Setup and Use Contingent Workers in Projects, Internet Expenses and OTL

Mohan Dutt Hyperion Solutions Corporation

Introduction

Contingent Worker (CWK) functionality helps to enable contractors working for the consulting group in charging time and expenses to projects. The presentation highlights the setups and the process flows for CWK functionality in HR, Projects, Internet Expenses and Oracle Time and Labor (OTL). Integration of CWK functionality with new features in OTL and Service Procurement to record time and payment processing is also discussed.

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Learning Objectives
HOW TO:

Procure contingent workers

Assign contingent workers to projects and tasks Monitor the work performed by contingent workers Process contingent worker timecards and expense reports Track and report contingent worker costs

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CWK Integrated Flow

Execution Flow

Appro ver

Workflow
Approve extension of assignment?

iRecruitment / PI
NO

Workflow

Requisitoner / Hiring Manager

YES Contractor Assignment Ends

Track expenses against project budget/goals

Approve Timecard?

Want to extend assignment?

NO

Evaluate Contractor

YES Autogenerate Time Card on Periodic Basis

YES

Issue Security Credentials & Badge & Employee Directory

Create Release Against Blanket & Autogenerate Invoice

Approve Invoice?

Is Blanket close to expiration?

Buying Company

Close Blanket. Remove Contractor from Projects & HR Databases

Contractor added to HR Database

Capture Daily Time & Expenses

Pay Invoice

Notify Vendor that Contractors Employment is ending

OTL HR

Purchasing & AP
Capture Daily Time & Expenses in Projects Calculate Estimated Cost Replace Estimated Cost with Actual Cost Discounts

Projects
Vendor

Generate Draft Revenue/Invoices

Pay Contractor

Notify Contractor that Employment is ending

Contractor

Contractor Starts

Enter Daily Time & Expense Reporting against Project

Deposit Paycheck

Receive notification and end employment

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CWK Procurement with Oracle Service Procurement

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CWK: Services Procurement

New purchase order line types allow you to:

Specify contractor start and end dates

Define fixed price or rate based agreements Specify price differentials on rate based agreements Automatically generate purchase order receipts from timecards entered in OTL

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PO: CWK Profile Options

Set PO: Enable Services Procurement to Yes at the site level PO: UOM class for temp labor services PO: Contractor Assignment completion warning delay

PO: Amount billed threshold percentage

POR: Contractor expense line type

POR: Re-approval after contractor assignment

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PO: Link Job to Job Category

Only jobs linked to purchasing category can be used for Services Procurement

Setup > Purchasing > Job Category Association

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PO: Line Type for Labor

Rate Based Temporary Labor

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PO: Enter CWK Information

Enter CWK Information in the Temporary Labor tab

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CWK HR Assignments

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CWK: HR Assignment
The new HR person type: Contingent Worker allows one to:

Track contingent worker assignment history

Periods of service Breaks in assignments Positions Supervisors Track worker and supplier relationships

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CWK: Profile Options

HR: Expand Role of Contingent Worker set to Yes at Site Level HR: CWK in Head Count Reports HR: Use Global Contingent Worker Numbering

HR: Contingent Worker Manager Actions Menu

HR: Contingent Worker Personal Actions Menu

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CWK: Enter Person Details

Enter CWK Details

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CWK: HR Assignment

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CWK: Time Entry

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CWK: Time Entry

The new OTL layouts for contingent workers support :

Association of time entries to purchase agreements Automation of timecard approval routings Generation of purchase order receipts from approved timecards

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CWK: Time Entry Processing

Project references are entered on the purchase order. Project and purchase order information are entered on the timecard. Receipts can be created against the PO by running the concurrent program: Retrieve Time from OTL in Purchasing.

During costing of the timecards in Projects, the PO Rate is applied and the PO commitment amount is reduced.
When the invoice amount is different from the PO amount, AP records invoice price variances and/or exchange rate variances. These variances are then interfaced to Projects by running PRC: Interface Supplier Costs.

