PeopleSoft Time and Labour Insight - Posted by mybasicknowledge

Oracle's PeopleSoft Enterprise Time and Labor is a flexible, integrated solution designed to support the time reporting needs of a wide range of business functions, including payroll, financial and cost accounting

Time Reporting Code 

·         Used to track employee time to support administrative and compensation needs

·         TRC type could be Hours, Amount(bonus) or Unit (per visit – mileage)

·         Keeps track of how employees are spending their time e.g REG,OVT,COMP

·         Can map TRC to earning code and advisable to sync with payroll

·         You assign TRCs to TRC Programs, which are ultimately assigned to workgroups. Multiple workgroups can share these TRC Programs.

·         Can clone a TRC Program

Workgroup

·         Group of employees who share identical compensation requirement

·         May include all employees

o   In a business enterprise

o   In a pay group

o   Belonging to the same union

o   Who work at the same location

o   Each employee must belong to a workgroup

o   Must set up at least one workgroup

·         Checklist for workgroup members

o   Same reporting type: exception or positive

o   Same holiday schedule

o   Same TRC program

o   Same compensation rules

o   Same needs for time approval

o   Same association to a comp. Off plan

o   Same day breaker

o   Similar rounding rules

Taskgroup

• A taskgroup is a group of employees who have similar work or task – reporting requirements
• Three types of task reporting
• Without task data
• Task template reporting
• Task profile reporting
• Taskgroups identify the default time reporting template, task template, and task profiles that are valid for members of the taskgroup
• Some organizations refer to taskgroups as labor classes or labor class rate groups
• Task: attributes of reported time such as department, product or project – that defines how or where time was spent
• Task template you specify which task entities you want members of a taskgroup to report their time to (i.E. Company , department , project)
• Task profile “fill in the blanks “ for a task template. If used, a time reporter task related fields will be completed automatically with the values in the task profile

Schedule

·         Main goal is to communicate work expectations to time reporters

·         Facilitates the planning and compensation of time

·         Compulsory for exception employees, optional for  positive time reporters

·         Provides scheduled information that time administration uses to create payable time for exception reporters

·         Can create automated schedule calendars

·         Ability to accept schedules that have been created outside of the system, either from a third-party workforce scheduling system or another source

Steps in creating A schedule calendar

·         Create shifts - shifts are the most basic building blocks of work schedules and are used to create workdays. You can create elapsed, flex, and punch shifts

·         Create workdays - daily work pattern built with shifts. In most cases one shift = one workday

·         Create schedule templates - schedule templates are sequential patterns of workdays and are used to build schedule definitions

·         Create schedule definitions- schedule definitions allow the user to specify which template or combination of templates will be built into a schedule calendar

·         Build schedule calendars - schedule calendars show the scheduled work hours over a period of time. The period varies depending on your organization

Time Collection Devices

·         Control over how you want the system to collect and send time related information to and from your time collection devices

·         TCD interface provides packaged integration points to:

o   Collect clock and elapsed time from any TCD

o   Send necessary setup data to these devices for reporting

·         System supports scheduling, reporting, managing and applying rules to TCD time

·         You can create a separate group for TCD time reporters

Create Time Reporter Data

·         You can create time & labor employee data in two places

o   During the hiring process on time reporter link in job

o   After an employee is hired on create time reporter data

·         Workgroup and taskgroup are required fields

·         You can also enter up to 5 rules

Security

·         In addition to delivered PS security, time & labor offers group security

·         Optional

·         Ability to grant access to any/all fields on 6 records: employment, job, personal data, schedule assignment, TL employee data and group PayGroup

·         Can assign security by group - permission list

·         TL permission list security gives access to perform prior period adjustments

Groups

·         Flexible adhoc grouping function

·         Time reporters must belong to one group

·         Time reporters may belong to several groups simultaneously

·         Can be independent of workgroups and taskgroups but don’t have to be

·         Certain processes that use groups are security, mass time reporting, group schedule assignment, approving time, time administration and managing exceptions

·         Group can be dynamic or static

Rules

·         Rules templates delivered by PS

·         Can create custom rules using SQL

·         Some sample rules delivered:

o   Daily Threshold          .

