Integrating with PeopleSoft Financials and Enterprise Performance Management

This chapter provides an overview of integrating Time and Labor with PeopleSoft Enterprise Financials and EPM applications and discusses how to:

• Integrate with PeopleSoft Project Costing.

• Publish Estimated and Actual Cost Data to PeopleSoft Project Costing.

• Use Time and Labor with Commitment Accounting.

• Integrate with PeopleSoft Expenses.

• Integrate with PeopleSoft Enterprise Performance Management.

See Also

Defining Task Reporting Requirements

Understanding Integration

The following illustration shows how you might integrate Time and Labor with other PeopleSoft applications to provide an enterprise-wide solution for time collection, project costing, and compensation.

Integrating Time and Labor with PeopleSoft Financials applications

Understanding Integration Points

Integration between Time and Labor and PeopleSoft Financials and Performance Management (EPM) is accomplished through PeopleSoft Integration Broker.

The follow tables list the integration points used to integrate with PeopleSoft Financials applications.

Note. To research the technical details of any integration point used by PeopleSoft applications, refer to the Interactive Services Repository found on My Oracle Support.

Integration Points Used in Project Costing Integration

This table lists the integration point data for integrating Time and Labor with Project Costing:

Note. For the ESTIMATED_TIME_BATCH_ADD, ACTUAL_TIME_ADD and ACTUAL_TIME_BATCH_ADD messages, the value that is published as the Department value will vary depending on the data existing in the payable time table. If values exist in the payable time table for DeptID and DeptID_CF, then the value associated with DeptID_CF will be published as the Department to Project Costing. If DeptID_CF does not have a value, then the DeptID value will be published to Project Costing.

Integration Points Used in PeopleSoft Expenses Integration

This table lists the integration point data for integrating Time and Labor with PeopleSoft Expenses:

Integration Points Used in PeopleSoft EPM Integration

This table lists the integration point data for integrating Time and Labor with PeopleSoft EPM applications:

See Also

Using Time Collection Devices

PeopleSoft Project Costing PeopleBook

PeopleSoft Expenses PeopleBook

Enterprise PeopleTools PeopleBook: Integration Broker

Integrating with Project Costing

This section provides an overview of Project Costing integration and discusses how to set up Time and Labor with Project Costing.

Understanding Project Costing Integration

Project Costing acts as a central repository for all project data. It enables your organization to capture project costs, keep projects within budget, issue bills for projects, and assess project profitability. When you use the Time and Labor task reporting functionality and integrate Time and Labor with Project Costing, you can:

• Track time for the projects, activities, business units, resource types, resource categories, and resource subcategories defined in Project Costing. You accomplish this by including project-related task entities in your task templates and task profiles.

• Publish, or send, estimated project-related costs to Project Costing. This feature can be helpful when your organization bills projects off-cycle from the payroll process.

• Publish actual project-related costs to Project Costing when a payroll cycle is complete. To use this feature, you must run your payroll through a payroll system that integrates with Time and Labor, such as Payroll for North America or Global Payroll.

You can also use the following optional features to:

• Restrict time entry so that time reporters can only report time to projects on which they are team members.

• Create a rule that causes the Time Administration process to generate an exception when it processes time reported to closed projects.

• Track time and cost data by ChartField for both accounting and commitment accounting.

The following diagram illustrates the process flow in Project Costing.

Project Costing / Program Management integration flow with other applications

Data Published to Project Costing

When Time and Labor publishes data to Project Costing, it sends the fields in the payable time record and the following data:

• All related ChartFields if a combination code is reported.

• The TRC type (hours, units, or amount) and unit of measure related to the TRC.

• The General Ledger business unit that is associated with the reported or default Human Resources business unit.

  PeopleSoft Financials can use the business unit for currency conversion.

• The job code of the time reporter.

  Project Costing can use the job code within the rate templates used for billing.

• The Send Time to Payroll value (TL_TIME_TO_PAY).

