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OTL and NON-Payroll Hours. Presented for Atlanta Oracle Application User Group on Nov 18, 2005. Ajoy A. Devadawson & Sheryl A. Bishop CIBER Inc. 1) Profile of the Company.

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otl and non payroll hours
OTL and NON-Payroll Hours

Presented for Atlanta Oracle Application User Group on Nov 18, 2005

Ajoy A. Devadawson


Sheryl A. Bishop


1 profile of the company
1) Profile of the Company
  • Manufacturing Company in businesses like slag and steel mill services, construction, aggregate production and distribution, concrete, asphalt manufacturing, road construction, trucking and transportation logistics.
  • More than 1000 employees.
  • Most of the business systems were either on home-grown technology or manual.
  • Mostly blue collar employees, with limited access and exposure to computers.
  • Locations in more than 2 dozen sites all over the country
2 expectation of otl and non payroll hours
  • To transfer Payroll Hours through timekeepers’ time entry.
  • To track the equipment usage hours to Project Accounting for costing and billing.
  • To track labor hours for Enterprise Asset Management (EAM) Work orders to optimize the fixed assets.
  • To track labor hours for Batch Operations in Process Manufacturing (OPM).
4 sample timecard
  • There are some hidden fields to the right of Project and Task, which
  • are part of DFF.
5 timecard configuration
  • A timecard has to be configured through the flexfield
  • and other OTL screens to be used as a EAM or Projects
  • or OPM Timecard.
  • The flexfield contexts can be used to construct different types
  • of timecards, namely EAM, Projects, Process
  • Manufacturing etc.
  • Layout of timecard revolves around the DFF – OTL Information
  • Types.
figure 3a timecard context
Figure 3a – Timecard Context
  • The example shows the configuration for EAM Context. Please note that there is no need for Value set here.
  • Time elements can be configured.
figure 3b timecard segments
Figure 3b – Timecard Segments
  • Additional segments can be added to the existing contexts.
  • The Generate Flexfield and Mapping Information process can generate
  • contexts and segments, after the changes.
figure 4 mapping components
Figure 4 – Mapping Components
  • The Mapping Components link the DFF segments to the timecard
  • layout fields.
  • The mapping component specifies where it is stored in TimeStore and
  • it is needed whenever new segments and contexts are created.
  • All the seeded DFF contexts come with seeded mapping components.
figure 5 alternate name mapping
Figure 5 – Alternate Name Mapping
  • Alternate Name Mapping maps values in a Value Set to a Mapping
  • Component.
  • All the Value Set Values, Meaning, ID are available for mapping.
Multiple segments can be populated with one value set.
  • Alternate Name mapping serves both as a LOV and also as a validation.
  • In this example we are mapping EAMWORKORDER component with the wip_entity_id column which represents released Work Orders.
figure 6 alternate name definitions
Figure 6 – Alternate Name Definitions
  • Alternate Names definition maps an Alternate Name to a timecard
  • layout field.
  • Specifies the prompt on timecard.
figure 7 preferences timecard fields
Figure 7 – Preferences / Timecard Fields
  • Individual timecard preferences.
  • Individual worker preferences.
  • Individual timekeeper preferences.
figure 8 eligibility criteria rules
Figure 8 – Eligibility Criteria Rules
  • Assign preference hierarchies to people via eligibility rules.
  • Link by responsibility, location, organization, all people, single
  • person etc.
  • Precedence used when person eligible for more than one hierarchy.
6 timecard layout steps
  • The following steps have to be followed, if a new Application module needs data or if existing modules need additional data.
  • Create a new context for data not captured by new contexts. E.g. OPM Context for Oracle Process Manufacturing data to be sent OPM module.
  • Create new segments for existing contexts which lack individual data items. E.g. Timestamp for Projects and EAM contexts, which is not part of the seeded context.
  • Run Generate Flexfield Mapping Process, which adds context to mapping components.
  • Create Value set for validation and LOVs.
  • Create Alternate Name Mapping
  • Create an Alternate Name Definition
  • Add Alternate Name definition to a Timecard Layout
  • Assign Layout to people / responsibilities.
7 recipient application setups
  • The recipient applications like Enterprise Asset Management, Project Accounting, Process Manufacturing need some setups within OTL to transfer and validate data.
figure 9 time categories
Figure 9 – Time Categories
  • Time Categories identifies groups or categories
  • of fields that will be analyzed by time entry rule formulas.
figure 10 application sets
Figure 10 - Application Sets
  • Specifies one or more applications that receive a worker’s
  • timecard data.
  • Can create custom application sets, if seeded applications
  • does not satisfy the requirements.
  • OTL checks worker’s set against approval, retrieval and entry
  • level processing rules.
figure 11 preference hierarchy application sets
Figure 11 - Preference Hierarchy - Application Sets
  • Assign application set to worker time store preference.
  • Link groups of people or individuals to application set via
  • hierarchy branch.
8 validations
  • OTL has robust set of validations which can be done at the

Timestore itself, before it is transferred to receiving applications.

  • The validations can be both for Payroll and other receiving modules.
figure 12 entry level processing rules elpr
Figure 12 – Entry Level Processing Rules (ELPR)
  • OTL uses seeded validation processes specific to receiving modules.
  • The Entry Level Processing Rules can associate recipient
  • application with time category (time fields).

The Eligibility Criteria Rules link group of people or individuals to ELPR.

  • Example : “if any field in EAM time category is populated, then
  • execute the EAM seeded validation process.
figure 13 time entry rule groups
Figure 13 - Time Entry Rule Groups
  • Custom validations can be introduced through Time Entry Rules
  • (TER), which can be enforced through a Fast Formula and a package.
  • TERs work on a specific time entry categories.
  • Example : EAM/PAY timecard
  • - When entering any work order related field, require all work order
  • related fields.
  • - Require payroll element to be entered
9 recipient application imports
  • The Recipient applications have their own import interfaces.
  • The recipient applications are Projects, Enterprise Asset Management and Process Manufacturing.
  • The seeded ‘Transaction Import’ process creates expenditure records for the labor cost in the Projects expenditure tables, which transfers the labor hours into Projects
  • The custom process ‘OTL Equipment Usages’ transfers the equipment usage hours to Projects. The equipment usage hours have to be transferred for project costing for both in-house and customer projects and customer billing.
  • The seeded process for EAM transfers Work Order labor hours for asset management.
  • The custom process for OPM transfers labor resource hours to batch operations to determine the final product cost.
10 pitfalls challenges in implementation
  • The timecard screen rolled-up all the lines of a worker with multiple records on the sameday. A timestamp has to be created to avoid the rollup.
  • For example, a worker who has worked on multiple machines on the same day would have full 8 hours posted in 1 record, ignoring the machine he worked on.
  • There was a disconnect between validations of receiving modules like Projects and OTL.
  • We moved the Projects validation to OTL itself, to avoid the disconnect.
  • The initial design of timekeepers and approvals was a time-consuming process because of human, ease-of-use and political issues.