Learn Oracle Time and Labor (OTL) Cloud With Payroll

Oracle Cloud Time and Labor (OTL) With Payroll

In this article, we will dive into the world of Oracle Time and Labor (OTL) and explore how to configure it with Payroll integration. We will begin by presenting a real business case and then guide you through each step required to fulfill the requirement.

Whether you are a beginner with no prior knowledge or an experienced professional looking to refresh your skills, this article will be an excellent resource for you. We will cover each task involved in the OTL configuration process to help you gain a better understanding of the tool’s functionalities and features.

Starting with a business case, we will demonstrate how to configure OTL with Payroll integration. You will learn how to set up OTL, define time entry rules, create time entry layouts, and define HCM groups. We will walk you through each step in detail, explaining the rationale behind each decision and providing helpful tips and best practices along the way.

By the end of this article, you will have a solid understanding of how to configure OTL with Payroll integration and will be able to apply your new knowledge to your work environment. So, whether you are a new user or an experienced professional, buckle up and get ready to learn how to configure Oracle Time and Labor (OTL) with Payroll integration!

Business Case : OTL Requirement

The most effective way to learn any Oracle module is to begin by understanding the business requirements that drive the configuration tasks. By doing so, we can gain insight into the rationale behind each task we perform. For example, let’s say that an organization Iavinash Pvt. Ltd. has outlined the following requirements for OTL.

1. Employees will submit their timesheets weekly, starting on Mondays.
2. Employees may optionally indicate whether they took a meal break.
3. Although the organization uses multi-assignment, all time entries should be made against the primary assignment.
4. Employees must enter their start and end times on the timecard.
5. Employees must be paid overtime if they work more than 8 hours in a day.
6. Employees may only submit time for the current week.
7. Employees cannot edit approved or submitted timecards.
8. If the total number of hours worked in a week is less than 40, employees will receive a warning message.
9. Managers will see calculated hours (quantity) in the approval notification.

As an OTL consultant, our task is now to transform these requirements into actionable configuration steps that will deliver the desired outcomes for the business. Let’s see how it is done.

OTL Implementation Tasks

Navigating through the different tasks required to configure OTL can be overwhelming, especially for beginners. But don’t worry, we’ve got you covered with a simple trick that can help make the process easier.

First option : to find list of  all tasks for OTL configuration in one place follow below navigation

1. Click on the Settings and Actions menu (your profile picture on top right corner).
2. Click on Setup and Maintenance.
3. In the Setup field, select Workforce Deployment (only available if offering is enabled)
4. In the Functional Areas list, select Time and Labor.
5. In the Show field, select All Tasks.

By following these steps, you will have access to all the tasks needed to configure OTL in almost the same order that you need to perform them. This will make it easier for you to stay organized and focused as you work through each task.

Second Option (preferred) : Another option to access all OTL related tasks in one place is to search for a task list Define Time and Labor, follow below navigations

1. Click on the Settings and Actions menu (your profile picture on top right corner).
2. Click on Setup and Maintenance.
3. Click on Tasks panel then click on Search option.
4. Search for Define Time and Labor.
5. Click on that task list and you will see all OTL task in almost same order you need to execute.

Configure OTL Elements

As the requirement specifies that any hours worked beyond 8 hours should be reported as overtime, we need to create at least two elements:

• XX Regular Hours
• XX Overtime Hours

Creating elements is a common process and is not directly related to the OTL module. Assuming that you are familiar with the steps involved in creating elements, we will briefly summarize them here along with their eligibility criteria.

To create an element, go to the Elements task and click the Create button. In the Create Element pop-up window, enter the following details and click Continue:

• Legislation Data Group : <select your legislation, throughout this article we are working on US legislation>
• Primary Classification : Standard Earnings
• Category : Time Card

On the “Create Element: Basic Information” page, enter the following details and leave all other fields unchanged:

• Name : XX Regular Hours
• Reporting Name : XX Regular Hours
• Effective Date : 1/1/1951

Click the Next button. On the “Create Element: Additional Details” page, enter the following details for the Calculation Rules section:

• What are the calculation units for reporting? : Hours
• Work Units Conversion Rule : Standard Working Hours Rate Annualized

Click the Next button. On the “Create Element: Review” page, click Submit. Wait for the application to create the element.

