White Paper on Oracle Fusion Time and

Labor Integration with Oracle Fusion

Project Costing

Author: Swathi Utla

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 Contents
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Backgr ..................3

Prerequisite setups to successfully integrate Pro 6

Importing Time C 7

Adjusting Time C 8

Demonstration 9

Prerequisite Setups

1. In Human Capital Manageme 9

2. In Oracle Time and Labor
a) Creatin 10
b) ...11
c) Creating a Time Entry .11
d) 13
3. In Project Foundation
a) Setting up a Project Organization ....15
b) Classify Departments as Expenditure Organizations .15
c) Have the Projects attributes created ....15
d) Define Organization Costing Rules
e) ..17

Entering Time C

Time Card Entry Restrictions

1. Restricting the Projects for Time Entry in Oracle Fusion Time and Labor
2. Restricting the Projects for Time Entry ......20

Importing Time Cards to Project Costing

Monitoring Time Card Transfer .23

Managing Exceptions

Adjusting Time Card Data ..26

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Introduction

Objective

To provide setups required to integrate Oracle Fusion Time and Labor with Oracle Fusion Costing. This is
intended to provide the reader a good understanding of the interface and detailed steps to import costs
to Projects.

Background

Managing time cards for multiple employees and contractors can be an arduous undertaking for the
Megacorps. Natively integrated with Oracle Fusion Global Human Capital Management (Global HR),
Oracle Fusion Absence Management, Oracle Fusion Payroll and Oracle Fusion Project Costing, Oracle
Fusion Time and Labor supports a wide range of time recording needs.

The integration between Oracle Fusion Time and Labor and Oracle Fusion Project Costing enables
Project Managers and Accountants to easily manage time cards for both employees and contingent
workers.

With this integration, the employees and contingent workers are able to view and update any time cards
that they have created. Depending on what layout has been selected while setting up the Time Entry
Profile, the time card can display either of the following:

All eligible projects (including cross chargeable) in the business unit.

Only the projects in which the user is a team member.

Who can approve the time cards, depends on what approval rules have been set up in BPM. In most
cases, it is the Project Manager. Time card approvers are able to review and approve the time card
entries that have been created for their projects. Time card deletions need no approvals.

Once reviewed, Project Accountants can import the time cards into Project Costing for costing,
accounting, analysis and billing.

Scope

This paper will cover the setups involved in Oracle Fusion Time and Labor (OTL) and Oracle Fusion
Project Costing (PJC) that facilitate the creation of time cards in OTL and transfer of time cards to PJC.
Thereafter, processing of the costs and adjustments in PJC.

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The following figure illustrates how time cards are created and approved in Oracle Fusion Time and
Labor, then validated and imported into Project Costing where they are adjusted if required.

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Configuring Oracle Time and Labor to capture time on Projects

Oracle Fusion Time and Labor can be configured to give you the exact view you need. You have the
option to process either Project only or combined Project and Payroll time as reported by your
permanent and contingent workers.

The following figure illustrates how those delivered or custom objects can be used to process project-
related time.

With the above setups configured, employees and contingent workers will be able to enter time cards
for Projects they worked on.

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However, tracking project time is only one half of the process, the most important half is billing your
customers and getting paid. The integration between Oracle Fusion Project Costing and Oracle Fusion
Time and Labor allows you to bill for the time worked on a project by your employees and contingent
workers

You can employ delivered integrated setups to:

Automatically validate reported project time entries

Transfer validated entries to Project Costing

Restricting the List of Projects for Time Entry

Time and Labor Managers and Administrators can restrict the list of visible projects for which resources
can enter time.

The list of projects in Time and Labor can be restricted by:

Team Members: Team members can view and enter time for only those projects that they're
assigned to.
Transaction controls: Only those resources that are added to the project transaction control can
view and enter time for the project.

