Labor Scheduling is used to create, update, and review employee labor schedules.
A labor schedule specifies how an employee's pay is to be distributed to Oracle Grants Accounting, Oracle Projects, or Oracle General Ledger.
Multiple labor schedules can be created for each employee assignment. Each schedule contains schedule lines with charging instructions for Grants Accounting, Projects, or General Ledger. Each payroll is distributed according to the schedule lines in effect for the period of the payroll to be distributed. An employee can have an unlimited number of schedule lines.
Users can define labor schedules at different levels and use a hierarchy structure to determine the charging instructions in effect for a given day. Schedule hierarchies provide the user with the ability to create schedules at the employee assignment, element group, element, global element, or organization levels.
For information on scheduling hierarchies, see Scheduling Hierarchy Process.
For information on organization level schedules, see Labor Scheduling Setup.
To create or update labor schedules at the employee or assignment level and to view labor schedule lines, the labor scheduling process consists of the following tasks:
Users can select an employee assignment by navigating in Labor Distribution to the Labor Scheduling window and selecting an employee and an assignment. To navigate to the Schedule Lines window, users click the Schedule Lines button.
Users have the option of enabling the Organization Default Labor Schedule profile option when setting up system profile options. For each employee assignment, an Organization Default check box is displayed.
If users select Use Organization Default Labor Schedule during setup, the Organization Default check box is automatically selected. The selected check box is viewed in the Labor Scheduling window.
If users do not select Use Organization Default Labor Schedule during setup, the Organization Default check box is not checked in the Labor Scheduling window.
For information on setting up system profile options, see System Administration Setup.
If the Organization Default check box is checked and an Organization Default Labor Schedule is defined, the Organization Default Labor Schedule is applied to each payroll element to be processed when an element does not have a labor schedule defined at either the Global Element, Element Group, or Assignment level.
Note: The check box in the Schedule Lines window is the same as the check box in the Labor Scheduling window.
For information on scheduling hierarchies, see Scheduling Hierarchy Process.
The user selects one of the following levels of the labor schedule hierarchy to create a labor schedule:
Assignment
Element group
Element type
Labor schedules can be added or deleted at the schedule hierarchy level.
Note: Users must save the scheduling hierarchy before proceeding to defining schedule lines. This enables Labor Distribution to record the hierarchy level selected.
For information on scheduling hierarchies, see Scheduling Hierarchy Process.
At the hierarchy level selected, users can create an unlimited number of schedule lines for the employee assignment's labor schedule. Each schedule line includes the following:
General Ledger accounting flexfield, Grants Accounting, or Projects charging instructions
Begin and end dates for each schedule line
Labor distribution percentage to be applied to each schedule line for the date specified
You can create a labor schedule for an employee assignment for dates for which the assignment has not been paid. If an employee assignment has been paid for a payroll period, and you try to enter dates within this paid payroll period, you will receive an error message that states the last payroll period the assignment has been paid. You can then start a labor schedule for dates after the paid payroll period for the assignment.
You can modify a labor schedule for an employee assignment for dates for which the assignment has not been paid. If an employee assignment has been paid for a payroll period, and the user tries to modify the labor schedule within this paid payroll period, the user receives an error message that states that the schedule line is protected from updates.
In a payroll, Labor Distribution protects from creation or modification only the labor assignments of those employee assignments that have been paid for those periods. If some employee assignments in the same payroll are not paid for those payroll periods, then you can create and modify labor schedules for those payroll periods.
For all the labor distribution lines specified for a labor schedule, Labor Distribution provides a detailed matrix, separating the days that have identical charging instructions into dynamic labor schedule lines period columns. The period represents a set of continuous days for which the charging instructions are identical.
Users can create or modify the labor schedules by using the copy or merge function to perform the following tasks:
Copy the schedule lines from the current labor schedule to create a new schedule for the same employee assignment or for a different employee assignment.
Merge the schedule lines of the current labor schedule with the labor schedule lines present on an existing labor schedule for the same or for a different employee assignment.
Labor Distribution performs validations on copy and merge to check whether the new or modified labor schedules exceed 100%.
After completing and saving the schedule lines, users can view a summary display of how each element of the assignment is scheduled in the Schedule Summary window. This display allows the user to view how the entire assignment is scheduled.
