Document Control

Change Record
Date Author Versio Change Reference
n

Reviewers
Name Position

Approvers
Name Position Date of Signature
Approval

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 Table of Contents
Document Control.............................................................................................. 2
Change Record...................................................................................................... 2
Reviewers.............................................................................................................. 2
Approvers.............................................................................................................. 2
Time Collection...................................................................................................... 6
Business Processes: Submission Activities............................................................6
Report Time...........................................................................................................................................6
Approve Time........................................................................................................................................6
Business Processes: Administration Activities.......................................................7
Analyze Time.........................................................................................................................................7
Misk School Analysis: Business Impacts................................................................7
Current State Overview......................................................................................... 7
Key Design Considerations.................................................................................... 8
Payroll Time Types................................................................................................. 9
Time Rules............................................................................................................. 9
Time Profiles.......................................................................................................... 9
HCM Groups......................................................................................................... 10
Absence Management Integration.......................................................................10
Custom Time Attributes....................................................................................... 10
Work Schedule..................................................................................................... 10
Planned Schedule................................................................................................ 11
Time Periods........................................................................................................ 11
Timecard Layout Components.............................................................................11
Time Layout Sets................................................................................................. 12
Time Categories................................................................................................... 13
Time Consumer Sets............................................................................................ 13
HCM Groups......................................................................................................... 13
Time Entry Profiles............................................................................................... 13
Time Processing Profiles...................................................................................... 13
Rules.................................................................................................................... 14
Rules Sets............................................................................................................ 14
Approvals............................................................................................................. 14
Reporting............................................................................................................. 14
Integration Points................................................................................................ 14
Timecards and Time Entries via HDL...................................................................15

Copyright © 2023, Oracle and/or its affiliates. All rights reserved. 3

Work Schedule Integration.................................................................................. 15
Time Device Integration...................................................................................... 15
Cloud Time and Labor Reporting.........................................................................17
Key Considerations.............................................................................................. 18

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Introduction
The purpose of this document is to:
 Describe the high-level features available in Oracle HCM Cloud Time and
Labor application to support the Time Collection According to Best Practice
as available in Oracle Cloud (release 24B).

 Provide an overview of the standard Oracle Cloud business flows

associated with Report Time, Approve Time, and Transfer Time.

 Highlight any key design considerations that Misk Schools should be

prepared to assess in preparation for the implementation of Oracle Cloud
for Time and Labor.

 Highlight any material areas where current Misk Schools operating

processes may need to be challenged to align with standard Oracle Cloud
processes.

The content of this document is based on the standard flows and embedded
business processes within Oracle Cloud Time and Labor application.

Oracle Cloud is delivered via the underlying Oracle HCM Cloud Service,
Workforce Management Cloud Applications suite. Oracle Workforce Management
Cloud Applications have been designed around business process best practices
and are open-standards-based business applications. Oracle Cloud Applications
have been designed and developed since 2005 and were launched in 2010,
providing the added confidence that comes with mature software applications.

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Business Process Overview:
Time Collection.
The Time Collection business process allows the customer to:
 Optimize the accuracy, efficiency, and effectiveness of their time
collection process
 Comply with local time policies using a robust time rules engine
 Address different time collection needs for different groups of workers
within their organization
 Leverage Core HR data and strong integrations with Absence Management
to control the full Time and Attendance area

Business Processes: Submission

Activities

Report Time
All Misk schools employees shall use record their in and out time punches using
third-party time collection hardware device installed at the Premises .

Approve Time

Timecards with no exceptions/violations shall have their timecards submitted for

autoapproval request. In case of attendance violations, the timecards shall show
errors which has to be fixed by employee( request for time change) and submit
for line manager approval.

The business flow for approving Timecards is below:

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Business Processes: Administration
Activities
Analyze Time
To monitor that time rules are still up-to-date and are applied correctly, Time and
Labor Administrators can analyze time by testing time rules and reviewing rule
processing details. If needed, they can correct either the Timecard or change the
setup of time rules.

Misk School Analysis: Business Impacts

Misk School has considered the current state of their period close processes and
the underlying systems/IT capabilities that support these processes. During the
Time Collection workshop, the key business impacts associated with current
processes were reviewed and expanded in the context of the standard Oracle
HCM Cloud Time Collection processes and functionality.

