Peoplesoft HRMS 8.9

Overview of Time and Labor

Jiju Cherian Vengal

www.peoplesofthrms.blogspot.com

Time and Labor Process Flow

Set Up Fundamental Tables – HRMS, Installation, T&L Related Tables (Shift, Schedules, TRC, Workgroup etc.)

Enroll Employees into T&L Provide Security Report Time Process Time (Run TIMEADMIN) Approve Time Load Payable Time from T&L to Payroll.

Report Time

Hourly employees (Positive Time Reporters) report PUNCH time everyday.

Salaried employees (Exception Time Reporters) report ELAPSED time like Leave, Holiday etc.

Time reported by the employees get entered in the PUNCH and ELAPSED reported time tables – TL_RPTD_PCHTIME and TL_RPTD_ELPTIME respectively.

The TIMEADMIN process reads from the above reported time tables, applies RULES to the entries and converts REPORTED TIME to PAYABLE TIME.

Steps in Time Reporting

Select the Reporting Method from the drop down box.

Select the appropriate check box for reporting time for a particular employee or a group.

Click on “Get Employees”.

Click on the desired Employee name hyperlink to report time.

Reporting Time on Custom Page

How Reported Time gets reflected in back-end (PUNCH) Querying TL_RPTD_PCHTIME table to view entry of PUNCHED

time reported in the previous slide

How Reported Time gets reflected in back-end (ELAPSED)

Querying TL_RPTD_ELPTIME table to view entry of ELAPSED time reported before

Running Time Administration

The TIMEADMIN process is the heart of Time and Labor. A complex process that converts REPORTED TIME to PAYABLE TIME. Process consists of an AE – TL_TIMEADMIN which in turn calls a

number of other AEs. The major steps in the process consists of –

a. Deciding which employees to process.

b. Creating batches of employees. c. Read Reported Punch and Elapsed Time. d. Apply Rules. e. Update Intermediary Payable Time Tables. f. Update Payable Time table.

TIMEADMIN Process Flow

TIMEADMIN Run Page

Time and Labor Process Time Request Time Administration

Enter the Date till which Time is to be processed (Process Date) Enter either an EMPLID or GROUP ID to be processed.

Deciding WHOM to process (TL_TR_STATUS table)

TIMEADMIN queries the TL_TR_STATUS table to decide which all employees to process

Understanding TR_STATUS table

On ENROLLING an employee in Time and Labor: - a. TA_STATUS is set to ‘Y’ and b. EARLIEST_CHGDT is set to T&L Enrollment Date.

After processing – EARLIEST_CHGDT is set to the first day of the next pay period for elapsed employees and to the last processed day for positive time reporters.

After processing – TA_STATUS flag is set to ‘N’ for Positive time reporters and to ‘Y’ for Elapsed Time Reporters.

After processing time, if any time is further reported, TA_STATUS is set to ‘Y’ for Positive Time Reporters.

If time is reported on a date lesser than the ECD, the ECD is reset to that date.

TIMEADMIN selects ONLY those employees having a TA_STATUS = ‘Y’ and ECD <= Process date on Time Administration page.

Understanding the PAYABLE TIME table (TL_PAYABLE_TIME)

Producing PAYABLE TIME is the end result of Time and Labor processing.

After processing time, TIMEADMIN inserts data into the Payable Time table – TL_PAYABLE_TIME, which is ready to be taken by payroll.

Data in TL_PAYABLE_TIME represents final processed time which has been generated after applying all the defined rules to Reported Time.

PAYABLE_STATUS is an important field that decides whether the time is ready to be taken by payroll and whether payroll has processed that time.

Understanding the PAYABLE TIME table (TL_PAYABLE_TIME)

PAYABLE_TIME table populated for earlier employee after running TIMEADMIN.

Note that though no TRC was reported for PUNCH TIME – the rules in TIMEADMIN resolved the PUNCH TIME and assigned appropriate TRCs to the reported time as per the defined rules.

Note that the PAYABLE_STATUS of the rows right after TIMEADMIN is ‘NA’ – Needs Approval.

Lifecycle of PAYABLE_STATUS field

When new entries are created in TL_PAYABLE_TIME after TIMEADMIN – PAYABLE_STATUS set to NA.

After manager approves TIME – if TRC is mapped to an ERNCD, PAYABLE_STATUS set to AP (Approved) , if not PAYABLE_STATUS set to CL (Closed).

Stage in which TIME is loaded to Payroll – the status will be set as SP (Sent to Payroll)

If Payroll accepts time – status becomes – TP (Taken by Payroll) If Payroll did not accept time – status becomes – RP (Rejected by

Payroll)

Stages of PAYABLE_STATUS

Approving Time

Reported time has to be approved by managers if they are to be taken by payroll.