Once the element is created, click on the “Element Eligibility” folder, then click the Action button and select “Create Element Eligibility”. In the “Element Eligibility Name” field, enter XX Regular Hours Open.

Click the Submit button to complete the element and element eligibility configuration for XX Regular Hours.

Repeat these steps again to create the XX Overtime Hours element.

Generate Data Dictionary Time Attributes

When creating or updating elements, it is necessary to run the “Generate Data Dictionary Time Attributes” process to ensure they can be used in OTL configuration. Additionally, this process may need to be run when making changes to the absence type setup that you wish to use in OTL

To run the process, select the “Generate Data Dictionary Time Attributes” task and provide the following details:

• Include Payroll Time Type : Yes
• Legislative Data Group : Select your legislation for which you configured element or absence

Click on the Submit button, usually it doesn’t take much time to finish, you can continue with other setup tasks.

Configure Repeating Time Periods

Repeating time periods are a common feature in Oracle Cloud we have already seen how it is used in absence management. As the requirement specifies that employees will submit their timesheets on a weekly basis, we can use an existing delivered repeating period, such as Payroll Weekly Starting Monday, or create a new one. To create a new repeating time period, search for the task Repeating Time Periods and enter the following details:

• Name : AP Weekly Starting Monday
• Period Usage : Time Card, Approval, Accrual Processing
• Period Type : Weekly
• Period Length : One Week
• Sample Start Date : <Select First Monday of the current month>

Once you enter all these details click on Save and Close button to create the repeating time period.

Create Custom Time Attributes

Creating custom time attributes is an optional step, and you may not always need to configure them for your project. However, to demonstrate the functionality, we will create one in this article. Oracle Cloud provides more than 25 delivered time attributes, including “Payroll Time Periods,” “Absence Management Type,” and “Compensatory Time Absence Plan,” among others. Each of these attributes serves a different purpose and offers unique functionality, which we will discuss later in this article.

Since the requirement specifies that employees may optionally indicate whether they took a meal break or not when submitting their timesheets, we need to create a custom attribute to capture this information. To do so, search for the task Custom Time Attributes, click on the Create button, and enter the following details:

• Display Name : AP Meal Break Taken
• Classification : Without dependent attributes
• Data Type : Text
• Unit of Measure : Hours
• Default Filtered Data Source for Time Entry : HRC_YES_NO
• Default Unfiltered Data Source for Setup Tasks : HRC_YES_NO
• Attribute Category : Custom

After entering all of the details, click on the Save and Close button to create the custom time attribute. We will create a time card field based on this custom attribute in the next step.

Configure Time Entry Layout Components

The concept of a time entry layout component is important to understand. In the previous step, we created a custom attribute called AP Meal Break Taken. The ultimate goal is to display this attribute on the timesheet (or timecard) so that employees can select whether they took a meal break or not when submitting their timesheet. However, we cannot make an attribute appear directly on the timecard. Instead, we need to create a time entry layout component for each time attribute type to display them on the timecard.

To create a time entry layout component for our custom attribute “AP Meal Break Taken” search for the task Time Entry Layout Components and click on the Create button:

You will notice a pop-up window that asks you to choose one option, this is because a Layout Component could be one of these three types:

• Single attribute time card fields
• Multiple attribute time card fields
• Web clock button

Before we proceed with the first option, here is a brief description of these fields. We will cover all three options in our article to ensure that you have practical experience with all component types.

Single attribute time card fields

This is the most frequently used time card field type. Here, all values will be from a single time attribute type. As we discussed earlier, Oracle delivers more than 25 types of time attributes. Therefore, if we want to create a timecard field that should retrieve a value from only one of those 25+ delivered attributes, we can configure single attribute time card fields. For our business requirement, which is to capture if an employee took a meal break or not, we need to create a time card field (component) that will display values from a single attribute ( custom time attribute). Therefore, we need to configure a single attribute time card field to display this attribute on the timecard.

For our requirement, we need to create two single attribute time card fields, so before we discuss other types of layout components lets first create these two single attribute time card fields

First single attribute time card fields : AP Meal Break Taken

From the pop-up window select the first option “Single attribute time card field” and click on OK button.

