Time and Labor Setup Guide

PeopleSoft Time and Labor 9.2 Setup Guide

Draft Version 1.0

Last updated: Nov-1-2022

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Time and Labor Setup Guide

Chapter 1: Time and Labor 9.2 Set up

This is only meant to be a high-level guide, it is not complete by any means but at best a first draft. You
are required to use this, along with studying PeopleSoft help documentation on Time and
Labor/Absence Management quite a bit. Also refer to the current setup for UK (800HR) in our test
systems to guide you. Our goal is to be able to setup a new country with the basic setup to enable its
employees and manager to be able to use the Time and Labor module.

Overall Setup block diagram

The boxes crossed out in red and marked as optional are either already setup or does not applicable to
us at this stage.

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Time and Labor Setup Guide

Main Setup Areas for Time and Labor:

HRSYS88 – Symbolic id is must in user profiles for T&L employees.

1. HR Installation Setup
This is common for all countries. Now that UK is live, no need to change this. If any changes are
needed it may impact all countries. All changes to HR installation setting must be reviewed and
preapproved prior.
Setup HCM->Install ->Installation Table

2. TL Installation Setting
This is common for all countries. Now that UK is live, no need to change this. If any changes are
needed it may impact all countries. All changes to HR installation setting must be reviewed and
pre-approved prior.
Setup HCM->Install->Product Specific->Time and Labor Installation

3. Time Period/Calendar Setup

Under Setup HCM->Prod. Related->Time and Labor->Time Periods. Set up pay periods Weekly,
Monthly or Bi-weekly as required. Monthly calendars are already built for Jan-Dec calendar
months, so no need to recreate them, but check, nevertheless. If a monthly calendar needs to
be other than Jan-Dec yearly calendar, then it needs to be created first. Part of this setup will
require us to setup a holiday calendar for the business unit. There can be multiple holiday
calendars for a business unit, each work location can have a calendar. System even allows
calendar to be specified at each employee level. Holiday calendar is absolutely essential for time
reporting to work properly.

Navigation for Holiday schedule: Setup HCM->Foundation Tables->Organization->Holiday Sch,

for reference chk ENGHOL
Build Time Period Calendar : TL_CAL_GEN

4. Task Configuration
See the Chapter 2 on Task Configuration below.

5. Time Reporting Codes

When Employees and Managers enter Time into the system for a period, it is called Reported
time. During the payroll process at the end of the Pay cycle period, ex. Month end for monthly
pay periods, Time Admins run the Time admin process to convert all entered Reported time
( which includes regular and overtime, all approved absences, which include all types of
absence, ex annual leave, sick leave, unpaid leave etc, into Payable time. Payable time is stored
in the Payable timetables, which is very different from Reported time. Usually all payable time
again goes for supervisor approval before finalization. For more details on the Time Admin
process, Refer to Chapter 3 below.

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Time and Labor Setup Guide

This is the main configuration, which will drive the time entry process. Rules can be attached to
TRC codes, as well as approval rules for diff. type of TRC codes. Overtime codes usually will have
an approval attached. This means as soon as time is submitted with the Overtime code TRC, it
will be routed for approval. Look for TRC code UK setup as your reference. The basic TRC codes
should be REGHRS, Regular Overtime, 1.5x Overtime and 2x Overtime. Usually Overtime codes
will have separate approval.

SETUP HCM->PRODUCT RELATED->TIME AND LABOR->TIME REPORTING

The three main areas to focus here are, Time reporting codes, TRC Category and TRC Program.

Both Working and non-working time codes need to be setup here. Non-Work codes like Annual
holiday or Sick Leave, is flagged with the “Mapped to Absence Management System” as that
type of entry in timesheet will be coming from Absence Mgmt. Although we do not use the
Global Payroll module, we still need to specify an earning code mapping, because Absence
Mgmt is tightly integrated with Global Payroll module. Follow the same set up as per UK Leave
TRCs, for the <Earnings Mapping> field value. Work type TRC will not need any mapping to
Absence Mgmt system.

6. Schedules
Specify all the used schedules in the unit. Each employee need to be assigned to a schedule
when they are enrolled in the TL system.

Navigation: Setup HCM->Product Related->Time and Labor->Schedule Configuration

Scheduled can be defaulted to workgroups as well, so all employees in that workgroup with
have the default schedule.

