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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.
Create Online
Oracle Projects
Workflow-based Approval Process
Timecard
Approval
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
Step
1.
Action
Click the DUR Projects OTL User link.
2.
Step
3.
Action
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
4.
Action
Click the Group Name button.
5.
6.
or
Press [Alt+O].
Page No 4
Step
7.
Action
Click in the Recurring Period field.
8.
9.
10.
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.
13.
or
Press [Alt+O]. 14. Click the Find button.
or
Press [Alt+i]. 15. 16. Note: The employees belonging to the chosen Timekeeper Group will default with individual lines for the week. Click the Project list of values button.
17.
Search for the Project Number into the Find field. Enter "1002971%".
Step
18.
Action
Click the Find button.
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]. 22. Click the OK button.
or
Press [Alt+O]. 23. Click the Type list of values button.
24.
Search for the Standard Time in the Find field. Enter "005%".
25.
or
Press [Alt+F].
Page No 6
Step
26.
Action
Click Straight Time in the list.
27.
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.
33.
Enter the hours worked on this project and task for this day into the Thu 29-05 field. Enter "7.5".
34. 35.
Enter the desired information into the Thu 12-06 field. Enter "7.5". 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
38.
Action
Enter additional information into the Comment field for Tue 10/06. Enter "Project Work".
39.
40.
Enter additional information into the Comment field for Wed 11/06. Enter "Project Work".
41.
42.
Enter additional information into the Comment field for Thu 12/06. Enter "Project Work".
43.
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".
46.
or
Press [Alt+F]. 47. Click the Tasks list of values button.
48.
Search for the correct Task number e.g. 13000 Enter "13000".
49.
Page No 8
Step
Action
or
Press [Alt+F].
50.
or
Press [Alt+O]. 51. Click the Type list of values button. Enter "005". 52. Click the Find button.
or
Press [Alt+F]. 53. Click Straight Time in the list.
54.
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. 59.
Press [Tab]. 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
61.
Action
Enter the hours worked on this project and task for this day into the Thu 29-05 field. Enter "7.5".
Press [Tab]. Enter the hours worked on this project and task for this day into the Fri 30-05 field. Enter "7.5". Press [Tab]. Click in the Project field.
66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80.
Press [Shift+F5] to copy the information contained in the Project field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Task field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Type field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above. Press [Tab]. Press [Shift+F5] to copy the information contained in the Time field directly above.
81.
Page No 10
Step
82.
Action
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
84.
or
Press [Alt+O]. 85. Click in the Project field.
86.
87.
Search for the Indirect Project Number to which holidays and other overhead costs will be applied, in the Find field. Enter "1002799%"
88.
89.
Select the correct Indirect Project Number to which holidays and other overhead costs will be applied. Click the OK button.
90.
Search for the Indirect Task Number to which holidays and other overhead costs will be applied, in the Find field. Enter "%"
91.
92.
Select the Indirect Task Number to which overhead time e.g. Holidays will be applied.
Step
93.
Action
Click the OK button.
94.
Press [Shift+F5] to copy the information contained in the Type field directly above. Click in the Time field of the day for which the holiday applies.
95.
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.
98.
or
Press [Alt+u]. 99. Click the OK button.
or
Press [Alt+O]. 100. Click in the Status field.
101.
Page No 12
Step
102.
Action
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. Click the OK button.
or
Press [Alt+O]. 103. Click the Find button.
or
Press [Alt+i]. 104. Click in the Status field.
105.
Step
106.
Action
Note: Auto-approval workflow has completed as this timekeeper timecard status is now Approved. Click the OK button.
or
Press [Alt+O]. 107. End of Procedure.
Page No 14
Step
1.
Action
Click the DUR Projects OTL User link.
2.
Step
3.
Action
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.
5.
6.
7.
Page No 16
Step
8.
Action
Click in the Task Number field.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Enter the number of hours worked into the Hours field. Enter "7.5".
18.
19.
Enter the number of hours worked into the Hours field. Enter "7.5".
20.
21.
Enter the number of hours worked into the Hours field. Enter "7.5".
22.
Tab to the hours field for the next day. Press [Tab].
Step
23.
Action
Enter the number of hours worked into the Hours field. Enter "7.5".
24.
25.
26.
27.