On the Create Time Card Field: Field Definition page, enter details as follows (leave any other default values as is)

• Name : AP Meal Break Taken
• Time Attribute : AP Meal Break Taken
• Filtered Data Source for Time Entry : HRC_YES_NO
• Unfiltered Data Source for Setup Tasks : HRC_YES_NO
• Display Type : Smart Choice List
• Enable override on layouts : Yes
• Required on the Time Card : No <As the requirement says employees can optionally mention if they took meal break or not, therefore Required on Time Card value is selected No>

Once you enter all these details click on the Next button and you will be on the Dependent Field Definition page. This page is used to configure dependent fields. As we dont need to configure any dependent fields, click on the Next button. On the review page, click on Save and Close button. You will be back to Time Entry Layout Components page, do not close or navigate away from this screen as you will need to create one more time card field.

Second single attribute time card fields : AP Primary Assignment

As per the business requirement, all time entry should be associated with the primary assignment only. For this, we need to configure an additional time card field to capture the assignment details of the employee. Ideally, this field should display a list of all assignments (if an employee has multiple assignments) and then allow them to select the primary assignment from the list. However, it would be even better if the field automatically selects the primary assignment without any user input. This would add value to the business and provide a better user experience.

To make this field even more efficient, we can make it read-only, which will prevent employees from accidentally changing the assignment to a secondary one.

To achieve this requirement follow below steps

• On the Time Entry Layout Components page click on the Create button.
• Select “Single attribute time card field” from the pop-up window
• On “Create Time Card Field: Field Definition” page enter details as follows
  • Name : AP Primary Assignment
  • Time Attribute : Assignment
  • Filtered Data Source for Time Entry : List of Assignments
  • Click on the Add Filters button and enter details as follows

    • Filter Variable Name	Filter Input Attribute
      pPersonId	Person
      pStartDate	Start Time
      pEndDate	Stop Time

• • • Click on OK button.
  • Unfiltered Data Source for Setup Tasks : List of Assignments
  • Population Method for New Entry : Function
  • Function : Based on primary assignment
  • Display Type : Read-only
  • Display Name : Assignment
  • Enable override on layouts : Yes
  • Required on the Time Card : Yes
• Click on the Next button.
• Click on the Next button again to reach Review page.
• Click on the Save and Close button.

So far we have created two single attribute timecard fields named below, next we will create a multiple attribute time card fields

• AP Meal Break Taken
• AP Primary Assignment

Multiple attribute time card fields

Unlike single attribute time card fields, multiple attribute time card fields retrieve values from multiple time attribute types simultaneously. While configuring multiple attribute time cards, you can select and combine several attributes from where it should pull values. Although users will see only one value in the frontend, the system stores multiple values internally. It’s important to note that there is a limit of 20 multi-attribute fields you can use across all layouts, so it should be used judiciously.

Lets create a multiple attribute timecard fields that will use below two attributes (thus called multi attribute fields)

• Payroll Time Type
• Absence Management Type

To create a multi-attribute field, click on the Create button on the Time Entry Layout Components page. In the pop-up window, select the option Multiple attribute time card field and click on the OK button.

On the “Create Time Card Field: Field Definition” page, in the “General Properties” section, enter the name as “AP Hours Type“. Now, scroll down to the “Display Value and Attribute Definition” section and click on the Add Time Attribute button, which will bring up a pop-up window called “Add Time Attribute”. Enter the details as follows:

• Attribute Display Sequence : 1
• Time Attribute : Payroll Time Type
• Unfiltered Data Source for Setup Tasks : List of Payroll Time Types for Administrator
• Filtered Data Source for Time Entry : List of Payroll Time Types for User
• Required for attribute definition structure : No

Click on OK button to close the pop-up window. By now we have added a single attribute of type “Payroll Time Type”. Since we have selected multiple attribute timecard fields, we can add another attribute type.  Click on the Add Time Attribute button again and enter details as follows.

• Attribute Display Sequence : 2
• Time Attribute : Absence Management Type
• Unfiltered Data Source for Setup Tasks : List of Absence Types for Administrator
• Filtered Data Source for Time Entry : List of Absence Types for User
• Required for attribute definition structure : No

Click on OK button again to close the pop-up window. Now you have associated two attributes type with this timecard field.

In the “Display Value and Attribute Definition” section enter details as follows. You will need to click on “Add Row Below” button to make new rows.

Please note : You can only make an entry in the third row if absence management is configured in your pod for the legislation you are working with. If absence is not configured, you can either ignore the third row completely or simply leave the “Absence Management Type” column for that row blank. You can learn how to configure absence types using this article: Fusion Absence Management: Explained with Examples.

