The authorized delegate manages time for other workers in the self-service interface; the timekeeper manages time for other workers in the professional forms interface. You typically use the timekeeper for a large group of workers to perform activities such as a mass edit of timecards and heads-down data entry. You use the authorized delegate to enter and maintain timecards for workers who do not have access to self-service timecards, or who work remotely.
Timekeepers can quickly enter time and labor data in the Timekeeper Entry window. This window auto-populates worker names according to the group for which the Timekeeper is entering data. Timekeepers can navigate through the window using the keyboard or mouse. If additional data entry rows are needed, hot keys are available to add a new row.
You designate a person as a Timekeeper via a profile option. With this option, you can designate a person as a Timekeeper responsible for specific group or groups of workers.
There are three types of Timekeepers:
Regular Timekeepers
Super Timekeepers
Limited Timekeepers
Regular Timekeepers can define their own groups of workers and enter time for them.
Super Timekeepers can create groups for others as well as themselves and can enter and view time for any group in their respective business group.
Limited Timekeepers can enter time for their groups, but they cannot define a group.
Timekeepers are bound by business group security.
Yes. You can set up an authorized delegate in your enterprise to manage time for a designated group of workers using the self-service interface. You define the relevant menu, security profile and responsibility, and assign them to the person you designate for the role of authorized delegate.
You can define groups of workers, called Timekeeper Groups, to allow for faster data entry. You can define Timekeeper Groups to reflect the crew, location, or other defining characteristic for the Timekeeper to use. You can create Timekeeper Groups ad-hoc or by using an assignment set.
Authorized delegates can manage time for eligible workers within their assigned security profile. If you want the authorized delegate to access workers' timecards in various business groups, then you can use the cross-business group profile option with a global security profile.
Mass Edit functionality is available for changes or additions that you need to make to many workers at once. After you select the workers for an edit, the Mass Edit window allows the Timekeeper to add, change, or overwrite both existing data and null values.
The Timekeeper Entry window is configurable via the professional windows interface. You can decide what attributes are shown on the Timekeeper Entry window based on what needs to be entered for your workers.
Yes. The timekeeper can use the Change and Late Audit feature to enter reasons for any changes or late entries to a timecard. To enable this feature, you set up the CLA preferences for both the timekeeper and the worker for whom you want the timekeeper to enter CLA reasons.
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.
Timekeeper is not available in Self-Service HRMS.
Oracle Time & Labor gives you a heads-down approach to enter time for multiple workers in a single session using the Timekeeper feature. A person in the role of a Timekeeper can:
Enter time for other employees from a paper-based system filled out by the employee
Review and make changes to timecards imported from other time collecting devices, including OTL Self Service.
Timekeepers enter time for a large group of workers, called a Timekeeper Group. Timekeepers define their groups using various criteria, such as assignment sets defined in Oracle HRMS, and organizations. You can choose to add or delete specific workers from the chosen criteria and place them in another Timekeeper group. A Super Timekeeper can define a Timekeeper Group across the entire Business group, and give a group to another Timekeeper to process and maintain. Timekeepers can enter information for workers who do not have an active assignment, such as making adjustments after a worker has been terminated.
Timekeepers select a specific Timekeeper Group for which they have responsibility to maintain, and perform time entry for individuals or the entire group in a window called the Timekeeper Entry window. The Timekeeper enters time, validates, reviews and corrects time entry errors, and submits the timecards for approval. A Timekeeper is not necessarily an Approver.
A timekeeper can perform mass edits on the entire group of workers or a selected subset. For instance, a Timekeeper might change a value in a given field to “Yes" for all workers in a group; or change a cost center, or a project code.
Super Timekeepers have the ability to see all Timekeeper Groups in a business group -- this is unique to Super Timekeepers. Regular Timekeepers can only view time for workers in a Timekeeper Group that they own; an exception being if a Super Timekeeper temporarily assigns a group or groups to another Timekeeper, for instance while on a leave of absence.