o   Period threshold

o   Holiday Rule

o   Guaranteed hours for non scheduled day

o   Approval required

o   Exceptions

o   Default rule

Attendance Program

·         Attendance tracking is an optional feature that allows you to track punch-related attendance infractions such as

o   reporting late for work

o   leaving work early

o   taking long lunches

o   taking advantage of rounding rules

·         The Attendance system

o   reports user defined recommended actions when thresholds are met

o   tracks a history of time reporter’s attendance habits

o   assigns a point value to each infraction

o   uses pre-defined actions or you can create your own

Rules Programs

·         Group rules together in a sequence and give the whole group a name

·         You would assign this rule program to the workgroup

·         Rules have a priority to tell the time admin. Process the order in which to execute the rules - rules with a shorter time frame should be processed first

·         Are the only method to assign attendance program to time reporters

Time Administration

·         A facility to create payable time based on customer’s business rules by:

o   creating rules using objects and templates

o   building rules that warn of exception condition

o   processing business rules which affect a time reporter’s earnings or task information

o   Generates payable time based upon time reported for positive time reporters

o   Generates payable time based on scheduled time for all time reporters

o   Calculates an estimate of gross payroll earnings for all Time & labor earnings

o   Validates comp and leave plan balances

·         Two main components of the time administration

o   Create rules - online tools that enable you to create, compile and apply rules to reported or scheduled time

o   Batch Processing - applies your rules to time reporter data and generates payable time from reported or scheduled time

Integration With Payroll

·         Steps for preparing and running a payroll

o   Run the time admin. Process in Time and labor to calculate payable time

o   Load payable time into PS Payroll

o   Run the payroll process and finalize the payroll run

o   Extract data from payroll and send to Time and Labor

o   Triggers the labor distribution and labor dilution process

Integration With PS Financials

·         Integrate with PeopleSoft projects so you can accurately track the time and labor-related costs of your projects

·         Use commitment accounting functionality with task reporting to track labor costs at the chartfield level

·         Integrate with PeopleSoft mobile time and expense through PeopleSoft expenses so that time reporters can enter time remotely

·         Enable time reporters to report time to the business units and activities defined in PeopleSoft enterprise performance management (EPM)

PeopleSoft - What is the Person Model? - Posted by mybasicknowledge

Person Model is a term to describe:

•          The information that is tracked about a person

•          Names                      

•          Phone Numbers

•          Addresses                 

•          Email Addresses

•          The relationship(s) the person has to the organization

•          Core tables directly related to a person and the person’s organizational relationships

Person Model – Terminology

Person (EMPLID)

•          Unique identifier for an individual entered into the system

 Organizational Relationship (PER_ORG)

•          The relationships that an individual can have with the organization

•          Employee

•          Contingent Worker

•          Person of Interest

Person of Interest Type (POI_TYPE)

•          A categorization of the Person of Interest relationships

•          A person can have multiple POI_TYPES

•          Some POI_TYPES require JOB information

Organizational Instance (ORG_INSTANCE_ERN)

•          An occurrence of an organizational relationship

•          Also referred to as an Employment Instance, a contingent worker instance, or a POI instance

Organizational Assignment (EMPL_RCD)

•          A unique identifier for each relationship that a person has that requires JOB information

Substantive Job

•          The first row added to an Organizational Instance

Additional Assignments (EMPL_RCD/ORG_INSTANCE_ERN)

•          A concurrent assignment, in addition to and subordinate to, an existing assignment

Organizational Relationships

Employee

•          Employed and paid by your organization

Contingent Worker

•          A non-employee who is part of the workforce

•          May work under the terms of a contract

•          Consultant

•          Contractor

•          Temporary Worker

Note:  Those with “indirect” relationships to the organization (dependents, beneficiaries and emergency contacts) were not converted to the person model

Person of Interest

•          A non-employee who is not part of the workforce

•          POI Types:

•          Unknown

•          External Trainee

•          External Instructor

•          Campus Solutions Person

•          Student Refund (Job)

•          COBRA Beneficiary (Job)

•          Pension Payee (Job)

•          Stock – Board Members (Job)

•          Stock – Non-HR Employee (Job)

•          Global Payroll Payee (Job)

•          Other

Person of Interest Types

•          POI Types entered through the CS components will automatically be assigned the Campus Solution Person POI type (‘00009’)

•          POI Types entered through the HR module will give you the opportunity to select a POI type & then take you to a component to track additional information about the organizational relationship

•          Organizational Relationships determine the HR transactions the person will be included in:

•          search records

•          prompts

•          selections for processing and reporting

•          Every person must have at least one “Organizational Relationship – but can have more than one