SCH_DEFINITION :
Navigation Set Up HCM > Product Related > Time and Labor > Schedule Configurations >
setup Schedules > Definition
SCH_SHIFT :
Navigation Set Up HCM > Product Related > Time and Labor > Schedule Configurations >
Shifts > Shift
Set Up HCM > Product Related > Time and Labor > Schedule Configurations > Shifts BRA
> Shift
SCH_WRKDAY
Use the Workday page (SCH_WRKDAY) to define shifts. Workday is keyed by SetID, for
further filtering when building a schedule.
Navigation
Set Up HCM > Product Related > Time and Labor > Schedule Configurations > Workdays
> Workday
Schedule Group:
Set Up HCM > Product Related > Time and Labor > Schedule Configurations > Schedule
Groups

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After T&L implementation if we add any schedule definition specific to one employee then we
need to follow this
Time & Labor – Enroll Time Reporters – Assign Work Schedule

Add one more row with effective date

If need to assign work schedule to multiple employees, then

Time & Labor – Enroll Time Reporters – Assign Schedule to group
Mention the inputs and run the process

7. Rules Program
Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Template Built Rules
Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Rule Programs
A Rules Program consists of multiple Rules. Usually this collection of rules are applied one shot
to the Workgroup.
Define Rules
Set up Rules Program
APP engine with delivered rules TL_TA_RULES, if any new rules needed for organization need to
add in this AE.
Set Up HRMS -- System Administration – Utilities -- Build Time and Labor Rules -- SQL Objects --
SQL Object

8. Workgroups Configuration
Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Workgroup
Each time reporter who reports time through Time and Labor must belong to a workgroup. In
addition, the Time Administration process applies rules by workgroup. A workgroup must be
created before any process that uses it.

UK has currently seven workgroups. System allows to group employees with similar time
reporting requirements and same compensation requirements. Specific Approval rules can be
specified at the Workgroup level.

9. Task Configuration
Set Up HCM > Product Related > Time and Labor > Task Configuration > Task Template
Set Up HCM > Product Related > Time and Labor > Task Configuration > Task Profile
Set Up HCM > Product Related > Time and Labor > Task Configuration > Task Definition

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Time and Labor Setup Guide

10. Enroll employees in Time and Labor

Time and Labor->Enroll Time Reporter Data.
This will enroll an employee into the Time and Labor module. Auto enrollment option is also
available to process all new hires in to TL , without doing it one by one. Table to look is
TL_EMPL_DATA, if someone is getting the error “You are not enrolled in Time Reporter’, then
look at this page or look into the PS_TL_EMPL_DATA table, there must be an active record for
the employee concerned.

11. Set up Dynamic group Setup for the new country and run the Dynamic group refresh process

Dynamic groups control the Time and Labor user security. It control very much like what HR
security does for HR data by controlling who can see what. This definition will be linked to all
TL users and will be used when a TL or Time Admin access Employee records. Default
PeopleSoft recommendation is to create a dynamic group for each manager, but we are using
a neat customization on <Get Employee> button on the Manager Self service Team Time, to
append a “and supervisor_id = logged user EMPLID” clause to only get the employees who
directly reporting to the manager. This trick us applied for all users with rowsecclass as
TTG_NO_DEPT or blank. For any other rowsecclass value, the dynamic group setup is applied
for that permission list. By doing this our current Manager and Employee role remain as is.
PLEASE NOTE : for Time and Labor to function properly all manager and employees must
have a value in the Primary and Row security permission list in the userprofile.

Setup HCM->Security->Time and Labor security

Dynamic Group , Create a new Dynamic group definition for the new country.
Ex. UK_ALL

Refresh Dynamic group just created : run the process to refresh the group, which will
repopulate the permission for the users as per the dynamic group criteria.

TL Permission List Security

This page links the Row security role specified in the Operator profile to the Time and Labor
Dynamic group. Multiple Dynamic groups can be specified for a Row security role. Ex. Look up
TTG_NO_DEPT role. The row security role will control the permission of the user to be able to
edit old and future timesheet. So if someone is not able to edit a timesheet, look at the user
profile’s rowsecclass field.

12. Assign self service roles to employees and managers , reference roles of any UK employee and
UK manager’s HR profile.
Employee Self Service new roles to assign
Absence Employee Fluid
STT_TL_TILE
TL Employee Leave Fluid
TL Employee Time Fluid

Manager Self Service New Roles to assign

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Absence Manager Fluid

STT_TL_MGR_TILE
TL Manager Time Fluid

13. Ready for testing

Terms used:
Positive Time Reporter : Those employees who are required to submit timesheet.

