PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook

Integrating with Oracle Workforce Scheduling

This chapter provides an overview of the integration with Oracle Workforce Scheduling (OWS) and discusses how to:

Set up PeopleSoft integration with OWS.
Administer Human Resources integration with OWS.
Administer Absence Management integration with OWS.
Administer Time and Labor integration with OWS.

Understanding Integration with Oracle Workforce Scheduling

Oracle Workforce Scheduling offers companies a comprehensive solution to forecasting the demand for labor and scheduling to meet customer service and cost objectives. OWS is a simple to use system that can reduce overstaffing and understaffing, increase customer service, and reduce payroll costs. The powerful optimization routines take into account factors such as: demand, employee preferences, skills, availability, labor laws, payroll budgets, workplace rules, best practice, and seasonality. OWS is a standalone product that does not require data from another system in order to function. Integrating OWS with PeopleSoft Human Resources, Absence Management, and Time and Labor eliminates duplicate data entry.

PeopleSoft HRMS integrates with OWS through the PeopleSoft Integration Broker (IB), which is a messaging system that enables you to synchronize data from one application or system with another. PeopleSoft Integration Broker facilitates synchronous and asynchronous messaging among internal systems and trading partners, while managing message structure, message format, and transport disparities.

The following diagram illustrates the HRMS integration with OWS process flow:

OWS Integration with PeopleSoft Enterprise flow

When PeopleSoft HRMS products and OWS are integrated, the following information is exchanged asynchronously between the applications:

PeopleSoft Human Resources sends employee's personal, job, contract and profile information to OWS.
PeopleSoft Absence Management sends absence data to OWS.
PeopleSoft Time and Labor sends employee schedule preferences, updates to schedule preferences and approved or submitted reported time to OWS.
OWS sends employee optimized punch schedules back to Time and Labor.

The system sends batches of Human Resources messages to OWS when multiple events occur. Such as when an employee has a change to Job Data and Person Data. The system saves event information in a hold file rather than sending the information from each event in separate messages. This enables you to use the Publish OWS Messages process (Workforce Administration, Collective Processes, Publish OWS Messages) to schedule OWS messages.

Setting Up PeopleSoft Integration with OWS

In order to share PeopleSoft Human Resources information with OWS, you must specify that OWS is installed and that an employee and employee record combination are enrolled in OWS. Time and Labor requires that you specify whether a manager can override OWS schedules and select default values.

This section discusses how to:

Set up installed integrations.
Update job data.
Add options and default values for OWS.

Pages Used to Set Up PeopleSoft Integration with OWS

Page Name	Definition Name	Navigation	Usage
Installed Integration Products	INSTALL_PIP_SEC	Set Up HRMS, Install, Installation Table, Installed Integration Products	Specify that OWS is installed.
Schedule Settings	TL_INSTL_PUNCH	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, System Settings, Installation Settings	Allow overrides to OWS schedules.
Employment Information	EMPLOYMENT_DTA1	Click the Employment Data link at the bottom of any page in the Job Data or Current Job Data component. Workforce Administration, Job Information, Job Data Workforce Administration, Job Information, Current Job	Update optional employment information.
Configurations	TL_INSTL_PUNCH	Set Up HRMS, Install, Product and Country Specific, Time and Labor Installation, Configurations	Set up schedule total options, schedule resolution options, and punch pattern defaults for your Time and Labor application.

Setting Up Installed Integrations

Access the Installed Integration Products page (Set Up HRMS, Install, Installation Table, Installed Integration Products).

Oracle Workforce Scheduling

Select to indicate that OWS has been installed and that the system sends the following information through Integration Broker:

PeopleSoft Human Resources sends employee's personal, job, contract and profile information to OWS.

PeopleSoft Absence Management sends absence data to OWS.

PeopleSoft Time and Labor sends employee schedule preferences, updates to schedule preferences and approved or submitted reported time to OWS.

OWS sends employee optimized punch schedules back to Time and Labor.