Additionally, a Timekeeper can enter change and late-entry reasons in timecards. The Change and Late Audit (CLA) feature enables Timekeepers to track changes to new and existing timecards on behalf of others.
Oracle Time & Labor has responsibilities to support the Timekeeper feature set: Timekeeper and Super Timekeeper.
A Timekeeper is a person who enters time for other employees. A Timekeeper 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
Enter change and late-entry reasons for audit purposes.
Limited Timekeepers are people who enter time for other workers. Limited Timekeepers cannot define timekeeper groups for themselves. 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
Enter change and late-entry reasons for audit purposes.
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, and can enter time for all employees within the business group. A Super Timekeeper can create groups and assign them to other Timekeepers. A Super Timekeeper can perform all Timekeeper functions across all groups in a business group.
Contingent workers can act in any of the Timekeeper roles, such as Super Timekeeper, Limited Timekeeper, or as a Timekeeper.
You use the following windows to set up Timekeeper, or to use the Timekeeper feature.
The Timekeeper Group window is where you define groups for a Timekeeper.
The act of creating a Timekeeper group assigns the group to you by default. If you are a Super Timekeeper, you can also assign another Timekeeper to own this group.
Groups defined in the Timekeeper Group window are available in the Timekeeper Entry window for the appropriate Timekeeper.
The Timekeeper Entry window is the collection point for a Timekeeper. The groups you define in the Timekeeper Group window display in this window and you enter time for them.
Oracle Time & Labor delivers the capability to show hours type, project name, task name, task type, in/out, name, quantities and so forth, on the Timekeeper Entry window.
If there are additional attributes you want to display, then you need to define your own alternate name definitions. You can use the seeded alternate names that already exist in the application.
You must setup the Timekeeper Layout Attributes, and the Timekeeper Misc. Setup Steps preferences to define which columns appear on the Time Entry Window.
The Find window opens automatically when you enter the Timekeeper Entry menu. It allows you to search for either of the following:
a previously defined Timekeeper Group,
an individual person.
However, you must choose a time period.
The lower part of the Find Window performs an Advanced Search; the Advanced Search items are dynamic based on the Timekeeper Entry window configuration. You enter search criteria in as many fields as you need to narrow the search results. The system considers that any information you enter must match an existing value to return a worker's timecard.
The Mass Edit window displays when you choose the Mass Edit button on the Timekeeper window.
You use Mass Edits to perform the same edit function on the subset of timecards you select in the Timekeeper window.
The Messages window displays any errors, or warnings attached to a timecard. After you save or submit a timecard to the Time Store, a Timekeeper checks any errors created during the OTL validation, or errors in the database. For instance if a worker is not eligible for a given project, then the error will be noted in this window. If the timecard is deposited successfully, no errors display.
The context of the error displays in the Message window, including the name of the worker whose timecard is in error.
You access the Messages Window by selecting the Messages button on the Timekeeper Entry window.
The Detail Page window enables you to add comments and reasons for any changes to any day on the timecard(s) you select in the Timekeeper Entry window. You can attach a descriptive flexfield to the comments, if needed, to capture Oracle Projects' expenditure-type information in a more structured way. You use the Timekeeper Misc. Setup Items preference.
To enable the Timekeeper to enter CLA reasons for audit purposes, see: Setting Up Change and Late Audit (CLA)
To display the Detail button on the Timekeeper Entry window, the parameters "Description Flexfield to Display" must be set.
You access the Detail Page window by selecting the Detail button from the Timekeeper Entry window.
The following tables depict items seeded for OTL Timekeeper.
