Overview of Oracle Labor Distribution
Overview of Oracle Labor Distribution Features The Oracle Labor Distribution (LD) module, as configured by Caltech, is intended to provide a computer systems technology to perform the following three processes: 1.
Establish and implement payroll-costing instructions for each individual employee’s assignment.
2.
Define and execute adjustments to labor distribution costs and instructions.
3. Generate information for effort reports for employees on the monthly payroll.
Transaction Flow Human Resources
Payroll
Labor Distribution
Grants Management
General Ledger
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Labor Distribution Adjustments Overview For Caltech’s purposes, Labor Distributions Adjustments (LDAs) cover three types of adjustments to charging instructions or the results of applying the instructions to payroll information. The following sections provide definitions of the various categories of Labor Distribution Adjustments used by Caltech; describe the information required to process the LDA; and give examples of the navigation in the system to process the LDA. The adjustments and their defining parameters are: 1. Prospective Labor Distribution Adjustments (P-LDA) – These are adjustments to the current charging instructions processed when the start date of the proposed adjustment is after the end date of the last payroll that was imported into and processed by the LD module. 2. Retroactive Labor Distribution Adjustments (R-LDA) – These are adjustments to the actual dollars that have been distributed by LD charging instructions processed when the end date of the proposed adjustment is before or equal to the end date of the last payroll that was imported into and processed by the LD module. 3. Combined Labor Distribution Adjustments (C-LDA) – The majority of changes will be C-LDAs, which will include both Prospective Labor Distribution Adjustments and Retroactive Labor Distribution Adjustments.
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Schedule Line Instructions The costing or distribution instructions for each level in the Labor Hierarchy are referred to as the Schedule Line Instructions. The contents of any single instruction set are: ITEM 1 2 3 4 5 6 7 8
NAME Project Task Award Organization Expenditure Type Start Date End Date Percent
FORMAT OR VALUE * ABCD.XXXXX X.XX.X VXXYZ.XXXXXX Caltech (See Appendix C in manual) DD-MMM-YYYY DD-MMM-YYYY XX.XX
The first five items comprise the components necessary to specify the POETA. All eight (8) components are required for each instruction set. The sum of the percentages for all sets of instructions for the level of the Labor Hierarchy (Assignment, Element Group or Element) should not exceed 100%. Suspense Award – Each organization or operating unit has a POETA that represents a Suspense Award. Should the percentage for any period of time be less than 100%, or In the event the specified charging or schedule line instructions reference an invalid combination of P, T and A or reference a P, T or A that has expired, the payroll charge will be applied to the Organization Suspense Award. The Organization Suspense Award’s purpose is to capture costs that occurred through data entry errors, no schedule line entry or changes in the validity of a POETA. If not allotted to the Suspense Award, the system would allow invalid combination of POETA NOTE: The system will not stop costs which are specified as going to an incorrect, but valid POETA or from being charged to a POETA that has insufficient funds.
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Prospective Labor Distribution Adjustments Prospective Labor Distribution Adjustments (P-LDA) are done at the schedule level. Once you have logged in to the Oracle Labor Distribution Module, follow the instructions below. 1. Log on to Oracle (choose the LD responsibility) and click on the line. 2. Click on Labor Schedules. This will open the Labor Scheduling window. The cursor should be in the Full Name field.
3. To locate a specific employee, choose the Flashlight in the toolbar menu. This will open the Find Employees window.
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4. Enter the last name or any part of the last name of the employee to be found in the Full Name field.
5. Select Find. If the information entered is unique to only one employee, the system will automatically return the user to the Labor Scheduling window and the employee’s information will populate the fields. If the information is not unique to one employee, a Dialog Box entitled Employees will appear.
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When entering an incomplete name, all employees with those letters in their name will appear on a list. Use the Up and Down arrow keys to scroll through the list. Alternatively, type additional letters in the Find field, and select Find to narrow down the list.