Display Sequence	Display Name	Payroll Time Type	Absence Management Type	Enabled	Worker Allowed Action	Manager Allowed Action
1	AP Regular Hours	XX Regular Hours US Legislative Data Group		Yes	Edit	Edit
2	AP Overtime Hours	XX Overtime Hours US Legislative Data Group		Yes	Edit	Edit
3	AP Sick Leave		Sick Leave	Yes	Edit	Edit
4	AP Bench Time			Yes	Edit	Edit

Click on the Add Filters button and enter details as follows and then click on OK button.

Filter Variable Name	Filter Input Attribute
pAssignmentId	Assignment
pEffectiveDate	Start Time

Enter other details on the screen as follows

• Population Method for New Entry : No default value
• Display Type : Smart choice list
• Display Name : Hours Type
• Enable override on layouts : Yes
• Required on the Time Card : Yes

Click on the Next button twice to reach to Review page. Click on the Save and Close button.

Configure Layout Sets

Layout set on OTL defines the appearance of timecard (timesheet) for workers, managers, reviewers and approvers. To create a layout set search for the task Time Layout Sets and then select following option in the screen.

• Additional Layouts to Include : Responsive UI
• Time Consumer : Payroll

Click on Generate Layout Set button and enter details as follows in the “Basic Information” section.

• Name : AP Absence and Payroll Layout
• Description : <enter description of your choice>

Click on Save button.

Configure the Time Entry Layout

In the layouts section click on the Configure Layout button against layout name Time Entry Layout. This will take you to “Configure Time Entry Layout” page. On this screen click on the Edit Layout button.

You will notice that below two default time card fields are already associated with this layout

Name	Description
Assignment	Delivered time card field that displays the assignment number defined for the assignment value
Payroll Time Type	Delivered single-attribute time type for payroll entries of an earnings or information element that requires an input value of hours. It usages the reporting name for the element.

If you recall, we have already created our own single attribute time card field AP Primary Assignment to display the assignment numbers on the time card, therefore we don’t need this delivered time card field Assignment. Select that row and click on the Delete button to remove it.

Similarly, we don’t need the delivered Payroll Time Type time card field as it only brings values from a single attribute, whereas we have configured another multi-attribute time card field AP Hours Type. Select that row and click on the Delete button to remove it.

Now click on the add button and add below two fields that we configured earlier.

• AP Primary Assignment
• AP Hours Type

Select the Time Entry Identifier check box for both these rows. Enter remaining details on the screen as follows

• Enable entry of negative hours : Yes
• Enable time to span midnight : Yes
• Display unit of measure : Yes
• Time Entry Format : Display start and end time <this is to cover requirement no. 4>
• Decimal Places : 2
• Default Number of Blank Rows on a New Time Card : 2
• Date Format : Monday, January 01

Click on the Next button to jump to “Row Level Details” train stop. Click on Next again, which will take you to “Comments” train stop. Click on Next again and you will be on “Entry Level Details” train stop.

On this screen, click on Add button and search for the single attribute time card field AP Meal Break Taken we created earlier.

Click on Save and Close button, which will prompt a warning message “Do you want to copy your edits to these additional layouts: Time review, view, approval notification, and responsive UI layouts?”

Click on Yes button to copy paste the setting on other layouts.

So far, we have created and edited the Time Entry Layout. This layout is presented to workers when they submit their timecards. Typically, workers enter their time in the format of start time and stop time. However, this layout may not be convenient for a reviewer who reviews and approves the timecard. A reviewer may be more interested in the total hours entered by workers rather than the start or stop time. Therefore, we can configure a different layout for a reviewer (this is also a business requirement No9 to show total hours to the managers )

While you are still on the Configure Time Entry Layout page, click on the Layout Name field and select the value Time Review Layout. Scroll down and click on the Edit Layout button under the Calculated Time tab. This will open the “Edit Layout” pop-up window.

On this screen, change the “Time Entry Format” value to “Display hours only”. Click on the “Save and Close” button, which will bring up another warning message: “Do you want to copy your edits to the view and approval notification layouts?” Click on “Yes” to copy the setup to other layouts.

Configure Responsive UI layout

While you are still on the Configure Time Entry Layout page, click on the Layout Name field and select the value Responsive UI Layout. You will see three different sections: “New”, “Entries”, and “Comment”.