Current State Overview

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Misk School has the following time attributes:
1. Regular hours
2. Early In
3. Late In
4. Early Out
5. Over Time
6. Abscences

There is 2 Time Card Layout:

1- Saturday To Thursday
2- Sunday To Thursday
There is 2 HCM Group:
1- Saturday To Thursday
2- Sunday To Thursday

There are 2 types of shifts:

1- Fixed Timeshift for Academic employees.
2- Flexible Timeshift for Admin employees.

Business Shift Check

Schedule Name Shift Check Out
Days In
Sat to
Academic 8:00 AM 5:00 PM
Thurs.
Academic
Sat to
(Nursing 8:00 AM 4:00 PM
Thurs.
Hours)
Admin (Nursing Sat to 07:00-
03:00-05:00 AM
Hours) Thurs. 09:00 AM
Flexible
Sun To 07:00-
Schedule 04:00-06:00 AM
Thurs. 09:00 AM
(Admin)

 The employee will be considered absent if he did not have a Stamp In or

vacation on a specific working day.

Key Design Considerations

As part of the review of Oracle Cloud Time and Labor Solution Set, several key
design considerations were highlighted, which should be reviewed in preparation

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for and as part of the initial stage of an Oracle Cloud implementation for Misk
School. These are outlined below.

Payroll Time Types

The key attribute on a time record is time type. Some examples: Regular,
Overtime, Premium. Misk School must define time types that are meaningful to
their organization to categorize time for further processing, e.g., to transfer the
number of hours per time type to Payroll.
Misk School should use the following time types:
1. Regular hours
2. Early In
3. Late In
4. Early Out
5. Over Time
6. Abscences

Time Rules
HCM Cloud Time and Labor comes with a robust rules engine to enforce
compliance to Misk School time policies. Time rules are triggered when the
Timecard is entered and progressed to the Timecard review page. Time rules
include time entry rules and time calculation rules.
Note that care is required when identifying time rules. These can be complex
and/or governed by local legislation. While the real-time rules engine of Time and
Labor is highly flexible, it may not be advisable to try to automate complex levels
of validations and business rules for use cases that would rarely occur.
Time Entry Rules will validate Timecard entries and generates a message with
a defined severity.
Example: When the reported time exceeds a specified weekly maximum, display
the specified message. The message can be either ‘Informational’ or ‘Warning’.
Both of these messages allows the employee to continue to submit the
Timecard. The message can also be of severity ‘Error’ which enforces adjustment
of the reported time before the timecard can be submitted
Time Calculation Rules will use Timecard data to create calculated results
based on formula logic. Example: All ‘Regular hours’ exceeding 8 hours per day
are reclassified to ‘Overtime’.

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Time Profiles
Time entry profiles and time processing profiles can be assigned to groups of
employees, with an option to override at the individual employee level. These
profiles define:
 the layout of the Timecard, e.g., start/stop times, quantity.

 actions available to the employee to create and update Timecards per

specific Timecard status (e.g., entered, submitted, approved). This
includes the number of days in the past and future for which the update
actions are allowed.

 The set of time entry and time calculation rules that apply to the
employee’s Timecard.

HCM Groups
Differentiate time collection needs for different groups of employees. HCM
Groups is the key configuration to accomplish this. HCM Groups are used to
assign time entry profiles and time processing profiles to employees efficiently.
Also, HCM Groups can be used to initiate actions across employees in Time
Management, like reviewing Timecard status, generate Timecards and
submit/approve Timecards. Many personal and employment attributes are
available to in- or exclude employees in an HCM Group. For example age, person
type, job (family), location, department, and many more.
Considering the purpose of HCM Groups, Misk School identifies the following HCM
Groups:
1- Saturday To Thursday
2- Sunday To Thursday

Absence Management Integration

In case that both Absence Management and Time and Labor are implemented,
the following options are available:
 Absences are processed completely separately from the Time Collection
process.

 Absences are requested and approved via Absence Management tasks,

but the employee can view approved absences on the Timecard.

 Absences are recorded/requested/updated in the Timecard directly.

Custom Time Attributes

Oracle HCM Time and Labor provides many delivered time attributes to capture
time, the most important one being Payroll Time Type. Note that information that

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is captured in custom time attributes will not be included in the Transfer Time
process to Payroll.

