Timekeeper OTL Manager Course Manual

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Timekeeper/OTL Manager

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Table of Contents

Timekeeper/OTL Manager..........................................................1

Timekeeper Timecard Entry .......................................................3

Self Service Timecard Entry...................................................... 15

Request Information and then Approve..................................... 20

Reject timecard ....................................................................... 32

Re-assign Timecard Approval to another OTL Manager .............. 39

Approve Self Service Timecard ................................................. 43

Delegating Timecard Approval in your Absence ......................... 46

TIMEKEEPER/OTL MANAGER

Oracle Time & Labour (OTL) is the system which has been adopted to record and approve timesheets. Timesheets can be entered centrally by a member of an administration team (Timekeeper), or can be entered by an individual employee online. Centrally entered timesheets are deemed to have been approved by the relevant foreman/team leader by the time they reach the administrative staff and will therefore be costed to a project automatically once submitted. Timesheets entered by individual staff will be routed to an OTL Manager for approval prior to being costed to a project.

The procedures for entering timesheets centrally and by an individual, and the relevant approval procedures carried out by the OTL Manager, are detailed within this manual.

Timecard Business FlowTimecard Business Flow

Create Online

Approval

Oracle Projects

Workflow-based

Approval Process

Timecard

Created by Timekeeper Timecard

About This Guide

This student guide is intended to supplement instructor-led training for the standard Oracle Procurement to Payment functionality. It is meant for you to use as a workbook during class and as a reference on the job. This guide is not designed for self-study, nor does it replace or replicate Oracle 11i on-line help and documentation.

Course Prerequisites

A basic understanding of the Windows environment is a prerequisite for this course. It is assumed that you can use a mouse, are familiar with basic Windows elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications.

It is also expected that you will have studied the UPK eLearning lesson covering eBusiness Suite Navigation.

Page No 2 ©IT Learning, Customer Services, DCC

TIMEKEEPER TIMECARD ENTRY

Time may be entered via the responsibility ‘DUR OTL Timekeeper’ which utilises Oracle

Standard Forms.

Timekeeper time entry access is used by specific personnel with authority to enter and maintain time ‘ on behalf ’ of others.

This would be the case where certain personnel who do not have access to Oracle, complete

paper timesheets which are then ‘approved’ by relevant foreman.

The authorised Timekeeper central administration staff then input these approved paper

timesheets into Oracle.

This occurs for example within Service Direct, Printing.

Step Action

1. Click the DUR Projects OTL User link.

2. Click the Timekeeper Entry link.


Step Action

3. Timekeeper Groups

Timekeepers enter time for a large group of workers, called a Timekeeper Group.

Timekeeper Groups contain employees for whom the Timekeeper is responsible.

A Timekeeper can have multiple groups.

Step Action

4. Click the Group Name button.

5. Click Street Lighting group.

6. Click the OK button.

or

Press [Alt+O].

Step Action

7. Click in the Recurring Period field.

8. Click the Recurring Period list of values.

9. select DUR Weekly - Starts Monday in the list.


or

Press [Alt+O].

11. Click in the Period field.

12. Search for and Select the week for which time is to be recorded.

Click the 26-MAY-2008 - 01-JUN- 2008 in the list.


or

Press [Alt+O].

14. Click the Find button.

or

Press [Alt+i].

15. Note: The employees belonging to the chosen Timekeeper Group will

default with individual lines for the week.

16. Click the Project list of values button.

17. Search for the Project Number into the Find field.

Enter "1002971%".


Step Action


or

Press [Alt+F].

19. Select the correct Project Number.

Click the OK button.

or

Press [Alt+O].

20. Click in the Tasks field.

21. Search for the correct Task number e.g. 13000

Click the Find button.

or

Press [Alt+F].


or

Press [Alt+O].

23. Click the Type list of values button.

24. Search for the Standard Time in the Find field.

Enter "005%".


or

Press [Alt+F].

