The Timecard Retrieval Dashboard provides time office administrators and time managers the ability to easily view a complete picture of the timecards eligible for retrieval from a dashboard. Based on the responsibility you use, you have access to the Timecard Retrieval Dashboard tabs as follows:
Time Managers - have access to the Pre-Retrieval and Post Retrieval tabs.
Time Administrators – have access to the Pre-Retrieval, Post Retrieval and the Initiate Retrieval tabs.
The dashboard displays employees' collated time and retrieval information for a specific time in a logical manner to enable you to view the relevant information and take appropriate action.
The dashboard also enables you to perform actions such as retrieval of timecards and monitoring the retrieval process run from the dashboard instead of navigating through multiple windows and querying the database to retrieve the relevant information. The dashboard provides you the flexibility to view the information in both a tabular and a graphical format.
Note: You can use the Timecard Retrieval Dashboard for Payroll and Projects recipient applications only.
The Timecard Retrieval Dashboard contains the following tabs:
Pre Retrieval - this tab displays all the timecards in the time store that are eligible for retrieval by the recipient application.
Initiate Retrieval - this tab enables you to launch the recipient application retrieval process, monitor the progress of the retrieval process and view details of timecards skipped or marked as an error.
Post Retrieval - this tab displays timecard information summarized as batches and as it exists in the recipient application.
The timecard retrieval dashboard process flow can be described as follows:
Workers create timecards.
The OTL application creates a snapshot of the timecard in the time store if you as an administrator have set up the application to do so. OTL stores bulk volumes of data using a complex hierarchical data model, the snapshot process collects time card attribute information, gathers other relevant time card details, and layout attributes amongst others for use at a later point of time to enable the dashboard to display faster and function efficiently.
Approvers approve the timecard.
The OTL application creates a snapshot of the timecard in the time store, if not done earlier.
View information using the Pre Retrieval tab of the dashboard.
Run retrieval and view the progress of the process using the Initiate Retrieval tab of dashboard.
Application creates a snapshot of the timecard in the recipient application.
View data summarized as batches using the Post Retrieval tab.
See: Using the Timecard Retrieval Dashboard
The Timecard Retrieval Dashboard provides you, as a time office administrator, the ability to view, analyze, and efficiently process employees' time retrieval information.
You can access the Timecard Retrieval Dashboard by including the Timecard Retrieval Dashboard predefined function available from the Retrieval Dashboard Menu in any of your application responsibilities.
As a pre-requisite, you must run the OTL: Generic Upgrade Program with the following parameters before using the retrieval dashboard feature. This is a mandatory one-time action, (though you can run it multiple times) which can be scheduled for completion based on system load in multiple iterations:
Retrieval – Generic Upgrade
Retrieval – Payroll Performance Upgrade
Retrieval – Projects Performance Upgrade
Additionally, you must run the following programs to ensure that the timecard retrieval dashboard displays proper data:
OTL: RDB - Pre Retrieval Snapshot Program
OTL: RDB – Post Retrieval Snapshot Program
OTLR Users Only: Run the Validate/Transfer to BEE or the Validate/Transfer to BEE (Retro) as required.
Set the following profile options as described:
OTL: Use Upgraded Retrieval Process – Use this profile to make OTL retrieval processes to Projects and Payroll use the changed data model. This profile is required to ensure the timecard retrieval dashboard displays correct data.
OTL: RDB - Default Application – Use this profile to select a default application if you want to use the dashboard for both payroll and projects recipient applications.
OTL: RDB - Run Post Retrieval Snapshot Automatically - This profile affects PRC: Transaction Import process only. Because the recipient application is projects, OTL requires gathering additional information after running the retrieval process. Use the concurrent program OTL: RDB - Post Retrieval Snapshot program for this purpose. If you set this profile to Yes, the snapshot program initiates automatically when running the PRC: Transaction Import process, to run in background and work on the snapshot collection. This has no adverse impact on performance. If you set this profile to No, then you must run the program at a later point of time for each request of the PRC: Transaction Import process to view correct data in the Post Retrieval tab.
