Change and Late Audit is one of the most important functionalities of Oracle Time & Labor. Change and Late Audit feature known as CLA allows system to identify the time or attribute information on Timecard which should be audited and requires to enter an explanation/comment of why a change was made to the timecard or why the entry is late. It is an optional feature and doesn't fall into the mandatory setups of OTL.

What is a CHANGE entry and what is a LATE entry? Change and late rules are not fixed entities and can be configured through the appropriate OTL preferences and Time Entry Rules. Even the list of reasons for auditing is configurable. Change and Late audit enables you to track all changes to new Timecards, as well as previously saved and submitted Timecards. These changes include modifying a saved or submitted timecard and saving timecards after a defined due date. For example, you may wish to have workers enter a reason why they changed their hours worked on Friday from 4 to 6, or why an hours type was changed to overtime from regular.

CLA feature was added to OTL to comply with the US Defense Contractor Audit Agency [DCAA]. As in a change and audit scenario, you have to track all the changes , a basic building block upon which our tracking attributes are based on can't be deleted. Hence a Timecard once created, can't be deleted. An hour entry made against a day for a particular receiving application attribute can't be deleted. So what's the solution in a scenario where audit is enabled and a Timecard has to be deleted or a wrong hour entry value has to be deleted? Only option, set the hour entries to zero.

Considering the above fact, the very first preference change for CLA setup is to disable the "Delete Timecards". This will disable the delete icon on the Recent Timecard Page.

Next preference to be modified is the "Self Service Process Flow" preference. This preference needs to be set to "Audit" from the default value of "Standard" which will add the CLA logic to the normal timecard processing flow and will prompt for Change & Late reasons if they are required to be entered as per setup.

As CLA functionality will require a new screen to show the change, late entries and prompt user to provide reason/comment, this new screen is provided through the Audit Layout. Hence Audit Layout needs to be added to "Self Service Timecard Layout" preference. This preference will already have the values for the Timecard, Review and Confirmation layouts at a minimum. When CLA is enabled for employees, you definitely would like to show those audit information to approver also. That means you also need to set the CLA Approver layout.

Now to determine which entry is late and which is a change, we need to create time entry rules. Attach these rules to a Time entry rule group and assign the rule group to a person through the preference. Existing seeded rules can be used a starting point for any custom rule development.

CLA feature was initially enabled for Self Service Time Entry only and later on was developed for Timekeeper also.

In the previous post Timecard Layout Modification, we saw the basic setup changes required for the addition of new Context OHUGLOCATION in the OTL Time Store and the further steps to create/add the corresponding mapping component.

Lets see now, how do we modify the timecard layout LDT files.

Step 1. Define the data source for New Location Field

OTL provides 10 custom view objects which save the effort of creating/managing new database object.

Name : CustomXVO
Class Path : oracle.apps.hxc.selfservice.timecard.server.CustomXVO
View : HXC_CUI_CUSTOMX_V where X stands for 1 to 10

We will use Custom1VO for location choice list. Make sure that this view is not already in use.

create or replace view HXC_CUI_CUSTOM1_V as
select 
     STATE_NAME display_value, 
     STATE_CODE value
from 
     PAY_US_STATES

• Timecard : Timecard Entry Screen.
• Review : Timecard Review Screen.
• Confirmation : Timecard Confirmation Screen.
• Notification : Notification screen as seen by the Approver.

• Details : To capture extra details like DFF fields.
• Export : For Disconnected Time Entry.
• Approval Fragment : Used when multiple applications are used in single Timecard like Project and Payroll.

• Change the HXC_LAYOUT field value
  
• Change the DISPLAY_LAYOUT_NAME field value
  
• Do a Search and Replace All for the old DISPLAY_LAYOUT_NAME with the new name
• To add a new Choice List, copy the seeded Cost Center component and paste below Cost Center.
• Comment off the Cost Center field. # sign can be used to comment out the lines from layout files.
  