The scheduling hierarchy that is displayed identifies the levels at which the assignment is scheduled. The highest level of the hierarchy displayed is the organization default and element is at the lowest level. Schedules at the lower level of the hierarchy take precedence over schedules at the higher level.
In the Monthly Schedule Summary window, users enter the begin date and end date, and Labor Distribution displays a monthly summary of the schedule lines.
In the Payroll Period Schedule Summary window, users enter the begin date and end date, and Labor Distribution displays the schedule lines and percentages by payroll periods.
Employees to be scheduled must exist in Human Resources, have at least one active assignment for the dates the labor schedules are to be created, and be assigned to a payroll.
To enter employees in Human Resources and assigning employees to a payroll, see Entering a New Person, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide and The Employee Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
The following procedures are used to create employee labor schedules:
To select an employee and assignment, perform the following steps.
In Labor Distribution, navigate to the Labor Scheduling window as follows:
Labor Schedules
The Labor Scheduling window appears.
In the Full Name field, query the list of employees as follows:
View > Find or View > Find All
If View > Find is selected, the Find Employees window appears.
Select an employee from the list of values.
Click Find.
If there are more than one assignments listed in the assignment region, select an assignment in the Assignment No. field.
Click Schedule Lines. The Schedule Lines window appears.
Go to the following section:
Define Labor Schedule at Hierarchy Level includes the following procedures:
To define a labor schedule hierarchy level when a labor schedule is not already created for the employee assignment, perform the following steps.
In the Schedule Hierarchy region of the Schedule Lines window, click the appropriate hierarchy level radio button for the labor schedule.
If Element Group or Element Type is selected, place the cursor in the Element Group or Element Type field and select an Element Group or Element Type from the list of values.
To create the scheduling hierarchy, save and continue as follows:
File > Save and Proceed
Go to the following section:
To add a labor schedule at a hierarchy level, perform the following steps.
In the Schedule Hierarchy region of the Schedule Lines window, click one of the radio buttons.
Add a new labor schedule as follows:
File > New
The schedule lines fields are cleared.
In the Schedule Hierarchy region of the Schedule Lines window, click the appropriate hierarchy level radio button for the labor schedule.
If Element Group or Element Type is selected, place the cursor in the Assignment, Element Group, or Element Type field and select an Element Group or Element Type from the list of values.
Save or save and proceed.
Go to the following section:
To delete a labor schedule at a hierarchy level, perform the following steps.
In the Schedule Hierarchy region of the Schedule Lines window, place the cursor in the Element Group or Element Type field.
To select the labor schedule to be deleted, navigate through the Schedule Hierarchy region using the down arrow on the keyboard.
Delete the labor schedule as follows:
Edit > Delete Record
Save or save and proceed.
Close the window.
To define schedule lines, perform the following steps.
In the GL Account field, select a General Ledger account from the list of values.
If not entering a General Ledger accounting flexfield, go to Step 5.
Note: It is not possible to enter a Grants Accounting charging instruction and a General Ledger accounting flexfield on the same line.
The accounting flexfield window appears.
Enter data in each required field from the list of values.
Click OK.
Enter data in each of the following fields as described in Table 2.
Start Date
End Date
%
If not entering Grants Accounting charging instructions, go to Step 6.
If entering Grants Accounting charging instructions, enter the data in the following fields as described in Table 2.
Project
Task
Award
Organization
Exp. Type
Start Date
End Date
%
Repeat Steps 1 through 4 or Step 5 until all labor schedules and schedule lines are created for the selected employee assignment.
Click Refresh Display.
The matrix displays an updated schedule view where columns display dates that have consistent charging instructions.
If no errors are displayed, save the schedule lines as follows:
File > Save or Save and Proceed
Repeat the Define Schedule Hierarchy and Define Schedule Lines procedures until all labor schedules are created for the employee assignment.
To delete a schedule line, place the cursor on the line to be deleted and delete the line as follows:
Edit > Delete
Note: A line cannot be deleted if it has already been distributed.
Click Refresh Display.
If no errors are displayed, save the schedule lines as follows:
File > Save or Save and Proceed.
To create or modify labor schedules using the copy and merge functions, perform the following steps.