Prerequisite setups to successfully integrate Project Costing with Time and Labor

Classify departments as expenditure organizations

Before a time card can be submitted, make sure that the department on your employees Employment
record is correctly set up. For time card submission to go through correctly, ensure that this department
is an expenditure organization and the organization is in the expenditure organization hierarchy

A Project Application Administrator can classify a department as an expenditure organization by

following these steps:

1. Use the Manage Project Organization Classifications task in the Setup and Maintenance work
area to edit each department by selecting the check box Classify as project expenditure
organization.
2. Use the Submit Process to Maintain Project Organizations task to run the process.

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 Have the Projects attributes created

The Project Foundation setups and the Projects must be created before the time cards are entered. Only
then these will be available for the delivered time card fields.

The choice lists use value sets, which show the value and description. The values that can be used are
listed below:

Project Name for Project Team Members

Project Name
Project Number
Task Number
Project Unit
Expenditure Organization
Expenditure Type
Expenditure Type Name
Organization
Expenditure Type Class
Billable
Capitalizable
Work Type
Contract
Funding Source

Importing Time Cards to Project Costing

Project Accountants use the Import Costs process to validate and import approved time cards into
Project Costing. The following are validated-

Validations ensure that the correct project attributes are captured on the time card, namely:
Project, Task, Expenditure type, Expenditure Item Date, Organization, Person, Assignment,
Expenditure Business Unit. Contract and Funding Sources are validated in case of Grants
Projects.

Expenditure Organization is derived from person primary assignment organization or it can

be added as one of the time card field using custom layout sets in Oracle Fusion Time and
Labor

Person, Assignment and Expenditure BU are derived in Oracle Fusion Time and Labor from

All time entries on a time card must be approved to import the time card.

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Adjusting Time Cards

While your employees and contingent workers can't modify their time cards in Oracle Fusion Project
Costing, they are able to modify the time card hours in Oracle Fusion Time and Labor. On the other
hand, Project Accountants and Managers can import and modify time cards in Oracle Fusion Project
Costing. Adjustments in Oracle Fusion Time and Labor override any adjustments in Oracle Fusion Project
Costing. We will see an illustration in the demonstration section.

The following table shows the various types of time card adjustments, location of said adjustments, and
implications of such action.

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Demonstration

Prerequisite Setups:

1. In Human Capital Management:

Ayaan Kumar assigned to Department: Vision Operations. To verify these

details, here is the navigation

Navigator > My Client Groups > Person Management

Role required: Line Manager

2. In Oracle Time and Labor:

For the ease of demonstration, we will use the

Worker Time Processing P and Worker Time Entry Profiles that we
assign to the HCM Group for our employee, Ayaan Kumar.

All the above setups can be configured from Setup and Maintenance > Workforce Deployment > Time
and Labor

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Roles required:

a) Time and Labor Administrator role will grant access to Time Management work area under My
Client Groups. From here, it is possible to
Worker Time Entry Profiles

b) Application Implementation Consultant role will grant access to Setup and Maintenance

Creating a User Group

You can either use the delivered Projects Usage user group or use the following process to create your
own group:

1. Click Navigator > Setup and Maintenance > Workforce Deployment >Time and Labor
2. Click on the task: HCM Groups
3. Click the Create icon (+ symbol)
4. On the Create Group page, enter the group name and other details.
5. Click Save and Close.

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Updating a User Group

Update an existing user group so that new project team members can enter time for their assigned
projects.

1. Click Navigator > Setup and Maintenance > Workforce Deployment > Time and Labor
2. Click on the task: HCM Groups
3. Search for the user group that you want to update.
4. Select the user group in the Search Results table and make the necessary changes.
5. Click Refresh Group Membership on the table toolbar.
6. Click Submit on the Refresh Group Membership process page.
7. Note the process ID in the confirmation message and click OK to close the confirmation window.
8. On the Manage HCM Groups page, select your user group and click View Evaluation Status.
9. Search for the process ID of the process you submitted and verify that the Processing Status of
your process is Completed Successfully. If the processing status is different, then click Search
again to refresh the Search Results table.

Creating a Time Entry Profile

You create a time entry profile for project team members so that they can enter time only for the
projects to which they're assigned.