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CWK: PO Receipt Generation

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CWK: OTL and PO integration

Contingent Labor Process Flow - OTL Entry with PO Integration
No

OTL

Timecards

Funds Check Against PO

Route for Approval

Approved? Yes

Purchasing

Yes Purchase Orders Generate Receipts from Timecards in OTL Purchase Order Receipts Generate Invoice for Received Amounts

Payables

Supplier Invoices

Invoice Payments

Retrieve Labor Rates

Interface Timecards from OTL

Interface Additional Charges from Payables

Discounts

Distribute Labor

Projects

Project Commitment

Draft Revenue/ Invoice Generate Draft Generattion Revenue/ Invoices Update Budgetary Control Balances

Customer Invoices

Commitment Updates

Update Project Summary

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CWK: Expenses Entry

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CWK: Expenses Entry

New features in Oracle Internet Expenses support:

Entry of expense reports on behalf of contingent workers Automated approval routings Payment to Supplier not the contingent worker

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CWK: Expense Processing

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CWK Processing with Projects

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CWK: PA Processing
PA features enhanced to support contingent workers:

Project staffing and work execution Workplan Timecard processing Expense report processing Cost reporting
Progress

Resources Issues & Changes Deliverables

Updated Schedule Status Reports

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PA: Timecard Processing

PA supports the following time entry methods for contingent workers:

Oracle Time and Labor (OTL)

Microsoft Excel/Transaction Import Pre-approved Expenditure Batches

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PA: Expense Report Processing

When self-invoicing is desired, Oracle Projects supports the following expense report entry methods: iExpenses, Transaction Import and Pre-approved Batch Entry
Contingent Labor Process Flow - iExpense Report Entry

iExpenses

Expense Reports No

Approved?

Yes

Interface Expense Reports to Payables

Payables

Supplier Invoices

Invoice Payments

Projects

Interface Expense Reports from Payables

Generate Draft Revenue/ Invoices

Customer Invoices

Update Project Summary

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PA: Cost Reporting

Contingent Worker Costs details can be viewed using the following standard forms:

Expenditure Inquiry Project Status Inquiry

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PA: Resource List setup for PSI

In Resource List, one can use supplier to segregate contingent labor from employee labor. One can segregate costs by assigning contingent workers to a unique organization.

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PA: Implementation Option

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PA: Auto Accounting Setup

Contingent Worker Labor: function transaction to support the contingent worker cost accounting for the Labor Cost Clearing Account.

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PA: Auto Accounting Setup

Contingent Worker Expenses: function transaction to support the various rules based on the Person Type. This is available in defining the expense report liability account.

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PA: Transaction Control

Transaction control window has been changed to include the new transaction control to restrict costs to either Employees or Contingent Workers or All.

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PA: Form Changes

Transaction Review (PAXTRIMP.fmb) Person_Type added for data entry PO number, PO line number, PO price type added to display purchasing information Pre-Approved Expenditure Entry (PAXTREPE) LOV for employee is modified to show contingent worker with valid assignments. New Column Person_Type is populated with CWK if the expenditure is entered for contingent worker, for employees column is populated with EMP. Expenditure Inquiry (PAXTRAPE) LOV for employee in the find window is modified to show contingent workers The PO information is displayed in expenditure items block
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PA: Concurrent Program Changes

PRC: Interface Supplier Costs Modified to support the new implementation option Import contingent workers time cards with PO integration PRC: Distribute Labor Costs Modified to support contingent labor integration with PO, if it is integrated to PO then the laborcosting program derives the rate from PO line. PRC: Distribute Expense Report Costs Modified to support new parameter called person type which is introduced to differentiate an employee expense report transaction from contingent worker expense report transaction. This is also used to derive the debit account for the expense transaction. PRC: Distribute Total Burdened Costs Process modified to ensure that in case of separate line burdening no commitment encumbrances are inserted during the interface of total burdened costs to GL because of the D lines.
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PA: Concurrent Program Changes

PRC: Interface Usage and Miscellaneous cost to General Ledger Modified in case of burdening on separate item, the burden cost directly move from PO encumbrance to Actual for Contingent worker timecards PRC: Interface Labor Costs to General Ledger - Modified to support the new Implementation Option provided. Determines whether the contingent worker labor costs need to be interfaced to GL.

PRC: Interface Expense Reports to Payables - Modified to allow the users to differentiate the contingent labor from an employee. The following two new function transactions are introduced: 1. All Employee 2. All contingent worker PRC: Transaction Import - To support contingent labor all the WEB ADI templates for timecards are modified to have the facility to add PO information. Accordingly, following new columns are added: 1. PO Number 2. PO Line Number 3. PO Price Type & Person Type
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Patch Levels Required

Oracle HRMS HRMS 11i.HR_PF.G Oracle Purchasing - Supply Chain Management 11i.FP.J Oracle Time and Labor 11i.HXC.H Oracle iExpenses 11i OIE. Patch Level H Oracle Payables - Financials FP.F Oracle Projects Projects 11i.PA.FP_M

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Q&A

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