Updating Job Data

Access the Employment Information page (Click the Employment Data link at the bottom of any page in the Job Data or Current Job Data component).

Oracle Workforce Scheduling

Select to indicate enrollment in OWS for this employee and employee record combination.

Adding Options and Default Values for OWS

Access the Configurations page (Set Up HRMS, Install, Product and Country Specific, Time and Labor Installation, Configurations).

Allow Override to OWS Schedule

Select to enable a manager to change or override a punch schedule inserted from OWS for the employee and employee record combination on the Manage Schedules page.

Administering HRMS Integration with OWS

PeopleSoft Human Resources publishes an employee's personal, job, contract and profile information to OWS. The system uses the Event Manager to publish the information to OWS via the PeopleSoft Integration Broker messaging. When any of the fields required by OWS in the Personal, Job, Contract, and Profile contributing components are updated, the PERSON_OWS_SYNC message is published to OWS.

The following table describes the Event Manager trigger points for sending information to OWS:

Event Name	Trigger Point	Comments
PersonUpdated	Updating an employee's personal data.	This event is triggered when any of the Personal Data fields are updated.
JobUpdated	Adding or updating an employee's job data.	In Add or Update mode, this event is triggered if any of the Job Data fields are updated.
JobOWSFlagTurnedOff	Updating an employee's job data.	In Update mode, this event is triggered only if the OWS flag is turned off.
ContractDetailsUpdated	Adding or updating an employee's contract data.	In Add or Update mode, this event is triggered if any of the Contract Data fields are updated.
JobProfileDataUpdated	Adding or updating an employee's job profile data.	In Add or Update mode, this event is triggered if any of the Job Profile Data fields are updated.

The following table describes the OWS fields and the corresponding Human Resources field data that is sent to OWS:

Category	OWS Field	HRMS Field	Human Resources Record
Scope	HRID	EMPLID	JOB_OWS
	StartDate	EFFDT	JOB_OWS
	EndDate	To be calculated
Person Identification	FirstName	FIRST_NAME	NAMES
	LastName	LAST_NAME	NAMES
	Title	NAME_PREFIX	NAMES
	SSN	NATIONAL_ID	PERS_NID
	HRID	EMPLID	PERS_DATA_EFFDT
	Badge	BADGE_NBR	BADGE_TBL
	BirthDate	BIRTHDATE	PERSON
Contact	Date	EFFDT	PERS_DATA_EFFDT
	HomePhone	PHONE (Type: HOME)	PERSONAL_PHONE
	CellPhone	PHONE (Type: CELL)	PERSONAL_PHONE
	OfficePhone	PHONE (Type: BUSN)	PERSONAL_PHONE
	EmergencyPhone	PHONE	EMERGENCY_CNTCT
	EmergencyContact	CONTACT_NAME	EMERGENCY_CNTCT
	OfficeEMail	EMAIL_ADDRESSES (Type: BUSN)	EMAIL_ADDRESSES
Address	Date	EFFDT	ADDRESSES
	Street	ADDRESS1	ADDRESSES
	City	CITY	ADDRESSES
	State	STATE	ADDRESSES
	Country	COUNTRY	ADDRESSES
	PostalCode	POSTAL	ADDRESSES
Contract	Date
	PayType	FULL_PART_TIME	JOB
	PayRate	HOURLY_RT	JOB
	MinWeeklyDuration	CNT_MIN_HRS	CONTRACT_DATA
	MaxWeeklyDuration	CNT_MAX_HRS	CONTRACT_DATA
Job Data	Date	EFFDT	JOB
	Hire Date	HIRE_DT	JOB
	Note. These OWS fields are mapped using OWSDesigner.	COMPANY DEPTID LOCATION REG_REGION ESTABID JOBCODE POSITION_NBR	JOB
Skill	Date	JPM_CAT_ITEM_ID	JPM_JP_ITEMS
Skill Efficiency	Date	JPM_RATING1	JPM_JP_ITEMS
Assignment	Date	EFFDT	JOB
	PartyID	DEPTID, LOCATION

Batch Processing

Important! You must use the Publish OWS process to send PeopleSoft Human Resources information to OWS. This only applies to messages created by PeopleSoft Human Resources for OWS and does not effect the way PeopleSoft Absence Management or PeopleSoft Time and Labor sends or receives information from OWS.

