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It’s Vacation Time! Wait, Do I Have Enough Paid Time Off Balance?

Prepared by: Jude Lam Co-Founder and Managing Principal Consultant Tactics Group Incorporated

Session ID#: 14141

Agenda

Agenda

■  Introduction ■  Business Requirements ■  Solution Design Considerations ■  Setup Steps ■  Solution Deployment Considerations ■  Conclusion ■  Questions & Answers

Introduction

Introduction

■  It’s Vacation Time! Wait, do I have enough Paid Time Off balance?

■  The OTL feature discussed in this presentation will display the Accrual Plan balance on the time entry screen.

■  It’s a case study about Oxfam America implementation of the OTL feature

Introduction

Business Requirements

Business Requirements - About Oxfam America ■  Oxfam America is a leading global non-profit organization that

helps fight world’s hunger, poverty and injustices by implementing long-lasting solutions that can save lives.

■  Web Site: www.oxfamamerica.org ■  Oxfam America is part of the 17 members of the Oxfam

International confederation. ■  Oxfam America is based in Boston, MA. ■  Oxfam America has over 400 employees working around the

world. ■  Oracle Time and Labor is used by the US employees only. ■  Also use Financials modules, Project Accounting in addition

to HR and Advance Benefit.

Business Requirements - Oxfam America PTO plans ■  25% of US employees are unionized. ■  Employee paid time off package varies depending on union,

exempt status, and years of services in non-profit industry, not just Oxfam America.

■  Each PTO accrual plan will have different ways to accrue and consume paid time off.

Business Requirements - PTO Plan Examples

Plan  7  

   

•  Regional  Vaca.on  

Plan  3    

•  Deferred  Holiday  •  PTO  FTE  Exempt  

Greater  than  15  years  

•  Sick  FTE  Plan  1  

Plan  1    

•  Comp  Time  •  Deferred  Holiday  •  Personal  FTE  

Union  •  Religious  Days  •  School  Days  •  Sick  FTE  Plan  1  •  Vaca.on  FTE  Plan  

1  

*  Oxfam  has  seven  PTO  Plans  

Business Requirements - Plan Element Examples Name   Grant  vs  

Earn  Grant  Date/Accrual  Freq.  

Carry  Over  Max.  

Notes  

Comp  Time   Earn   Weekly   35  hrs   For  hours  above  35  weekly  

Deferred  Holiday   Earn   Weekly   0  hr   For  works  on  holiday  

PTO  FTE  Exempt  >=  15  Yr  

Earn   Monthly   Yr  of  Serv.  

Simple  accrual    plan  

Personal  FTE  Non-­‐Union  

Grant   First  Month  of  new  fiscal  year  or  first  month  of  hire  

0  hr   Prorate  when  first  hire,  then  set  hours  subsequently  

School  Days   Grant   First  Month  of  new  fiscal  year  or  first  month  of  hire  

0  hr   Prorate  when  first  hire,  then  set  hours  subsequently    

Sick  FTE  Plan  1   Earn   Monthly   42  hrs   Simple  accrual  plan  

*  Sixteen  plan  elements  in  total  for  Oxfam  

Solution Design Considerations

Solution Design Considerations - General Process Flow

Solution Design Considerations - General Process Flow 1.  Enter time card and route the time card for approval. 2.  Approved time card data can be import into HR via Batch

Element Entry interface via the “Transfer Time from OTL to BEE” Concurrent job.

3.  Approved time card data will also be imported into PA module as expenditure items.

4.  Run the BEE Batch Process (Validate) and BEE Batch Process (Transfer) job to import BEE into HR tables.

5.  HR Accrual plan calculation engine can use HR and PA data to perform accrual calculation via Fast Formula implementation.

6.  Calculated accrual plan balance will be displayed back to timecard entry screen.

Solution Design Considerations - Accrual Plan Design ■  PTO accrual plan individual element = Oracle Accrual Plan,

e.g. School Days plan element = OA OTL School Days Accrual Plan in Oracle.

■  Each uses one accrual Fast Formula, one carry over Fast Formula, and one period calculation Fast Formula at a minimum.

■  Use a spreadsheet to organize how many Fast Formula needed.

■  Oxfam uses six accrual Fast Formula groups to support all sixteen plans.

■  Added the “Adjustment” element for any plan balance adjustment needs. This is also used for data conversion.

Solution Design Considerations - Time Card Entry ■  Need to tie the Absence Element to OTL Time Type via OTL

Alternate Name setup, e.g. School Hours ■  Oxfam needs to link a single Time Type to both HR Absence

Element as well as PA Expenditure Type, e.g. School Hours links to School Hours PA Expenditure Type and OA OTL School Hours for Accrual Plan Absence Element.

■  Use Oracle seeded “Elements Expenditure System Linkage Function” Alternate Name Type.

Solution Design Considerations - Element Set Design ■  OTL Preference “Timecard Allows Display of Accrual

Balances” controls the OTL Accrual Plan Balance display. ■  Need to tie to an Element Set ■  Oxfam uses each Element Set to represent a single PTO

accrual plan/package such as “OA OTL Boston Union Exempt” for the Boston Union Exempt plan/package.

■  The individual plan element, i.e. each separate Oracle Accrual Plan, will be linked to the Element Set for detail time card screen display.

Solution Design Considerations - Dimension to Group Employees ■  OTL Preference tree controls the link to different Element Set. ■  Use a dimension in OTL Preference Eligibility Criteria setup to

group different employees into different Element Sets that is linked to the OTL Preference.

■  Oracle comes seeded with various grouping dimension in the OTL Preference Eligibility Criteria setup, e.g. Individual Assignment, Employee Category, Division, Job, Location, Organization, etc.