Step Action

26. Click Straight Time in the list.


or

Press [Alt+O].

28. Enter the hours worked on this project and task for this day into the Mon

26-05 field.

Enter "7.5".

29. Enter the hours worked on this project and task for this day the Tue 27-05

field.

Enter "7.5".

30. Click in the Wed 28-05 field.

31. Enter the hours worked on this project and task for this day into the Wed

28-05 field.

Enter "7.5".

32. Click in the Thu 29-05 field.

33. Enter the hours worked on this project and task for this day into the Thu

29-05 field.

Enter "7.5".

34. Enter the desired information into the Thu 12-06 field. Enter "7.5".

35. Click the Details button.

or

Press [Alt+i].

36. Enter additional information into the Comment field for Mon 09/06.

Enter "Project Planning Meeting".

37. Click in the Comment field for Tues 10/06.


Step Action

38. Enter additional information into the Comment field for Tue 10/06.

Enter "Project Work".

39. Click in the Comment field for Wed 11/06.

40. Enter additional information into the Comment field for Wed 11/06.


41. Click the Scroll button.

42. Enter additional information into the Comment field for Thu 12/06.


43. Click the Ok button to exit from Comments Detail Page.

or

Press [Alt+O].

44. Click in the Project field and Click the Project list of values button.

45. Search for the Project Number in the Find field.

Enter "1002971%

Enter "1002971".


or

Press [Alt+F].

47. Click the Tasks list of values button.

48. Search for the correct Task number e.g. 13000

Enter "13000".


Step Action

or

Press [Alt+F].


or

Press [Alt+O].

51. Click the Type list of values button.

Enter "005".


or

Press [Alt+F].

53. Click Straight Time in the list.


or

Press [Alt+O].

55. Enter the hours worked on this project and task for this day into into the Mon 26-05 field.

Enter "7.5".

56. Click in the Tue 27-05 field.

57. Enter the hours worked on this project and task for this day into the Tue

27-05 field.

Enter "7.5".

58. Press [Tab].

59. Enter the hours worked on this project and task for this day into the Wed

28-05 field.

Enter "7.5".

60. Press [Tab].


Step Action

61. Enter the hours worked on this project and task for this day into the Thu

29-05 field.

Enter "7.5".

62. Press [Tab].

63. Enter the hours worked on this project and task for this day into the Fri

30-05 field. Enter "7.5".

64. Press [Tab].

65. Click in the Project field.

66. Press [Shift+F5] to copy the information contained in the Project field

directly above.

67. Press [Tab].

68. Press [Shift+F5] to copy the information contained in the Task field

directly above.

69. Press [Tab].

70. Press [Shift+F5] to copy the information contained in the Type field

directly above.

71. Press [Tab].

72. Press [Shift+F5] to copy the information contained in the Time field directly above.

73. Press [Tab].

74. Press [Shift+F5] to copy the information contained in the Time field

directly above.

75. Press [Tab].


directly above.

77. Press [Tab].


directly above.

79. Press [Tab].


directly above.

81. Click the New button.

Step Action

82. Click the Person Name list of Values button.

83. Select correct employee from the group list for which holiday time needs

to be added.

Select Phillip Gordon for this example


or

Press [Alt+O].

85. Click in the Project field.

86. Click the Project number list of values button.

87. Search for the Indirect Project Number to which holidays and other

overhead costs will be applied, in the Find field.

Enter "1002799%"


89. Select the correct Indirect Project Number to which holidays and other

overhead costs will be applied.


90. Search for the Indirect Task Number to which holidays and other

overhead costs will be applied, in the Find field.

Enter "%"


92. Select the Indirect Task Number to which overhead time e.g. Holidays

will be applied.


Step Action


94. Press [Shift+F5] to copy the information contained in the Type field

directly above.

95. Click in the Time field of the day for which the holiday applies.

96. Enter the hours of holiday on this Indirect project and task for this day

into the Fri 30-05 field.

