, choose Assignment up to Final Termination to generate timecard periods up to the final termination date. Note: Although all time periods are available on a terminated employee's timecard, they cannot submit a timecard after the actual termination date.	New, Working, rejected Day fields are blank, meaning there is no time limits on entering and editing timecards. New_Working_Rejected - Workers can only edit unsubmitted timecards, or timecards in a working or rejected status.	Retro Day fields are blank, meaning there is no time limits on entering and editing timecards.

Time Store

The time store hierarchy contains the preferences that relate to the functionality of the time store and applications.

Preference	Description	Default Value	Default Value for Projects
Absences Functionality	Enable Integration with Absences - determines if time store absence integration is set up for worker Allow Edit on Imported Absence Entries - determines if workers can edit absence entries. Action for Absences Pending Approval - determines if the worker views an error or a warning. Retrieval Rule for Absences - determines the method to use for online retrieval. You can choose from Use Retrieval Rule Group Preference, Working, Submitted, Approved. Display Absence Status Region on Timecard - determines if the absence status region displays on workers' timecards. Note: The settings you choose here determine if the Show Absences Screen Option in Timekeeper displays as shown/hidden. Action for Overlap and PTO Validations - determines if the application displays an error, warning or ignores overlaps and validation inconsistencies. Action for Absences Pending Confirmation - determines if the application displays and error or a warning to workers. Exclude Absences from Timecard Totals – determines if the timecard total in the time entry, review, confirmation and notification pages displays totals for both hour and day based absences.	No No Error
Application Set (Time Store Application Set) Note: To ensure proper set up, your application set values must match those defined for your retrieval rules.	Determines which applications retrieve workers' timecard - you must define at least one application set: Human Resources - Oracle Human Resources; Payroll - Oracle Payroll; Projects - Oracle Projects; HR/Projects - Human Resources and Projects; HR/Payroll - Projects and Payroll; HR/Payroll/Projects - Human Resources, Payroll and Projects.	Human Resources	Projects
Approval Periods (Time Store Approval Periods)	Determines the approval time periods for each application.	Weekly Periods - Starts Sunday	Weekly Periods - Starts Sunday
Approval Style (Time Store Approval Style)	Determines the approval rules and method for each application. To enable override approver functionality, you must ensure that the Enter Override Approver preference is set to Yes. This can display the Override Approver field on the projects, payroll, exception, and combination layouts, where a worker can select anyone in the business group.	Auto Approve (no value for Override Approval Style segment)	Auto Approve Project Override Approver (for Override Approval Style segment)
Auditing Requirements (Time Store Audit Requirements)	Determines whether entries will be audited using Change and Late Audit. If Change and Late Audit is selected, then you must enter your Change and Late Audit rules.	[None]	[None]
Entry Level Processing Rule Groups Note: To ensure proper set up, your entry level processing rule groups should be defined to include the values defined in your application set, and your retrieval rules.	Defined the entry level processing time entry rules used to validate the workers timecards.	[None]	[None]
Retrieval Dashboard Functionality	Time Store Retrieval Dashboard Setup for Worker - determines if the application selects the snapshot during timecard submission process or at a later stage.
Retrieval Rule Groups (Time Store Retrieval Rule Groups) Note: To ensure proper set up, you retrieval rules must match those defined for your application set.	Determines the retrieval rules for each recipient application's retrieval process. The retrieval rules define the approval status data must achieve before it can be retrieved. You must define a Retrieval Rule Group. Projects Retrieval Rule Group Payroll Retrieval Rule Group Human Resources Retrieval Rule Group Projects and Payroll Retrieval Rule Group Human Resources and Projects Retrieval Rule Group Human Resources and Payroll Retrieval Rule Group HR, Payroll, and Projects Retrieval Rule Group Note: Ensure that a worker's retrieval rule group does not contain rules for applications that are no in the application set.	Human Resources Retrieval Rule Group	HR, Payroll and Projects Retrieval Rule Group
Timecard Required (Time Store Time Required for Worker)	Lists any applications that do not require a timecard.	[No applications]	[No applications]
Time Entry Rule Groups (Time Store Time Entry Rules)	Defines the time entry rules to be used to validate the worker's timecards.	[None]	[None]
Time Store Days to Hours Conversion	Converts day timecard entries to hours for Projects Applications.	[None]	[No applications]
Validate on Save (Time Store Validate on Save)	Determines whether the OTL application runs the Recipient Update and Recipient Validate Processes when the user chooses the Save for Later option. If you set this preference to Yes, then the OTL application runs the Recipient Update and Recipient Validate Processes. If you set this preference to No, then the OTL application does not run the Recipient Update and Recipient Validate Processes. For Oracle Projects, however, the application runs the Recipient Update and Recipient Validate Processes irrespective of this preference. You can retain the rows with blank hours in a timecard after saving the timecard, by setting the segment Restrict timecard row(s) without any hours to No on the timecard.

Timekeeper

The Timekeeper node contains the predefined preferences for the Timekeeper feature.

Preference Name in Tree (Preference Name)	Description	Value in Default Preferences Hierarchy	Default Value for Projects
Timekeeper Entry - Display Options (Timekeeper Misc Setup Items)	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.	No, Yes, No, [none], and [none], respectively	No, Yes, No, [none], and [none] respectively
Timekeeper Timecard Layout (Timekeeper Layout Attributes)	Determines which columns to display on the Timekeeper Timecard Layout.	[None]	[None]

Additional Features with Preferences

The following features have preferences. You cannot change or delete these values, however, you can create new preference values for these features.

Change and Late Audit

The Change and Late Audit node contains the predefined preferences for Change and Late Audit functionality. You cannot change or delete these values, however, you can create new preference values.

Preference Name in Tree (Preference Name)	Description	Value in Default Preferences Hierarchy	Default Value for Projects
CLA - Delete Timecards (Timecard Delete Allowed)	Determines whether workers can delete their timecards. This value must be set at No when using change and late audit feature. Timekeepers can delete timecards irrespective of this preference.	No	No
CLA - Layout (Self-Service Timecard, Review and Confirmation Layout Pages for a Worker)	Determines which timecard layouts workers use for data entry, review, confirmation, detail page, export and audit. If you leave the export segment blank, the Timecard entry layout is used for export.	Projects layout is defaulted for all values except Export. Export is [None]	Projects layout is defaulted for all values except Export. Export is [None]
CLA - Process Flow (Self Service Flow)	Determines which process flow is to be used during time entry	Audit	Audit
CLA - Rule Group (Time Store Audit Requirements)	Defines the time entry rules to be used to validate workers timecards	[None]	[None]