Administering Absence Management Integration with OWS

This section provides an overview of Absence Management Integration with OWS and discusses how to publish absence data to OWS.

Understanding Absence Management Integration with OWS

In order to meet customer service and cost objectives, OWS uses employee absence information to forecast the demand for labor and to schedule the right people to the right activities at the right time. PeopleSoft Absence Management uses Integration Broker to send asynchronous, one-way messages to OWS with employee data, absence dates and times.

Publishing All Absence Data to OWS

Initially, you must send all of the active and approved absences to OWS using the Absence Full Sync (GP_ABS_FSYNC) Application Engine process. Absence Management sends absence event data to OWS when all of the following conditions are met:

The system has OWS installed.
The employee's HR status is active
The employee is enrolled in OWS.
The absence is approved and active.

Cancelled and void absence information is not sent to OWS.
The absence start date or end date falls on or after the date specified in the Process As Of Date field on the Publish Absence Data to OWS page.

Initially, Absence Management publishes the following fields to OWS:

EMPLID
EMPL_RCD
BGN_DT
PIN_CODE
END_DT
ORIG_BEGIN_DT
PRC_EVT_ACTN_OPTN
BEGIN_DAY_HRS
BEGIN_DAY_HALF_IND
END_DAY_HRS
END_DAY_HALF_IND
ALL_DAYS_IND
START_TIME
DURATION_ABS
START_TIME2
END_TIME
END_TIME2

Ongoing Synchronization with OWS

Once the Absence Management and OWS systems have been synchronized using the GP_ABS_FSYNC process, Absence Management continues to publish absence events for active employees that are enrolled in the installed OWS system. The following changes or additions to absence events for enrolled employees are published:

Add a new, approved, absence event.
Delete an existing, approved absence event.
Change an approved event to Not Approved.
Change an absence event to Approved.
The absence event takes place from the process date onward.
Modify any of the following fields in an approved absence event:
- BGN DT
- END DT
- PRC_EVT_ACTN_OPTN
- MANAGER APPR IND
- WF_STATUS
- BEGIN_DAY_HRS
- BEGIN_DAY_HALF_IND
- END_DAY_HRS
- END_DAY_HALF_IND
- ALL_DAYS_IND
- START_TIME
- END_TIME
- START_TIME2
- END_TIME2
- ORIG BEGIN DT

Use Cases

The following table lists the various actions a user might take in Absence Management and lists the message used to convey the changed information to OWS, the audit action value of the changed data, the information received by OWS, and the actions OWS takes in response to the received data.