Work Schedule
Work schedules are used with Time and Labor to aid the employee in entry as
well as to set parameters for indicating late arrivals or early leaves. The same
work schedules will be used by the absence management module to identify
when the employee is scheduled to work. The work schedules may be set at
many levels within the organizational structure (Enterprise, Legal Entity,
Business Unit, Department, Location or at the individual employee level). The
work schedule should coincide with how the individual employee reports their
time and reports absences.
Work Schedules should be :

Business Shift Check

Schedule Name Shift Check Out
Days In
Sat to
Academic 8:00 AM 5:00 PM
Thurs.
Academic
Sat to
(Nursing 8:00 AM 4:00 PM
Thurs.
Hours)
Admin (Nursing Sat to 07:00-
03:00-05:00 AM
Hours) Thurs. 09:00 AM
Flexible
Sun To 07:00-
Schedule 04:00-06:00 AM
Thurs. 09:00 AM
(Admin)

Planned Schedule
Oracle HCM Time and Labor provide the functionality to perform basic
operational scheduling tasks(e.g., add a shift to an employee’s schedule, swap
shifts between employees). This could be adequate to meet the scheduling
requirements of some organizations. Based on the Planned Schedule, Timecards
can be prepopulated with shift start/stop times when generating Timecards in
the Time Management area.

Time Periods
Time Periods are used to identify payroll periods, rule periods and approval
periods. For Misk School there is 1 reperting time period which is weekly.
Employee time cards submits automatically on weekly timecard.

Timecard Layout Components

Timecard Layout Components contain the configuration of the time attributes to
be displayed for time and absence data values, additional data elements to be
captured, the display defaulted values and the source of the additional data

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elements to be captured. The layouts also include the time format to be
captured.

Layout components will be combined as much as possible to minimize the

administrative efforts to maintain. However, where any variance is determined
in the fields to be supported or the hours type to be reported, a different
component will be required. Although the field names may appear to be the
same on the timecard, the underlying actual field may be different. This will be
finalized on the Earning Elements for Time use.

Multi-attribute
This component will be used for all employees
 Both Time Type, Absence Type and Compensatory time fields will be
allowed on the timecards.
 Hours Type will be required :

o Regular hours
o Early In
o Late In
o Early Out
o Over Time

 Absence Types The following absence types will be available in this

Component:

 Emergency Leave
 Maternity Leave
 National Service Leave
 Udeh Leave
 Unpaid Leave

Time Layout Sets

The Layout Sets provide additional information to the Layout Components
that have been configured. The set definition includes the labels and
structures of the information to be displayed and entered in each phase of
the timecard process, the calendar process and the attributes within each of
the phases:
 Time Entry Layout
 Time Review Layout
 Time View Layout
 Responsive UI Layout
 Time Approval Notification Layout
 Web Clock Layout
Layout will have Hours Types field which will have all hours types, Absence type
and Compensatory time types.

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  Timecard Settings
 Date Display (Abbrev. Day of Week, Abbrev. Month, Day)
 Comments to be allowed at the row level - Yes
 Entry of Negative Hours (No)
 Enable Time to Span Midnight (Yes)
 Time Entry Format (Start time stop time and Display)
 Decimal Places (2)
 Rounding Rule – no Rounding rules.

Time Categories
Time Categories are designed to identify what type of time and/or absence
elements will be available within the specified Categories. Time Categories will
include both time and absences.

Time Consumer Sets

Time Consumer sets provide direction to identify by consumer group the
consolidated options relating to timecard submissions, informational flows, time
categories, saving options, transfer options, approval periods and approval
required.

HCM Groups
HCM Groups are used within Time and Labor to assemble common time
reporters for
entry, processing and review. The groups are created using criteria that allow
the system to dynamically consolidate the employees who meet the specified
criteria.
At this moment we have created 2 HCM group for Misk School employees,
in future if it was needed , we will split into multiple Groups.

Time Entry Profiles

Time Entry Profiles contain settings and controls for workers. The profiles are
individually configured for each Component Layout Set and processing group set.
Options set within this area are the controls on what actions the time reporter
may take or may view and how long. These setting also control the profile

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priority , A time reporter shouldn’t qualify for more than one profile simuntasouly
.

 Types of actions: Create, View only, Edit and Delete.

 Status of Actions: Entered, Saved, Submitted, Rejected and Approved.
o All actions are available to users at this time.
 Group Assignment – Coincides with the Time Layouts.
 Timecard Availability – T&L Admin will have option to edits to times
generated from device events.