  Send Time to Payroll is populated with N if the payable time is for contractors; Y if the time is sent to a payroll system.

• The Accounting date of the Time and Labor cost transactions that are synchronized with the accounting period in Project Costing, as well as with the accounting period for other costs that are posted in General Ledger.

See Also

PeopleSoft Project Costing PeopleBook

Using Time and Labor with Commitment Accounting

Understanding Payable Time

Setting Up Time and Labor for Integration with Project Costing

To integrate Time and Labor with Project Costing:

• Activate the appropriate service operations used in Project Costing integration.

• Select the appropriate installation options in Time and Labor.

• Retrieve units of measure from Project Costing and configure the TRC to publish to Project Costing.

• Ensure that you have set up as a time reporter in Time and Labor each person who reports time to projects.

• Set up task templates and task profiles that include project-related task entities.

• Populate the task entity prompt tables with values defined in Project Costing.

Instructions for completing each setup step follow. Initiate some of these steps in Project Costing. They require coordination with those who administer your Project Costing application. We recommend that you discuss the setup process with the Project Costing administrators before beginning.

Activating Integration Points Used in Project Costing Integration

The service operations that must be activated are listed earlier in this chapter. Detailed instructions for activating service operations are found in PeopleTools PeopleBooks.

See Enterprise PeopleTools PeopleBook: Integration Broker

Selecting Installation Options in Time and Labor

On the Time and Labor Installation page, select the Interface with PS/ Projects option. When you select this option, the system automatically selects the Calculate Estimated Gross option to indicate that the system will calculate the estimated costs associated with payable time when you run the Time Administration process.

You can select Publish unmapped TRC as No Pay to send information to Project Costing.

You can also select the Chartfields validation option that you require.

Retrieving Units of Measure from Project Costing and Publishing to Project Costing

When you define time reporting codes (TRCs) in Time and Labor, you select the unit of measure appropriate to each TRC. When Time and Labor is integrated with Project Costing, the valid units of measure come directly from Project Costing. You can view but not change these values through Time and Labor.

Before you begin to define time reporting codes, ensure that the units of measure defined in Project Costing have been published to Time and Labor. This process is initiated in Project Costing using a full publish.

Subsequent changes made to the units of measure are published to Time and Labor automatically (through an incremental publish) as they occur.

In addition, on the TRC 2 page, select the Publish to Project Costing check box. When you select this check box, the system sends project-related payable time information to Project Costing.

Enrolling Time Reporters in Time and Labor

In Time and Labor, enroll as a time reporter each person who reports time to Project Costing.

Setting Up Task Templates and Task Profiles for Project Tracking

Integration with Project Costing affects the options that are available to you when creating task templates and task profiles for time reporters. This, in turn, affects the types of task data time reporters provide when entering time.

You can select up to six additional, project-specific, task elements on the task reporting templates when you use Project Costing:

Populating the Task Entity Prompt Tables

Values for the six project-related task entities are defined in Project Costing and made available to Time and Labor through PeopleSoft Integration Broker messages. For example, when you instruct the system to prompt users for a resource type when they report time, users can select the resource type from a prompt table that lists the resource types defined in Project Costing.

In Time and Labor, you can view, but not modify the project-related task values on the following pages: PC Business Unit page, PC Project Descr page, View Project Activity page, View Project Resource Type page, View Project Resource Category page, and View Project Resource Sub Catg page.

Project Costing initiates the transmission of project values to Time and Labor using Integration Broker with XML transmission.

As users add or change project-related data in Project Costing, the PeopleSoft Human Resources Management (HRMS) tables are updated to reflect the changes.

Note. When a “full table” publish is initiated in Project Costing, all task values are deleted from the HRMS tables before the current set of values is loaded. Consult with your Project Costing administrator regarding the timing of full-table publishes. We recommend that they be performed when users are not entering time through Time and Labor. (SetID messages published from the PeopleSoft Financials database to the HRMS database add to, rather than delete, existing data in HRMS.)