Use Case Description	Message	Audit Action	Information Received by OWS	OWS Action
Initially, all approved absences must be sent to OWS.	GP_ABS_FSYNC	A	OWS receives multiple absence event records.	Update the OWS schedule with the new data.
The user approves an absence event. Note. An event may be approved when a manager or employee submits an event, a manager approves an event or an administrator saves an event in the Event Entry component.	GP_ABS_EVENT_SYNC	A	OWS receives an approved absence event record where the field MANAGER_APPR_IND = Y and "IsChanged".	Update the OWS schedule with the new data.
The user changes an absence event from Approved to Not Approved	GP_ABS_EVENT_SYNC	C	OWS receives an unapproved absence event record where the field MANAGER_APPR_IND = N and "IsChanged."	Remove the absence event from the OWS schedule using the record provided.
The user changes a non-key field in the absence event. For example, START_TIME	GP_ABS_EVENT_SYNC	C	OWS receives the approved absence event record where the changed field has the attribute "IsChanged." For example, if the user changes the START_TIME, then START_TIME is "ISChanged."	Update the OWS schedule with the new data.
The user changes a key field in the absence event. For example, EMPLID, EMPL_RCD, PIN_TAKE_NUM, BGN_DT and END_DT.	GP_ABS_EVENT_SYNC	N (old key) K (new key)	OWS receives two records: The AUDIT_ACTN = N for the old record AUDIT_ACTN = K for the new record. The changed field has the attribute "IsChanged."	Use the old record key field to access the old employee schedule and remove the old absence time, then use the new record to update the OWS schedule with the new data. For example, if the user changes the BGN_DT then OWS changes or removes the absence from the schedule using the old BGN_DT and update the schedule with the new BGN_DT.
The user changes key fields and non-key fields in the absence event. For example, the user changes the BGN_DT and the START_TIME.	GP_ABS_EVENT_SYNC	N (old key) K (new key)	OWS receives two records: The AUDIT_ACTN = N for the old record AUDIT_ACTN = K for the new record. The changed fields have the attribute "IsChanged."	Use the old record key field to access the old employee schedule and use the new record to update the OWS schedule with the new data. For example, if the user changes the BGN_DT then OWS removes the absence using the old BGN_DT from the schedule and updates the schedule with the new BGN_DT.
The user deletes an absence event.	GP_ABS_EVENT_SYNC	D	OWS receives the deleted absence event record	Remove the related delete absence data from the OWS schedule.

Page Used to Publish Absence Data to OWS

Page Name	Definition Name	Navigation	Usage
Publish Absence Data to OWS	GP_ABS_FULLSYNC_RC	Global Payroll & Absence Mgmt, Absence and Payroll Processing Publish Absence Data to OWS	Publish absence event data to OWS.

Publishing Absence Data to OWS

Access the Publish Absence Data to OWS page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Publish Absence Data to OWS).

Publish Absences for All Employees

Select to publish all absence events. When this field is selected, the system excludes the absence events for any employee and record number combinations listed in the Employees to Process area from the data published to OWS. Deselect the check box to publish only the absence events for the employee and record number combinations listed in the Employees to Process area.

Process As Of Date

Enter the date for which you want to publish absence data. Active and approved absences with a start date or end date that falls on or after the Process As Of Dateare published to OWS.

Include/Exclude

This column indicates whether the absence events for specified employees are included or excluded from the information published to OWS. When the Publish Absences for All Employees check box is selected, the Include/Exclude field for all of the entries in the Employees to Process region are set to Exclude. This means that these employees will not have any absence event data sent to OWS.

When the Publish Absences for All Employees check box is deselected, the Include/Exclude field is set to Include. This means that only the employee ID's listed in the Employees to Process region will have absence event information published to OWS.

Initially, you must send all of the active and approved absences to OWS using the Absence Full Sync (GP_ABS_FSYNC) Application Engine process.

This process can be used after the initial synchronization between Absence Management and OWS as a way to update data with OWS. For example, if absence data for some employees becomes corrupted, update the information for just the affected employees by entering the EmplID and Empl Rcd Nbr for each affected employee and then deselecting the Publish Absences for All Employees field. This changes the Include/Exclude field to Include. When you run the GP_ABS_FSYNC process, the absence events for the listed employees are updated in OWS.

Administering Time and Labor Integration with OWS

The integration between PeopleSoft Enterprise Time and Labor and Oracle Workforce Scheduling is a bi-directional, near real-time integration through Integration Broker. Time and Labor sends employee schedule preferences and reported punch time to OWS and optimized punch schedules are returned from OWS to Time and Labor.

Time and Labor sends and receives information from OWS for employees that meet the following criteria:

The system has OWS, Human Resources, and Time and Labor installed.
The employee is enrolled in OWS.
The employee's HR status is active.
The employee has a schedule with either a punch or a flex shift type, regardless of the rotating schedule status on the Defining Schedules page.