Enter the Project Number for the indirect staff costs project. Enter "1000078".
28.
29.
30.
31.
32.
33.
34.
35.
36.
Page No 18
Step
37.
Action
Click the Quick Select button.
38.
Enter the number of hours holiday into the Hours field. Enter "7".
39.
Press the left mouse button over the scrollbar and drag the mouse to the desired location. Click in the Comments field for the holiday Friday. Enter the Comments. Enter "I was on holiday ".
43.
44.
45.
46.
47.
48.
End of Procedure.
Step
1.
Action
Click the DUR Projects OTL User link.
2.
Page No 20
Step
3.
Action
Click the timecard for which more information is required link.
Step
4.
Action
Click the Request more information from sender of this notification button.
Step
5. 6.
Action
Enter the desired information into the Information Requested field. Enter "Were you on holiday on Friday?". Click the Request more information button.
Page No 22
Step
7.
Action
Click the Logout link.
Step
8.
Action
Login as user to whon request for Information has been sent. Eg enter "sarah.kelford".
9.
Page No 24
Step
10.
Action
Click the DUR Projects OTL User link.
11.
Step
12.
Action
Click the More Information Requested link.
Page No 26
Step
13.
Action
Enter the Appropriate Response into the Answer field. Enter "I was working from home.".
14.
Step
15.
Action
Click the Logout link.
Step
16.
Action
Login as OTL Manager to whom the response for the request for Information has been sent. Eg enter "richard.fenwick".
17.
Page No 28
Step
18.
Action
Click the DUR Projects OTL User link.
19.
Step
20.
Action
Click the Timecard (02-JUN-08 to 08-JUN-08) for Kelford, Sarah (50 hours) for which more information was required .
Page No 30
Step
21. 22.
Action
Note A new action is required in response to the additional information provided. Enter an additional response into the Note field. Enter "OK...I will approve your timecard".
23.
24.
End of Procedure.
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
1.
Action
Click the DUR Projects OTL User link.
2.
Page No 32
Step
3.
Action
Click the timecard link.
Step
4. 5.
Action
Click in the Note field. Enter the Rejection reason into the Note field. Enter "Please adjust time for each day to 25 hours per day".
6.
Step
7.
Action
Click the Logout link.
Page No 34
Step
8.
Action
Logon as user who has received timecard rejection notification. Enter "sarah.kelford".
9.
Step
10.
Action
Click the DUR Projects OTL User link.
11.
Page No 36
Step
12.
Action
Click thelink to the timecard that has been rejected.
Step
13.
Action
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.
15.
End of Procedure.
Page No 38
Step
1.
Action
Click the DUR Projects OTL User link.
2.
Step
3.
Action
Click the timecard link.
Page No 40
Step
4.
Action
Click the Reassign the current notifications button.
Step
5.
Action
Enter the Employee to whom this notification is to be re-assigned. Enter "%117%".
6. 7.
8.
Enter the appropriate action into the Comments field. Enter "Please approve timecards from this employee in the future.".
9.
Step
10.
Action
Click the Logout link.
11.
End of Procedure.
Page No 42
Step
1.
Action
Click the Workflow Notifications link.
Step
2. 3.
Action
Click the Timecard link. The Workflow Notifications page lets OTL Manager view and respond to their notifications using a Web browser. Provides an overview of OTL Managers 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.
Page No 44
Step
4.
Action
Click the Approve button.
5.
End of Procedure.
Step
1.
Action
When logged in as an OTL Super Timekeeper, select Workflow Notifications and then click the Vacation Rules link.
Page No 46
Step
2.
Action
Click the Create Rule button.
Step
3.
Action
Click the Next button.
Page No 48
Step
4. 5. 6. 7. 8.
Action
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. Enter the desired information into the End Date field. Eg enter "25/12/2008 17:00:00". Again note that time is entered Enter the desired information into the Message field. Enter "Please deal with timecard approval during my absence.". Enter the surname of the person you wish to delegate to into the Search for User or Role field. Eg enter "Thompson". Click the Search for User or Role button.
Step
9.
Action
Click the Next 10 button if necessary until you find your chosen staff member.
10.
Page No 50
Step
11.
Action
Click the Apply button. Notifications will be routed to your delegate automatically during the dates you specified.
12.
End of Procedure.