Note: Labor Distribution performs validations on copy and merge to check whether the new or modified labor schedules exceed 100%.
In the Schedule Hierarchy region, click Copy To. The Copy To window appears.
In the Assignment Number field, select an employee assignment from the list of values.
Perform one of the following tasks:
To create a new labor schedule for the selected employee assignment or for a different employee assignment, click Copy to New Schedules.
Hierarchy values where no labor schedule exists for the selected employee assignment are displayed. These values include assignment, element groups, and element types.
To update an existing labor schedule for the selected employee assignment or for a different employee assignment, click Merge to Existing Schedules.
Hierarchy values where labor schedules exist for the selected employee assignment are displayed. These include labor schedules defined at the assignment, element groups, and element type levels.
To select an assignment, select the Assignment check box.
To select an item in the Element Groups or Element Type regions, double click the item.
To select all items in the Element Groups or Element Type regions, click Select All.
To deselect an item in the Element Groups or Element Types region, select the item and click Deselect.
Click Done.
Save or save and proceed.
Close the window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Employee Region | |||
| Full Name | display only | Employee full name; last name first. | |
| Employee No. | display only | Employee identification number. | |
| Social Security | display only | Employee social security number. | |
| Assignment No. | display only | Assignment identification number. | |
| Job | display only | Organization assignment. | |
| Position | display only | Position assignment. | |
| Begin Date | display only | Assignment start date. | |
| End Date | display only | Assignment end date. | |
| FTE | display only | Full-time equivalent employment status for assignment. | |
| Distribution Instructions Region | |||
| Org. Def. | display only | check box | Indicates if organization default labor schedule is used for assignment; if set up at the site level, Organization Default Labor Schedule used for all employee's assignments and cannot be modified. |
| Assignment | display only | check box | Indicates if labor schedule defined at Assignment level. |
| Element Group | display only | check box | Indicates if labor schedule defined at Element Group level. |
| Element | display only | check box | Indicates if element defined at Element level. |
| Schedule Lines | button | Opens Schedule Lines window. |
| Field Name | Type | Features | Description |
|---|---|---|---|
| Employee Region | |||
| Full Name | display only | Employee full name. | |
| Employee No. | display only | Employee identification number. | |
| Assignment Region | |||
| Assignment | display only | Assignment identification number. | |
| Org. | display only | Organization component of assignment. | |
| Begin | display only | Assignment start date. | |
| FTE | optional | Assignment employment status. | |
| Payroll | display only | Employee payment cycle. | |
| End | default, display only | Assignment end date. | |
| Schedule Hierarchy Region | |||
| Assignment | optionally required | radio button | Indicates if you defined the labor schedule at the Assignment level. |
| Element Group | optionally required | radio button: list of values | Indicates if you defined the labor schedule at the Element Group level. |
| Element Type | optionally required | radio button: list of values | Indicates if you defined the labor schedule at the Element level. |
| Copy To | button | Opens the Copy To window. | |
| Schedule Lines Region | |||
| GL Account | conditionally required | pop-up window | General Ledger accounting flexfield. This is required if there are no Grants Accounting or Projects charging instructions. |
| Project | conditionally required | list of values | Grants Accounting or Projects project name. This is required if there are no General Ledger accounting flexfields.
Note: To see the entire Project's line, navigate horizontally using the scroll bar. |
| Task | conditionally required | list of values | Grants Accounting or Projects task number charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Award | conditionally required | list of values | Grants Accounting award number charging instruction. This is required if there are no General Ledger accounting flexfields. Only the awards belonging to the selected project are available for selection. |
| Organization | conditionally required | list of values | Grants Accounting or Projects organization charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Exp. Type | conditionally required | list of values | Grants Accounting or Projects expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. |
| Start Date | required | list of values: pop-up calendar | Charging instruction start date.
Note: Labor Distribution checks the end date of the most recently imported Oracle or non-Oracle payroll. You can only creat and modify schedules for dates after the end date of the last processed payroll for the selected employee assignment. |
| End Date | optional | list of values: pop-up calendar | Charging instruction end date. |
| % | required | Labor distribution percentage applied to that schedule line for the specified dates. | |
| [Matrix] | display only | Displays dates with identical charging instructions.