• Component header name
• Component_Value
• Attribute_Code set to AK Attribute created above
• Sequence : Determines the sequence of components on Timecard
• Parent_Component
• Comp_Qualifier Header
• Attribute1 : Custom1VO
• Attribute10 : Custom1VO class path
• Attribute26 : OTL Information Type DFF Context
• Attribute27 : Corresponding Segment from the Attribute26 context
• Attribute30 : Y for all the layouts except Timecard entry. A value of Y makes this component as Read Only
  

BEGIN HXC_LAYOUT_COMPONENTS "OHUG Payroll Timecard Layout - Locationr"
   OWNER = "ORACLE"
   COMPONENT_VALUE = "OHUGLOCATION"
   REGION_CODE = "HXC_CUI_TIMECARD"
   REGION_CODE_APP_SHORT_NAME = "HXC"
   ATTRIBUTE_CODE = "OHUG_HXC_LOCATION_PROMPT"
   ATTRIBUTE_CODE_APP_SHORT_NAME = "HXC"
   SEQUENCE = "195"
   COMPONENT_DEFINITION = "CHOICE_LIST"
   RENDER_TYPE = "WEB"
   PARENT_COMPONENT =
  "OHUG Payroll Timecard Layout - Day Scope Building blocks for worker timecard matrix"
   LAST_UPDATE_DATE = "2004/05/24"


   BEGIN HXC_LAYOUT_COMP_QUALIFIERS "OHUG Payroll Timecard Layout - Locationr"
     OWNER = "ORACLE"
     QUALIFIER_ATTRIBUTE_CATEGORY = "CHOICE_LIST"
     QUALIFIER_ATTRIBUTE1 = "Custom1VO"
     QUALIFIER_ATTRIBUTE4 = "N"
     QUALIFIER_ATTRIBUTE8 = "DisplayValue"
     QUALIFIER_ATTRIBUTE9 = "Value#NUMBER"
     QUALIFIER_ATTRIBUTE10 =
    "oracle.apps.hxc.selfservice.timecard.server.Custom1VO"     
     QUALIFIER_ATTRIBUTE17 = "OraTableCellText"
     QUALIFIER_ATTRIBUTE20 = "N"
     QUALIFIER_ATTRIBUTE21 = "Y"
     QUALIFIER_ATTRIBUTE22 = "L"
     QUALIFIER_ATTRIBUTE25 = "FLEX"
     QUALIFIER_ATTRIBUTE26 = "OHUGLOCATION"
     QUALIFIER_ATTRIBUTE27 = "Attribute1"
     LAST_UPDATE_DATE = "2004/05/24"
   END HXC_LAYOUT_COMP_QUALIFIERS 

Step 6. Login as the user and verify the modification on each of the layouts.

Timecard Entry Page

Timecard Review Page

Timecard Confirmation Page

Whenever it comes to OTL discussions, the following two questions are always on the top:

1. Why do we need to configure the Timecard Layout?

Well, talking of configuration requirement, every business has different requirements which a seeded layout can't fulfill. The standard attributes provided on the seeded layouts are more of as a way for quick testing of the setup and a template for further modification. As an example, on the Payroll Timecard, your business rule might require you to provide Accounting Group or Supervisor or a day by day comments information apart from the Hours Type, Cost Center attributes and the hours value.

Along with business requirements, there might be scenarios to capture extra information to satisfy the legislative rule. One such rule which comes to my mind is Consultant taxation wherein if a person works in a state away from his home state for a specific number of days, he should be taxed as per the worked state rules also. Hence we will have to capture the Location information also while entering the Time and transfer that location information as the Geocode value in one of the input values of the Hours Element. Rest payroll will take care of :)

There are also business requirements where you would like to show/hide some components on the timecard based on the responsibilty or role. This also calls for layout modifications.

2. Are you crazy, do we need to modify the LDT files manually to add/remove/modify any components like LOV, Choicelist, DFF, Text Field etc? Can't I use OAF personalization and extension?

It really sounds crazy enough but this is the real strength of OTL Timecard Configuration functionality. What OTL offers is a way of adding new components on the Timecard, be able to validate those values, save them in the Time Store and transfer to the Receiving Application and all this without writing any code.