In the New section, click on the Edit Layout button. Check the Show checkbox located below the Day Start Time heading to ensure employees see their start time as per the work schedule. Click on the Save and Close button.

In the Entries section, click on the “Edit Layout” button. Check the “Show in Additional Attributes” checkbox for the “AP Meal Break Taken” row and then click on the “Save and Close” button.

While you are still on the “Configure Responsive UI Layout” page, click on the “Save” button and select the “Save and Close” option to close the page, which will take you back to the “Edit Layout Set: AP Absence and Payroll Layout” page. Click on the “Save and Close” button again to complete the Layout Sets configuration.

Configure Time Categories

Time categories is another concept in OTL that helps to group and categorize time entered by workers. You can use a category to identify regular hours, another category to group only overtime hours, and so on. Later, you can construct your time entry rules or calculation rules based on these categories. In this article, we will create the following three time categories:

• AP PTT Regular Hours : To group only regular hours
• AP PTT Overtime Hours : To group only overtime hours
• AP PTT Regular and Overtime Hours : To group both these hours types

To create a category search for the task Time Categories and then click on the Create Time Category button. On the Create Time Category page, enter details as follows:

• Name : AP PTT Regular Hours
• Track Usage : No
• Unit of Measure : Leave Blank

On the Category Conditions section enter details as follows

• Time Attribute : Payroll Time Type
• Value Type : Specific value
• Value : XX Regular Hours US Legislative Data Group
• Operator : Not required as we only have single row

Ideally we should add all regular hours elements from all legislations here one after another by using OR operator to create a category of regular hours, but to keep this article simple we have only added a single element that we created initially.

Click on Save and Close button.

Click on the Create Time Category again to create another time category and enter details as follows

• Name : AP PTT Overtime Hours
• Track Usage : No
• Unit of Measure : Leave Blank
• Time Attribute : Payroll Time Type
• Value Type : Specific value
• Value : XX Overtime Hours US Legislative Data Group

Click on Save and Close button.

Click on the Create Time Category again to create another time category and enter details as follows

• Name : AP PTT Regular and Overtime Hours
• Track Usage : No
• Unit of Measure : Leave Blank
• Time Attribute : Payroll Time Type
• Value Type : Specific value
• Value : XX Regular Hours US Legislative Data Group
• Operator : OR
• Time Attribute : Payroll Time Type
• Value Type : Specific value
• Value : XX Overtime Hours US Legislative Data Group

Click on Save and Close button to complete time categories configuration.

Configure Time Consumer Sets

A time consumer set is basically another oracle cloud module (offering) that will read/consume OTL data and process it further. There are currently following three modules that can consume OTL data.

• Payroll
• Project Costing
• Project Execution Management

Using time consumer set we also define approval flow for time entry. Our focus throughout this article was to transfer data to payroll, so we will configure a payroll consume set.

To configure a time consumer set search for the task Time Consumer Sets and then click on Create button, which will take you to “Create Time Consumer Set” page. On this screen enter details as follows

• Name : AP Payroll Time Consumer
• Description : Enter description of your choice
• Time Consumer: Payroll
• Enable Informational Workflow for Bulk Time Card Submission : Yes
• Enable Approval Workflow for Workers : Yes
• Absence Approval Routing : Time approval rules
• Time Category : All Payroll Entries
• Validate on Time Card Actions : Submit and save
• Required Time Card Status : Yes
• Approval : AP Weekly Starting Monday
• Time Data for Approval Rules to Evaluate : Reported time

Click on Save and Close to complete the configuration and close the page.

Create HCM Groups

You may be familiar with the concept of an eligibility profile, which allows us to define a subset of workers and apply the same eligibility criteria wherever needed in a respective module. However, in OTL cloud, eligibility profiles are replaced with HCM groups. Think of HCM groups as similar to eligibility profiles for a better understanding. Both concepts have their pros and cons. With eligibility profiles, you can use various criteria to restrict workers but cannot include or remove individual workers. On the other hand, HCM groups offer limited criteria to filter employees but provide the flexibility to include or exclude individual workers.

Eligibility profiles also allow us to associate fast formulas to address complex requirements. However, HCM groups do not offer this option. As a workaround, you can create a value set that contains SQL queries to filter out workers and then associate it with the HCM groups in the “Include or Exclude Groups” section.