Time Processing Profiles

Time Processing profiles contain settings and controls for processing the time.
The profiles are individually configured for each joined Time Consumer Set and
Rule configuration sets. The processing groups are attached to the time
processing profiles. Profile priorities are also set in case there are any overlaps
within the sets being processed.

Rules
Overtime Rule – employee work outside of the shift hours are overtime
hours.
Late In – If employee late check-in to the office, system will will calculate
late check in hours, example employee shift start at 9:00 AM but employee
check In at 9:20 AM then system will calculate late check In as 20 Min.
Early Out – If employee leave early from office then system will
automatically calculates the early Out time. Example if employee shift ends at
5:00PM but employee clock Out at 4:30 PM then system will automatically
calculate 30 Min early out.

Rules Sets
Rule Sets are the consolidation of multiple rules within a priority setting. The
rule sets can then be attached to Time Processing Rules for application. The rule
sets are created by type: Calculation Rule sets and Time Entry Rule Sets.

Approvals
Time Card approvals are auto approve once the time card is submitted. Only
time change request approvals will go the line manager. Once line manager
approve time changes will reflect in the time card level.

Reporting

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 All delivered Time and Labor reports and analytics will be enabled.
Additionally, the use of on-line view and ad-hoc reporting capabilities will be
included in future sessions. The business will determine the reports needed from
the availability reports and will determine if any custom reports will be required.

Integration Points
Misk School will have an automatic procedure to process employee attendance
from time device into fusion application. Oracle fusion provides options to
integrate the time event information from third party systems/other applications
to fusion system using REST services. To achieve these two interfaces to be
developed:

-Inbound Interface design integrate the employee IN and OUT data from
Finger-Print Server to OTL. A restful method is exposed to Finger-Print Server
device to process employee attendance in Oracle Fusion.

Please refer the Integration document for detailed information.

Timecards and Time Entries via HDL

HDL supports data imports for time entries or Timecards. The intended use of
this HDL is primarily for data migration. Please note the following important
points on loading time using HDL:

1. HDL-loaded time entries cannot be updated by employees; updates can be

made in the Time Management area only by the Time and Labor
Administrator.
2. HDL-loaded data cannot be transferred to time consumers, i.e., Payroll.

Work Schedule Integration

Misk School will define the work schedule in oracle cloud, no integration with
other applications needed in the work schedule.

Time Device Integration

The below figure shows the ongoing process of collecting time device and web
clock events through to the creation or completion of time entries. You regularly
import time device and web clock events into Oracle Fusion. The import process
initiates validations of the imported time data and identifies any badge and time
entry exceptions for resolution by time and labor managers. The process uses
valid events to create or complete-time entries.

Copyright © 2023, Oracle and/or its affiliates. All rights reserved. 15

Time events from Finger-Print Server will be loaded through REST API.

Copyright © 2023, Oracle and/or its affiliates. All rights reserved. 16

Cloud Time and Labor Reporting
The following standard reports are provided as part of Oracle Cloud to support
<Solution Set> processes, delivered via the Oracle Transactional Business
Intelligence (OTBI) or Business Intelligence Publisher (BI Publisher) tool.

Report Name Report Description Module

Timecard by Status Displays a count of Timecard status by Time and

Timecard period. The report can be used to Labor
analyze the proportion of actionable
Timecards to the overall number.

Time Collection Displays the key metrics related to employee Time and
Monitor timecards and the corresponding hours. Labor

Work Type Displays the number of workers, Timecards, Time and

Summary number of hours logged by various work types Labor
in the organization

Copyright © 2023, Oracle and/or its affiliates. All rights reserved. 17

Key Considerations
This section is used to summarise any open questions relating to the Time and
Labor Solution Set and responses to these questions when known.

ID Topic Question Status Response

001 Web Clock Will Web clock be used Closed Yes, If Required,
However Finger-Print
Server integration will
manage time In and out
which will feed time
data to Oracle HCM
Time and Labor

002 Flexi time Will Flexi time be used Closed Yes

003 No Show Be default, there is no Closed No action

option to have validation
if there is no time card
entry.

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Copyright © 2018, Oracle and/or its affiliates. All rights reserved. This
document is provided for information purposes only and the contents
hereof are subject to change without notice. This document is not
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