All the changes without writing any code? Now this must be sounding good :)
How do we do that? I will be covering it in a separate article.

You can't use OAF personalization and extensions on OTL Timecard matrix.

And I know the OTL enthusiastics will be asking what about the OTLR questions? Another article sometime later.

This article is going to cover the steps required to make changes to OTL Timecard Layouts.

Goals of this exercise are:

1. Add a new field on Timecard Entry page which will allow users to select State value while entering the time. This location information should be stored as Attribute1 of the OHUGLOCATION context in OTL Time Store.

2. Cost Center field is to be removed.

3. State location information should be available to the Approver on Mass Timecard Approval screen and the Workflow notification page.


To keep the changes simple, In this entry I will cover only the steps required for the addition of new Context OHUGLOCATION in the OTL Time Store and the further steps to create/add the corresponding mapping component which will allow this value to get stored in proper place in Time Store without any code change. As we are talking about cost center attribute, its clear that it is a Payroll Time Card.

Before we start changes related to Time Card, have a look at the below image and understand the basic parts of a Time Card.


Step 1. Define a new Context, Segment in OTL Information Type Descriptive Flexfield

• Navigate to System Administration -> Application -> Flexfield -> Descriptive -> Segments
• Query for “OTL Information Type” in the Title field.
• Unfreeze Flexfield Definition.
• Create a new Context named OHUGLOCATION.
• Create a segment with values

• From OTL Application Developer responsibility, run ‘Generate Flexfield and Mapping Information’ Process with the parameters

• Other parameters are optional.

In this article, I am going to show how to add the Hours Type in the Hours choicelist field on the Self Service Timecard. This process requires only a few setups and involves no code or layout change. I am assuming that the basic preferences setup like Timecard Layout, Approval Style, Approval Period, Timecard Period, Application Set, Retrieval Group etc are done.

It is often one of the most basic requirements to enable a different list of Hours type to employee Self Service Timecard based on some criteria like assignment, people group, etc....

Step 1. Create Elements and make sure that the Earnings Type is defined and one of the input values is "Hours". I am defining a regular and an overtime earning element. Earning type selection will decide a lot of things when we come to Time Management Rules like overtime, shift calculation etc.

Oracle Time and Labor is very flexible when it comes to time entry methods. It has a solution for almost all the different scenarios you can think of. Lets go through them one by one:

Employee Self Service: A very straight forward and simple web based interface to enter timecard. Superb example of a custom rendering engine on top of the OA components which renders timecards based on the layout LDT flat files. Adding, modifying a component on the timecard is very simple and can be achieved through the modification of layout LDT file.

Authorized Delegate Self Service: A new feature added recently to imitate the timekeeper functionality in Self Service. It is based on HRMS security profile and provides a mechanism where a person can enter timecard for a set of people assigned to him. It is not an alternate solution to timekeeper functionality and is recommended to be used for scenarios where smaller number of subordinates is required to be handled through an Authorized Delegate.

Time Keeper: The perfect solution for scenarios like shop floor where you need a timekeeper to maintain and enter time for large number of people. It is a PUI form based interface and provides a mechanism for fast mass timecard entry and edit functionality. It is one of the most complex forms in the whole Oracle Apps where each and every component of the form is determined and created at runtime which is completely configurable based on OTL preferences. Literally saying, the static form is empty and the runtime form is having one of the most complex structures among all the Apps forms.

Disconnected Time Entry aka Spreadsheet: One of the features of OTL which allows to create timecard based on the provided spreadsheet (excel file) and a very important one where you get timecard data in the form of spreadsheets from the users who don’t have access to EBiz Application.

PUI Form based Timecard: The only interface where timecard data directly goes to HXT schema i.e. it has to have the OTLR rules enabled and the corresponding time management policies setup properly. This is the interface where you can see the exploded timecard data and corresponding rate values as per the rules setup.

PDA: Oracle Time & Labor also has functionality to let users enter time information with the use of a mobile phone or a Personal Digital Assistant (PDA).