•          ORIGINAL HIRE DATE used to be on PERSONAL_DATA

•          It was used to store the First Hire Date that the person had with the Organization

•          Each Organizational Instance now has its own Original Hire Date

•          ORIGINAL HIRE DATE is now displayed on Employment page

Other Person Changes

A Person Cannot be Created with a Future Date

•          The first row in NAMES must be equal to the current date or earlier

•          A Person can still be “hired” in the future (the first Job can have a future date)

Multiple Jobs

General Rules for Substantive Jobs

•          The first row added to an Organizational Instance is the Controlling Instance or Substantive Job

•          The Substantive Job:

•          Determines Employment dates (Hire, Term, Service, etc.)

•          Controls Additional Assignments

•          If the substantive job is terminated, the additional  assignments will also be terminated

•          One of the jobs (usually a substantive job) is flagged as the Primary Job for regulatory reporting 

•          One of the jobs is identified as the Benefits Primary Job for benefits eligibility

•          Org Instance Number equals Empl Record Number (displayed on Employment page)

Person Model – Key Benefits

•          Central repository for all person related data

•          A person can be entered without JOB information

•          Enables a clear distinction between Employees and Non-employees

•          Persons will have just one EMPLID even though they may have many relationships with the Organization

•          Enables a clear distinction between Non-employees who are part of the workforce (Contingent Workers) and Non-employees who may be tracked for other reasons (POI’s)

PeopleSoft Person Model Upgrade Considerations - Posted by mybasicknowledge

•          Decide What Organizational Relationships You Will Use

§  Will you track Contingent Workers?

§  What POI types will be tracked?

§  What POI pay types will you use?

•          Decide How You Will Track Multiple Jobs

•          Decide How You Will Handle “Terminations”

•          Determine if You Will Need to Modify Any “Action” Rules or Add New “Actions”

•          Determine What Business Rule Changes Will Be Needed

•          Determine What Reports Will Need To Be Modified

•          Due to record changes and the movement of fields from Personal Data & Employment to various new or existing records, careful review of custom reports/components will need to be done

•          PERSONAL_DATA table can still be used for reports but transitioning to the Person Model core tables is recommended

•          PERSONAL_DATA table should not be used for online processing

•          New “user-friendly” Names field in many reports may use views/tables that display the new NAME_DISPLAY formatted field

§  Format is:  First Name + Last Name

•          Don’t Underestimate Security Setup

•          Security setup for “unassigned” POI Type

•          Security Requirements for Organizational Relationships  (Application Security)

•           Allocate time for tuning system performance

•           Validate Data Conversion

•          PER_ORG_ASGN table

•          Review Upgrade Bundles carefully

•          Non-Employee conversion – PER_TYPE

Non-Employee Conversion Map

Delete Obsolete PeopleSoft Time and Labor Template Build Rules - Posted by mybasicknowledge

At times we need to delete obsolete time and labor rule that are not in used. We have to use backend tools (App Designer, SQL PLUS) to delete them

1.  Following is the list of SQL statements to remove obsolete Time and Labor rules.

DELETE  FROM PS_TL_RULE_CONDS WHERE TL_RULE_ID=OLD RULE ID

DELETE  FROM PS_TL_RULE_DEFN WHERE TL_RULE_ID=OLD RULE ID

DELETE  FROM PS_TL_RULE_STEPS WHERE TL_RULE_ID=OLD RULE ID

DELETE  FROM PS_TL_RULE_TMPLT WHERE TL_RULE_ID=OLD RULE ID

DELETE  FROM PS_TL_TMPLT_RULE2 WHERE TL_RULE_ID=OLD RULE ID

DELETE  FROM PS_TL_TMPLT_RULE WHERE TL_RULE_ID=OLD RULE ID

2.  Remove an old rule from an existing rule program

DELETE FROM PS_TL_RULE_PGM_DTL WHERE TL_RULE_ID =OLD RULE ID

3.  For deleting the AE sections

Open AE program TL_TA_RULES and manually delete the appropriate sections containing old rules and Save.

TL_TA_RULES program is generated automatically during the Save event (i.e. when User tries to save the rule).

So, basically TL_TA_RULES program is a big library of all Customer rules. If Customers do not want to use one or another rule they can just remove the rule from the rule program and TA will not execute this rule.  Personally, they do not recommend removing it, as they do not need to look into TL_TA_RULES that often, if at all.  But you can do so by deleting the appropriate section from TL_TA_RULES & then press Save.