To create an HCM group, search for the task HCM Groups and click on the “Create” button, which will take you to the “Create Group” page. On this page enter details as follows

• Name : AP HCM Groups
• Assignment : Primary
• Include assignments with an HR status of active or suspended : Yes
• Include in Refresh All Groups Process : Yes

Scroll below to “Include or Exclude Members” section and click on “Add Members to Include” button.

Search for one or two employees and add them and then click on Save and Close button.

Evaluate HCM Group Membership

It’s natural for a worker’s assignment to change throughout their tenure in an organization, which may make them eligible or ineligible for an HCM group. To update or refresh the worker’s list according to their latest assignment, search for the task Evaluate HCM Group Membership. This will submit the OTL process “Evaluate Group Membership.” For the Group parameter, enter the name of the group you created in the previous step and then click the “Submit” button to run the process.

Create Fast Formulas for OTL

In this article, our aim is to cover as many tasks as possible while keeping the content simple for beginners. Therefore, instead of creating a new fast formula from scratch, we will leverage the benefits of a delivered fast formula to meet our business requirements.

Our current business requirement is to count any hours exceeding 8 hours as overtime hours. To achieve this, we need a fast formula that can calculate the daily hours submitted by a worker and transfer the excess hours to element XX Overtime Hours. We will use the seeded fast formula “WFM_THRESHOLD_TIME_CALCULATION_RULE” to achieve this goal.

Configure Time Rule Template

To configure a rule template search for the task Time Rule Templates and click on the Create button. On the Create Rule pop-up select values as below then click on Continue button.

• Template Type : Time calculation rule
• Formula Name : WFM_THRESHOLD_TIME_CALCULATION_RULE

You are on Create Rule Template: Definition page, enter details as follows on this screen.

• Name : AP Daily Threshold
• Rule Classification : Threshold
• Rule Execution Type : Update
• Summation Level : Day
• Time Card Events That Trigger Rule : Save, Submit, Resubmit

After entering all the required details on the first train stop, click on the Next button to proceed to the second train stop where you will define the input parameters. These parameters make the template dynamic so that it can be used for different threshold values. If you open the fast formula “WFM_THRESHOLD_TIME_CALCULATION_RULE”, you will find that this formula has two input values: measure (number) and PayrollTimeType (text). On this screen, you will define what kind of values these input parameters will accept. To view the code of the formula, simply click on the Display Formula button available on this screen.

On this screen enter details as follows

Display Sequence	Formula Parameter Name	Parameter Type	Required	Display Name
1	DEFINED_LIMIT	Fixed number	No	Daily Threshold
2	WORKED_TIME_CONDITION	Time category	No	Time Category

Once you click on the Next button, you will move to the next train stop where you can define output parameters. On this screen, you will see two output variables that are coming from the “WFM_THRESHOLD_TIME_CALCULATION_RULE” fast formula. To add another output variable “PAY_ATTRIBUTE_OVER”, simply click on the Add button and enter the following details.

Display Sequence	Output Name	Output Group	Time Attribute	Value Type	Display Name
1	OUT_MEASURE_UNDER	Output Group: 1	Measure		Hours Under Threshold
2	OUT_MEASURE_OVER	Output Group: 2	Measure		Hours Over Threshold
3	PAY_ATTRIBUTE_OVER	Output Group: 2	PayrollTimeType	Data source	Over Pay Type

You may be wondering why we added an extra output parameter “PAY_ATTRIBUTE_OVER”. Well, according to the requirement, if the regular hours for any day exceed 8 hours, the excess hours should be assigned to the overtime element (XX Overtime Hours). To handle this calculation logic, we created an output parameter “PAY_ATTRIBUTE_OVER” of the time attribute type “PayrollTimeType”. We will use this output variable later in this article.

You can optionally also click on the Reorder button to arrange rows as shown in the table above. Once done, click on the Next button. On the Explanation train stop, enter details as follows

• Message Token : Leave blank
• Explanation : If total daily hours for a time category {WORKED_TIME_CONDITION} is more than {DEFINED_LIMIT}, transfer access hours to pay time type {PAY_ATTRIBUTE_OVER}.

Click on the Next button again to reach review page and then click on Save and Close button.