Punch Machine / Time Capture Devices: OTL provides a set of PUBLIC APIs which enables to write interface for any Punching Machine or Time Capture Device. hxctsdp.pkb is the package which contains public API for timecard creation/manipulation. The API provide the functionality to add individual Time Building Blocks off any scope (DAY or DETAIL, including their associated attributes), to an existing timecard, to update existing Time Building Blocks with their associated attributes, to delete a complete timecard or a specific Time Building Block and its attributes from a timecard.

Apart from these time entry methods, a generic data flow and related processes is shown in the above diagram.

OTL Schema : HXC ? HXT ? Both HXC and HXT ? What is the confusion between C and T ?

A similar doubt was raised on the HRMS OTN forum which prompted me to put up this article.

Well, pretty simple and in the simplest terms unless you are using OTLR [OTL Rules], all the timecard data will be in the HXC schema. Only when you are using OTLR, the HXT schema comes into picture. It contains the exploded version of timecard data as per the time management structures and policies like shift, work plan, rotation plan, shift differential, premium interaction, premium eligibility, overtime calculation, hour deduction policy etc.

Upon timecard submission, the data gets stored in the HXC schema. Once all the validations/approvals are done and timecard is ready for transfer process, the “Transfer Time from OTL to BEE” process is run. Generally Transfer process will push the qualifying data to the BEE table from HXC tables. But in case the OTLR is enabled, the Transfer process will explode the time data as per rules setup, create premium element entries and push the detailed data to HXT schema. Now one can review details such as overtime and premiums on the professional forms Timecard window. At this stage, “Validate for BEE” and “Transfer to BEE” processes are required to be run to push the data to BEE tables.

Oracle Time & Labor [OTL] is always knows as a product which is completely different from most of the EBIZ products both in terms of functionality and technicality. To start off, first of all lets try to see OTL more of as a Tool rather a product which will make the understanding process easier for many why this, what that, why only in OTL ... sort of questions.

For those who are still wondering what is OTL, it is the single point of Time Entry solution available in the Oracle E-Business Suite. OTL is a tool which allows you to capture, validate, approve and store the time information. Now this time information is of no use for OTL itself, it needs to be utilized by another application for which it has a meaning. That's where we have the concept of Receiving Application, the one which provides the attributes against which time is captures and then further processed once the time details are tranferred to this Receiving Application. OTL currently has out of box integration with Oracle Human Resources (HR), Oracle Internet Expenses, Oracle Project Resource Management, Oracle Payroll, Oracle Projects, Oracle Enterprise Asset Management and Oracle Procurement. It provides a set of public API's which can be used for developing custom integration with other products. More on this on a future entry ...

Coming to User Interface front of Oracle Time and Labor for Time Entry purpose, there are many different options available:
1. Self Service : Web based HTML form. Pretty flexible and configurable.
2. PUI Forms.
3. Timekeeper : The mass time entry method.
4. Disconnected Time Entry through Spreadsheet.
5. Customs user interfaces can be supported with the help of public API's. This provides the option of OTL integration with a variety of Punch machines and other hardware.

So what would you expect from a product (did i say product or tool !!!) which is so versatile...

Much more details coming on the later entries. A couple of useful links which might come handy on starting with OTL are :

Documentation

• Implementation and User Guide

• Human Resource context
• Projects context

• Human Resource context
• Projects context
• Enterprise Asset Management

Whitepaper

• Timecard Configuration 11.5.10+ : Metalink Note 304340.1
• Timecard Configuration : Metalink Note 227603.1
  

• Oracle OTL HXC TimeStore Deposit API : Metalink Note 223987.1
  
• OTL11i.sql : Metalink Note 255982.1
• Oracle Time and Labor (OTL) Mandatory Patches : Metalink Note:214886.1
  
• APIs in Oracle Time & Labor : Metalink Note 216773.1

• Kaba
• Timelink
• There might be many more options.
  

• Oracle Internet Time also known as OIT and iTime. OIT is desupported as of 31-OCT-2004.
  

Blogs

• My Own blog
  

Oracle Forum

• Human Resource Management (HRMS)

Oracle General

• Oracle eTRM
  
• Oracle Technical Network (OTN)
• Oracle Metalink (Support)