An Oracle White Paper

Timecard HR Absences Integration

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Table of contents
INTRODUCTION ................................................................................................................................................................. 3 EXECUTIVE SUMMARY ....................................................................................................................................................... 3 DEFINITIONS ...................................................................................................................................................................... 4 BUSINESS VALUE ............................................................................................................................................................... 4 BUSINESS PROCESS ............................................................................................................................................................ 5 PROCESS FLOW IN ORACLE TIME AND LABOR.................................................................................................................... 6 SETUP ...................................................................................................................................................................................... 6 HR Absences: ..................................................................................................................................................................... 6 Oracle Time and Labor: ..................................................................................................................................................... 7 FUNCTIONAL PROCESS: ................................................................................................................................................... 10 Use Cases: ....................................................................................................................................................................... 11 FREQUENTLY ASKED QUESTIONS (FAQS) ........................................................................................................................ 13 APPENDIX ........................................................................................................................................................................ 19 Define Schedules and Availability.................................................................................................................................... 19

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Introduction
Enterprises use Oracle Time and Labor to capture time worked for their workers and the Absence Module in Oracle Human Resources to record planned and unplanned absences. Workers need to have the ability to record time off and time worked from one interface rather than navigating between multiple Interfaces. Hence these two modules have to be integrated to ensure avoidance of double entry of absences and maintain data integrity. This business need has been met in Release 12.1.2 of eBusiness Suite. Integration has been enabled between Timecard and HR Absences. The scope of this document is as follows: Describes the integrated functionality of HR Absences and the Timecard module with use cases. Describes the setup and configuration steps required for implementing this integration. Describes the business benefits of implementing this integration.

Executive Summary
This integration is for organizations that records planned absences using HR Absence module and uses in Oracle Time and Labor for recording time worked using time cards. When workers use both the modules, absences recorded in HR Absences should be reflected on the time cards. Worker should also be allowed to modify the time card to reflect any changes and synchronized back to the absence module. This is required to avoid conflicting and duplicate entries in these two modules. This would help organizations to ensure accuracy of pay calculations.

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Definitions
HR Absences: Absence modules available in the Oracle Human Resources (Core HR) and Leave of Absence module in Oracle Self Service Human Resources. Common Application Calendar: The Oracle Common Application Calendar provides a central place to store and view all resources' schedules, and availability. Resource schedules, including working hours and exceptions can be defined to define a resource's work schedules.

Business Value
Seamless and real time integration of HR Absences and Oracle Time and Labor applications. Provides time card with details of absences while making time entry. This helps in elimination of conflicting time entry. Provides the ability to create or modify absences from time card, thus eliminates the need to navigate to multiple forms. This increases employee productivity. Provides the ability to leverage the work schedules from Common Application Calendar. Populates absence days or hours in time card in accordance with CAC schedules.

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Business Process
In a typical scenario the following happens: Worker applies for absence and submits for approval. Worker records time worked details in time card. At the time of entering time cards the absence entries of that time card period is shown. Worker can modify the absence entry in the time card if there were any changes in absence period compared to the planned absence. Worker records new absence if required on the time card. Worker submits time card. If there were any changes in absence entries then HR absence module is appropriately updated.

The following picture illustrates the HR absence and OTL integrated business process

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Process flow in Oracle Time and Labor

The following diagram illustrates the typical flow in Oracle Time and Labor module with Absences integration enabled.

Setup
HR Absences:

This integration enables the business to reuse the existing absence setup or create a new setup. The following steps needs to be completed to setup HR absence. Create Absence Elements Create Link for Absence Elements Create Absence Type Create Accrual Plan

More details on absence can be found in Compensation and Benefits Management Guide

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Oracle Time and Labor:

Following are the setups and the steps required to enable this integration Profile Options: To enable this integration the new HR profile option HR: Absences Integration with OTL needs to be set to Yes at the Site Level. OTL Preferences: The following table describes the OTL preference which needs to be set for this integration. Integration Preferences Values Usage Enable Integration with Yes, No Determines the integration. Absences Allow Edit On Imported Yes, No Determines the ability to edit the Absences Entries populated absence entries. Action for Absence Error, Warning Determines the action on Pending Approval absence records with status Pending for Approval. Retrieval Rule for Working, Determines the rule as when to Absence Submitted, post Absence entries to Core HR. Approved, Use Retrieval Rule Group Preference. Display Absence Status Yes, No Determines the displaying of Region on Timecard absence details region in time card. Action for Overlap and Error, Warning, Determines the action when PTO Validations Ignore applied absence overlaps with other absence and other PTO validations. Action for Absences Error, Warning Determines the action on Pending Confirmation planned absence which requires confirmation. Exclude Absences from Yes, No Determines whether to include Timecard Totals or exclude absences units in calculating total units within a timecard. This applies for Self service timecard only.
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Create Element Set