6. Highlight the appropriate employee and select OK.
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This will automatically return the user to the Labor Scheduling form and the employee’s information will populate the fields.
7. Select Schedule Lines. This will open the Labor Scheduling form and the schedule line information will populate the fields. In this window, the user can view employee information such as: − Assignment Information – Organization, Start date, and the type of payroll the person is being paid on. (Bi-Weekly, Monthly, etc) − Schedule Hierarchy - (If one has been created.) For additional information on Schedule Hierarchy, see the Oracle Labor Distribution Student Materials manual. − Costing Instructions Set – Consisting of Project, Task, Award, Organization and Expenditure Type (use scroll bar at the bottom left side of form to view all POETA). − Start and End Dates - Of the charging instructions − Percent (%) - The percent being charged to each instruction line. In the Schedule Lines window, the user has the ability to display further view of the employee’s schedule line instructions by placing cursor on the buttons located on the bottom of the form. Once a view (button) is chosen the user needs to enter dates and click on refresh display. Refresh Display – breaks instructions according to dates and chosen view.
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− Schedule Summary – displays the Earnings Elements covered by the instructions for users selected time period. − Monthly Summary – displays the charging instructions by calendar month for a selected time period − Payroll Period – displays the charging instructions by payroll period for selected time period. 8. To end the existing instructions, enter the desired end date. 9. To enter new instructions, place the cursor in the first empty line in the lower region of the Schedule Lines window. The elements needed to complete the transaction are: POETA, Start Date, End Date and Percentage (%). When the new charging instructions are complete, the total should equal 100%. NOTE: The Organization is always Caltech.
Enter end date
Enter new costing instructions. POETA
10. Select Refresh Display.
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The Refresh Display button will breakdown the distributions by the dates entered on the schedule lines. (See region between arrows on form below.)
Once the Refresh Display button is activated and the user has verified the transaction is correct, proceed to step 11. If the transaction is not correct, go to the window menu and select Action Close Form and do not save. 11. Select Save from the toolbar.
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P-LDA Process Flowchart START 1. Log on to Oracle (choose LD responsibility) & e click on line. 2. Click on Labor Schedules. 3. To locate specific employee, choose Flashlight in toolbar menu. 4. Enter last name or any part of last name of employee to be found in Full Name field. 5. Select Find. 6. Highlight appropriate employee & select OK. 7. Select Schedule Lines. 8. To end existing instructions, enter desired end date. 9. To enter new instructions, place cursor in first empty line in lower region of Schedule Lines window. Elements needed to complete transaction: POETA, Start Date, End Date & Percentage (%). When new charging instructions are complete, total should equal 100%. 10. Select Refresh display. 11. Select Save from toolbar.
END
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Retroactive Labor Distribution Adjustments A Retroactive Labor Distribution (R-LDA) is any adjustment to labor costs that have been already distributed according to the schedule line instructions. One may do an R-LDA when the end date of the adjustment is equal to or prior to the end date of the most recently imported payroll for the employee. 1. Navigate to the Distribution Adjustment window. 2. Choose Define. 3. Select Open. This will open the Distribution Adjustments form with the Find Distributions Dialog box superimposed.
4. User can enter partial last name, Use Cntrl-L to access the List of Values (LOV) or enter employee's assignment number. NOTE: Assignment Number – A person can have more than one assignment number if they have more than one job at Caltech.
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5. If the name is known, type the first few characters of the last name followed by the existing percent sign (%).
6. Select Find. Either the name will populate or a reduced list of names will appear.
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7. Highlight the appropriate employee.
8. Select OK. The employee name and assignment number will populate the Find Distributions Dialog box. If employee has more than one assignment user will need to choose the assignment to be adjusted.
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9. Enter the Begin and End Date of the period to be adjusted. (See example below for the date format.)
