Introduction to the Labor Distribution Module via the HRMS Application by gregoria

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									General Accounting




        Introduction to the Labor
   Distribution Module via the HRMS
               Application




Training Manual
Rev. 03/03
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


Table of Contents
Learning Objectives ................................................................................... 2
Introduction to Oracle’s Labor Distribution Module ................................... 3
LD Application Roles and Responsibilities .................................................. 4
Accessing the Labor Distribution Module through the HRMS
Application ................................................................................................ 5
     Entry Point 1: Zoom Button to Schedule Lines Form ...........................................................................................5
     Frame 1 - Employee ..............................................................................................................................................7
     Frame 2 - Assignment ...........................................................................................................................................7
     Frame 3 - Schedule Hierarchy ...............................................................................................................................8
     Frame 4 – Schedule Lines .....................................................................................................................................9
Accounting Flexfield ................................................................................. 10




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 1
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
          Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


Learning Objectives

After completing this course you will be able to:
      •    Understand the Oracle Labor Distribution process
      •    Log on to the Oracle Labor Distribution Module (LD)
      •    Exit the Oracle Application
      •    Understand the components of the Labor Distribution Module
      •    Create labor schedules for various employee classifications
      •    Maintain existing labor schedules for various employee classifications, when applicable




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 2
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


Introduction to Oracle’s Labor Distribution Module
This training packet will focus on using Oracle’s Labor Distribution (LD) module through the Oracle
HRMS application. For purposes of this packet, the application will be referred to as LD from this point
forward.
LD is an Oracle application that distributes employee earnings to the appropriate PTAEO or PTAEOs
(Project, Task, Award, Expenditure type, Organization), an accounting instruction comprised of five
segments that represents expense-related charging instructions.
This on-line application will allow the user to:
 • ENTER labor schedules for C&T(Clerical & Technical), M&P(Managerial & Professional),
    CAS(Casual), STH( Student Hourly), and FAC(Faculty) employee earnings
 • UPDATE labor schedules to reflect start and end dates of funding sources
 • MONITOR and MAINTAIN labor schedules based on budgetary and funding source requirements and
    staffing changes
 •    INCREASE efficiency and accuracy of labor cost management




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 3
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


LD Application Roles and Responsibilities
There are three end user roles in the LD application, each with varying levels of responsibility. The roles
are LD Specialist, LD Accountant, and LD Department Manager. In addition, there are three roles
within Central Administration. The roles are LD Administrator, Grants & Contracts Administrator,
and General Accounting Staff. The responsibilities for each role are described below.

       End User Role                                             End User Responsibilities

LD Specialist                                  Enters accounting instructions via labor schedules or weekly time
                                               entry for employee earnings

LD Accountant                                  Enters accounting instructions via labor schedules or weekly time
                                               entry for employee earnings
                                               Enters distribution adjustments to clear suspense accounts or
                                               redistribute labor costs as appropriate
                                               Reviews/certifies Effort Reports

LD Department Manager                          Enters accounting instructions via labor schedules or weekly time
                                               entry for employee earnings
                                               Enters and approves distribution adjustments to clear suspense
                                               accounts or redistribute labor costs as appropriate
                                               Monitors and maintains labor schedules based on budgetary and
                                               funding source requirements and staffing changes
                                               Reviews/certifies Effort Reports
                                               Requests changes in the organization default account
                                               Requests changes in the organization default labor schedule

     Central Adm. Role                                  Central Administration Responsibilities

LD Administrator                               Establishes organization default accounts and organization default
                                               labor schedules by request only
                                               Changes organization default accounts and organization default
                                               labor schedules by request only
                                               Establishes organization suspense accounts
                                               Imports payroll data
                                               Creates labor cost distributions
                                               Feeds summary data to OGM
                                               Processes accruals and reversals for biweekly payrolls
                                               Calculates accruals for weekly payrolls
                                               Reverses biweekly accruals in subsequent month
                                               Monitors generic (institutional) suspense account
                                               Works with department business managers to correct errors and
                                               redistribute charges

Grants & Contracts                             Notifies department business managers when effort reports are
Administrator                                  available

General Accounting Staff                       Establishes and maintains valid organizations, projects, tasks,
                                               awards, and expenditure types in OGM




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 4
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


Accessing the Labor Distribution Module through the
HRMS Application
The Labor Scheduling function enables a department’s Business Manager or his or her designee to charge
employees’ work to one or more different accounts on individual schedule lines. The Labor Scheduling
function enables the creation of an expenditure commitment in which fringe and burden rates are
automatically included in the commitment.
There is one entry point for the Labor Scheduling Application via HRMS, through the Assignment form.

Entry Point 1: Zoom Button to Schedule Lines Form
To access the labor scheduling function through the Assignment form, perform the following procedure:
1. With the People form displayed, select the Assignment button, to access the Assignment form.




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 5
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03



2. With the Assignment form displayed, choose the Zoom                       button on the Toolbar to launch the
Labor Distribution application.