Generating Exceptions When Time Is Reported to Closed Projects

When you close a project in Project Costing, the Project Status field (PROJECT_STATUS) in the PS_PROJECT_STATUS Table in Time and Labor is automatically populated with a C (closed). You can create a rule that generates an exception when the Time Administration process encounters reported time with a project status of C.

Restricting Time Entry to Project Teams

In Project Costing, you can select an Enforce Project Team option for all projects associated with a particular business unit. When this option is activated, Time and Labor only permits time reporters to enter time for projects on which they are team members.

See Also

PeopleSoft Project Costing PeopleBook

Calculate Estimated Gross

Setting Up Time Reporters

Understanding Task Reporting with PeopleSoft Financials

Creating Rules in Time Administration

Publishing Estimated and Actual Cost Data to Project Costing

This section presents an overview of publishing estimated and actual cost data to Project Costing and discusses how to:

• Publish estimated payable time.

• Publish actual payable time.

Understanding Estimated and Actual Cost Data

You can send both estimated and actual time and cost data to Project Costing.

• Estimated costs are those calculated by the Time Administration process before payable time is sent to payroll.

  When estimated costs are sent to Project Costing, Project Costing replaces any previously received estimated payable time with the entries received from Time and Labor.

• Actual costs are those your payroll system calculates for payable time and returns to Time and Labor after the completion of a pay run.

  Project Costing considers all payable time it receives to be additions to previously received time. Time and Labor sends offsets in the rare cases when there is updated actual time.

When Estimated Costs are Published to Project Costing

Estimated payable time is published to Project Costing in the following cases:

• When Time and Labor receives a request from Project Costing.

  The request arrives in the form of a message from the PeopleSoft Financials database. In response, Time and Labor automatically publishes estimated time for payable time when the following conditions are met:

  • A record has a value in the Business Unit PC, Project ID and Activity ID fields and that have a payable status of Estimate, Needs Approval, Approved, Sent, Rejected, and Taken.

  • The related TRC has the Publish to Projects option selected.

  Note. The publish switch field (Publish_Sw) on the Payable Time table is updated with a status of Ignored for records that do not have an occurrence of either of the above.

• When you run the Publish Estimated Payable Time process.

  The system handles this in exactly the same manner as Time and Labor receiving a request from Project Costing.

When Actual Costs are Published to Project Costing

Actual payable time is published to Project Costing:

• When you run the Publish Actual Payable Time process.

  In this case, Time and Labor publishes only closed payable time records that will not be run through the Labor Distribution process.

• When you use the Approve Payable Time page, the Approve Payable Time - Group page, or the Batch Approval page to:

  • Close payable time for time reporters whose time is not sent to payroll. (The Send Time to Payroll option is not selected on the Maintain Time Reporter Data page.)

  • Close payable time for a TRC that is not sent to payroll. (The Send to Payroll option is not activated on the TRC 2 page.)

• When you make a record adjustment to a payable time entry.

  Time and Labor publishes both the new entry and an entry that offsets the original entry. (Record adjustments are not sent to payroll, only prior-period adjustments are sent.)

• When you adjust a record adjustment.

• When a record has a value of No Pay for the payable status field and the following conditions are met:

  • Publish No Pay rows is enabled on the Time and Labor Installation page.

  • Maintain Time Reporter Data - Send Time to Payroll option is selected.

  • The TRC is not associated with an earnings code.

Other actions that cause actual payable time to be published vary by payroll system:

Payroll for North America Integration

When Time and Labor is integrated with Payroll for North America, actual time and cost data is published in the following cases:

• When Payroll for North America sets the status of successfully processed payable time entries to Closed. This happens because you have elected not to use labor distribution. Publishing occurs at the end of the load process.

• At the completion of the Extract process started in Payroll for North America. Publishing occurs after costs have been labor distributed (and diluted if the labor dilution feature is active).