Enter "7.5"

97. Press [Tab].

Click Save icon on Tool bar.

98. Click the Submit Selected Lines button.

or

Press [Alt+u].


or

Press [Alt+O].

100. Click in the Status field.

101. Click the Edit Field... button.

Step Action

102. Note the current status of this submitted time sheet is Working.

Approved – timesheet is approved for costing to a project. Error – there is a problem with the data.

Rejected – the OTL Manager has rejected the timesheet.

Submitted – the timesheet has been submitted for approval.

Working – the timesheet is in progress.

Upon re-querying this Timecard, the Auto-Approval workflow should

complete and this status will have changed to Approved.


or

Press [Alt+O].


or

Press [Alt+i].

104. Click in the Status field.

105. Click the Edit Field... button.


Step Action

106. Note: Auto-approval workflow has completed as this timekeeper timecard

status is now Approved.


or

Press [Alt+O].

107. End of Procedure.

SELF SERVICE TIMECARD ENTRY

This Method of time entry is for employees who enter their own time only for the time they

have worked on various projects and tasks.

Users can:

Create Timecards by using a web browser

Track the progress of timecards in process

OTL Manager can respond to workflow notifications to approve, reject, request more

information or reassign timecards.

Timecard user will receive notification if timecards are rejected or a request for information is

made by the OTL Manager

Step Action


2. Click the Create Timecard link.


Step Action

3. Note: Timecard Users and Approvers Hierarchy have been Pre-loaded into Oracle.

Mr. Richard Fenwick will no longer automatically appear as the Overriding

Approver of this timecard.

Click the May 21, 2007 - May 27, 2007~ list item.

4. Click in the Project Number field.

5. Enter the Project Number.

Enter "1001174".

6. Click the Search button.

7. Click the Quick Select button.

Step Action

8. Click in the Task Number field.

9. Search for required the Task Number.

Enter "%".



12. Click in the Type field.

13. Search for the required Type.

Enter "%".



16. Click in the Hours field.

17. Enter the number of hours worked into the Hours field.

Enter "7.5".



Enter "7.5".



Enter "7.5".

22. Tab to the hours field for the next day.

Press [Tab].


Step Action


Enter "7.5".

24. Click in the Comments field.

25. Enter the Comments.

Enter "I was on holiday on Friday".

26. Click in the Project Number field.

27. Enter the Project Number for the indirect staff costs project.

Enter "1000078".



30. Click in the Task Number field.

31. Search for required the Task Number.

Enter "%".



34. Click in the Type field.

35. Search for required the Type.

Enter "%".


Step Action


38. Enter the number of hours holiday into the Hours field.

Enter "7".

39. Click the Details button.

40. Press the left mouse button over the scrollbar and drag the mouse to the desired

location.

41. Click in the Comments field for the holiday Friday.

42. Enter the Comments.

Enter "I was on holiday ".

43. Click the Apply button.

44. Click the Complete Save Process button.

45. Click the Submit button.

46. Click the Return to Time Entry button.

47. Click the Logout link.



REQUEST INFORMATION AND THEN APPROVE

If necessary, the OTL Manager can request more information about a timesheet prior to approving. This request procedure and the subsequent approval are detailed here.

Step Action


2. Click the Workflow Notifications link.

Step Action

3. Click the timecard for which more information is required link.


Step Action

4. Click the Request more information from sender of this notification button.

Step Action

5. Enter the desired information into the Information Requested field. Enter "Were

you on holiday on Friday?".

6. Click the Request more information button.

Step Action



Step Action

8. Login as user to whon request for Information has been sent.

Eg enter "sarah.kelford".

9. Click the Login button.

Step Action




Step Action

12. Click the More Information Requested link.

Step Action

13. Enter the Appropriate Response into the Answer field.

Enter "I was working from home.".