Note: Navigate horizontally using the Move Left and Move Right buttons. |
|
| Refresh Display | button | Updates the display matrix. | |
| Schedule Summary | button | Opens the Schedule Summary window. | |
| Monthly Summary | button | Opens the Monthly Schedule Summary window. | |
| Payroll Period | button | Opens the Payroll Period Schedule Summary window. | |
| Copy To Window | |||
| Employee | required | list of values | Employee name to whom schedule line is copied or merged. |
| Assignment | required | list of values | Employee assignment. |
| Copy to New Schedules | button | Copies the schedule lines from the current labor schedule for the same employee assignment or for a different employee assignment. | |
| Merge to Existing Schedules | button | Merges the schedule lines of the current labor schedule with the labor schedule lines present on an existing labor schedule for the same or for a different employee assignment. | |
| Element Groups | default | If you select Copy to New Schedules, this displays the element group hierarchy values where no labor schedule exists for the selected employee assignment. If you select Merge to Existing Schedules, this displays the element group hierarchy values that do exist for the selected employee assignment. If you select a value, it appears in the corresponding destination window. | |
| Element Types | default | If you select Copy to New Schedules, this displays the element type hierarchy values where no labor schedule exists for the selected employee assignment. If you select Merge to Existing Schedules, this displays the element type hierarchy values that do exist for the selected employee assignment. If you select a value, it appears in the corresponding destination window. | |
| Assignment | check box | check box | Select the Assignment check box to merge a schedule line to a labor schedule defined at the Assignment level. |
| Select All | button | Selects all items in the Element Groups or Element Type regions. | |
| Deselect | button | Deselects items selected in the Element Groups or Element Types region. | |
| Cancel | button | Closes the window without saving. | |
| Done | button | Indicates task completion. |
Use the following procedures to view schedule lines:
Perform the following steps to view the schedule summary.
In Labor Distribution, navigate to the Labor Scheduling window as follows:
Labor Schedules
The Labor Scheduling window appears.
In the Full Name field, query the list of employees as follows:
View > Find or View - Find All
The Find Employees window appears.
Select an employee.
Click Find.
Click Schedule Lines.
The Schedule Lines window appears.
Click Schedule Summary.
The Schedule Summary window appears.
In the Begin field in the Display region, enter the start display date from the list of values.
In the End field in the Display region, enter the end display date from the list of values.
Click Display. A display appears summarizing how each element of the assignment is scheduled.
Close the window.
The Schedule Lines window appears.
To view the monthly schedule summary, perform the following steps.
In the Schedule Lines window, click Monthly Summary. The Monthly Schedule Summary window appears.
In the Begin field in the Display region, enter the start display date from the list of values.
In the End field in the Display region, enter the end display date from the list of values.
In the Schedule Hierarchy region, select a hierarchy level to display.
Click Refresh Display. A monthly summary of the schedule lines appears.
Close the window.
The Schedule Lines window appears.
To view the schedule lines by payroll period, perform the following steps:
In the Schedule Lines window, click Payroll Period. The Payroll Period Schedule Summary window appears.
In the Begin field of the Display region, enter the start display date from the list of values.
In the End field of the Display region, enter the end display date from the list of values.
In the Schedule Hierarchy region, select a hierarchy level to display.
Click Refresh Display. A monthly summary of the schedule lines appears.
Close the window.
The Schedule Lines window appears.
Close the Schedule Lines window.