1. Click Navigator > Setup and Maintenance > Workforce Deployment > Time and Labor
2. Click on the task : Worker Time Entry Profiles
3. Click the Create icon on the toolbar of the Search Results table.
4. On the Create Worker Time Entry Setup Profile: Profile Values page, enter the profile name,
description, and effective start date.
5. Select the layout set Projects Layout Set or Projects Layout Set Filtered by Project Team
Members.
6. Enable the entry actions as required in the Time Entry Actions Allowed table and enter
appropriate values for the Days Before and Days After fields for these actions.
7. Click Next.
8. Click the Add icon on the toolbar of the Group Assignments section on the Create Worker Time
Entry Setup Profile: Group Assignments page.
9. Select the user group for which you want to use this time entry profile in the Group Name field.
10. Click Next.

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 11. Click Move to Top in the Priority Order section on the Create Worker Time Entry Setup Profile:
Profile Priority page to move your user group to the top.
12. Click Next.
13. Click Save and Close.

The picture below illustrates the Worker Time Entry Profile setup

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Creating a Time Processing Profile

You create a time processing profile for project team members so that they can enter time for only the
projects to which they're assigned.

1. Click Navigator > Setup and Maintenance > Workforce Deployment > Time and Labor
2. Click on task: Worker Time Processing Profiles
3. Open the Setup and Maintenance work area, and go to the Manage Worker Time Processing
Profiles task.
4. Click Create on the toolbar of the Search Results table.
5. On the Create Worker Time Processing Setup Profile: Profile Values page, enter the profile
name, description, and effective start date.
6. In the Time Card Period field, select the value Projects Weekly Starting Monday or Projects and
Payroll Weekly Starting Monday from the list.
7. In the Time Consumer Set field, select the value Projects Only or Projects and Payroll from the
list.
8. Click Next.
9. Click Add on the toolbar of the Group Assignments section on the Create Worker Time
Processing Setup Profile: Group Assignments page.
10. Select the user group for which you want to use this time processing profile in the Group Name
field.
11. Click Next.
12. Click Move to Top in the Priority Order section on the Create Worker Time Processing Setup
Profile: Profile Priority page to move your user group to the top.
13. Click Next.
14. Click Save and Close.

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The picture below illustrates the Worker Time Processing Profile setup. Highlighted are the seeded
attributes used.

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 3. In Project Foundation

Role required: Project Application Administrator

Setting up a Project Organization

With Release 20B, you can create and maintain your project organizations using a simple flow that walks
you through each step in a single page

For more details on the guided flow, refer to Set Up and Manage Project Organizations Using a Guided
Flow

For complete details on Project Organizations Setup, refer to Project Organizations Setup

Classify Departments as Expenditure Organizations

Vision Operations is classified as an expenditure organization. To verify navigate to Manage Project

Organization Classifications from Setup and Maintenance

Have the Projects attributes created

The project attributes that appear in the time card must be already created.

We have used seeded Layout Set- To verify what attributes this layout requires,
here is the navigation

Navigator > Setup and Maintenance > Workforce Deployment > Time and Labor

Select the task Layout Sets

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Ensure that the project with the required work break down structure (tasks), expenditure type have
already been setup in Oracle Fusion Project Foundation

For more details on this setup, refer to the URL below:

Creation of Expenditure Types

Creation of Work Breakdown Structure

Define Organization Costing Rules

Organization Costing Rules must be defined for the expenditure organization as of the transaction date
using the task: Manage Organization Costing Rules from Setup and Maintenance

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Define Employee Cost Rates

Employee Cost Rates must be defined using the task: Manage Rate Schedules from Setup and
Maintenance

Entering Time cards

Employees can enter time from Time and Absences work area.

Role required: Employee

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Once Submitted, the status of the time card will change from New to Submitted.

After the Manager approves the time card, its status changes to Approved.

The time card approval rules are configured in BPM:

Navigation: From Setup and Maintenance, search for task: Manage Task Configurations for Human
Capital Management, and click on it.

Search for BPM task: ProjectTimecardApproval

Here, you may also setup a rule for AutoApproval.

Time Card Entry Restrictions

Restricting the Projects for Time Entry in Oracle Fusion Time and Labor

Time and Labor managers and administrators can use the following objects to enable team members to
enter time only for the projects to which they're assigned.