Configure Time Rules

We have two business requirements as follows and for both of them we have to create rules

1. For any day if total hours is more than 8, excess hours should be counted as overtime hours
2. Workers should receive warning message when total hours of the week is less than 40 hours.

Create rule for first requirement : 8 hours excess rule

To create a Time Rules search for the task Time Rules and then click on on the Create button. You will see a Create Rule pop-up window, enter details as follows and then click on Continue button.

• Name : AP Daily 8 Hours Threshold
• Template Name : Time calculation rule
• Rule Template Name : AP Daily Threshold <We created this template earlier in this article>

You are on “Create Rule : AP Daily 8 Hours Threshold” page, scroll below to Rule Parameters section and enter details as follows

• Daily Threshold : 8
• Time Category : AP PTT Regular Hours

For the Outputs section enter value for third parameter “Over Pay Type” as follows

• Over Pay Type : XX Overtime Hours

You will notice that Explanation message changes dynamically as soon as we provide values for input and output parameters. As we discussed earlier, any excess hours will be transferred to overtime element (XX Overtime Hours) and this is what we configured in the Output section.

Click on the Save and Close button.

Create rule for second requirement : 40 hours warning rule

To create a Time Rules search for the task Time Rules and then click on on the Create button. You will see a Create Rule pop-up window, enter details as follows and then click on Continue button.

• Name : AP Weekly 40 Hours Threshold
• Template Name : Time entry rule
• Rule Template Name : Period Minimum Hours Template <for this rule we will use delivered template>

Ensure only Save and Submit are enabled for in the section “Time Card Events That Trigger Rule”

For Rule Parameters section enter value as follows

Display Name	Value
Minimum hours	40
Message displayed when reported hours are less than the minimum hours	HWM_FF_TER_PERIOD_LS_MIN_WRN
Time category for reported hours to compare to minimum	All Payroll Entries

In the output section change value for “Severity of the output message” to “Warning”.

Click on Save and Close button.

Configure Time Rule Sets

Time rule sets helps to group multiple related rules under one name. To create rule sets search for the task Time Rule Sets and click on the Create Rule Set button, which will bring a pop-up, enter details as follows

• Name : AP Daily 8 Hours Rule Set
• Rule Set Type : Time calculation rule
• Effective Start Date :  1st Jan 1951

Click on the New button under rule set members and enter details as follows

• Processing Sequence : 1
• Member Type : Rule
• Member Name : AP Daily 8 Hours Threshold

Click on Save and Close button.

Create one more rule set as follows

• Name : AP Weekly 40 Hours Rule Set
• Rule Set Type : Time entry rule
• Effective Start Date :  1st Jan 1951

Click on the New button under rule set members and enter details as follows

• Processing Sequence : 1
• Member Type : Rule
• Member Name : AP Weekly 40 Hours Threshold

Click on Save and Close button.

Configure Worker Time Entry Processing Profiles

Worker Time Entry Processing Profiles are used to configure how worker time entries are processed and for which timecard period and consumer sets. Using these profiles, you can set up different processing options for different groups of workers. You can define rules for how time is validated and calculated, such as ensuring that workers enter time in specific formats or verifying that they have entered the correct number of hours.

To create worker time entry processing profiles search for the task Worker Time Entry Processing Profiles and then click on the Create button. On the “Create Worker Time Processing Profile: Profile Values” page, enter details as follows

• Profile Name : AP Weekly Payroll
• Effective Start Date : 1/1/1951
• Time Card Period : AP Weekly Starting Monday (This is the repeating period we created initially)
• Time Consumer Set : AP Payroll Time Consumer
• Time Calculation Rule Set : AP Daily 8 Hours Rule Set
• Time Entry Rule Set : AP Weekly 40 Hours Rule Set

Click on the Next button. On the “Create Worker Time Processing Profile: Group Assignments” page, click on the Add button, and select the HCM groups “AP HCM Groups” that were created earlier.

Click on the Next button. On the “Create Worker Time Processing Profile: Profile Priority” page, locate the profile AP Weekly Payroll in the list. Select that row and click on the Move to Top button to assign priority “1” to your profile and move it to the top.

Click on the Next button to reach the Review page. Click on the Save and Close button to save your changes.

Configure Worker Time Entry Profiles

Worker Time Entry Profiles allow you to define specific settings for how workers and managers can enter their time. These profiles determine which layout set is used and what time entry actions are allowed (such as Add, Delete, or Edit).