Terminated Employee(s) and Peoplesoft North American (NA) Payroll - Posted by mybasicknowledge

I summarize possible actions when you work with terminated employee(s) and Peoplesoft North American (NA) Payroll

Paying Terminated Employees on Peoplesoft North American (NA) Payroll

Peoplesoft Peoplesoft North American (NA) Payroll requires either of pay statuses A ,P (Paid Leave) ,Q (Retired with pay) or U (terminated with pay) only when it creates on-cycle paysheets. If you need to pay a one-time payment to a terminated employee the employee status does not matter, but you will have to create a paysheet manually. If you need to set up a recurring payment you might want to consider empl.status U - Terminated with pay. Then the system will create on-cycle paysheets for you until further action is taken and employee is moved to status T.


Benefit or Deduction  for Terminated Employees on Peoplesoft North American (NA) Payroll

If you want deductions to come out of the final paycheck issued for a terminated employee 

Option 1: 
Deduction level setup should not use Stop at Termination.  

In the case of an employee who is Terminated with Pay, you can insert a termination row into the base benefit record so deductions will not continue to be withheld from the continued pay.

Option 2:
Leave the benefits active and terminate after the payroll has been confirmed.

PeopleSoft North Americal Payroll Pay Process - Posted from mybasicknowledge

PeopleSoft Payroll can be logically divided into the following 4 processes or steps:

1. Configuration (Control) Tables - Validation and data integrity controls required to process payroll
2. Maintain Payroll Data - Employee level maintenance of payroll data
3. PeopleSoft Payroll Processes  - Iterative processing required in production of paychecks (based on pay frequency)
4. Reporting capabilities - Blend between standard reports delivered by PeopleSoft and packaged reporting tools

This article is focused on PeopleSoft Payroll Processes, and the 3 functions that comprise the iterative process of executing payroll:  Create Paysheets, Run Pay Calculation, Run Pay Confirmation. 

Create Paysheets

Paysheets are used in the Manage Payroll Process menu to enter time and any additional payroll-related information for the current pay period (such as earnings, frequency, one-time deductions, one-time garnishments, one-time taxes, accounting data, and tax periods).  Any data that is required to calculate payroll successfully needs to be entered on an employee’s paysheet.

To load time or amount data into paysheets, PeopleSoft delivers functionality using its Time and Labor product.  Without the Time and Labor product, an interface would need to take the load from time capture devices/rules processing and insert it on the appropriate employee paysheets.  This type of interface is typically created using SQR and can be used for lump sum payments, time data, commission-based earnings, and virtually any type of pay.

Run Pay Calculation

In PeopleSoft Payroll for North America, pay calculation is an iterative process. You can run and rerun calculations repeatedly until you are confident that the payroll data is correct.

Run the payroll calculation after you create and update paysheets with the required information for the pay period. The pay calculation processes:

1. All the information that you set up in the PeopleSoft HRMS and PeopleSoft Payroll for North America tables and at the employee level.  (deduction details, paygroup details, etc.)
2. The additional information provided on paysheets.

After you run the pay calculation, view the results of paycheck earnings, deductions, and taxes using the Paycheck pages in the Manage Payroll Process menu. PeopleSoft Payroll for North America includes several standard reports that you can print and modify to verify the results of the pay calculation.

The system also produces an error report to make you aware of information that might be entered or set up incorrectly.   This error report can be used to determine which paysheets and paylines need to be adjusted in order to process properly.

When you are satisfied with the results of your preliminary pay calculation runs, and you have corrected all errors, you can run the final pay calculation and proceed to pay confirmation. Run the pay calculation again in final calculation mode.  This process locks in the paysheets and will not allow updates from changes to employee records or base table changes.

Run Pay Confirmation

Pay Confirmation is the final step in running payroll.  Running the Pay Confirmation process indicates that all the information has been reviewed and approved for this pay run, and that paychecks are ready to be produced.

During Pay Confirmation, the system updates all balances for earnings, deductions, Check Year-to-Date, taxes, garnishments, arrears, and leave accruals; the system also assigns check and advice numbers.

After a payroll has been confirmed, you can generate checks, advices, and any other payroll reports. You can also generate the direct deposit, general ledger, or any other interface. You can review an employee's check totals and payroll balances online.