| Field Name | Type | Features | Description |
|---|---|---|---|
| Employee Region | |||
| Full Name | display only | Employee name. | |
| Employee Number | display only | Employee identification number. | |
| Social Security | display only | Employee social security number. | |
| Display Region | |||
| Begin | required | list of values: pop-up calendar | Schedule line for assignment begin date. |
| End | required | list of values: pop-up calendar | Schedule line for assignment end date. |
| Display | button | Populates Element and Element Group regions with appropriate data. | |
| Main Region | |||
| Assignment | display only | Assignment identification number. | |
| Organization | display only | Assignment organization name. | |
| Element Type | display only | Lists elements scheduled for assignment. | |
| Element Group | display only | Lists element groups scheduled for assignment. | |
| Org Default | display only | Indicates if the element is defined at the Organization Default level. | |
| Assignment | display only | Indicates if the element is defined at the Assignment level. | |
| Element Group | display only | Indicates if the element is defined at the Element Class level. | |
| Element | display only | Indicates if the element is defined at the Element level. |
| Field Name | Type | Features | Description |
|---|---|---|---|
| Employee Region | |||
| Full Name | display only | Employee full name. | |
| Employee Number | display only | Employee identification number. | |
| Assignment Region | |||
| Assignment | display only | Assignment identification number. | |
| Organization | display only | Organization component of employee's assignment. | |
| Begin | display only | Assignment start date. | |
| FTE | display only | Employment status of employee's assignment. | |
| Payroll | display only | Employee payment cycle. | |
| End | display only | Assignment end date. | |
| Schedule Hierarchy Region | |||
| Assignment | display only | You can select but cannot add. This indicates if the element is defined at the Assignment level. | |
| Element Group | display only | You can select but cannot add. This indicates if the element is defined at the Element Type level. | |
| Element Type | display only | You can select but cannot add. This indicates if the element is defined at the Element level. | |
| Display Region | |||
| Begin | required | list of values: pop-up calendar | Schedule line assignment begin date. |
| End | required | list of values: pop-up calendar | Schedule line assignment end date. |
| Refresh Display | button | Updates the matrix with appropriate data. | |
| GL Account | display only | General Ledger accounting flexfield. This is required if there are no Grants Accounting or Projects charging instructions. | |
| Project | display only | Grants Accounting or Projects project name. This is required if there are no General Ledger accounting flexfields.
Note: To see the entire Project's line, navigate horizontally using the scroll bar. |
|
| Task | display only | Grants Accounting or Projects task number charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Award | display only | Grants Accounting award number charging instruction. This is required if there are no General Ledger accounting flexfields. Only the awards belonging to the selected project are available for selection. |
|
| Organization | display only | Grants Accounting or Projects organization charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Expenditure Type | display only | Grants Accounting or Projects expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Start Date | display only | Charging instruction start date. | |
| End Date | display only | Charging instruction end date. | |
| % | display only | Labor distribution percentage applied to that schedule line for the dates specified. | |
| [Matrix] | display only | Displays dates with identical charging instructions. |
| Field Name | Type | Features | Description |
|---|---|---|---|
| Employee Region | |||
| Full Name | display only | Employee full name. | |
| Employee Number | display only | Employee identification number. | |
| Social Security | display only | Employee social security number. | |
| Assignment Region | |||
| Assignment | display only | Assignment identification number. | |
| Organization | display only | Organization component of employee's assignment. | |
| Begin | display only | Assignment start date. | |
| FTE | display only | Employment status of employee's assignment. | |
| Payroll | display only | Employee payment cycle. | |
| End | display only | Assignment end date. | |
| Schedule Hierarchy Region | |||
| Assignment | display only | You can select but cannot add. This indicates if the element is defined at the Assignment level. | |
| Element Group | display only | You can select but cannot add. This indicates if the element is defined at the Element Type level. | |
| Element Type | display only | You can select but cannot add. This indicates if the element is defined at the Element level. | |
| Display Region | |||
| Begin | required | list of values | Schedule line assignment begin date. |
| End | required | list of values | Schedule line assignment end date. |
| Refresh Display | required | button | Updates the matrix with appropriate data. |
| GL Account | display only | General Ledger accounting flexfield. This is required if there are no Grants Accounting or Projects charging instructions. | |
| Project | display only | Grants Accounting or Projects project name. This is required if there are no General Ledger accounting flexfields. To see the entire Project's line, navigate horizontally using the scroll bar. |
|
| Task | display only | Grants Accounting or Projects task number charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Award | display only | Grants Accounting award number charging instruction. This is required if there are no General Ledger accounting flexfields. Only the awards belonging to the selected project are available for selection. |
|
| Organization | display only | Grants Accounting or Projects organization charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Expenditure Type | display only | Grants Accounting or Projects expenditure type charging instruction. This is required if there are no General Ledger accounting flexfields. | |
| Start Date | display only | Charging instruction start date. | |
| End Date | display only | Charging instruction end date. | |
| % | display only | Labor distribution percentage applied to that schedule line for the dates specified. | |
| [Matrix] | display only | Displays dates with identical charging instructions. |