10. Enter the Earnings Element or use Ctrl L to view list of values (LOV) and choose element. 11. Select Find. (See Labor Distribution manual for a list of the Earnings Elements.) NOTE: Entering dates and/or element types that are not relevant to the employee chosen will give a dialog box indicating no records exist for the condition specified.
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•
Note the Begin and End Dates shown in the Transfer Period.
•
Note the costing entries and dollar amounts displayed.
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12. Upon having validated that the Transfer Period is correct, move the cursor to the check boxes labeled TF (transfer) in the Actual Distributions region and check that line that requires adjustment.
13. Select Done.
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The entries will appear in the Adjusted Distribution (right side of the form below) and will automatically appear as a credit.
14. Make the appropriate adjustments by either entering a POETA to which the charges are to be moved, or by leaving some of the adjustment in the existing POETA and adding additional, new POETAs in the subsequent lines to cover the difference. In this latter case, one can reproduce the original POETA by using Shift-F5 followed by Tab to speed up the data entry.
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15. Determine if the adjustment will be done by, Amount or % under the Adjusted Distributions region. When the adjustment is complete the unaccounted balance for the amount and percent should be zero. NOTE: The bottom line dollar amount must be zero and the percentage to 100% in order to complete the adjustment.
16. Select Submit. 17. A dialog box will appear requesting that the user assign a name to the transaction (batch name). Follow the prescribed naming convention for assigning batch numbers. NOTE: The following are examples of batch names. The batch name contains the Date, Name and Extension (of the preparer) followed by a dash and a number depending on the number of batches created. 9/30/99-Rosa-4985 First Batch 9/30/99-Rosa-4985-1 Second Batch NOTE: Since the transaction is used for audit trail purposes, one cannot give the same batch name to a second transaction in the same day. Copyright © California Institute of Technology, 2002. All rights reserved.
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18. Provide a reason for the adjustment when submitting the transaction for approval.
19. Select OK when complete. NOTE: After submitting an adjustment for approval, the particular entry (row value) for the employee for the transfer period defined will no longer appear if the Define Distribution process is repeated for the employee. The adjustment remains unretrievable and even unavailable for viewing until after the approval step is completed. (Approval is done by the Labor Distribution Coordinator.) The Find distribution dialog box will appear allowing another entry to be made. 20. Repeat the process until all adjustments have been made. 21. When the last adjustment is completed, close the window by accessing Action in the window menu and choosing Close Window.
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R-LDA Process Flowchart START 1. Navigate to Distribution Adjustments window. 2. Choose Define. 3. Select Open. 4. Use Cntrl-L to access List of Values (LOV) to locate appropriate employee. This approach for finding employee automatically populates the Assignment Number field. 5. If name is known, type first few characters of last name followed by existing percent sign (%). 6. Select Find. 7. Highlight appropriate employee.
14. Make appropriate adjustments by either entering the new POETA to where charges will to be moved or by leaving some of the adjustment in existing POETA & adding additional, new POETAs in subsequent lines to cover the difference. In this latter case, one can reproduce the original POETA by using Shift-F5 followed by Tab to speed up data entry. 15. Determine if the adjustment will be done by Amount or % under the Adjusted Distributions region. When the adjustment is complete the unaccounted balance for amount & percent should be zero. 16. Select Submit.
8. Select OK. 9. Enter Begin & End Date of period to be adjusted. (See example below for date format.) 10. Enter Earnings Element or use Cntrl-L. 11. Select Find. (See Labor Distribution manual for list of Earnings Element.) 12. Upon having validated that Transfer Period is correct, move cursor to the check box labeled TF (transfer) in the Actuals Distributions region & check the line that requires adjustment. 13. Select Done.
17. A dialog box will appear requesting the user assign name to transaction (batch name). Follow prescribed naming convention for assigning batch numbers. 18. Provide reason for adjustment when submitting transaction for approval. 19. Select OK when complete. 20. Repeat process until all adjustments have been made. 21. When last adjustment is complete, close window by accessing Action in window menu & choosing Close Window.
