An ORACLE White Paper

Preferences in Oracle Time and Labor

Author: Helen Weatherhead

Date: April 24, 2012
 Contents
1. Overview .......................................................................................................................................................................................................... 3

2. Creating and Linking your own Hierarchies........................................................................................................................................... 15

3. Viewing and troubleshooting people preferences ................................................................................................................................ 17

1. Overview
In Oracle Time & Labor preferences are used to define many of the rules about how
Individual workers or groups of workers can use the application.

Oracle Time & Labor delivers default preferences with predefined values. These cannot
be changed or deleted, but can be overridden to meet your business requirements. Since OTL integrates with several other modules, there are
default Preferences for Enterprise Asset Management (EAM), Projects, Purchasing and Projects & Purchasing.
Preferences are divided into three groups:
Self-Service -> Worker
Timestore
Timekeeper
To view the default preferences in the Preferences window, you can expand the default preference hierarchy by clicking on the plus sign.

Below is a list of seeded predefined Default Preference Settings in Release 11i

Preference Name in Tree Description Value in Default Default Default Value for Default Value
(Preference Name) Default Value for Value for Purchasing for
Preferences Projects EAM Projects -
Hierarchy Purchasing
Self Service Functionality to Y/N. If set to Yes, the No Yes Yes No
worker can select more
Append Templates on Timecard than one template and the
data from all the selected
templates appears on the
timecard
Self Service Ability to Show a Y/N. If set to Yes, business Yes Yes Yes
messages from time entry
Business Message rule validation are
displayed to the worker on
the timecard
Self Service Create Template Y/N. If set to Yes, No Yes Yes No
workers can create
Functionality their own personal
Timecard templates. A
Create Template button is
displayed on the
Templates
Page.
Self Service Disconnected Entry Import, Import/Export, or None IMPORT / IMPORT / None
None. EXPORT EXPORT
Option for Worker Determines whether
workers can enter time Upload / Upload /
and labor data using
a spreadsheet (import)
Download Download
and whether they can (Rel (Rel
download data to the 12.1.x) 12.1.x)
Spreadsheet (export).
Self Service Ability to Enter Y/N. If set to Yes, workers No Yes No
can enter negative hours
Negative Hours on their timecard
Worker Preference to Enter an Y/N. If set to Yes, workers No Yes No
can enter an override
Overriding Approver approver on the timecard.
You must also set the
Override Approval Style
segment of the Approval
Style preference to
Projects Override Approver
Self Service Number of Empty The number of empty rows 1 1 2
to display on the worker’s
Rows on the Timecard default timecard
Self Service Number of Recent The number of previously 5 5 5
entered timecards to
Timecards on Time Entry Screen display.
Self Service Preference to Allow Y/N. Set the Evaluate No No No No
OTL Rules segment to Human
Rules Evaluation Yes for workers whose Resources
time is subject to OTL
rules based on a rotation
plan and earnings policy.
If set to Yes, use the
Approval Rules for Rules
Evaluation segment to
select the applications that