This functionality can be defaulted at the WORKGROUP Level.

All TRCs having a status of NA will be populated in the Approve Time page of the manager.

Once the manager approves time, the PAYABLE_STATUS of those TRCs will be updated to either AP or CL.

Approving Time

Approving Time which was reported earlier.

Change in PAYABLE_STATUS after Approving Time

Note that the PAYABLE_STATUS of all the rows have changed from ‘NA’ to either ‘AP’ or ‘CL’ after approving time.

Working with Time and Labor RULES

Time and Labor Rules carry out the function of converting REPORTED TIME to respective TRCs depending upon business regulations and requirements.

For example, hourly employees report time by PUNCHING and not in the form of TRCs. How does this time get converted to the respective TRCs? How does the system assign different TRCs to Regular and Over Time? All this is achieved by the use of T&L Rules.

T&L Rules are simply SQL Objects that manipulate data in the reported time tables, converting them into the required TRC/TL_Quantity and inserting into the PAYABLE TIME table.

T&L Rules are called by TIMEADMIN. All the defined rules can be found as separate sections in the AE – TL_TA_RULES.

Understanding RULES As said before RULES are composed of SQL Objects. Thus, the

basic building block of every rule is a SQL Object.

Many SQL Objects are combined together to form a RULE.

How is a RULE attached to a Time Reporter? This is achieved with the concept of a RULE PROGRAM.

RULE PROGRAMS again, are composed of a collection of many RULES arranged in the required order of execution. (Like Daily OT, Daily Double Time, Weekly OT, Holiday Pay etc)

A RULE PROGRAM is attached to a Workgroup and thus it applies to all employees under one workgroup.

Creating RULES

Peoplesoft delivers ready made TEMPLATES for almost all categories of RULES that may be required in an implementation.

Thus, the custom rules can be built from the delivered – TEMPLATE BUILT RULES.

Creating a new rule from a TEMPLATE BUILT RULE will create for itself, all the SQL Objects that are required.

Any customisations required to the rule, can be achieved by modifying the concerned SQL Object in the rule.

Creating RULES Requirement:- All hours greater than 12 hours reported in a day has

to be paid at a TRC of @2.0 Step1:- Select the concerned TEMPLATE TYPE (Set Up HRMS Product

Related T&L Rules and Workgroups Template Built Rules)

Creating RULES

Step 2:- Customise the TEMPLATE RULE (Page 1)

Creating RULES

Step 3:- Customising the TEMPLATE (Page 2)

Creating RULES

Step 4:- Compiling the RULE and viewing the SQL Objects (Set Up HRMS System Administration Utilities Build Time and Labor Rules Rules)

Creating RULES

Step 4:- Compiling the RULE and viewing the SQL Objects (Set Up HRMS System Administration Utilities Build Time and Labor Rules Rules)

Creating RULES

Adding a new SQL Object to a Rule:-

Modifying SQL Objects View/Modify a SQL Object:- (Setup HRMS System Administration Build Time and

Labor Rules SQL Objects)

Modifying SQL Objects

View/Modify a SQL Object:- (Setup HRMS System Administration Build Time and Labor Rules SQL Objects)

Adding a RULE to a RULE PROGRAM This step is similar to adding a SQL Object in a rule. Select the

required RULE PROGRAM, add a new row in the required place in the scroll and select the concerned RULE. (Set UP HRMS Product Related --> Time and Labor Rules and Workgroups Rule Programs)

Adding a RULE to a RULE PROGRAM

Set UP HRMS Product Related --> Time and Labor Rules and Workgroups Rule Programs

The Final Step Adding a RULE PROGRAM to a WORKGROUP:- Set UP HRMS Product Related --> Time and Labor Rules and Workgroups Workgroups

What are the IPT tables??

IPT stands for Intermediary Payable Time. By now you would have understood that TIMEADMIN involves a lot of juggling and manipulation of data. This is done in the IPT tables. These are Temporary tables attached to the TIMEADMIN process. The tables range from TL_IPT1 to TL_IPT5 and each of these tables have 15 instances each. TL_IPT1 is the most important of all these tables. Reported time data is initially loaded into IPT1 and from here, it is further inserted into the other IPT tables, manipulated and the final product is inserted back into the TL_IPT1 table at the end of each process. After all the rules are executed, TL_IPT1 data is inserted into the payable time table (TL_PAYABLE_TIME).

Points to note while working with RULES

Always COMPILE a rule after any modifications to it.

Never modify a delivered RULE or SQL Object. Clone the required rules with the help of Copy Rules/Copy SQL Object utility.

Ensure that the RULE/SQL Object is added at the right place in the Rule Program/Rule as the order of execution is important.