Oracle Time and Labor (OTL) – Standard Business Requirement Questionnaire

• Do you want to use the timecard details in Payroll/ Absence/ Project?
  Note: Oracle Time & Labor with Payroll is used to pay the employee (e.g., Overtime or Regular Pay based on hours entered). Oracle Time & Labor with Absence is used to create or view absence from the timecard. Oracle Time & Labor with Project records the hours under a specific project.

• Do you have any policies for employee work schedules that are linked to OTL?

• Are only the additional hours claimed, or is the employee's regular working time claimed too?

• How are time entries captured currently?

• Who is the vendor for the Time Capturing machines?

• Will capturing time remain the same after implementation of Oracle Time & Labor? Is there an expectation of integration between the time capturing machines and T&L?

• Do employees do time entry by themselves or does their manager do it?

• By what means do you want the new systems to capture time?

• How many different types of time entries are present in the organization? (e.g., regular, overtime, shift, night shift etc.)

• How many hours are considered regular for full-time employees? (Threshold hours – applicable if policy exists)

• How many hours are considered regular for part-time employees? (Threshold hours – applicable if policy exists)

• How do you want to identify any timecard entry? e.g., Assignment / Position / Department

• Do you want employees to select a specific time type (e.g., Overtime, Additional hours) based on the organization’s timecard policy?
  Do you want employees to log hours in one time type only, but the system should split based on certain timecard conditions (e.g., hours logged above contractual hours go as overtime)?

• Do you want to maintain intermediary time entries like ‘Lunch hours’, ' Travel Time’ or 'Standby'? If yes, what will be the dedicated hours or policy for each?

• Do all employees have the same time capturing requirements? If not, how many such groups exist?

• How many employees are added to these groups (e.g., New Hires) on average?

• How frequently does an employee move between these groups?

• Who is eligible for overtime pay and for clocking overtime?

• When does the shift time start and end? (Need details per shift)

• In the timecard, should employees enter start & end time, OR hours, OR either?

• Any dependent field must be captured, e.g., Element Costing details (Cost Center)?

• How many days prior or later can an employee create the time card?

• How many days prior or later can a manager create the time card on behalf of their reportee?

• How many days prior or later can an employee edit time information in the time card?

• How many days prior or later can a manager edit time information on behalf of the reportee?

• How many days prior or later can an employee view the time information in the time card?

• How many days prior or later can a manager view the time information in the time card?

• How many days prior or later can an employee delete the time card?

• How many days prior or later can a manager delete the time card?

• Do employees work during midnight-spanning shifts (transition from one day to another)?

• Is there any cap on the maximum number of hours an employee can work daily?

• What are the approval rules for the timecards or time entries? Does it go for manager approval?

• Should it go for approval irrespective of time entries or hours entered?

• What happens to shortcomings in regular hours (if regular hours are captured)?

• Is there a standard policy regarding Time and Labor across all legal entities? If not, please explain differences.

• Do you want to track timecard changes for audit?

• Is the time card approved daily or weekly?

• Please provide the approval matrix for the time submitted by the Employee.

• Please provide the approval matrix for time submitted by the Manager.

• Apply or view absences from timecard? (Only Hour type)

• Any requirement to enter Compensatory Time / Time Off in Lieu (TOIL)?

• If yes, what absence types are there for TOIL? How is the balance availed?

• What details are required for all the project/task/expenditure type?

• Do you want to restrict timecard data based on specific fields (e.g., legal employer, country)?
  For example, a UK timekeeper can only submit timecards for employees working in the UK.

• Do you want to use Oracle to capture clock-in or out to record time worked?

I hope this blog post was helpful for you. If you have any questions or feedback, please leave a comment below.