Self Service Save as Template
Functionality on Timecard
Self Service Timecard Template
Group
Self Service Flow
Self Service Default Template
Assigned by Sys Admin
Self Service Default Template
Selected by User
Self Service Template
Functionality for a Worker
Self Service Timecard Alternate
Name Set Defined for a User
Timecard Delete
Allowed
approve the data before
you can run the Transfer
to BEE process. You may
also select an Overtime
Recurring Period to
calculate overtime for
non-weekly payrolls
Y/N. If set to Yes, the Save No Yes Yes No
As A Template button
displays on the worker’s
timecard.
Allows the OTL Dynamic
Administrator to create a Templates
Group
group of public templates
and assign them to
workers using this
preference.
Audit or Standard. If set [None] [None] Standard
to Audit, then you use the
Change and Late Audit
Preference node. If set to
Standard, then you choose
not to use Change and
Late Audit
Default template [None] [None] None]
assigned by the system
administrator.
Default template selected [None] [None] None]
by worker. Check the
Editable by User check box
if you want workers to be
able to select their own
default template.
Y/N. If set to Yes, workers No Yes Yes No
can use templates.
Determines the set of None] [None] Expenditure
alternate names used to Type and
configure lists of values on Price Type
workers’ timecards. You
must define Timecard
Alternate Names
Yes/No. If set to Yes, then [None] [None] Yes
you provide workers the
 ability to delete a timecard.
If you select No, then you
disable the delete timecard
feature.
Self Service Timecard, Review Determines which Exception Projects Purchasing Projects-
timecard layouts workers Layout Timecard Timecard Layout Purchasing
and Confirmation Layout Pages use for data entry, review, - Time card
Layout Timecard
confirmation, detail page, Entry Page Layout
and for export. If you leave
the Export segment blank,
the Timecard entry layout
is used for export. If using
Entry Level Approvals,
and to route all approver
comments to the worker,
you select the Approval
Fragment Layout. If using
Inline Notifications, you
select the appropriate
notification layout.
Self Service Timecard Period for Determines which Weekly - Weekly - Weekly - Starts Weekly -
recurring time period Starts Starts Monday Starts Monday
Worker workers use for timecard Sunday Sunday
entry
Self Service Unit of Measure to Determines the units in Hours Hours Hours
which workers enter time HH:mm HH:mm
be Used on a Timecard and labor data, such as
days, hours, pieces, and
time units as well as the
format for entering time
Self Service Timecard Status that Determines which New, Retro Retro
timecards can be edited, Working, Day fields
Allows User Edits according to their status rejected
are
and their data. In the Day fields
Status Allowing Edits are blank,
field, select a status: blank, meaning
meaning there is no
New_Working_Rejected there is no time
- Workers can only edit time limits on
timecards that have not limits on
entering
been submitted, or are in a entering
working or rejected status. and editing and editing
Submitted - Workers can timecards. timecards.
edit new, working, and
rejected timecards, plus
those that have been
submitted.
Approvals Initiated
- Workers can edit,
delete, and resubmit
new, working, rejected,
and submitted timecards,
plus those for which an
approval process has been
initiated.
Note: Submitted
timecards cannot have
been retrieved by a
recipient application.
Retro -Workers can edit all
timecards, including those
that have been submitted,
approved and processed.
Adjustments made at this
point would create a Retro
Time Adjustment.
In the Past Number of
Days field, enter the
age, in days, of the oldest
timecard a worker can
edit. Timecards for the
period in which this day
falls will be editable.
In the Future Number of
Days field, enter how many
days in advance a worker
can enter a timecard. For
example, if you enter 28, a
worker can enter timecards
for all periods up to and
including the period that
includes the 28th day.
Note: A Timecard is only
editable if it has a status
that allows edits AND it is
for a timecard period that
falls within the date limits
set by this preference.
New, Working,
 rejected
Day fields are
blank, meaning
there is no time
limits on entering
and editing
timecards.
Retro
Day fields are
blank, meaning
there is no time
limits on entering
and editing
timecards.