■  People Group Flexfield is not one of the seeded dimensions. ■  Oxfam uses Employee Category because we need a multi-

dimensional combination, i.e. Union/Non-Union, exempt/non-exempt and years of services in non-profit organization industry

Setup Steps

Setup Steps ■  Define Absence Element * ■  Define Element Link ■  Define Absence Type * ■  Define HR Table Structure and Values * ■  Define Fast Formula for Accrual Plans ■  Define Accrual Plan * ■  Define Element Set * ■  Define Employee Category Lookup ■  Run OTL Generate Flexfield and Mapping Information job ■  Define OTL Alternate Name * ■  Define OTL Preference * ■  Define OTL Preference Eligibility Criteria * ■  Assigning Accrual Plan Elements to Employees *  Discussed  in  this  session  

Setup Steps Overview

Oracle  Accrual  Plan  

Absence  Type  

Absence  Element  

Fast  Formulae  

Element  Set   OTL  Preference  

Alternate  Name  HR  Tables  and  Values  

Element    Link  

Eligibility  Criteria  

Employee  Category  

HRMS   OTL  

Employee  Assignments  

Setup Steps - Define Absence Element ■  Element setup to link to the Absence Type later. ■  Represents the Element to reduce the accrual plan balance,

e.g. School Hours ■  Setup as a non-recurring element and include an “Hours” for

Input Value. ■  Also define one for “adjustment” per design consideration,

e.g. “OA OTL School Hours Adj”

Setup Steps - Define Absence Element

Setup Steps - Define Absence Type ■  Links the Element to the Accrual Plan where the accrual plan

balance is affected. ■  Determine if the Element will increase/decrease the Accrual

Plan balance. ■  Typically, define one Absence Type for each Accrual Plan

unless you have one Absence Type that affects multiple Accrual Plans.

Setup Steps - Define Absence Type

Setup Steps - Define HR Table Structure and Values ■  Use HR Table Structure and Values for accrual rate lookup. ■  Define it like a spreadsheet, with Row and Column definitions. ■  Fast Formula has seeded function to retrieve values from HR

Tables. ■  Oxfam uses the HR table to retrieve the initial hours “granted”

based on the first month of hire.

Setup Steps - Define HR Table Structure and Values

Setup Steps - Define HR Table Structure and Values

Setup Steps - Define Accrual Plan ■  Link to Absence Type. ■  Additional controlling parameters such as Accrual Start option

as Hire Date, Period of Eligibility – Length, etc. ■  Net Calculation Rule – increase/decrease balance based on

Element. ■  Accrual Band – provide setup fields to accrual rate, ceiling

and maximum carry over limit expressed in hours. ■  Additional Elements generated by Oracle based on plan

name, e.g. OA OTL School Days will the following: ▪  OA OTL School Days ▪  OA OTL School Days Carry Over ▪  OA OTL School Days Residual ▪  OA OTL School Days Tagging ▪  OA OTL School Days Payroll Balances

Setup Steps - Define Accrual Plan

Setup Steps - Define Accrual Plan

Setup Steps - Define Element Set ■  Element Set determines the grouping of Elements to be

displayed on OTL time entry screen. ■  Per design considerations, Oxfam uses one for each PTO

accrual plan e.g. OA OTL Boston Union Exempt. ■  Also need one extra one that includes all elements for OTL to

generate additional mapping information for Alternate Name setup.

Setup Steps - Define Element Set

Setup Steps - Define OTL Alternate Name ■  Map one Time Type to multiple data elements e.g. HR

Element and PA Expenditure Type. ■  Use seeded “Elements Expenditure System Linkage

Function” Type ■  Define two separate Alternate Name list, one for self-service

time card entry and one for Super Timekeeper entry with more entries.

Setup Steps - Define OTL Alternate Name

Setup Steps - Define OTL Preference ■  Preference “Timecard Allows Display of Accrual Balance”

controls the accrual plan balance display. ■  Preference Options:

▪  Display Balance – Yes/No ▪  Element Set – Put in the Element Set to display detail Accrual

Plan Balance ▪  Accrual Evaluation Date – Options: Timecard Period Start Date,

Timecard Period End Date, System Date ▪  Accrual Function – Oracle HR & Oracle Payroll

■  Different PTO accrual plan may have different OTL branch in the Preference setup tree, e.g. Boston Union Non-Exempt will have a separate branch on the Preference tree.

Setup Steps - Define OTL Preference

Setup Steps - Define OTL Preference Eligibility Criteria ■  Determine the dimension. ■  The higher the Precedence number, the earlier the criteria will

be observed by OTL. ■  Oxfam has seven branches for seven different PTO accrual

plans. ■  One for main overrides for default preference settings used

by general users and one for Super Timekeeper override.

Setup Steps - Define OTL Preference Eligibility Criteria

Solution Deployment Considerations

Solution Deployment Considerations

■  Validate against the Element Set elements for employee time entry to avoid charging time against an element that is not part of Element Set that is linked to the employee.

■  Automate employee Accrual Plan enrollment and employment status change.

■  Use Oracle Alert for exception handling, e.g. Employee Category mismatch with Job Flexfield, or People Group Flexfield.

Conclusion

Conclusion

■  Deserve a vacation if you make it this far. ■  The feature is useful and it will reduce initial inquiries to HR/

Finance department ■  The setup is simple, but need careful considerations ■  The feature is back ported to R11i via 11i.HXT.J patch

(Patch# 4428056). ■  Enjoy your time off!

Questions and Answers Jude Lam, PMP Co-Founder and Managing Principal Consultant Tactics Group Incorporated Email: jlam@tacticsco.com Mobile: 1-865-300-4829 Web Site: www.tacticsco.com

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