The following are the seeded responsibilities for OTL Timekeeper.
| Responsibility | Profile | Value |
|---|---|---|
| OTL Timekeeper (HXC_TIMEKEEPER) | OTL: Allow Change Group Time | No |
| OTL Super Timekeeper (HXC_SUPER_TK) | OTL: Allow Change Group Time | Yes |
| OTL Limited Timekeeper (HXC_TK_ENTRY) | OTL: Allow Change Group Time | No |
The following are the seeded Alternate Name Definitions for OTL Timekeeper.
| Alternate Name Definition | Description | Type Name | Prompt |
|---|---|---|---|
| TK Expenditures List | List of Expenditures Types for Timekeeper Layout | HXC Expenditure Type SLF List | Type |
| TK Project List | List of Projects for Timekeeper Layout | HXC Projects List | Project |
| TK Tasks List | List of Tasks for Timekeeper Layout | HXC Tasks List | Tasks |
Following are the seeded alternate name mappings or mapping components available for the Timekeeper on which you can define Alternate Names.
| Value Set/Context | Type Name | Attribute/Column Name | Mapping Component Name |
|---|---|---|---|
| OTL Alternate Name DFF Context | Elements Expenditure System Linkage Function | Expenditure_Type | PA Expenditure Type |
| Identifier | ID Elements Expenditure SLF | ||
| Payroll_Elements | Dummy Element Context | ||
| System_Linkage_Function | PA System Linkage Function | ||
| OTL Alternate Name DFF Context | Payroll Elements | Identifier | ID Payroll Elements |
| Payroll_Element | Dummy Element Context | ||
| OTL Alternate Name DFF Context | Projects | Identifier | ID Projects |
| Projects | PA Project ID | ||
| Value Set - Independent | US#Cost Center | Value | CostSegment1 |
| Value Set - None | HXC Number Entry | Value | InputValue3 |
| Value Set - Table | HXC Expenditure Type SLF List | Expenditure_type | PA Expenditure Type |
| system_linkage_function | PA System Linkage Function | ||
| Value Set - Table | HXC Projects List | project_id | PA Project Id |
| Value Set - Table | HXC Tasks List | task_id | PA Task Id |
The following are the seeded Menus for OTL Timekeeper.
| Menu | User Menu Name | Prompt | Function |
|---|---|---|---|
| HXC_TK_ENTRY | OTL Timekeeper Entry | Timekeeper Entry | OTL Timekeeper Entry |
| HXC_TK_ENT_GRP | OTL Timekeeper | Timekeeper Group | OTL Define Timekeeper |
| Timekeeper Entry | OTL Define Timekeeper |
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. 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.
Note: We recommend that you create Timekeeper Groups with workers with the same timecard period.
When you create a Timekeeper Group, it becomes available in the Timekeeper Entry window.
The employee's primary assignment determines the Employee Assignment information.
The following information is available when you view defined Timekeeper Groups:
Employee Name
Employee Number
The timecard period as of the current date
Note: The timecard period will help you create your Timekeeper Groups, as suggested above.
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
If you select this option, then the Add line fields display.
This Mass Edit allows you to add the values you enter in the Add line to the selected timecard(s).
Wildcards are not appropriate for this Mass Edit Type.
Delete a Line from a Timecard
If you select this option, then the Delete line fields display.
If the system finds a time entry line that matches the criteria, it deletes the line from the timecard.
You can choose to use wildcards for pattern matching, or exact values when you use this Mass Edit type.
Find and Add a New Line
If you select this option, then the Find line and Add line display.
The system performs a search on the information you enter in the Find line. If it finds a match, then the system adds a new line to the timecard with values you enter in the Add line.
You can use this Mass Edit with the wildcard for pattern matching.
Find and Replace a Line
If you select this option, then the Find line and Replace line display. The system performs a search, and if the pattern is matched, replaces the Find line with the Replace line.
You can use this Mass Edit with the wildcard. The wildcard preserves the value and will include it in the newly added line, as long as there is not a value in the same spot.
The concept of pattern matching is important to understand when using Mass Edits with wildcards. Pattern matching is the process the system uses to identify the time entries that the Timekeeper wants to change. For instance, if Timekeepers want to change all Tuesday entries of 4 hours to be entries of 8 hours, then the pattern the system look 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, OTL wildcards have 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 that it appears on what is essentially a new row.
The “%" wildcard is useful when you want to match a pattern. This wildcard is unique because it will preserve any value it finds even when the Mass Edit type is any form of change. You can use the wildcard on any measure in the timecard row.