Pages Used to Administer Time and Labor Integration with OWS

Page Name	Definition Name	Navigation	Usage
Publish Reported Time	TL_RPTD_OWS	Time and Labor, Process Time, Publish Reported Time	Send reported punch and approved time to OWS.
Schedule Preferences	SCH_EE_PREF	Self Service, Time Reporting, User Preferences, Schedule Preferences	Enables employees to view and update their schedule related preferences.
Publish Schedule Preference	SCH_PREF_OWS	Set Up HRMS, Product Related, Time and Labor, Schedules, Publish Schedule Preference Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Publish Schedule Preference	Send all of the applicable schedule preferences to OWS.

Publishing Reported Punch and Approved Time to OWS

Access the Publish Reported Time page (Time and Labor, Process Time, Publish Reported Time).

Start Date and End Date

Enter the start and end date for the schedule information you want to publish to OWS. You must enter both a start and end date.

Select All Employees

Select to publish the reported time for all active employees that are enrolled in OWS. Deselect this check box to enter specific time reporter groups in the Employees to Process area.

Use the Employees To Process area to select one or more employees to process or exclude from the reported time that is published to OWS.

EmplID	Enter the Employee ID of an active employee enrolled in OWS. When you enter an Employee ID the Time Reporter Group field is not displayed for that row.
Time Reporter Group	Enter the Time and Labor employee group ID for which you want to send schedule data to OWS. When you enter a time reporter group, the EmplID, Employee Record, and Include or Exclude Selection fields are not displayed for that row.
Include or Exclude Selection	Specify whether to include or exclude a specified employee's schedule data when publishing schedule data to OWS. Values are Include and Exclude.

Time and Labor publishes any reported punch time with a status of SB or AP. If there is no reported punch time with the correct status, the TL_RPTD_PUB process makes the following entry in the message log: "No employees selected to send to OWS."

Publishing Schedule Preferences to OWS

Time and Labor sends employee schedule preference data, such as start time and end time, to OWS. This enables OWS to forecast the demand for labor and to schedule the right people to the right activities at the right time in order to meet customer service and cost objectives.

Use the Schedule Preferences page (Self Service, Time Reporting, User Preferences, Schedule Preferences) to publish employee preference schedules to OWS. When the user saves his or her schedule preferences, the system uses the SCH_PREFERENCE_SYNC message to publish the information to OWS.

Note. Time and Labor only publishes to OWS for each day that the user enters a Shift ID or a Start Time and End Time. Some employees may not establish preference for every day. Time and Labor does not publish time for days where the Shift ID is set to Off.

The system enables you to select a Shift ID or enter the start and end times for each work day. On the Schedule Preferences page, when you select a Shift ID, the Start Time and End Time fields are not available for input. When you choose to enter a start and end time, the system verifies that you have entered values in both the Start Time and the End Time fields.

Time and Labor publishes the first in and the last out punch times associate with a Shift ID. For example, an employee has the following punch times:

8:00 AM, punch in.
10:00 AM, punch out for morning break.
10:15 AM, punch in.
12:00 PM, punch out for midday meal.
1:00 PM, punch in.
3:00 PM, punch out for afternoon break.
3:15 PM, punch in.
5:00 PM, punch out for end of shift.

The system publishes the 8:00 AM punch in and the 5:00 PM punch out to OWS.

See Setting Up User Preferences.

Initiating a Full Synchronization of Schedule Preferences

When first integrating Time and Labor and OWS, you must send all of the applicable schedule preferences to OWS using the Publish Schedule Preference process (SCH_PREF_PUB.) Access the Publish Schedule Preference page (Set Up HRMS, Product Related, Time and Labor, Schedules, Publish Schedule Preference).

Receiving Optimized Punch Schedules from OWS

Time and Labor receives optimized employee schedules from OWS through Integration Broker web services. The SCH_OWS_SCHEDULE application messages contain the optimized punch schedules from OWS. Time and Labor inserts the received data into the SCH_EXT_STG staging table. Use the SCH_EXTVALID validation process to perform basic schedule validation.

Start Date and End Date	Enter the start and end date for the schedule information you want to publish to OWS. You must enter both a start and end date.
Select All Employees	Select to publish the reported time for all active employees that are enrolled in OWS. Deselect this check box to enter specific time reporter groups in the Employees to Process area.