Timecard Display Date Formats Determines the display December Tuesday,

of date formats for the 31, December 31,
timecard. You can choose 2002.Tue, 2002.
the date format for the Dec31.Tues Tue, Dec 31
Period List, Timecard day,
Table Day Header, and December
Timecard Details Page Day 31, 2002
Header
Timecard Allows Display of Allows the ability to No
Accrual Balances display the HR accrual
plan balances to the self-
service user
Worker Default Approver If the Enter Override [None] [None] [None]
Approver preference is set
to Yes, you can select any
supervisor in the business
group to be the default
value in the Override
Approver field.
Time Store Application Set Determines which Human Projects Enterprise Purchasing Projects and
applications retrieve Resources Asset Purchasing
workers’ timecard - you Managem
Note: To ensure proper set up, your must define at least one
Application set values must match ent
application set.
those defined for your
Retrieval rule Group and also if Using
Rules Evaluation, or you will get an
error.
Time Store Approval Periods Determines the approval Weekly Weekly Weekly Weekly Periods - Projects and
 time periods for each Periods - Periods - Periods - Starts Monday Purchasing
application Starts Starts Starts Approval
Sunday Sunday Sunday Period
Time Store Approval Style Determines the approval Auto Auto OTL Auto Purchasing OTL Auto
rules and method for each Approve (no Approve Approve Approver Approve
application value for Project
Override Override
Approval Approver
Style (for
segment) Override
Approval
Style
segment)
Time Store Audit Requirements Determines whether [None] [None] [None]
entries will be audited
using Change and Late
Audit. If Change and Late
Audit is selected, then you
must enter your Change
and Late Audit rules
Time Store Entry Level Processing Defined the entry level [None] [None] [None]
processing time entry
Rules rules used to validate the
workers timecards.
Note: To ensure proper set up, your
entry level processing rule groups
should be defined to include
the values defined in your application
set, and your retrieval rules.
Time Store Retrieval Rule Groups Determines the retrieval Human HR, EAM Purchasing Projects and
rules for each recipient Resources Payroll Retrieval Retrieval Rule Purchasing
application’s retrieval Retrieval Rule Group Retrieval Rule
Note: To ensure proper set up, your and
process. The retrieval rules Rule Group Group
Application set values must match define the approval status Group Projects
those defined for your data must achieve before it Retrieval
Retrieval rule Group and also if Using can be retrieved. You must Rule
Rules Evaluation, or you will get an define a Retrieval Rule Group
error. Group.
Time Store Time Entry Rules Defines the time entry [None] N/A [None]
rules to be used to validate
the worker’s timecards
Time Store Time Required for Lists any applications that [No [No [None]
do not require a timecard applications] application
Worker s]
Time Store Validate on Save
Timekeeper Change and Late
Audit Items
Determines whether the No
OTL application runs the
Recipient Update and
Recipient Validate
Processes when the user
chooses the Save for Later
option.
If you set this preference
to Yes, then the OTL
application runs the
Recipient Update and
Recipient Validate
Processes. If you set this
preference to No, then the
OTL application does not
run the Recipient Update
and Recipient Validate
Processes.
For Oracle Projects,
however, the application
runs the Recipient Update
and Recipient Validate
Processes irrespective of
this preference.
Timekeeper users can No
use the Change and Late
Audit feature to enter
change and
late-entry reasons for
other workers. The
Timekeeper Group and
Timekeeper Entry
windows display the
workers for whom
timekeepers can enter
reasons and comments.
 For a timekeeper to be
able to enter CLA
reasons for a worker on
their behalf, you
must set up CLA
preferences for both the
timekeeper and the
worker
Timekeeper Layout Attributes Determines which [None] [None [None
columns to display on
the Timekeeper Timecard
Layout
Timekeeper Misc Setup Items Determines the items to No, Yes, No, No, Yes, No, Yes, No,
display on the timekeeper [none], and No, [none], and
page. You can choose [none], [none], and [none],
to display, In/Out respectively [none], respectively
time entries, Person respectivel
Name, Person Number, y
Attribute Item Name for
detail Information, and
Descriptive Flexfields to
display

The following new Preferences have been added to Rel 12.0.2 and above

Preference Name in Tree Description Value in Default Default Default Value for Default Value
(Preference Name) Default Value Value for Purchasing for
Preferences for EAM Projects -
Hierarchy Project Purchasing
s
Time Store Days to Hours Converts day timecard
Conversion entries to hours for
Projects Applications
The following new Preferences have been added to Rel 12.1.1 and above

Preference Name in Tree Description Value in Defa Default Default Value for Default Value
(Preference Name) Default ult Value for Purchasing for
Preferences Value EAM Projects -
Hierarchy for Purchasing
Proje
cts
Time Store Absence Integration Enable Integration with No
Setup for Worker Absences - determines if No
time store absence Error
integration is set up for Use Retrieval
worker Rule Group
Allow Edit on Imported Preference
Absence Entries - No
determines if workers can
edit absence entries.
Action for Absences
Pending Approval -
determines if the worker
views an error or a
warning.
Retrieval Rule for
Absences - determines the
method to use for online
retrieval. You can choose
from Use Retrieval Rule
Group Preference,
Working, Submitted,
Approved.
Display Absence Status

Time Store Retrieval Dashboard
Setup for Worker
Region on Timecard -
determines if the absence
status region displays on
workers' timecards.
Note: The settings you
choose here determine
if the Show Absences
Screen Option in
Timekeeper displays as
shown/hidden.
Action for Overlap and
PTO Validations -
determines if the
application displays an
error, warning or ignores
overlaps and validation
inconsistencies.
Action for Absences
Pending Confirmation -
determines if the
application displays and
error or a warning to
workers. Exclude Absences
fromTimecard Totals –
determines if the timecard
total in the time entry,
review, confirmation and
notification pages displays
totals for both hour and
day based absences.
Time Store Retrieval Yes
Dashboard Setup for
Worker - determines if the
application selects the
snapshot during timecard
submission process or later
Note:

While Default Preferences are delivered and can be used, it is important to ensure that each person’s Preference includes matching Application
Sets & Retrieval Rule Groups or else you will get an error when entering your timecards. A general rule to follow is that whenever the preference
set you are using has Preference values which contain applications, then as far as possible you should to be consistent with the same
applications.