To create worker time entry profile search for the task Worker Time Entry Profiles and click on the Create button. Enter details as follows on the “Create Worker Time Entry Profile: Profile Values” page.

• Profile Name : AP Weekly Absence and Payroll
• Effective Start Date : 1/1/1951
• Layout Set : AP Absence and Payroll Layout (We created this layout set earlier in this article)

Scroll below to “Time Entry Actions Allowed” section and click on Worker tab, if not already done.

Select the enable check box for Create row, as workers are allowed to create timecard for only current and previous week, enter value 7 for Days before field. Enter 0 for days after field.

For View Only section enable all checkboxes without entering any value for Days Before and Days After fields.

For Edit section enable following check boxes

• Entered
• Saved
• Rejected
• Incomplete: incomplete entries only
• In error: incomplete entries only

For Delete section only enable checkbox for Entered and Saved.

Keep other setting unchanged, Click on the Manager tab and click on the top enable checkbox, which will enable all other check boxes.

Once done click on the Next button. On the “Create Worker Time Entry Profile: Group Assignments” page, click on the Add button and select the “AP HCM Groups” HCM group we created earlier.

Click on the Next button. Select the profile name “AP Weekly Absence and Payroll” and click on button “Move to Top” to move the profile top.

Click on the Next button and then click on the Save and Close button.

Testing OTL Setup

We have completed our OTL setup for payroll as per business requirements outlined initially. Its time to check if all settings and configuration are working correctly or not.

1. Entering Time

Login as a user who is part of the AP HCM Groups and navigate to Me » Time and Absence » Current Time Card

Click on Add button in the Entries section. You will notice following fields based on our configuration

• A read-only field Assignment that is showing primary assignment number, which worker cannot change.
• Hours Type filed that is displaying values like AP Regular Hours, AP Overtime Hours and AP Bench Time
• AP Meal Break Taken field with value Yes and No.

Now enter time as follows

• Select the Hours Type field and select value AP Regular Hours
• Click on Select Dates field and you will notice that only current weeks dates are available for selection, you wont be able to select any date from previous or next week. Select dates for Mon, Tue and Wed of the current week.
• Select value Yes for field AP Meal Break Taken.
• Enter value 9:30 AM for start time field
• Enter value 6:30 PM for end time field

Scroll up and click on Action button then select value Save and Close. You will encounter a warning message “The worked hours entered for the period are less than the minimum limit 40 defined for the time card. Do you want to continue?”

This warning message is part of the requirement. Click on the Cancel button.

Click again on the Add button and enter details as follows

• Select the Hours Type field and select value AP Regular Hours
• Click on Select Dates field, select dates for Thursday and Friday of the current week.
• Select value Yes for field AP Meal Break Taken.
• Enter value 9:30 AM for start time field
• Enter value 6:30 PM for end time field

Click on the OK button and the total reported hours will be displayed as 45 hours, which is more than the 40-hour threshold. This means that the employee should get 1 hour of overtime daily for this week, as it is exceeding the regular 8-hour threshold by 1 hour.

Scroll up and click on the Submit button. This time, no warning message will be displayed and the timecard will be sent to the line manager for approval (only if approval is not bypassed).

2. Approving Time

Logout and log in as the manager of that employee. The manager will receive a notification to approve the timecard. Click on that notification to view the details. The manager will see two different sections – “Reported Time by Time Entry Date” and “Calculated Time by Earned Date”. As per our earlier setup, for the calculated time, only calculated hours (quantity) are displayed, and the manager will not see start and end times. As the employee has also worked excess hours, it will be shown separately, as shown in the image below.

Transfer Hours to Payroll

Login as a payroll administrator, select the flow pattern “Load Time Card Batches” and then select interface “ORACLE FUSION TIME AND LABOR” to transfer time from OTL to Payroll.

Upon successful completion you will see the OTL elements attached to person.

Follow-up Questions

With this, we have completed the Oracle Cloud Time and Labor (OTL) setup and have also verified that all setups are functioning correctly. We hope you have enjoyed this article and are now able to configure OTL independently. If you have any questions, please do not hesitate to post them on hcmfolks.com.

If you want to learn how to set up Oracle E-Business Suite OTL for project layout, please read this article: Learn Oracle Time and Labor (OTL) Step by Step for Project Layout.