END
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Establish and implement payroll-costing instructions for each individual employee’s assignment.
2.
Define and execute adjustments to labor distribution costs and instructions.
3. Generate information for effort reports for employees on the monthly payroll.
Transaction Flow Human Resources
Payroll
Labor Distribution
Grants Management
General Ledger
Copyright © California Institute of Technology, 2002. All rights reserved.
Labor Distribution Adjustments
8/8/02 Page 2 of 21
Labor Distribution Adjustments Overview For Caltech’s purposes, Labor Distributions Adjustments (LDAs) cover three types of adjustments to charging instructions or the results of applying the instructions to payroll information. The following sections provide definitions of the various categories of Labor Distribution Adjustments used by Caltech; describe the information required to process the LDA; and give examples of the navigation in the system to process the LDA. The adjustments and their defining parameters are: 1. Prospective Labor Distribution Adjustments (P-LDA) – These are adjustments to the current charging instructions processed when the start date of the proposed adjustment is after the end date of the last payroll that was imported into and processed by the LD module. 2. Retroactive Labor Distribution Adjustments (R-LDA) – These are adjustments to the actual dollars that have been distributed by LD charging instructions processed when the end date of the proposed adjustment is before or equal to the end date of the last payroll that was imported into and processed by the LD module. 3. Combined Labor Distribution Adjustments (C-LDA) – The majority of changes will be C-LDAs, which will include both Prospective Labor Distribution Adjustments and Retroactive Labor Distribution Adjustments.
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Schedule Line Instructions The costing or distribution instructions for each level in the Labor Hierarchy are referred to as the Schedule Line Instructions. The contents of any single instruction set are: ITEM 1 2 3 4 5 6 7 8
NAME Project Task Award Organization Expenditure Type Start Date End Date Percent
FORMAT OR VALUE * ABCD.XXXXX X.XX.X VXXYZ.XXXXXX Caltech (See Appendix C in manual) DD-MMM-YYYY DD-MMM-YYYY XX.XX
The first five items comprise the components necessary to specify the POETA. All eight (8) components are required for each instruction set. The sum of the percentages for all sets of instructions for the level of the Labor Hierarchy (Assignment, Element Group or Element) should not exceed 100%. Suspense Award – Each organization or operating unit has a POETA that represents a Suspense Award. Should the percentage for any period of time be less than 100%, or In the event the specified charging or schedule line instructions reference an invalid combination of P, T and A or reference a P, T or A that has expired, the payroll charge will be applied to the Organization Suspense Award. The Organization Suspense Award’s purpose is to capture costs that occurred through data entry errors, no schedule line entry or changes in the validity of a POETA. If not allotted to the Suspense Award, the system would allow invalid combination of POETA NOTE: The system will not stop costs which are specified as going to an incorrect, but valid POETA or from being charged to a POETA that has insufficient funds.
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Labor Distribution Adjustments
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Prospective Labor Distribution Adjustments Prospective Labor Distribution Adjustments (P-LDA) are done at the schedule level. Once you have logged in to the Oracle Labor Distribution Module, follow the instructions below. 1. Log on to Oracle (choose the LD responsibility) and click on the line. 2. Click on Labor Schedules. This will open the Labor Scheduling window. The cursor should be in the Full Name field.
3. To locate a specific employee, choose the Flashlight in the toolbar menu. This will open the Find Employees window.
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4. Enter the last name or any part of the last name of the employee to be found in the Full Name field.
5. Select Find. If the information entered is unique to only one employee, the system will automatically return the user to the Labor Scheduling window and the employee’s information will populate the fields. If the information is not unique to one employee, a Dialog Box entitled Employees will appear.
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When entering an incomplete name, all employees with those letters in their name will appear on a list. Use the Up and Down arrow keys to scroll through the list. Alternatively, type additional letters in the Find field, and select Find to narrow down the list.