Create an element set or add to the existing element set. Include absence elements to the element set Set the type as Run Set Save the details

Run Generate flex field Mapping:

Run the concurrent process Generate flex field and Mapping Information In the parameters select the defined element set Set the parameter Include Absence Information to Yes Submit the process.

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Alternate Name Definition

Absence types imported into OTL are displayed in the Hours Type choice list on the Payroll layout. To avoid ambiguity, the alternate names on the timecard need to have the same name as the Absence type. For this purpose a new interface Configure Absence Type is provided.

Configure Absence Types:

By default, all absence details for absence types imported into OTL are displayed on the timecard. Depending on the business need, there is a provision to mark specific absence types as editable or not. Additional functionality is also provided to create or append to Alternate Name Definition and Time category.

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Functional Process:
A typical functional process is that a worker submits absence in HR Absences. Submitted absences are pre-populated on the time card of the worker. Worker can modify the absence or continue with the time card submission with regular hours. Following snapshots explain the pre-population of absences on Timecard.

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Functional capability of this integration is explained in the following sections in the use case form.
Use Cases: Scenario 1: Absence period with public holidays with CAC Schedules defined.

Worker scheduled to work from Monday, May 24th 2010 through Friday May 28th 2010. Wednesday 26th May is defined as a public holiday in Availability module. Worker applied for day based absence with start date of 24th May and End Date of 28th May. HR Absences will publish to OTL timecard absence period as displayed below. Hours Type Vacation Leave (Days) Time Start Time Stop Time Days 24 25 26 27 28 29 30

Scenario 2: Absence spanning across time card periods with CAC Schedules defined.

Worker works on Monday to Friday weekly schedule. Worker applied absence from Thursday to subsequent weeks Tuesday. Saturday and Sundays are weekly offs. HR Absences will publish to OTL timecard absence period as displayed below. Week starting from 24th May 2010 to 29th May 2010 Hours Type Time 24 25 Mon Tue Vacation Start Time Leave Stop Time (Days) Days Week starting from 31st May 2010 to 04th June 2010 Hours Type Time 31 01 Vacation Start Time Leave Stop Time (Days) Days 1 1

26 27 Wed Thu

28 Fri

29

30

02

03

04

05

06

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Note: In case CAC is not used to evaluate the worker schedule and availability, Absences would be populated for the entire duration and split timecard wise.
Scenario3: Absence entries made from Time Card

Worker works on Monday to Friday weekly schedule. Worker applied absence on Thursday while making working hours entries in time card. On submission of time card absence record will be synchronized HR Absences. Hours Type Time 24 25 26 27 28 29 30 Regular Hours (Hours) Start Time Stop Time Hours 8 Vacation Leave (Days) Start Time Stop Time Days 8 8 8

Scenario 4: Worker applied for vacation type absence for two days (Monday and Tuesday) which are approved.

Employee also applied for one sick type absence on Friday which is in Pending for Approval status. On submission of time card absence record will be synchronized HR Absences. Hours Type Vacation Leave (Days) Casual Leave (Days) Time Start Time Stop Time Hours Start Time Stop Time Hours 24 25 26 27 28 29 30

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Frequently Asked Questions (FAQs)