The first time a user needs to enter Schedule Lines for an employee in the Scheduling Hierarchy, the
message below displays:




The Oracle LD Schedule Lines form will appear as shown below. The Schedule Lines form is divided
into four frames. Each frame is described below.




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 6
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03




Frame 1 - Employee
This frame contains specific information about the employee as taken from the Oracle HRMS application.
It is reproduced from Frame 1 of the Labor Scheduling form.




            Field                                                       Description

Full Name                         This field will display the full name of the employee.

Employee No.                      This field will display the employee ID number of the employee.

Social Security                   This field will display the social security number of the employee.



Frame 2 - Assignment
This frame displays specific information about the employee as taken from the Oracle HRMS application.




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 7
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
          Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


        Field Name                                                       Field Description

Assignment                       The Assignment field contains the number that identifies the employee’s assignment.
                                 It is the same number as the Employee ID No. All employees have at least one
                                 Assignment. Employees may have more than one Assignment, in which case the
                                 HRMS application will add a hyphen and a number to the Assignment number.

FTE                              The Full Time Equivalent field is used in calculating accruals and commitments.

Org.                             This field is used to display the employee’s primary organization.

Payroll                          This field is generated based upon the employee’s job classification; i.e., FAC and
                                 M&P – Calendar Month; C&T – Bi-week; Casuals and Students – Week. It displays
                                 the frequency with which an employee is paid.

Begin                            This field represents the date that an employee’s particular assignment starts.

End                              This field represents the date that an employee’s particular assignment ends or is
                                 scheduled to end.

Frame 3 - Schedule Hierarchy
The Schedule Hierarchy is used to create a hierarchy for an employee at either the Assignment level or
the Element Type level. A new hierarchy must be created for each element. This must be created before
accounting instructions can be entered on the Schedule Lines.




        Field Name                                                       Field Description

Assignment                       This level of the Schedule Hierarchy is used to apply the appropriate accounting
                                 instructions for an employee’s regular salary and any other types of compensation that
                                 should be charged to the same PTAEO(s). This is the second level of instruction in the
                                 Schedule Hierarchy after the Organization Default Account/Labor Schedule.

Element Group                    The Element Group field is currently not in use at Yale.

Element Type                     This level of the Schedule Hierarchy is used to apply the appropriate accounting
                                 instructions for anticipated earnings types over and above an employee’s regular salary
                                 that should be charged differently from any earnings specified at either the
                                 Assignment level or the Organization Default Account/Labor Schedule. These
                                 earnings types include overtime, faculty summer compensation, on going extra
                                 compensation, etc. For a complete listing of Element Types and the appropriate usage,
                                 go to www.yale.edu/finance/ga/ld.html, Lookups & References – Earnings
                                 Element Matrix.



Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 8
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


                                 The Copy To button is currently not in use at Yale.


Frame 4 – Schedule Lines
Schedule Lines are used to enter the specific PTAEO(s) to which an employee’s labor costs are to be
charged.




             Field Name                                                       Field Description

GL Account                                 The PTAEO is entered in this field.

Start Date                                 This field is used to enter the date the schedule line begins. All labor costs
                                           will be charged to the PTAEO as of this date.

End Date                                   This field is used to enter the end date of the schedule line as applicable. All
                                           labor costs will no longer be charged to the PTAEO as of this date.

%                                          This field is used to enter the percentage of labor costs to be distributed to the
                                           PTAEO. The total percentage(s) for a particular time period must equal
                                           100%.

Default Account                            This field is currently not in use at Yale.

Totals                                     This field is used to display the total percentage of the labor costs entered on
                                           the schedule line(s).

                                           This function button is used to display the Matrix for the schedule lines
                                           entered. The percentage of distribution of labor for the specific time period
                                           will display in the Matrix. The Refresh Display button must always be
                                           selected before saving the schedule lines.

                                           This function button is currently not in use at Yale.


                                           This function button is currently not in use at Yale.



                                           This function button is currently not in use at Yale.




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                             Page 9
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.
         Oracle Labor Distribution Packet for Human Resources
          Revision Date: 3/03


Accounting Flexfield
When entering the PTAEO(s) on the Schedule Lines form, there are two methods to use. The first is to
type all the PTAEO segments in the GL Account column, such as 1007645.00.0001DB.722100.974501.02.
The second and recommended method is to use the Accounting Flexfield. When accessing the
Accounting Flexfield, the user may either press the F9 function key on the keyboard or use the list of
values button       when the cursor is in the GL Account column.




          Function Buttons                                                    Description

                                              This button is used after all the PTAEO segments have been entered
                                              in the appropriate fields. The Enter key may also be used to exit the
                                              flexfield.

                                              This button is used to close the Accounting Flexfield if opened in
                                              error.

                                              This button is not in use at Yale.


                                              This button is used to remove the segments of the PTAEO. It may
                                              be used to clear the fields if an incorrect PTAEO has been entered.

                                              This button is not in use at Yale.




Oracle Labor Distribution Packet for Human Resources              Rev 3-03                                            Page 10
 The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this
  material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a
                                                      dated printed version.

								
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