When you select this option, the system adds a new line to all the timecards that you selected from the Timekeeper window.
Adding a new row is a simple mass edit. In essence you select a set of timecards in the Timekeeper Window and you perform the same edit on all the cards, that is, you add an additional row of information to each member of the set.
The following tables depict what happens.
| Employee | Project | Day 1 | In | Out | Day 2 | In | Out |
| EE1 | P1 | 3 | 0300 | 0300 | |||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
The new information being added to the selected timecards:
| Project | Day1 | In | Out | Day2 | In | Out | |
| NEW | P1 | 0400 | 0500 | 6 |
The timecards now show the following results:
| Employee | Project | Day 1 | In | Out | Day 2 | In | Out |
| EE1 | P1 | 3 | 0300 | 0300 | |||
| EE1 | P2 | 3 | 3 | ||||
| EE1 | P1 | 0400 | 0500 | 6 | |||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE2 | P1 | 0400 | 0500 | 6 | |||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 | ||||
| EE3 | P1 | 0400 | 0500 | 6 |
In the timecard above, a new row now exists for the Employee EE1, with the data shown in the NEW row.
When you select this option, the system deletes a given line from all the timecards that you selected from the Timekeeper window.
Deleting a row is a simple mass edit. In essence you select a set of timecards in the Timekeeper Window and you perform the same edit on all the cards, that is, the system looks for the information to delete from the set you created in the Timekeeper window.
Note the use of the wildcard. Because this Mass Edit deletes the row, you can enter the exact values or you can use the wildcard. As long as the pattern matches, the system deletes the row.
The following tables depict what happens.
| Employee | Project | Day 1 | In | Out | Day 2 | In | Out |
| EE1 | P1 | 3 | 0300 | 0300 | |||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
The following is the information to be deleted from the timecards, if found:
| Project | Day 1 | In | Out | Day2 | In | Out | |
| OLD | P1 | 3 | % | % | % | % | % |
The timecards now show the following results:
| Employee | Project | Day 1 | In | Out | Day 2 | In | Out |
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
The system found the entry that matched the OLD pattern, and replaced the values with null. In essence, this mass edit deleted the entry from the timecard; the system interprets a line with null values as being an empty line, in effect deleting the line
When you select this Mass Edit option, the system searches for the pattern to match; if the system finds the pattern, then it updates the information in the timecard by adding a new line.
Caution: This Mass Edit is complex, and requires that you understand the usage of OTL Wildcards. You need to ensure that you understand how to use the wildcards, because you can inadvertently change time data for all the employees in the set you select.
Note the use of the wildcard, the percent sign (“%").
The following tables depict what happens to your existing timecards.
| EE1 | P1 | 3 | 0100 | 0300 | 0300 | ||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
The system looks for a pattern to match, and if found, then it adds a new row to the timecard with the values shown in the NEW fields.
| Find | P1 | 3 | % | % | % | 0300 | % |
| Add | P5 | 5 | 0500 |
The timecards now show the following results:
| EE1 | P1 | 3 | 0100 | 0300 | 0300 | ||
| EE1 | P5 | 5 | 0500 | ||||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
Because this Mass Edit function is an add function, the system assumes that the values in the Add line will take precedence over the values in the Find line; however, there must be a value in the Add line: a null value in the Add line will not overwrite a value being preserved through the use of the % wildcard. If you want to replace a value from the Find line with an empty cell in the timecard, put a “0" in the Add line.
The important thing to note is the behavior of the wildcard and how the type of Mass Edit influences the end result:
The new value of 5 hours overwrite the Day 1 value of 3 hours
The Day 1 In % wildcard instructs the system to preserve any values from the Find line. The Day 1 In had a value of 0100 was preserved.
The Day 1 Out wildcard instructs the system to preserve any values from the Find line. In this case, because it had a null value, there was nothing to preserve.
The Day 2 % wildcard instructs the system to preserve any values from the Find line. Because Day 2 has a null value, there is nothing to preserve.
