## Integrating with Employee Assignments

This chapter provides overviews of employee assignment integration and employee assignment integration setup, and discusses how to set up users.

### Understanding Employee Assignment Integration

To facilitate the process of assigning employees to work orders, and having employees charge their time to those work orders, you can integrate the JD Edwards EnterpriseOne Resource Assignments system with the Employee Assignment module in Oracle's JD Edwards EnterpriseOne Human Capital Management product family .

The Employee Assignment module enables you to automatically create timecard templates that employees can use when entering their labor hours. Timecard templates provide employees with timecards that already include employee, organization, job, work order, and rate information. Timecard templates provide an easy method for employees to enter their time, and provide greater accuracy for time and labor reporting, because the amount of data entry is significantly reduced.

You can use resource assignments along with employee assignments to:

- Create employee assignments.

  A resource coordinator creates employee assignments for temporary work assignments. The coordinator enters the different job descriptions, rates, and pay basis codes.

- Assign resources to a work order.

  A project manager assigns resources to a work order.

- Create timecard templates.

  A payroll clerk creates timecard templates that employees use when entering time that was worked for the pay period. These templates include data from the work order to which the employee was assigned, eliminating the need for the employee or the payroll clerk to manually enter the data.

- Enter time worked.

  Employees use self-service time entry to review the timecard templates and update them with actual hours worked.

- Review and approve timecards.

  Managers use self-service time entry in Oracle's JD Edwards EnterpriseOne Human Capital Management module to review and approve the timecard information that the employees entered.

- Upload the timecard information to the time entry system for payroll processing.

  After managers approve the timecards, you run a batch process to convert the timecard templates into actual timecards. The system then processes those timecards through payroll and generates payments for employees.

- Change resource assignments.

  When an employee does not come to work on a day that work is scheduled, the supervisor can reassign the work order to another employee. If the timecard templates are created as the resource is assigned, the timecard template must be updated to reflect the assignment change. For example, if an employee does not come to work, you can reassign his or her task to someone else on that day. However, the system does not automatically update the timecard templates. The payroll clerk must regenerate the timecard templates to update the information, or the new assignee can manually enter timecards for the assignment.

You use the Generate Timecard Template program (R0716711) to automatically create timecard templates for selected employees. When you create the templates, you specify whether the templates are based on data from the JD Edwards EnterpriseOne Resource Assignments system or from the Employee Assignments module. When you create templates from the JD Edwards EnterpriseOne Resource Assignments system, pay basis (pay class) and rates are validated against the Employee Master Information table (F060116) when the template is created. The templates are stored in temporary time entry tables, where they can be reviewed and updated. After the employee updates the template with his or her actual hours, and the timecards have been reviewed for accuracy, you upload the timecard templates to the live time entry table. The timecards can then be processed through a payroll cycle.

Note. To enable employees to update and enter timecard information, you must set up and use Oracle's JD Edwards EnterpriseOne Employee Self Service system. Without this system employees cannot access the timecard templates.

#### Prerequisite

Before you begin integrating the JD Edwards EnterpriseOne Resource Assignments system with the Employee Assignment module, you should have a comprehensive understanding of these areas in the JD Edwards EnterpriseOne Human Capital Management systems:

- Pay type setup.

- Employee assignment setup and processing.

- Time entry programs and processing options.

- Batch time entry processing.

- Timecard templates.

- Self-service time entry.

See Also

Setting Up Pay Types

Creating Employee Assignments

Setting Time Entry Processing Options

Setting Processing Options for Time Entry Batch Processor (R05116Z1I)

Generating and Saving Timecard Templates

Setting Up Self-Service Time Entry

### Understanding Employee Assignment Integration Setup

Before you can generate timecards from the JD Edwards EnterpriseOne Resource Assignment system, you must set up the integration information in both the Employee Assignment module and in the JD Edwards EnterpriseOne Resource Assignments system.

You must set up these items in Oracle's JD Edwards EnterpriseOne Human Capital Management system:

- Pay types to use in assignments, including a default pay type.

- Pay type cross-reference for employee assignment pay types.

- Versions of time entry programs.

- Versions of programs to generate, review, and update timecard templates.

Pay Types

When you create timecards, you must specify the pay type that is associated with each timecard entry. The system uses the information that is associated with the pay type to determine how to calculate the employee's pay rate for each timecard. For example, you might create a pay type for overtime pay, and specify that the multiplier is 1.5. When an employee enters hours with this pay type, the system multiplies the employee's pay rate by 1.5 to calculate overtime.

You can create up to 999 pay types in the JD Edwards EnterpriseOne Human Capital Management system. After you create the pay types, you must then set up the default pay type cross-reference in the employee assignment module. The system uses this information to determine the basis of the employee's pay. For example, the basis might be hourly, salaried, or lump sum.

See Setting Up Default Pay Type Cross-References.