• After rerunning the Extract process. If you unconfirm a pay run after running the Extract process, modify payable time, and then rerun the payroll, you can start the Extract process again. This process publishes all payable time that has a payable status of Closed, Distributed, or Diluted.

Check Reversals (Payroll for North America)

The process to generate reversed rows and additional rows for future payment is an application engine process (TL_PAY_REVRS) and is triggered after the PayConfirm process completes successfully. This process also determines if any original or reversed rows must be sent to Project Costing.

These four scenarios describe how reversed checks are handled and how the associated costs are published to Project Costing:

• Straight Reversal – before the Extract Cost process is completed.

  After the TL Load Data process is run, the payable time status is set to Taken by Payroll. If the check reversal occurs before the Extract Cost process is run, reversed rows with a Reversed status are created, and the original rows still have the status of Taken by Payroll.

  When confirming the check reversal before the Extract Cost process is run, the reversal rows are not sent to Project Costing because the original rows with actual costs have not been sent yet. When running the Extract Cost process after confirming the reversal process, both the original rows with actual costs and reversed rows are published to Project Costing.

  Because of the estimated costs were sent to Project Costing earlier, and these costs may already have been billed, Time and Labor sends both the original row (with actual costs) and the reversed row (offset) for the reconciliation process on the Project Costing side.

• Straight Reversal – after the Extract Cost process is completed.

  When the Extract Cost process is run, the original rows with actual costs are sent to Project Costing. If the check reversal process occurs after the Extract Cost process is completed, the original rows with actual costs have already been sent to Project Costing; consequently, the reversed rows are sent to Project Costing immediately.

• Reversal with future payment – before the Extract Cost process is completed.

  After the TL Load Data process is run, the payable time status is set to Taken by Payroll. If the check reversal occurs before the Extract Cost process is run, the reversed rows with a Reversed status are created, and the original rows with status Taken by Payroll are changed to the Reversed status (see PeopleBook — Time and Labor Integrating with Payroll Applications for why the status changed). These original rows are sent to Project Costing with the reversed rows.

• Reversal with future payment – after the Extract Cost process is completed.

  When the Extract Cost process is run, the original rows with actual costs are sent to Project Costing. If the check reversal process occurs after the Extract Cost process is completed, and the original rows with actual costs have already been sent to Project Costing, the reversed rows are sent to Project Costing immediately. Additional rows for future payment with the Estimated status are not sent to Project Costing.

See Reversing or Adjusting a Paycheck.

Unconfirming and Unsheeting a Payrun that Contains a Check Reversal (Payroll for North America)

These two scenarios describe how reversed checks are handled and how the associated costs are published to Project Costing when you unconfirm and unsheet a payrun:

• Straight reversal with no additional row.

  Time and Labor removes all payable time rows with the Reversed status that have an initial sequence number equal to the sequence number of the original check entered by the user. Time and Labor publishes the original row with PUBLISH_SW equal to “Y” to Project Costing. This assumes that the reversal row has already been published to Project Costing and alerts Project Costing that the reversal has been undone.

• Check reversal with an additional row generated.

  Time and Labor removes all payable time rows with statuses Reversed, Estimated, Needs Approval, Rejected, and Ignored that have an initial sequence number equal to the sequence number of the original check entered by the user. Time and Labor publishes the original row with PUBLISH_SW equals to “Y” to Project Costing only if the reversal row and/or the new row have already been published.

Global Payroll Integration

When Time and Labor is integrated with Global Payroll, actual time and cost data is published in the following cases:

• When Global Payroll sets the status of successfully processed payable time entries to Closed. This happens because you have elected not to use labor distribution. Publishing occurs at the end of the update process that is initiated through the Time and Labor Run Control in Global Payroll.

• At the completion of the Labor Distribution or Labor Dilution process that is initiated automatically at the end of the update process that you start through the Time and Labor Run Control page in Global Payroll. This process also publishes all payable time that has a payable status of Closed, Paid−Labor Distributed, or Paid−Labor Diluted.