6. Highlight the appropriate employee and select OK.
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This will automatically return the user to the Labor Scheduling form and the employee’s information will populate the fields.
7. Select Schedule Lines. This will open the Labor Scheduling form and the schedule line information will populate the fields. In this window, the user can view employee information such as: − Assignment Information – Organization, Start date, and the type of payroll the person is being paid on. (Bi-Weekly, Monthly, etc) − Schedule Hierarchy - (If one has been created.) For additional information on Schedule Hierarchy, see the Oracle Labor Distribution Student Materials manual. − Costing Instructions Set – Consisting of Project, Task, Award, Organization and Expenditure Type (use scroll bar at the bottom left side of form to view all POETA). − Start and End Dates - Of the charging instructions − Percent (%) - The percent being charged to each instruction line. In the Schedule Lines window, the user has the ability to display further view of the employee’s schedule line instructions by placing cursor on the buttons located on the bottom of the form. Once a view (button) is chosen the user needs to enter dates and click on refresh display. Refresh Display – breaks instructions according to dates and chosen view.
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− Schedule Summary – displays the Earnings Elements covered by the instructions for users selected time period. − Monthly Summary – displays the charging instructions by calendar month for a selected time period − Payroll Period – displays the charging instructions by payroll period for selected time period. 8. To end the existing instructions, enter the desired end date. 9. To enter new instructions, place the cursor in the first empty line in the lower region of the Schedule Lines window. The elements needed to complete the transaction are: POETA, Start Date, End Date and Percentage (%). When the new charging instructions are complete, the total should equal 100%. NOTE: The Organization is always Caltech.
Enter end date
Enter new costing instructions. POETA
10. Select Refresh Display.
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The Refresh Display button will breakdown the distributions by the dates entered on the schedule lines. (See region between arrows on form below.)
Once the Refresh Display button is activated and the user has verified the transaction is correct, proceed to step 11. If the transaction is not correct, go to the window menu and select Action Close Form and do not save. 11. Select Save from the toolbar.
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P-LDA Process Flowchart START 1. Log on to Oracle (choose LD responsibility) & e click on line. 2. Click on Labor Schedules. 3. To locate specific employee, choose Flashlight in toolbar menu. 4. Enter last name or any part of last name of employee to be found in Full Name field. 5. Select Find. 6. Highlight appropriate employee & select OK. 7. Select Schedule Lines. 8. To end existing instructions, enter desired end date. 9. To enter new instructions, place cursor in first empty line in lower region of Schedule Lines window. Elements needed to complete transaction: POETA, Start Date, End Date & Percentage (%). When new charging instructions are complete, total should equal 100%. 10. Select Refresh display. 11. Select Save from toolbar.
END
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Retroactive Labor Distribution Adjustments A Retroactive Labor Distribution (R-LDA) is any adjustment to labor costs that have been already distributed according to the schedule line instructions. One may do an R-LDA when the end date of the adjustment is equal to or prior to the end date of the most recently imported payroll for the employee. 1. Navigate to the Distribution Adjustment window. 2. Choose Define. 3. Select Open. This will open the Distribution Adjustments form with the Find Distributions Dialog box superimposed.
4. User can enter partial last name, Use Cntrl-L to access the List of Values (LOV) or enter employee's assignment number. NOTE: Assignment Number – A person can have more than one assignment number if they have more than one job at Caltech.
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5. If the name is known, type the first few characters of the last name followed by the existing percent sign (%).
6. Select Find. Either the name will populate or a reduced list of names will appear.
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7. Highlight the appropriate employee.
8. Select OK. The employee name and assignment number will populate the Find Distributions Dialog box. If employee has more than one assignment user will need to choose the assignment to be adjusted.
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9. Enter the Begin and End Date of the period to be adjusted. (See example below for the date format.)
