Contingent Worker setup

The CWK set up is as follows Profile Options: PO: Enable Services Procurement PO: UOM class for Temp Labor Services

Yes (Site level) Hours (Site level) *

Ensure the UOM class has been defined in Purchasing (PO responsibility: Setup Units of Measure Classes)

Payables Define the supplier and the relevant sites. The supplier site has to have the use of Purchasing enabled in the General tab. Also at Site level, on the Purchasing tab add information in the Self Billing part. This is Pay On (e.g. Receipt). HRMS Ensure you date track the effective start date. In the Enter and Maintain People window you create a Placement. This allows you to define a contingent worker (person type). Go to the Assignment window, and enter the organization and job title. NOW change the effective start date to todays date. In the supplier box, select the supplier from the LOV. Then select the relevant supplier site. Projects Implementation Options: In the Expenditures/Costing tab enable the Import Contingent Workers Timecard with Purchase Orders Integration. Also enable Interface Contingent Worker Labor Costs to GL.

Contingent Worker functionality

Also ensure there is an expenditure type available for contractors that can be used in timecards and purchase orders. In other words, the expenditure type requires the expenditure type classes Straight Time and Supplier Invoices. (See under responsibility Global OTL Application Developer for additional steps to do incase new expenditure types are defined.) Purchasing The category you want to assign to the job has to be part of a category set. Setup Items Categories Category Sets

Ensure the category is added underneath the column Category. In Setup Purchasing Job Category Association assign the jobs to the category

Contingent Worker functionality

Ensure the category to be selected is assigned to a category set. (See previous step) Once this is done, in Purchasing the Line types to be used for the contingent workers appear.

PO Entry: The Temporary Labour tab appears in the PO. You can select the line type Rate Based Temp Labor. For this type line you enter the rate and the total amount, not the quantity.

Contingent Worker functionality

In the distribution lines I added the Project information. The project information is mandatory; otherwise the PO is not available for selection in the CWK timecard entry. It is possible to assign a non-project PO to a contingent worker in HR, but the problem is in the CWK timecard entry. To be precisely, the validation on the PO line number causes the grief. You cant select it, i.e. LOV PO line is empty. Approve the PO Once the purchase order is approved, return to the HR responsibility. Query the relevant contingent worker. Click on the Assignment button.

Contingent Worker functionality

Select the Purchase Order. Save the record.

Global OTL Application Developer Create a new branch with the relevant preferences for the contingent workers. In the eligibility criteria, assign the newly created branch to the person type Contingent Workers. Check the Alternate Name definition. Add the alternate name Expenditure Type and Price Type to the preferences (see Metalink note 316105.1). In the relevant Alternate Name definition you need to add the expenditure type and rate type definition in order for the expenditure type to appear.

Contingent Worker functionality

In the bottom part of the screen, you define the types of time in the alternate name and in values you assign the expenditure type and rate type to this alternate name.

For some of the values selected in the preferences, you need to check if the application Purchasing is added. This applies to Timecard Approval Period.

Contingent Worker functionality

Eligibility criteria:

Contingent Worker functionality

(Ensure the precedence number for the contingent workers is higher than the precedence number for the Projects Rule) If you have defined new expenditure types, you need to run the process Generate Mapping and Flexfield Information. For parameter values see below. The effective date can be todays date.

Contingent Worker functionality

Once the process is finished, go to the System Administrator responsibility. System Administrator Go to Application Flexfield Descriptive Segments Query the descriptive flexfield title OTL Information Types. Scroll down the Context Field Values to PAEXPITDFF GLOBAL. It should show as disabled. You need to enable this context field value. Unfreeze the flexfield, enable this context field value. Save the information. Then freeze the flexfield definition. Compile the definition. Now you are ready to enter a timecard for the contractor.

Contingent Worker functionality

Self Service Time (use the contractors login) Ultimately enter a timecard for the contractor:

Enter the timecard information, and submit the timecard. Once the timecard is approved return to the PO responsibility. PO responsibility: Go To Requests: Submit a new request and the request name is Retrieve Time from OTL. Check the output file to view if all transactions have been receipted successfully. (Timecards with transactions beyond the system date will not be receipted, but will error.) Once the time information is receipted, run the Pay On Receipt AutoInvoice process. This will generate a supplier invoice based upon the timecard(s) interfaced.

Contingent Worker functionality

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Once the Pay On Receipt AutoInvoice process has finished, the Payables Open Interface process kicks off. Review the output of the Payables Open Interface process to view the supplier invoices created. Payables responsibility The invoices just created, still need to be validated and accounted for. This has to be done through the invoice entry screens or by running the relevant concurrent requests. The requests are subsequently Invoice Validation and Payables Accounting Process. Projects responsibility Run the PRC Transaction Import for the source Oracle Time and Labor to import the approved timesheets.

TESTING ISSUES (all issues to be investigated further) In the PO you need to add the project and task number. And in OTL you need to select the same project and task from the PO, otherwise the PO number and line does not appear. This is correct. Just selecting the correct in the timecard but with a different task compared to the PO, returns an empty PO line LOV. PO distributions expenditure item date has to be set to the correct date. This does not appear to be a problem for the OTL time entry. However in Purchasing it turns out to be a problem when you generate the Pay on Receipt AutoInvoice process. Put in a new PO with the assignment start date to be 01-Apr-06 and the expenditure item date to be 01-Apr-06. Created and approved a timecard with effective dates in April 06. Subsequently ran the processes to retrieve the time information into Purchasing, followed by the Pay on Receipt AutoInvoice did create the supplier invoice. As you need to enter the project and task in the PO, it means a contingent worker can only work on a single project and task. If you create multiple lines, you also need to change the PO and/or PO line number in the contractors HR record! Possible workaround(s): Assign the Projects timecard layout to the contingent workers in the preferences. Do not assign the projects and purchasing layout to contingent workers. Best is to take out separate line for contingent workers in the eligibility criteria.

Contingent Worker functionality

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As the CWK functionality is no longer used, you dont have to add the PO number in the HR assignment record of the contractor. You can still add the supplier to the contractor in case of matching timecards to supplier invoices. The contractor enters a timecard that gets approved. Matching of the supplier invoice has to be done to the approved timecard period(s). Initial matching is based on the supplier held at the contractors assignment record in comparison to the supplier on the invoice. (The Retrieve time from OTL process only picks up timecards that uses the CWK layout, as the PO information is held in that type of timecard.)

Contingent Worker functionality

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