14. Click the submit button to Respond to request for more information.

Step Action



Step Action

16. Login as OTL Manager to whom the response for the request for Information has

been sent.

Eg enter "richard.fenwick".


Step Action




Step Action

20. Click the Timecard (02-JUN-08 to 08-JUN-08) for Kelford, Sarah (50 hours)

for which more information was required .

Step Action

21. Note A new action is required in response to the additional information provided.

22. Enter an additional response into the Note field.

Enter "OK...I will approve your timecard".

23. Click the Approve button.



REJECT TIMECARD

The OTL Manager may decide that he cannot approve the time on a card. In this case he/she would follow the procedure detailed here to reject the card.

Step Action



Step Action

3. Click the timecard link.


Step Action

4. Click in the Note field.

5. Enter the Rejection reason into the Note field.

Enter "Please adjust time for each day to 25 hours per day".

6. Click the Reject button.

Step Action


Step Action

8. Logon as user who has received timecard rejection notification.

Enter "sarah.kelford".



Step Action



Step Action

12. Click thelink to the timecard that has been rejected.


Step Action

13. Note: the timecard rejection reason entered by the OTL manager

14. Click the OK button to Close all selected notifications.

Note: A new time card must now be entered and re-submitted for this particular

week.


RE-ASSIGN TIMECARD APPROVAL TO ANOTHER OTL

MANAGER

From time to time it may be that a particular OTL Manager cannot deal with a timecard that has been routed to him/her. In such a case the card should be assigned to a different OTL Manager following the procedures listed here.

Step Action




Step Action

3. Click the timecard link.

Step Action

4. Click the Reassign the current notifications button.

Step Action

5. Enter the Employee to whom this notification is to be re-assigned.

Enter "%117%".

6. Press [Tab].

7. Click the Transfer notification ownership option.

8. Enter the appropriate action into the Comments field.

Enter "Please approve timecards from this employee in the future.".

9. Click the Submit button.


Step Action



APPROVE SELF SERVICE TIMECARD

The Workflow Notifications page lets OTL Manager view and respond to their notifications using a Web browser.

Provides an overview of OTL Manager’s notifications, from which you can drill down to view an individual notification in the Notification Details page.

Can also:

Reassign notifications to another user

Request more information about a notification from another user

Respond to requests for information

Step Action



Step Action

2. Click the Timecard link.

3. The Workflow Notifications page lets OTL Manager view and respond to their

notifications using a Web browser.

Provides an overview of OTL Manager’s notifications, from which you can drill

down to view an individual notification in the Notification Details page.

Can also:

Reassign notifications to another user

Request more information about a notification from another user,

Respond to requests for information, and

Define vacation rules to handle notifications automatically in your absence.

Step Action

4. Click the Approve button.



DELEGATING TIMECARD APPROVAL IN YOUR ABSENCE

This option is available to OTL Managers and should be used if they are going to be away from the office for any length of time, eg holidays, long term sickness, etc. Timecards that would normally be routed to themselves can instead be automatically routed to a delegated person for approval.

Step Action

1. When logged in as an OTL Super Timekeeper, select Workflow Notifications and then click the Vacation Rules link.

Step Action

2. Click the Create Rule button.


Step Action

3. Click the Next button.

Step Action

4. Enter the desired information into the Start Date field. Eg enter "30/11/2008

08:00:00". Note that you must include a time in the format.

5. Enter the desired information into the End Date field. Eg enter "25/12/2008

17:00:00". Again note that time is entered

6. Enter the desired information into the Message field. Enter "Please deal with

timecard approval during my absence.".

7. Enter the surname of the person you wish to delegate to into the Search for User

or Role field. Eg enter "Thompson".

8. Click the Search for User or Role button.


Step Action

9. Click the Next 10 button if necessary until you find your chosen staff member.


Step Action

11. Click the Apply button. Notifications will be routed to your delegate automatically

during the dates you specified.


Documents

Timekeeper OTL Manager Course Manual