The Day 2 In The value of 0500 is inserted from the Add line. If you had used the wildcard, it would still insert 0500 as the Add line takes priority over the Find line.
The Day 2 Out % wildcard instructs the system to preserve any values from the Find line. The value of 0300 is preserved.
In the next example, the changes made reflect the entire line of information, including the Project code.
The following tables depict what happens to your existing timecards.
| EE1 | P1 | 1 | 2 | 3 | 4 | 5 | 6 | ||
| EE1 | P2 | 1 | 2 | 3 | 4 | 5 | 6 | ||
| EE2 | P1 | 2 | 3 | 4 | 5 | ||||
| EE2 | P2 | 2 | 3 | 4 | 5 | ||||
| EE3 | P1 | 3 | 4 | 5 | 6 | ||||
| EE3 | P2 | 3 | 4 | 5 | 6 |
The following is the information to be changed from the timecards, if found, and new information appended in a new row:
| Day 1 | Day 2 | Day 3 | Day 4 | Day 5 | Day 7 | Day 8 | |||
| Find | P1 | % | % | % | 4 | % | % | % | % |
| Add | P2 | 9 | 55 | 66 |
The timecards now show the following results:
| Employee | Project | Day 1 | Day 2 | Day 3 | Day 4 | Day 5 | Day 6 | Day 7 | Day 8 |
| EE1 | P1 | 1 | 2 | 3 | 4 | 5 | 6 | ||
| EE1 | P2 | 9 | 55 | 66 | |||||
| EE1 | P2 | 1 | 2 | 3 | 4 | 5 | 6 | ||
| EE2 | P1 | 2 | 3 | 4 | 5 | ||||
| EE2 | P2 | 2 | 3 | 4 | 5 | ||||
| EE3 | P1 | 3 | 4 | 5 | 6 | ||||
| EE3 | P2 | 3 | 4 | 5 | 6 |
This Mass Edit did not change the Find line, but inserted the Add line.
The wildcards in this Mass Edit are purely for pattern matching:
Notice how this Mass Edit ignored the Find Line and added a new Line to the timecard.
The Day 1 value remained the same.
The Day 2 value remained the same, and a value of 9 was added to the new Project code line.
The Day 3 value of 3 remained the same.
The Day 4 value remained the same.
The Day 5 value remained the same, and a value of 55 was added to the new Project code. line
The Day 6 value remained the same, and a value of 66 was added to the new Project code line.
When you select this Mass Edit option, the system searches for the pattern to match; if the system matches the pattern, then it replaces the information in the timecard.
Caution: This Mass Edit is complex, and requires that you understand the usage of OTL Wildcards. You need to ensure that you understand how to use the wildcards, because you can inadvertently change time data for all the employees in the set you select.
Note that the use of the wildcard, the percent sign (“%").
The following tables depict what happens to your existing timecards.
| EE1 | P1 | 3 | 0100 | 0300 | 0300 | ||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
The system looks for a pattern to match, and if found, then it then replaces the information in the timecard with the values shown in the Replace line fields.
| Day 1 | In | Out | Day 2 | In | Out | ||
| Find | P1 | 3 | % | % | % | 0300 | % |
| Replace | P1 | 5 | 0500 |
The timecards now show the following results:
| Employee | Day 1 | In | Out | Day 2 | In | Out | |
| EE1 | P1 | 5 | 0100 | 0500 | 0300 | ||
| EE1 | P2 | 3 | 3 | ||||
| EE2 | P1 | 4 | 0400 | 0400 | |||
| EE2 | P2 | 0400 | 4 | ||||
| EE3 | P1 | 5 | 0500 | 0500 | |||
| EE3 | P2 | 0500 | 5 |
Because this Mass Edit function is an replace function, the system assumes that the values in the Replace line will take precedence over the values in the Find line; however, there must be a value in the Replace line: a null value in the Replace line will not overwrite a value being preserved through the use of the % wildcard. If you want to replace a value from the Find line with an empty cell in the timecard, put a “0" in the Replace line.