Negative Time Reporter: Those employee who are not required to submit a timesheet

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Chapter 2: Task Configuration

Defining Tasks and Task Reporting

UK implementation uses very simple Task configuration. We have only one, ST_STD Task for
Template/Task Profile and Task Group. Under T&L section we are only using TL Project and TL Activity.
Under HR we are using only HR Business Unit fields. In future, we will be looking to more fields to
configure the tasks detail to capture more information on each worked hour.

Each of the Element used on the Task template, can be defined under the Setup HCM->Product Related-
>Time and Labor->Task Elements.

TL_PROJECT and TL_ACTIVITY are the two tables where the drop-down values are stored for projects
and activity. These two tables were populated from eTime for the UK lunch.

Below are the details from PeopleBooks for further reference regarding Task Setup.

Time and Labor supports two types of task reporting:

• Task profile reporting:

Setup HCM->Product Related->Time and Labor->Task Configuration -> Task Profile.

When a time reporter uses task profile reporting (in essence an automatic allocation), he simply
Reports the quantity of time worked—the system automatically determines the task entities to
which time is reported and how much time is allocated to each task, based on the person's task
profile.
Task profile reporting is appropriate for time reporters who perform the same sets of tasks, where
cost allocation is static. For example, assume a time reporter is assigned to a taskgroup that is
associated with the following task profiles: Filing, Drafting, Sorting, and Etching. Each task profile
represents a different set of task entities and allocations. The time reporter can use any of these
task profiles to enter time, or can "borrow" a taskgroup to which he is not assigned and use the
task profiles associated with that taskgroup as well. So, if our time reporter uses the Etching
profile to enter 8 hours, and the profile specifies that 25% of the reported time goes to polishing
and 75% of the reported time goes to buffing, the system will automatically allocate 2 hours to
polishing and 6 hours to buffing.
• Task template reporting:

Setup HCM->Product Related->Time and Labor->Task Configuration -> Task Template.

Use task template reporting to report time to the task entities you selected when defining the task
template. Task template reporting is appropriate for time reporters who spend varied amounts of
time on functions that require different cost allocations. For example, create a template called
Sales, and select Customer, Product, and Task as the task entities, then use the Sales template to
report the following information: 8 hours for Customer A, Product B, and Task C. If you do not
capture task data for some or all time reporters, you can use the non-task templates delivered
with Time and Labor

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Default Reporting
You can designate which task profile applies to a time reporter on more than one page. The
system uses the following hierarchy to determine which task profile to use.
• The task profile entered on a time reporting page, if any, always take precedence.
• The task profile directly assigned to the time reporter on the Create Time Reporter Data page or
Maintain Time Reporter Data page has second priority.
• The default task profile assigned to the time reporter's taskgroup on the Taskgroup page is used
only when the system finds no other.

Defining Task Functionality steps

This flowchart illustrates the sequence of steps necessary to define your task reporting
requirements. We discuss each of these steps briefly in this section.

To define task reporting requirements for your organization:

1. Create time reporting templates.
Setup hcm->product related->time and labor->time reporting -> time reporting template
Use the Time Reporting Template page to create templates for elapsed time and punch time reporting.
On the template, select the Task Profile or Task Template check box to indicate the type of task

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reporting for which the template is designed. You must create time reporting templates before you can
create taskgroups.

2. Create task templates.

Setup hcm->product related->time and labor->Task Configuration -> Task Template
Use the Task Template page to select the task entities that you want to appear on the time reporting
pages or that you want your time collection devices (TCDs) to capture from time reporters.
You can create task templates before or after you create values for task entities.

3. Create values for task entities (optional).

Setup hcm->product related->time and labor-> Task elements -> Task Element –
Customer/Project,Product,Activity
If you want employees to report time by customer, product, activity, task, project, and/or up to five
user-defined task categories, define the set of valid values that can be used for time reporting. For
example, if you want to account for time by customer, set up a code for each customer.
If Project Costing is integrated with Time and Labor, the Project Costing application uses Integration
Broker technology to publish the valid values for additional task entities.

4. Create task profiles.

Setup hcm->product related->time and labor-> Task Configuration -> Task Profile
Use the Task Profile page to select the values for the task entities you selected on the task template.
Also indicate whether time is to be allocated across tasks equally, allocated by percentage, or
allocated by quantity.

5. Create taskgroups.
Setup hcm->product related->time and labor-> Task Configuration -> Task Group

Use the Taskgroup page to identify the default time reporting templates, task template, and task
profile(s) that are valid for time reporters with the same task reporting requirements.
Before you can define taskgroups, you must create time reporting templates for elapsed and punch
time reporting.