Set up the preference Time Store Retrieval Dashboard Setup for Worker to determine if the application selects the snapshot during timecard submission process or at a later stage.
See: Preferences
The Timecard Retrieval Dashboard contains the following tabs:
Pre Retrieval – this tab displays all the timecards in the time store that are eligible for retrieval by the recipient application from the date derived based on the profile value of OTL Number of Past Days for which Retrieval considers changes. From this tab, you can choose the recipient application, enter the timecard start and stop dates, and other parameters to search for timecards. Additionally, you can opt to view the information in a graphical format. The Pre Retrieval Information region displays sub regions based on the choices you made in the search region. The regions you can view and work with are:
Timecard Status Summary- This region displays the grouping of timecards based on Timecard Status. The Timecard statuses displayed here are same as the timecard status as displayed for the individual user.
Timecard Attributes Summary- This region displays the total hours booked against a specific set of timecard attributes per the time recipient application. For Projects, this region displays total hours registered for combination of Project - Task Type. For Payroll, this region displays the number of hours or days (if Absence integration is enabled) against the Payroll element name.
Timecards Summary by Supervisors – For Payroll, this region displays the total number of timecards entered by users reporting to a specific HR Supervisor for the timecard period entered in the search criteria.
Timecards Summary by Project Manager – For Projects, this region displays the total number of Timecards grouped against Projects Manager responsible for a Project for the timecard period entered in the search criteria.
Timecards Summary by Delegates - This region displays the total number of timecards entered by Delegated users, such as Line Manager (HR Supervisor), Authorized Delegate, and Timekeeper and using Time store API, if enabled, per your organization policy. This region also displays all timecards entered by employees themselves but later modified by a delegated user.
Timecard Listing - This timecard listing region displays the timecard details (Start Time, Stop Time, Timecard Status) based on the drill down criteria selected. You can also use this region to export timecard data in PDF format. Use this timecard listing to see a high level overview of users who have not yet entered the timecard, users whose timecards have been entered by the delegated users, and person/timecard combination with the maximum number of hours recorded against a given set of attributes. Click Generate Report to generate the report in PDF format.
Timecard Details - This region displays timecard details such as hours, start time, stop time, and timecard attributes entered for the timecard period selected in the Timecard Listing region. The Attributes column displays the Payroll element if you select Payroll and Project Task Type combination if you select Projects.
Locked Timecards- This region displays all the timecards that meet the search criteria and those that are open for editing by users. The timecards that are open for editing are locked timecards and the application does not use them for retrieval along with a option to release locked timecards.
Timecards submitted after Cutoff date - This region displays timecards submitted by the users after the date entered in the Cutoff Date Search field. This timecard information is included as part of all other timecard summarizations.
Timecards updated prior to last update date - This region displays the timecards that were updated earlier than the last update date and will not be considered by current retrieval. Use this region to identify those timecard which have been modified and will not be retrieved because the Profile value entered for OTL: Number of Past days for which retrieval considers changes does not cover the last update date of the timecard.
Initiate Retrieval – this tab enables you to launch the recipient application retrieval process. From this tab, you can choose the recipient application for which to launch the retrieval process. You can then enter the parameters to run the process, and view the Requests Summary table. You can also view the retrieval process progress such as details of the timecards retrieved and the timecards remaining. Some key features of this tab are:
Use the Refresh button to view the progress of the concurrent requests. Once the request displays completed as the status, click the Request ID link to display the details about the timecards retrieved and timecards skipped.
Use the Timecards Remaining and Timecards Retrieved tabs to view details about the timecards. The Timecards Retrieved tab displays the timecards selected by the retrieval process and successfully retrieved, while Timecards Remaining Tab lists those timecards selected by the retrieval process but which did not satisfy the criteria for retrieval and hence skipped. You also have an option to view the remaining timecards based on various criteria such as pending, processing, skipped, and those in error status.