The important thing to note is the behavior of the wildcard and how the type of Mass Edit influences the end result:
The Day 1 value of 3 hours in the Find line is overwritten by the new value of 5 hours.
The Day 1 In % wildcard instructs the system to preserve any values from the Find line. In this case, because Day 1 In had a value of 0100 it was preserved.
The Day 1 Out wildcard instructs the system to preserve any values from the Find line. In this case, because it had a null value, there was nothing to preserve.
The Day 2 % wildcard instructs the system to preserve any values from the Find line. Because Day 2 has a null value, there is nothing to preserve.
The Day 2 In The value of 0500 is inserted from the Replace line. If you had used the wildcard, it would still insert 0500 as the Replace line takes priority over the Find line.
The Day 2 Out % wildcard instructs the system to preserve any values from the Find line. The value of 0300 is preserved.
Timekeeper setup is a series of tasks, listed below. A system administrator must perform some tasks; the Timekeeper can perform others.
To set up Timekeeper
Configure Timekeepers and Super Timekeepers.
Performed by the System Administrator. Define new menus, new responsibilities, and assign Profile Options.
Set up the OTL: Allow Change Group Timekeeper profile option at the user or responsibility level, and not the site level. If you set the profile to Yes, then the user is a Super Timekeeper. If you set it to No, then the user is a regular Timekeeper.
Configure the Timekeeper Entry window, if required.
Performed by the OTL System Administrator. Value Set Definitions for Alternate Names based on Value Sets should only be required if the delivered value sets do not suffice.
Be sure to set the Timekeeper Layout Attributes preference, and the Timekeeper Misc. Setup Items preference. These preferences relate to the Timekeeper; however, all the workers for whom the Timekeeper enters time still need to have Self-Service preference and Time Store preference set.
Performed by Super Timekeepers and regular Timekeepers, if allowed.
Set up the Change and Late Audit (CLA) feature to enable Timekeepers to enter change and late-entry reasons for audit purposes. This task is performed by the OTL System Administrator.
These tasks must be completed by a System Administrator or OTL Developer responsibility.
Configuring the Timekeeper Entry Window
Defining a New Alternate Name Based on a Value Set
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 Entry window, then you can attach that column to your defined value set.
This is an optional setup step.
Oracle Time & Labor supports value types of table, independent, and none.
System Administrators define value sets from the Value Sets window.
For more information on defining a new value set, see Oracle HRMS Application Flexfield Guide
Note: Choose the Oracle Application that has the information you want to access, and the specific table within that application that holds the data you need.
Choosing the specific table you need requires you to be already familiar with the product's schema. For instance, if you wanted to access the table that contains all employees, you would need to know that this information is in Oracle HRMS and in the table, PER_ALL_ASSIGNMENTS_F.
Select the ID number in the ID field that relates to the value that you want displayed in the Timecard. Predefined layouts expect certain information to be in a specific segment of the flexfield. If you change the layout, you must change the SQL to reflect the changed order of the segments.
Create a Mapping from the Value Set to the Time Store
System Administrators create mappings from the Alternate Names Mapping window. This setup is optional unless you have defined a new Value Set.
To Create a Mapping from the Value Set to the Time Store
Select the Value Set context for the value set you previously created
Enter or Query the name of the value set you created previously, and save your work.
Select the Field IDs in the Mapping Association field that you previously defined.
Choose the mapping component where you want to store the values.
Choose a location within the Time Store where you know you want to store these values. For instance, if you know these values will be part of the Retrieval Process, Deposit Process, and so on, choose those mapping components.
Save your work.
Defining an Alternate Name
System Administrators define alternate names from the Alternate Names window. This is an optional setup if you have defined a new Value Set and Mapping; however you must perform this setup if you have an Alternate Name type of OTL Alternate Name DFF Context.
To Define an Alternate Name
Enter the Alternate Name Definition.
This name shows in the list to assign as a preference.
Enter a description of this Alternate Name.
Choose the same Type as the value set context previously defined for the value set, such a Table.
The Type Names displays
Choose the Alternate Name you previously defined.