We need to configure the above mentioned objects.

An HCM User Group: SWAT Team Member Group with an Employee (Rahul Khanna) added to it

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The Time Entry Profile that uses layout set: Projects Layout Set Filtered by Project Team Members

The HCM User Group is associated with the Time Entry Profile created above

The same HCM User Group is also associated with the new Time Processing Profile that is created: SWAT
Team Member Time Processing

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Rahul Khanna is added as a team member to Project: SWAT Project3

With this setup in place, Rahul Khanna can see only those projects, of which he is a team member, i.e.,
SWAT Project3

Restricting the Projects for Time Entry via Transaction Controls

Navigator> Projects> Project Financial Management

- Open a Project
- Task Panel> Manage Financial Project Settings
- Click Financial (tab).
- Click Edit under "Transaction Controls" section

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For Project SWAT Project1, we have added an Inclusive transaction control for Person: Madhuri Roy

This setup indicates, that only Madhuri Roy is authorized to charge time for this project. Consequently, if
any other employee (example: Ayaan Kumar or Anushka Sharma) attempts to submit time card against
this project, they will encounter the error shown below:

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Only Madhuri Roy will be able to submit the time card for this project

Importing Time Cards to Project Costing

Project Accountants run Import Costs process to import time cards to Project Costing.

Process Through Expenditure Item Date parameter must always include the date of time card entry.

, all
eligible time cards until Process Through Expenditure Item Date are imported.

From Release 20B, you can set Process Through Expenditure Item Date parameter as blank by default
while running the Import Costs process to import all pending costs for a specific source

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Monitoring Time Card Transfer

Time and Labor Administrators can monitor the transfer of time cards from Time Management work
area

Task panel > Monitor Transfer of Time Cards

Specify the date range

Click on the specific Job, to view the details:

To view the imported costs, here is the navigation:

Navigator > Projects > Costs

Task Panel > Manage Project Costs

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Managing Exceptions

The unprocessed transactions can be viewed from the Overview page

Navigator > Projects> Costs

This will open up the Overview page. Alternatively you can check from Task panel > Manage
Unprocessed Costs

Clicking on the hyperlink under Exceptions, will take you to the transaction details

To view the error details, click on the Error Exist (red icon)

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Note: The exceptions related to seeded source Oracle Fusion Time and Labor cannot be deleted using
Delete Costs

To clear these costs from exceptions, you have to fix the cause, in this case, it is to complete the missing
setup.

Navigate to Projects > Costs. Task panel > Manage Unprocessed Costs

Search for this transaction and c Import Costs .

See the Cost is imported from Navigator > Projects > Costs. Task panel > Manage Project Costs

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 Adjusting Time Card Data

You can make any adjustments available from the Costing and Billing section for the expenditure item in
Oracle Fusion Project Costing. However, these changes do not impact the associated time card in Oracle
Fusion Time and Labor

When Employees make any updates to the already imported time cards, the updated time cards are
eligible for re-importing. In that case, an adjustment is created to reverse the original expenditure item,
and new expenditure item is created.

The following demonstration explains adjustments made in Oracle Fusion Time and Labor.

After the time card is imported to Project Costing, the project Accountant informs Ayaan Kumar that the
correct task to be charged is task#2 instead of task#1, and that the correct quantity to enter on 21/5/20
is 8 hrs, instead of 9 hrs. Now, Ayaan finds the approved time card, and enters the corrections as below:

Once the time card is re-approved, it will be re-imported to Project Costing. Once imported, you will see
4 new rows in Project Costing- one reversal and one new entry corresponding to each of the two
Expenditure Item Dates

Original

Reversed
and New

Reversed
and New

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References:

https://docs.oracle.com/en/cloud/saas/human-resources/20b/faitl/integrations-with-absence-
management-payroll-and-projects.html#FAITL2048311

https://docs.oracle.com/en/cloud/saas/human-resources/20b/faitl/integrations-with-absence-
management-payroll-and-projects.html#FAITL1769354

https://docs.oracle.com/en/cloud/saas/project-management/20b/oapjc/project-
costs.html#OAPJC923792

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