Also Note that all Default Groups do not contain a timecard Layout Preference and so this must also be set appropriately.
2. Creating and Linking your own Hierarchies
In most cases you would need to create your branches in the Preference tree to either override the default values or to add further restrictions
on groups of employees entering timecards.

To do this use the following steps:

Create a new branch:

1. In the Preferences window, right mouse click on Preference Tree node and select New.
2. Enter the branch name in the Name in Tree field.
3. Save your work.
4. Close the Preference Tree node and reopen to view the new branch.

Add preferences to the branch:

1. Select the node to which you want to add preferences, right mouse click, and select New.
2. In the Name in Tree field, enter a name for the preference. This name can reflect the value you are going to select. For example, if you are
going to select the value Human Resources for the Time Store Application Set preference, you might use the name HRMS Application Set.
3. Save your work and select your new preference in the tree by selecting the node's name.
4. Select a value in the Preference field. The corresponding preference values flexfield displays.
5. Select the preference value(s) and choose OK.
6. Select the Editable by user option to enable the employee to edit this preference. (Be careful with this flag) 7. Select the Display to user option to
enable the user to view this preference
8. Save your work.
9. Repeat steps 1 to 7 to define additional preferences for the branch.

Having created your new branch in the Preference tree, you can now link these set of Preferences by using Eligibility criteria.
To define eligibility criteria for preferences, choose the Eligibility Criteria tab on the Preferences window.

1. Enter a rule name to identify the eligibility criteria that will be tied to the node.
2. Select the node you wish to associate to the rule. This is the new branch you previously created on the Preference tab.
3. Select the criteria to Link By, such as organization or location etc.
5. Select the value to Link To.

The values are dependent upon the selection made in the Link By field. For
example, if you select organization in the Link By field, you must select the
appropriate organization name in the Link To field.

Note: If you are linking by a key flexfield, the Link To list of values
contains values to which there is at least one person assigned. For
example, if you have defined a job to which no one is yet assigned,
that job does not appear in the list of values.

6. Enter a Precedence. This determines which hierarchy the application uses when a
person is eligible for more than one. The value of 1 is the lowest and will be used
last. It is recommended that you set your precedence at intervals of 10 so you can
add new eligibility rules later, if required.
7. You can choose to enter the Start and End Dates for each Eligibility Criteria Rule.
8. Repeat steps 2-7 to enter eligibility criteria for all hierarchies. You can use a
hierarchy in more than one eligibility rule to link it to different groups of people.
9. Save your work.
3. Viewing and troubleshooting people preferences
You can view an employee's preferences from the People tab.
This is a view only tab and no changes can be made at this level. If you wish to make
changes to an individual's preferences, you must use the Eligibility Criteria tab.

Note:
When evaluating preferences it is important to understand that these preferences get evaluated based on a precedence.
For example if your person’s hierarchy tree shows the following:

Rule Name Precedence

Rule 1 1
Rule 2 5
Rule 3 6

Rule 1 has the following Preferences:

Preference A, B, C, D, E

Rule 2 has the following Preferences:

Preference C, D, F, G

Rule 3 has the following Preferences:

A, B, H

Then the set of preference values for this person would be as follows:

A(Rule 3), B(Rule 3), C(Rule 2), D(Rule 2), E(Rule 1), F(Rule 2), G(Rule 2) & H(Rule 3)
To view people preferences:
1. In the Preference window, choose the People tab.
2. Using the flashlight icon on your toolbar or by expanding the People Node you can find your person
3. Enter the name or employee number of the employee you wish to view, and choose Find.
All the fields will be populated with this employee's preferences. You can see the value of these preferences by clicking in the Descriptive flexfield
to the right of the preference
4. If you wish to view another employee, repeat steps 2 and 3.
The top region of the window displays the employee's name and all the preference
Hierarchies for which the person is currently eligible.
The lower region lists the preferences assigned to this person, by clicking on the DFF field on the right of the screen you can see the actual value of
the preference.

Alternatively you can see a Person’s entire list of preferences by running the "Oracle Time And Labor Person Setup Test" diagnostic.
This is available through MyOracleSupport Note:227667.1