Enter the Prompt you want displayed on the Timekeeper Entry window for your Alternate Name.
Save your work.
Assigning An Alternate Name to the Timekeeper Layout Preferences
OTL Developers assign alternate names to a layout preference from the Preferences window.
Note: If you use Multiple Business Groups with a single Super Timekeeper, then you must use a responsibility-based eligibility criteria with a high precedence value. This allows Timekeepers to view all the groups they are responsible for, and allows the preferences for each group to take effect.
To Assign the Alternate Name to the Timekeeper Layout Preference
Choose the appropriate branch and name in the tree where you want this preference to belong.
Choose the preference you previously defined for the Timekeeper Layout Attributes.
Enter the Preference Values to define the fields that will be on the Timekeeper layout.
Note: The sequence you enter will be the sequence in which they display.
The system expects to find the Project List in Timekeeper Layout Item 1. If you change the layout, you must you must define a custom Alternate Name.
Define Timekeeper Misc. Setup Items preference to set whether in/out time displays, the person's name displays, and whether the person's employee number displays.
Choose OK and save your work.
Testing the Timekeeper Layout
You test the layout from the Timekeeper Entry window.
To Test the Layout
Find any worker for whom you are responsible.
Scroll through the columns until you find the prompt you previously defined.
Click in the field and confirm that the information that displays is correct for the value sets you defined.
If the columns on your Time Entry window do not appear as expected, double-check the setup of your value sets, and ensure that the timekeeper has the appropriate preferences.
Timekeepers enter information from the Timekeeper Entry window.
For information on using keyboard shortcuts, see Oracle HRMS Applications User Guide.
To use Timekeeper
Find the Timekeeper Group or an Individual using the Find window to populate the Timekeeper Entry window.
Caution: Remember to select a Timecard Period when you are in the Find Window. This value auto-populates when a Timekeeper selects a group or person.
Edit the time information that displays.
You can edit individual lines, or select some or all lines, and then use Mass Edits to make the same changes to all the selected lines.
See Using Mass Edits on Timecards
If both you and the worker for whom you enter time have the CLA feature set up, then you can enter change and late-entry audit reasons for them.
See: Setting Up Change and Late Audit
The worker's element link criteria determines the element's list of values that displays and not the element link criteria of the timekeeper entering the time.
Use the Skip Audit option to identify that a reason for a change or late entry is available and exists in the timesheet source document, but is not a requirement for the worker. This enables you quickly to identify timecards that have change and late entry reasons available, without having to enter them. At a later date, individual users can update their entries by updating the detail record.
Save or submit the timecards to the Time Store for OTL validation and/or approval.
View any errors in the Message window and correct.
If needed, re-submit the timecards for OTL validation and/or approval.
Timekeepers enter time for a large group of workers, called a Timekeeper Group. You create Timekeeper Groups containing employees for whom the Timekeeper is responsible. A Timekeeper can have multiple groups.
Timekeepers and Super Timekeepers can define Timekeeper Groups. Limited Timekeepers cannot.
You define a group in the Timekeeper Group window.
To define a Timekeeper Group
Enter a name for the group you are defining.
Note: Use a name that is meaningful to you, and describes the recurring time period for the group, such as Group_A_Weekly.
If you are a Super Timekeeper, enter the name of the Timekeeper for whom you are defining a group.
Note: If you are a regular Timekeeper, your name displays in the Timekeeper field, and you cannot change it.
In the Populate Employee regions, select a value from the Add list of values. Your choices are Assignment Set and Organization.
Note: You can only use static Assignment Sets. You cannot use Dynamic Assignment Sets.
When you select a criterion from the Add list of values, the values display in the next list; select the item of interest to you, and then Select Go to populate the Employees region.
Note: A worker will be included in the organization that contains his primary assignment.
Optionally, you can select members of the group and remove them from the group you define, using the Delete item from the Edit menu.
You can add another assignment set or organization; or you can enter individual workers one-by-one in the lines in the Employee region.