6. Assign taskgroup and task profiles.

Time & Labor – Enroll Time Reporters – Manage Time Reporter Data
• Assign a taskgroup to each time reporter via the Create Time Reporter Data page or Maintain
Time Reporter Data page. You can also assign a task profile to each time reporter. The task
profile you select will take precedence over the default task profile assigned to the time reporter's
taskgroup.
• If you're using time collection devices, assign the appropriate taskgroups to each TCD via the
TCD Setup page. The taskgroup determines what profiles and templates will be available to send
to the TCD. You can also specify whether to send task profiles, task templates, and/or task values
to the TCD.

Note: Before you begin to define task templates, task profiles, and taskgroups, spend some time
analyzing your organization's task-reporting requirements. Determine which time reporters share the
same or similar reporting requirements, perhaps based on the kind of work they perform, and what
those specific requirements are. One taskgroup can include both elapsed and punch-time employees—
employees and non-employees—as long as the same task entities apply to everyone in the taskgroup.

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Chapter 3: Time Administration Process

How Reported Time gets Converted to Payable time

Time Administration, the core process in Time and Labor, produces payable time that is passed to
other applications such as Payroll and Project Costing. It is critical that this process produces
accurate results and successfully completes within a certain processing window. Time
Administration is an iterative process that only processes records that need processing. Depending
on the size of the population at your installation, you may need to configure Time Administration to
run concurrently to reduce clock time in order to fit your processing window.

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ABSENCE MANAGEMENT SETUP Questions:

1) How to change text on “check Eligibility Button”??

Description:
- When an employee applies Annual leave and clicks on “Check Eligibility Button”. We can see
Proper messages like “ELIGIBLE/INELIGIBLE”.

To setup that we need to follow below steps:

Navigation to create Text id &description Id:

Set Up HCM > Common Definitions > Text Catalog and Notepad > Maintain Text Catalog

Assign those Message & Description Id in below navigation.

Set Up HCM -- Product Related -- Global Payroll & Absence Mgmt – Absence Management –
Configure Country Take Setup

In Forecasting messages – Customized message enter those ids.

2) Leave description is not showing correctly on Time Entry page?

- We need to Change Leave description on Time Entry Page, need to check TRC codes on Time &
Labor.
- Nav: Main Menu – Setup HCM – Product Related – Time & Labor – Time Reporting Codes
(TRC’s)

3) Can we run the back dated adjustments?

- Based on the Pay Entities setup, for back dated months mentioned we can run the process.

4) How to map validations in T&L?

Need to create the following then we should assign the validation.
- Nav: MM – Setup HCM – Product Related – T&L – Validation Criteria – Exception Definition
- Nav: MM – Setup HCM – Product Related – T&L – Validation Criteria – Validation Executable
- Nav: MM – Setup HCM – Product Related – T&L – Validation Criteria – Validation Rule
- Nav: MM – Setup HCM – Product Related – T&L – Validation Criteria – Validation Set
-
Then need to assign that Validation in T&L Installation.
- Nav: MM – Setup HCM – Install – Product Specific – T&L Installation – T&L Installation

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Validation Group Box

5) 24 Hours Validation on Time Entry page?

- On TRC codes navigation, whatever Maximum Quantity value we mention system will take that
as max value.
- If employee entered more than that system will throw an error.

6) For UK, Spain & Netherlands in calendar we need to target calendar (it is a dummy calendar)also
While creating target calendar we can refer to the previous month calendars.
Nav: Main Menu – Setup HCM – Product Related – GP & AM – Framework – Calendars –
Calendars

7) To add Forecast balance on view balances tile need to enable self-service check box at absence
forecasting.
navigation below configure country take setup.

8) When working on Time & Labor and Absence Management integration, Assign work schedules
is important step.
Nav: Main Menu – Time & Labor – Enroll Time Reporters – Assign Work Schedule

If we miss this step Absence data will not come in to PAYABLE_TIME Record.

9) Need to Add calendar group to Absence Calendar Group

Both are need to be created on frame work -- Calendars

Important Points:

- To derive the display of time reporting template information, the system looks for a time
reporting template first on the Maintain Time Reporter Data page. If one is not there, then the
system uses the time reporting template of the default task group on the time reporter's
Maintain Time Reporter Data page.

Time and Labor -Process TimeRequest Time Administration

Mass Update TA process

TL_TIMEADMIN – Admin Process

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