1. Can I capture planned absences using this Integration? The recommended approach is to use core HR/SSHR to capture planned absences and use OTL Timecard to capture unplanned or adhoc absences only. 2. What all Absence Statuses are pre populated on the time card. Absence with status Approved' and 'Pending for Approval' are pre-populated in time card. 3. If Common Application Calendar is integrated with HR Absence will I get absence period prepopulated as per the duration derived from common application calendar? Yes, absences are pre-populated as per the schedules and exceptions defined in the Common application Calendar. 4. If I have an absence record in Leave of Absence in Save for Later status will that absence be pre-populate on the time card. No. Absences are populated from the PER_ABSENCE table. Save for Later absence are not stored in PER_ABSENCE table, hence those records will not be populated. 5. Can I create / edit absence details from both HR absences and Time Card. Yes, you can create/edit absence from both HR absences and time card, however once time card is created then creation and updations of absences are not allowed from HR absence for that time card period. This is to ensure data integrity. But fields like Absence Reasons, Absence DFF and attachments can be added or edited even if time card for that period exists. 6. Do I need to setup separate absence related rules for time card integration? No, you do not require setting separate rules for this integration. All rules applicable for HR Absence are validated from time card also. 7. I want to setup some absences types as view only and some for editing in time card. Will I be able to do that? Yes, you can mark each absence type for either viewing or editing in Configure Absence Type page.

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8. I want to view all absences and their status for a time card period in my time card. Can I have a consolidated view of my absence records? Yes, you can have a consolidated view of you absence for a given time card period. To view this details enable OTL preference Display Absence Status Region on Timecard to Yes.

9. I want to restrict editing of absence which was imported from HR absences. I want users to edit only that absence which were created from Time card. Will I be able to do this? Yes, you can restrict edits on imported absences. Set OTL Preference segment Allow Edit on Imported Absences Entries to restrict user from editing the imported absences. 10. Can I delete an absence in time card which is created from HR Absences? Yes, you can delete the absence which is created from HR absence. Ensure that preference Allow Edit on Imported Absences Entries is set accordingly. 11. I have deleted an approved absence before entering timecard and it is pending for approval. What will be impact on my time card for that period? If you open a timecard for time entry for that period, OTL Application will show up an error message Delete notification exists on absence entries for the chosen timecard period. Please clear off those transactions and then make time entries. You need to clear off such delete notifications through Self Service and complete time entry via Timecard.
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12. I have submitted absence from Self Service and it is pending for approval. For the same period I have created a time card. My absence is populated in time card. I have submitted the time card for approval. Through my time card my time worked and absence got approved. What will happen to the pending transaction which is generated from Self Service? On submission of time card, Oracle Time and Labor system clears the pending transactions. 13. I have entered 4 continuous days as absence in my time card and submitted. Will there be one entry with duration as 4 in my HR absence or will it be 4 entries? There will be single entry with duration as 4 in HR absences. 14. I have submitted my time card with entries for hours worked and absence. My time card is rejected. In this case will there be any entries in my HR absences. No, when time card is rejected, then all the entries in the time card are rejected including Absences. 15. I have approved absence from Self Service. I have created a time card for that period. My absences are populated in time card. Subsequently, I have deleted my time card. Will my populated absence will also get deleted. No. If populated absences are not edited in time card then those absences will not be deleted. 16. Does this integration enabled for OTLR Payroll Layout. This integration is enabled for Payroll recipient application without OTLR functionality enabled. 17. Does this integration applicable to Timekeeper entries. Yes, HR absence will be populated in the time keeper entry form also. 18. Can I view the absence entries from the timekeeper form? Yes. Use Absence Entries button in the timekeeper form to view the absence entries. This button will be available only if this integration is enabled.

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19. Is absence integration supported with time store deposit API. When the user tries to create a timecard using API in order to prepopulate/import absence from HR module user has to invoke one of the below overloaded procedures based on the requirement before calling HXC_TIMESTORE_DEPOSIT.EXECUTE_DEPOSIT_PROCESS procedure

HXC_RETRI EVE_ABSENCES. TC_API _ADD_ABSENCE_TYPES ( p_per s on_i d IN NUM BER, p_s t ar t _dat e IN DATE, p_end_dat e IN DATE, p_bl oc k s I N OUT NOCOPY hx c _s el f _s er v i c e_t i m e_depos i t . t i m ar d_i nf o, ec p_app_at t r i but es I N OUT NOCOPY hx c _s el f _s er v i c e_t i m e_depos i t . app_at t r i but es _i nf o) ; or HXC_RETRI EVE_ABSENCES. TC_API _ADD_ABSENCE_TYPES ( p_bl oc k s I N OUT NOCOPY hx c _s el f _s er v i c e_t i m e_depos i t . t i m ar d_i nf o, ec p_app_at t r i but es I N OUT NOCOPY hx c _s el f _s er v i c e_t i m e_depos i t . app_at t r i but es _i nf o) ;