Note. On the payable time table, the payable status field value of Ignore is used by the Global Payroll system. The status of Ignore is set by Global Payroll when offset rows are created in Time and Labor.

The publish switch field is set to Ignore for rows of payable time that have payable status set to Ignore and either the PC Business Unit, Project ID or Activity ID are blank or both the LBR_DIST_AMT and DILUTED_GROSS fields are blank.

Pages Used to Send Estimated and Actual Costs Data to Project Costing

Publishing Estimated Payable Time

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

Publishing Actual Payable Time

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

In Payroll for North America, you must confirm the pay run before publishing cost data.

See Also

Calculate Estimated Gross

PeopleSoft Project Costing PeopleBook

Integrating with Payroll Applications

Using Time and Labor with Commitment Accounting

This section provides an overview of the Commitment Accounting interface and discusses how to:

• Set up Time and Labor for use with commitment accounting.

• Distribute costs after a pay run.

Understanding the Commitment Accounting Interface

This section discusses:

• Commitment accounting.

• The commitment accounting interface.

Commitment Accounting

Commitment accounting, part of the Commitment Control feature in PeopleSoft Financials, helps your organization track financial obligations accurately and ensure that planned and actual expenses do not exceed budget.

A combination code (also referred to as a funding source) is a key that defines a valid combination of Standard Configuration ChartFields setup in FMS or HCM. These are the codes that you attach to components of your budget, such as earnings and deductions, to indicate the funding source the system should attribute to each expense. For example, if you account for salaries by department and project, you might attach a ChartField value of Department and Project to the Salaries combination code.

If you’re using PeopleSoft Financials with Time and Labor you can integrate commitment accounting functionality with task reporting. This enables Time and Labor to automatically retrieve certain ChartField values when time reporters enter their time.

The Commitment Accounting Interface

To use the commitment accounting functionality with Time and Labor, you must create task templates, task profiles, and task groups that are enabled for the commitment accounting functionality. You then assign each time reporter who works in a department that is set up for commitment accounting functionality to a taskgroup defined for commitment accounting.

When time reporters enter their time, they must provide a combination code, and any other task elements you selected when defining the task template. Time and Labor uses the combination code to retrieve the appropriate ChartField values for the following fields:

• Account

• Alt Acct (alternate account)

• Operating Unit

• Fund Code

• GL Department

• Program Code

• Class Field

• Budget Reference

• Product

• Project ID

• Affiliate

• Fund Affiliate

• Operating Unit Affiliate

• ChartField1

• ChartField2

• ChartField3

Note. ChartField values in FMS can be exported into the HCM Database through Integration Broker.

When you run the Time Administration process, Time and Labor performs the following validations on time reporters who belong to a commitment accounting taskgroup:

• Verifies that, if a taskgroup was positively reported, the taskgroup is defined for commitment accounting. If the taskgroup is not defined for commitment accounting, the system generates an exception.

• Determines if the time reporter changed departments or if the Use Actuals Distribution flag for the department changed. If either situation occurred, the Time Administration process generates an exception for the time reporter’s default taskgroup. You can use the Maintain Time Reporter Data page to change the default taskgroup.

If you send payable time to Payroll for North America for processing, you can distribute costs associated with combination codes and ChartFields back to Project Costing after a pay run.

See Also

PeopleSoft Human Resources PeopleBook: Manage Commitment Accounting

Getting Started with Manage Commitment Accounting

Setting Up and Working with ChartFields and ChartField Combinations

PeopleSoft Project Costing PeopleBook

Setting Up Commitment Accounting Processing Control Tables

PeopleSoft Enterprise PeopleTools PeopleBook: Integration Broker

Setting Up Time and Labor for Use with Commitment Accounting

To integrate Time and Labor with the commitment accounting functionality, you must:

• Ensure that the appropriate distribution options are selected for departments subject to commitment accounting if you’re using Payroll for North America.