For Payroll, transferring of timecards from the Time store to BEE interface is a two-step process. The application processes each Timecard once for the Apply Schedule Rules and the BEE Retrieval process.
Refer to the help tip on the Timecard Process Information region of the Initiate Retrieval tab page for more details.
Skip Detail Information - this region displays details of those timecards that the application did not process for the selected recipient application including the reasons for skipping the timecard details or any retrieval related errors.
Post Retrieval – From this tab, you can choose the recipient application, enter the timecard start and stop dates and other details to view the timecard information summarized as batches and as it exists in the recipient application. You can also opt to view the information in a graphical format and export the timecard listing to a pdf file. The regions that display are:
Retrieval Batch Summary- This region displays details about all batches created in the recipient application for the timecards within the date range entered. It displays batches with both fresh time entries and retro time entries. If a batch contains both fresh and retro entries, the application displays them separately.
Timecard Attribute Summary- This region displays details about the total number of hours or days (in case the payroll application and absence integration are enabled) entered against each unique combination of the attributes for the timecards processed by the recipient application. This information is dependent on the batch selected; retro entries display as negative entries along with the total for each attribute combination.
Timecards Summary by Supervisor - For Payroll Application, this region displays the total number of timecards entered by users reporting to a specific HR Supervisor for the timecard period entered in the search criteria.
Timecards Summary by Project Manager - For Projects Application, this region displays the total number of timecards grouped against Projects Manager responsible for a project for the timecard period entered in the search criteria.
Timecards Summary by Payroll - For Payroll Application, this region displays the total number of timecards entered against a specific payroll for specific batches.
Timecards Summary by Expenditure Type - For Projects Application, this region displays the total number of hours against the expenditure type retrieved for specific expenditure groups.
Timecards by Time Periods - This region displays the count of timecards entered against each distinct timecard period for the batches selected.
Partially Retrieved Timecards - This region displays the list of all those timecards whose details the recipient application did not fully retrieve. The partial retrieval could be because of modifications after the retrieval process or because of errors as part of Retrieval Process. You must fix the timecards with errors before the application selects them for the next retrieval run.
Timecard Summary by Job - For Projects Application, this region displays the total number of timecards entered by employees working in a specific Job designation.
Timecard Summary by Organization - For Payroll Application, this region displays the total number of timecards entered by employees working in a specific HR Organization.
Timecard Listing - This region displays the timecard details such as Start Time, Stop Time, Timecard Status, along with the option to export data in PDF format. Click Generate Report to generate the report in PDF format.
Batch Detail Information - This region displays details about the timecard units retrieved and the corresponding references in the recipient application.
Refer to the help tip on the Batch Detail Information region of the Post Retrieval tab page for more details.
Use the OTL: RDB Pre Retrieval Snapshot Program before using the retrieval dashboard feature to ensure that the application displays relevant data on the dashboard. You need to run this concurrent program only if you have set the preference Time Store Retrieval Dashboard Setup for Worker to No. If you set the preference to capture snapshot during submission, you do not need to run this program.
You must run the program before the Retrieval process to capture the snapshot. Once you retrieve the timecard, you cannot take the snapshot. This program is incremental in nature and works only on those timecards for which you have not taken the snapshot.
Note: Running this snapshot has no effect on the Retrieval process.
To run the OTL: RDB Pre Retrieval Snapshot Program
In the Submit Requests window, enter OTL: RDB Pre Retrieval Snapshot Program as the Name.
Click Submit.
Use this program to collect information about the batch in the recipient application. Note that the snapshot collection takes place automatically for the Payroll application. However, you must run this program for the Projects application.
Note: If you have set the profile option OTL: RDB – Run Post Retrieval Snapshot Automatically, then the application automatically invokes this concurrent program, while running the PRC: Transaction Import process and you need not run this concurrent program manually.
To run the OTL: RDB Post Retrieval Snapshot Program
In the Submit Requests window, enter OTL: RDB Post Retrieval Snapshot Program as the Name.
Select the Request ID for which to run the snapshot program, and click Submit.