20. Since Absence Integration now allows importing Day and Hour based absence types into OTL, Is it possible to use elements with Days as input value to capture Time worked? Support for Days as an element input value is provided to facilitate the capture Day based absences. Using Days as input values is not supported for time worked related elements. 21. Is it possible to link more than one Absence type to Payroll elements? While setting up Absence Attendance Types, make sure each unique payroll element is mapped only to one Absence Attendance Type. There has to be a 1-1 relation between a payroll element and absence attendance type. 22. Are absence related data retrieved by Transfer Time from OTL to BEE process? If an element is configured in the 'Configure Absence Types' self-service screen, this element is always skipped by Transfer time from OTL to BEE irrespective of whether absence integration is enabled or not. 23. When the preference Action for Absences Pending Confirmation is set to Error and there is an absence pending approval, worker is not allowed to enter the timecard. Is it possible for the worker to delete the notification pending approval by the manager? The profile HR:Enable Initiator to Delete a Pending-Approval Transaction can be set to Yes allowing the initiator or worker to cancel any pending notifications and subsequently enter the same absence in Timecard along with Time worked.
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24. How to configure the Alternate names consisting of Absence Types for Timekeeper? If Timekeeper mode of entry is availed, please ensure that the Preference Node Timekeeper Layout Attributes has the appropriate settings. For this, navigate to the aforementioned preference node, and update the Payroll Elements Alternate Name to the new Alternate Name Definition you used in the Configure Absences Type page. In the event where you need to append to the existing Timekeeper Payroll Elements Alternate Name, you should use the 'Append to an existing Alternate Name' functionality in the Configure Absences Type page. 25. The Absence Entries window displayed on Timekeeper, is this preference evaluated at Timekeeper level or at individual worker level? The 'Show Absences Screen' Option in Timekeeper is shown as per the Preference setting for the TIMEKEEPER. The value of the preference 'Display Absence Status on Timecard' defined at Timekeeper level is considered. For the rest of the Absence Integration Preference segment Setup, employee (worker) preference setting is evaluated. 26. Are absences pre-populated even when using the Import/Export Functionality? With this integration, When the user tries to create a timecard by uploading the CSV file absence data will be pre-populated/imported to time entry page in addition to the information in CSV file. 27. Can absence types which are linked to elements defined as Recurring be captured in OTL? OTL only allows capture of Absences linked to payroll elements which are defined as Non Recurring. 28. Can a Time entry rule be written to validate absence data? Time entry rules can be written to perform custom validations; however Time entry rules that work on PTO balances do not ignore pre populated absences. 29. When does the Actual Absence API get called, does it get called as part of Timecard submission or Absence retrieval? The absence API validation happens only during the actual online retrieval. During timecard submission, the application only goes thru validations for PTO, Overlap, balances etc. So any fast formula or hook code will not be considered during timecard submission. 30. There is an existing custom integration of Absences and Timecard, does switching over to this new functionality cause any issues? There could be differences in the custom implementations of Absences and Timecard Integration and this seeded integration. Customers need to carefully evaluate this functionality provided, evaluate and then switch over to the new functionality For example, if the profile
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and preference are set to enable the integration, and the customer tries to edit the absence for which there is already a timecard present, there is a problem. 31. In my Recent Time Page can I see the working time and absences separately? Yes. In the Recent Timecards page Recorded Hours and Absence durations are displayed separately. This is enabled via personalization.

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Appendix
Define Schedules and Availability

The following steps needs to be completed to setup schedules in CAC. Please note that this setup is not mandatory for this integration. Create Schedule Pattern Create Schedules Add Exceptions Add Resources

More details on Schedules and Availability can be found in Workforce Sourcing, Deployment, and Talent Management Guide.
Create Schedule Pattern

A pattern comprises a sequence of time units that are repeated at a specified frequency. The following snapshot illustrates a typical pattern

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Create Schedule

Add Resource

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Title: Oracle Time & Labor Integration with HR Absences Dated: June 2010 Authors: Anima Prasad, Vishwanath Kuchibhotla Contributors: Ashok Rajagopal, Amarnath Krishnamoorthy, Balakrishna Bayragi

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