• Set up task templates, task profiles, and taskgroups for commitment accounting.

• Enroll time reporters into taskgroups defined for commitment accounting.

• Ensure that your PeopleSoft Human Resources System administrator has run the Load Combination Code process (BUD003) to load the Combination Code table with ChartField combinations already imported from the PeopleSoft Financials database into the GL_ACCT_CD_TBL using the HR_ACCT_CD_LOAD service operation.

  See Entering and Maintaining Valid ChartField Combinations.

The first three items are described in this section.

Selecting Distribution Options for Commitment Accounting Departments

The Department table, accessed through PeopleSoft Human Resources, controls whether a department participates in commitment accounting and whether Time and Labor data is used when the commitment accounting Actuals Distribution process runs for the department. The Actuals Distribution process—not to be confused with the Labor Distribution process—automatically distributes actual earnings, deductions, and employer taxes calculated by Payroll for North America across combination codes (funding sources) and uses the Pay Message Table to notify users when a department’s budget has been exceeded. After you run the Actuals Distribution process you can run a separate process (in Payroll for North America) that creates the general ledger transactions for your PeopleSoft General Ledger system.

To configure the commitment accounting feature so that the Actuals Distribution process takes into account the task information reported through Time and Labor, access the Comm Acctg and EG page for each department that’s set up to use the Actuals Distribution process. Select the Use TL Distribution check box and the Use Actuals Distribution check box, if it is not already selected.

When you then run the Actuals Distribution process, it uses the labor-distributed (not labor-diluted) costs as the source of funding. That is, the process creates an entry for each combination code to which time was reported in Time and Labor and distributes the costs in the same ratio that was used for labor distribution.

Note. If any of the company/pay group combinations to be run in the Actuals Distribution process are not correctly set up, you can rerun the process after you have corrected the error.

Use the task reporting pages in Time and Labor to create:

• Task templates that are enabled for commitment accounting.

  To activate commitment accounting, select the Commitment Accounting check box on the Task Template page when you create the task template.

• Task profiles that are enabled for commitment accounting.

  To enable a task profile for commitment accounting, link it to a task template that’s defined for commitment accounting by selecting the template in the Task Template ID field on the Task Profile page.

• Taskgroups that are enabled for commitment accounting.

  Select the Commitment Accounting check box on the Taskgroup page when creating the template.

Enrolling Time Reporters in Taskgroups Defined for Commitment Accounting

Use the Create Time Reporter Data page to assign a commitment accounting taskgroup to each time reporter who works in a department that’s subject to commitment accounting.

See Also

Time and Labor Implementation

Maintaining Departments

Defining Task Reporting Requirements

Entering and Maintaining Time Reporter Data

Distributing Costs after a Pay Run

After you confirm a pay run in Payroll for North America, run the Actuals Distribution process with Time and Labor. This process, which you start within Payroll for North America, extracts time and labor data then runs the Actuals Distribution process.

For employer deductions and employer taxes, the system first looks for a combination code specified on the employee's job record. If none is found, it uses the combination code on the Department Budget page. If there is no Department Budget page information entered for a department, the Actuals Distribution process cannot distribute the actual costs.

See Also

Creating and Posting Actuals Data to PeopleSoft Enterprise Financials

Integrating with Performance Management

Performance Management (EPM) enables you to collect and use data generated by other enterprise applications, such as Time and Labor, to analyze your business processes, profitability, and key performance measures.

When you select Interface with PS/EPM on the Time and Labor Installation page, you can include Business Unit PF and FS Activity as task entities on your task templates and task profiles. Time and Labor retrieves the values for these task entities from the PeopleSoft Financials database.

When time is reported using any of the values in the Business Unit PF table or the FS Activity table, the resulting payable time entries become available for extract by Performance Management after they reach the frozen state. You can then use the data within your financial analyses.

See Also

Setting Up System Defaults and Loading Dates