Note: A worker can only be in your group once. OTL will identify multiple occurrences of a worker in a group when you try to save your work.
Save your work.
This Mass Edit adds a new line to all the timecards you select. This Mass Edit does not require a wildcard to perform.
To perform mass edit: Add a Line
Having previously selected the timecards to be edited, select the edit type Add a New Line to a Timecard to perform on the group from the Mass Edit Type list of values.
Enter the information you want to add to the existing timecards in the New line and click Apply.
Delete a Line from a Timecard
This Mass Edit performs a pattern match, and if the system finds the pattern, then it deletes the line from the timecard. You can use the wildcard to perform a pattern match in this Mass Edit type.
To perform mass edit: Delete a Line
Having previously selected the timecards to be edited, select the edit type Delete a Line From a Timecard to perform on the group from the Mass Edit Type list of values.
Select the information you want to delete from the existing timecards using the list of values in the Delete line and click Apply.
Find and Add a Line to a Timecard
The system assumes you want to add a New line to a set of timecards that contain an existing line. In other words, you use the existence of the data in the Find line to be the criteria for adding a new line. Nothing changes in the Find line.
Several operations take place: the system performs a pattern match, and if found it then appends a new line to the timecard. The Find line is preserved. In this Mass Edit, you can use the wildcard to help with the pattern match.
To perform mass edit: Find and Add
Having previously selected the timecards to be edited, select the edit type Find and Add a Line to a Timecard to perform on the group from the Mass Edit Type list of values.
Enter the information you want to find in the Find line.
Enter the information you want to add in the Add line, and click Apply.
Find and Replace Timecard Line
When you use Find and Replace, the system is looking for a given pattern and replaces it with new data. The wildcard is useful for pattern matching, and it will preserve the value if the same location is left blank on the Replace line.
Having previously selected the timecards to be edited, select the edit type Find and Replace Timecard Line to perform on the group from the Mass Edit Type list of values.
Enter the information you want to find in the Find line.
Enter the information you want to change in the Replace line, and click Apply.
Some organizations streamline timecard entry by designating one person to enter timecards for one or more workers. For example, you can authorize a person to enter timecards for workers who do not have access to self-service timecards, or who work remotely. You can enter time for these workers using the Authorized Delegate responsibility.
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. Depending on the worker's preferences, the authorized delegate can enter time offline using the disconnected time-entry feature and manage time using templates.
See: Setting up Authorized Delegate
An authorized delegate is a person who enters and manages time for workers. Sometimes delegates prepare timecards for workers who do not have access to their timecards, or because the enterprise manages timecards through a centralized function. The authorized delegate can enter, update, and delete timecards for a group of designated workers using a self-service interface.
See: Authorized Delegate Overview
Define the OTL Authorized Delegate Timecard Entry menu.
See: Defining Menus, Oracle HRMS Configuring, Reporting, and System Administration Guide
Define the authorized delegate's security profile. The security profile for authorized delegates determines if the delegates can view their own timecards in the Authorized Delegate's page.
If you require the authorized delegates in your enterprise to enter time for workers across business groups, then you can set up a global security profile and set the HR: Cross Business Group Profile Option to Yes. Setting up the HRMS security enables the authorized delegate to view workers in various business groups with a single responsibility.
To prevent the authorized delegate from viewing and updating their timecards, you can select the Exclude User option on the Security Profile windows.
See: Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System Administration Guide
Note: If you modify or create a new security profile, then you can run security processes such as the Security List Maintenance Process to activate your changes.
See: Running the Security List Maintenance Process, Oracle HRMS Configuring, Reporting, and System Administration Guide
Create the authorized delegate responsibility.
See: Responsibilities Window , Oracle Application System Administrator Guide
Use the Authorized Delegate's responsibility to enter, update, and delete timecards for other workers.
The worker's preferences determine the timecard layout and available features (such as disconnected time entry and templates) and not the preferences of the authorized delegates entering the time.
After the authorized delegate submits the timecard, the approval process begins. The worker's preferences also determine the approval workflow process.
See: Defining Preferences