Time Entry Programs

The calculation of employee time and pay rates is complicated. To facilitate the process of calculating employee time, you must set up two versions of each of these time entry programs:

- Time Entry MBF Processing Options (P050002A)

- Speed Time Entry (P051121)

You create two versions of the P050002A program because the timecards that you create must go through several processes before you can process them through the payroll cycle.

The first version that you create keeps the timecards locked to the time entry system until they are ready to be processed through a payroll cycle. This version must have the Time Entry Lockout processing option on the Processing tab set to 1. You then enter the name of this version in the Time Entry Version processing option for the Speed Time Entry program. When you are accessing or processing timecards that are not yet ready to go through the payroll cycle, you use this first version of P051121.

You then create a second version of the P050002A program that releases the timecards to the payroll system. On this version, you set the Time Entry Lockout processing option on the Processing tab to blank or 0. This enables the timecards to be released from time entry and processed in a payroll cycle. You then create a second version of the P051121 program and enter this second version of the P050002A in the Time Entry Version processing option. You use this second version of the P051121 when you are accessing or processing timecards that are ready to go through the payroll cycle.

Note. To access these programs, enter IV in the Fast Path field and search on the program ID.

Generate and Update Timecards

After you have set up the two versions of the P050002A and P051121 programs, you must set up versions of these programs to create timecard templates, review them in the self-service system, and upload them to the time entry system:

- Generate Timecard Templates (R0716711)

- Time Entry Self Service Director (P051125)

- Time Entry Batch Processor (R05116Z1I)

You use the Generate Timecard Templates program to create timecard templates for each selected employee. You run this program after you assign an employee to a work order. The system then creates timecard templates in the F06116Z1 table, which is a temporary table. You set the Source For Timecard Template processing option to specify whether the timecard templates are based on the employee assignment record or the resource assignment record. You also specify, in the processing options of this program, where the system finds the default pay type to use on the timecard template if one does not exist.

The templates that the system creates include information about the employee, the pay rate, the work order, and the job. Employees can access the timecard template using the JD Edwards EnterpriseOne Self-Service Time Entry system, where they can review and update the number of hours that is associated with each record. To enable employees to view the timecard templates, you must set up a version of the Time Entry Self Service Director program that can be accessed from a web portal. You set a processing option in this program to specify whether the system displays estimated hours on each timecard template. If you choose to display estimated hours, the employee can override the hours if necessary. However, if the estimated hours are correct, no additional data entry is required by the employee. If you choose not to display estimated hours, the employee must enter hours in order for the timecard to be processed through a payroll cycle.

After the employee reviews and updates the timecard template, the managers can review and approve the timecards for processing. After the timecards have been approved, you run the Time Entry Batch Processor program (R05116Z1I) to transfer the approved timecard records from the F06116Z1 table into the Employee Transaction Detail File (F06116).

Note. Timecards must exist in the F06116 table for the system to process them through a payroll cycle. The payroll system does not process timecard records from the F06116Z1 table.

### Setting Up Users

This section provides an overview of user setup, lists a prerequisite, and discusses how to set up an employee as a service provider.

#### Understanding User Setup

Before you can generate timecard templates through the JD Edwards EnterpriseOne Resource Assignments system, you must set up employees. First, you must enter the employees into the system using the Employee Information program (P0801). When you enter employees using this program, the system also adds the employees to Oracle's JD Edwards EnterpriseOne Address Book system using the Address Book Revisions program (P01012).

After you have entered the employee into the system, you must specify that the employee is a service provider. Setting an employee up as a service provider is required only if you are generating timecards from the JD Edwards EnterpriseOne Resource Assignments system.

Note. You must also set up the employee in the resource master if you want to assign the employee to work orders as a resource.

#### Prerequisite

Enter the users for whom you intend to generate timecards.

See Also

Adding Employee Records One at a Time

Entering Resource Master Records

Entering Address Book Records

#### Forms Used to Set Up Users

Form Name | FormID | Navigation | Usage
Work With Addresses | W01012B | Daily Processing (G0110), Address Book Revisions | Access the Work With Service/Warranty Management Information form.
Work With Service/Warranty Management Information | W1782G | On the Work With Addresses form, select an employee and then select S/WM from the Row menu. | Access the Service/Warranty Management Information form.
Service/Warranty Management Information | W1782A | On the Work With Service/Warranty Management Information form, click Add. | Access the Service Provider Revisions form.
Service Provider Revisions | W1782C | On the Service/Warranty Management Information form, click the Service Provider button. | Set up an employee as a service provider.

#### Setting Up an Employee as a Service Provider

Access the Service Provider Revisions form.

Time Zone List | Select the time zone for which you want to view the date and time.
Daylight Savings Rule Name | Enter a name that uniquely identifies a daylight savings rule. Use daylight savings rules to adjust time for a geographic and political locale.