10. Enter the Earnings Element or use Ctrl L to view list of values (LOV) and choose element. 11. Select Find. (See Labor Distribution manual for a list of the Earnings Elements.) NOTE: Entering dates and/or element types that are not relevant to the employee chosen will give a dialog box indicating no records exist for the condition specified.
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•
Note the Begin and End Dates shown in the Transfer Period.
•
Note the costing entries and dollar amounts displayed.
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12. Upon having validated that the Transfer Period is correct, move the cursor to the check boxes labeled TF (transfer) in the Actual Distributions region and check that line that requires adjustment.
13. Select Done.
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The entries will appear in the Adjusted Distribution (right side of the form below) and will automatically appear as a credit.
14. Make the appropriate adjustments by either entering a POETA to which the charges are to be moved, or by leaving some of the adjustment in the existing POETA and adding additional, new POETAs in the subsequent lines to cover the difference. In this latter case, one can reproduce the original POETA by using Shift-F5 followed by Tab to speed up the data entry.
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15. Determine if the adjustment will be done by, Amount or % under the Adjusted Distributions region. When the adjustment is complete the unaccounted balance for the amount and percent should be zero. NOTE: The bottom line dollar amount must be zero and the percentage to 100% in order to complete the adjustment.
16. Select Submit. 17. A dialog box will appear requesting that the user assign a name to the transaction (batch name). Follow the prescribed naming convention for assigning batch numbers. NOTE: The following are examples of batch names. The batch name contains the Date, Name and Extension (of the preparer) followed by a dash and a number depending on the number of batches created. 9/30/99-Rosa-4985 First Batch 9/30/99-Rosa-4985-1 Second Batch NOTE: Since the transaction is used for audit trail purposes, one cannot give the same batch name to a second transaction in the same day. Copyright © California Institute of Technology, 2002. All rights reserved.
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18. Provide a reason for the adjustment when submitting the transaction for approval.
19. Select OK when complete. NOTE: After submitting an adjustment for approval, the particular entry (row value) for the employee for the transfer period defined will no longer appear if the Define Distribution process is repeated for the employee. The adjustment remains unretrievable and even unavailable for viewing until after the approval step is completed. (Approval is done by the Labor Distribution Coordinator.) The Find distribution dialog box will appear allowing another entry to be made. 20. Repeat the process until all adjustments have been made. 21. When the last adjustment is completed, close the window by accessing Action in the window menu and choosing Close Window.
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R-LDA Process Flowchart START 1. Navigate to Distribution Adjustments window. 2. Choose Define. 3. Select Open. 4. Use Cntrl-L to access List of Values (LOV) to locate appropriate employee. This approach for finding employee automatically populates the Assignment Number field. 5. If name is known, type first few characters of last name followed by existing percent sign (%). 6. Select Find. 7. Highlight appropriate employee.
14. Make appropriate adjustments by either entering the new POETA to where charges will to be moved or by leaving some of the adjustment in existing POETA & adding additional, new POETAs in subsequent lines to cover the difference. In this latter case, one can reproduce the original POETA by using Shift-F5 followed by Tab to speed up data entry. 15. Determine if the adjustment will be done by Amount or % under the Adjusted Distributions region. When the adjustment is complete the unaccounted balance for amount & percent should be zero. 16. Select Submit.
8. Select OK. 9. Enter Begin & End Date of period to be adjusted. (See example below for date format.) 10. Enter Earnings Element or use Cntrl-L. 11. Select Find. (See Labor Distribution manual for list of Earnings Element.) 12. Upon having validated that Transfer Period is correct, move cursor to the check box labeled TF (transfer) in the Actuals Distributions region & check the line that requires adjustment. 13. Select Done.
17. A dialog box will appear requesting the user assign name to transaction (batch name). Follow prescribed naming convention for assigning batch numbers. 18. Provide reason for adjustment when submitting transaction for approval. 19. Select OK when complete. 20. Repeat process until all adjustments have been made. 21. When last adjustment is complete, close window by accessing Action in window menu & choosing Close Window.
END
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