ODTUG Configuring Workforce: Employee? Job? or Both?
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Presentation given at ODTUG Learn from Home by Kim Forest on 11/19/20
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ODTUG Configuring Workforce: Employee? Job? or Both?
- 1. Configuring EPBCS Workforce: Employee? Job? or Both? Kim Forest, Senior Consultant November 19, 2020
- 3. BUSINESS PROCESS CONFIGURATION WEBCAST SERIES Module Presenter Date Financials Ron Moore Aug 18 Strategic Modeling Andrew Starks Sep 24 Capital David Pabst Oct 20 Workforce Kimberly Forest Nov 19 Projects Jesse Martin January To Register: https://www.odtug.com/online-education
- 4. INTRODUCTION Kim Forest > Senior Consultant at Alithya > Over 18 years Oracle product experience > Certified Public Accountant in CA > Implementing Workforce since 2017 > 4 back-to-back Workforce implementations in the last year Kimberly.Forest@Alithya.com
- 5. ALITHYA OVERVIEW – EPM & ANALYTICS 5 Comprehensive Business Solutions Our solutions drive improved business performance through better decision making, strong customer engagement, and optimized operations Deep Partnership Drives Customer Value Adaptable Deployment Models Diverse Client Portfolio & Industry Expertise RetailEnergy/ Utilities Team Highlights Multiple Oracle ACEs Seasoned delivery team with avg 8 years serving clients Experienced management team with avg 15 years in the company Certified Cloud Resources Enterprise Performance Management (EPM) Analytics Financial Services Technology CPG and Manufacturing Healthcare Outstanding Achievement in Big Data 100 Most Promising Big Data Solutions Providers 1,000+ Clients 2,000+ Projects20+ Years Advisory Services Implementation Services Technical Services Hosting & Support Training Services Intellectual Property
- 6. AGENDA > What’s in > Enabling Workforce Features > Planning and Forecast Preparation > Quick look at Earning/Benefit/Tax wizard > Post Configuration Tasks > What’s out > Customization beyond standard configuration options > Details of calculations > Cross module integration
- 7. PLAN TYPES > Workforce includes three plan types (cubes) > OEP_WFSC: Sub-cube which holds all the ratesdefaults for Addtl EarningsBenefitsTaxes by entity (no employee detail and no custom dimensions) > OEP_WFP: Main cube where all the planning is completed at the detailed employee and/or job level > OEP_REP: ASO Reporting cube for Workforce. Custom dimensions are not included. Depending on enabled features, converts smart list to dimension for Skill Set or Demographic members
- 10. ENABLING WORKFORCE: GRANULARITY > Employee Only > Plan by Individual Employee > Pay Type and Employee Type used to assign EarningBenefitTax defaults > Does not allow for integration with Projects module > Job Only > Job/Position-based Planning > Pay Type and Skill Set used to assign EarningBenefitTax defaults > Does not allow for Merit based planning, New hires or Employee Demographics > Employee and Job > Plan by Individual Employee and their Job > Job and Union Code used to assign EarningBenefitTax defaults 10
- 11. QUESTIONS ABOUT GRANULARITY > When deciding on Granularity, you must ask questions > What data can my HR system provide to load into Workforce? > What does my reporting need to look like for Workforce? > How are additional earnings/benefit/taxes applied? > Do we need named employees with specific salaries or can we plan for high level jobs with average salaries? > Do we need to integrate with the Project module? 11
- 12. ENABLING WORKFORCE: EXPENSE PLANNING > Compensation Expenses (Salary) automatically selected once Expense Planning is selected > Additional Earnings – Overtime, Bonus, etc. > Benefits – Fringe, Medical, 401k, etc. > Taxes – US FICA, SUI, Non-US tax %, etc. > Non Compensation Expenses – i.e. Training exp. > Merit only if Employee or EmployeeJob
- 13. ENABLING WORKFORCE: HEADCOUNT PLANNING > Headcount will still be calculated if this option is not selected. OOTB headcount is by employee type – Regular, Contractor, Temp > Employee Demographics allows users to report Headcount by Gender, Age Band, Highest Education in the Reporting cube, with the ability to add addtl ones, such as veteran status > Strategic Workforce Planning is now a component of Oracle’s Human Capital Management (HCM) applications, which can be purchased separately
- 14. ENABLING WORKFORCE: WORKFORCE MANAGEMENT > New Hires includes 100 “Hiring Requisitions” > Terminations allows you to plan for “departures” or “resignations” > Transfers can be done in one step or two steps, based on user security
- 15. What are the 3 levels of Granularity? A.Job, Employee or Position B.Employee, Position or Job and Position C.Employee, Job or Employee and Job 15 Poll Question #1
- 16. CUSTOM DIMENSIONS AND MAPPING > Last section of the enablement is Map/Rename Dimensions
- 17. CUSTOM DIMENSIONS AND MAPPING > You must create, map or rename custom dimensions the first time you enable Workforce > If you plan on using Project module now or in the future, then add as one of the Custom dimensions as “Project” > For Custom dimensions, you can select an existing dimension that is already being used in the application. For example, “Department” may be used in the Financials module and can also be used in Workforce > Cannot have more than 3 Custom dimensions > Custom dimensions cannot be added to the OEP_WFSC or OEP_REP plan types
- 18. CUSTOM DIMENSIONS AND MAPPING EXAMPLES Employee only with Headcount Demographics selected Employee and Job w/o Headcount Demographics selected, Custom Dim 1 and Rename Union Code Job only w/o Headcount Demographics selected
- 19. CONFIGURATION PROCESS > Application |Configure |Workforce
- 20. CONFIGURATION PROCESS > Application |Configure |Workforce
- 21. CONFIGURING WORKFORCE: METADATA > > > Metadata for all dimensions can be updated using normal methods for any application, such as Dimension editor, Smart View or importing a csv file, etc. In Configure, you can also add certain metadata by clicking on the name, then “Actions”
- 22. CONFIGURING WORKFORCE: METADATA > Component dimension is in OEP_WFSC > Can add many BenefitsEarningsTaxes but keep in mind that each employeejob can only have 10 each > Salary Grades are also added in Component (Grade 1, Grade 2, etc.) but are not required if you are loading employee specific salary
- 23. CONFIGURING WORKFORCE: METADATA > > > Options and Tiers are in the Account dimension in OEP_WFSC Allows same benefittax to be used with multiple options or tiers Tiers come OOTB with 3 Tiers, Options have to be added or use “OWP_No Option” Merit has 2 rates, but more can be added
- 24. PLANNING AND FORECAST PREPARATION 24
- 25. SET UP USER VARIABLES > User variables must be set up prior to using EarningBenefitTax wizard > Forms use Dynamic user variables – Entity, Currency Scenario, Version 25
- 26. Which items are mandatory for Workforce Configuration? A.Entity Dimension set up B.Set up Benefit, Earnings and Taxes C.Planning and Forecast Preparation D. All of the above 26 Poll Question #2
- 27. SALARY GRADES > For Job only, salary grades need to be set up with Basis and Rates > Can be used for employees too, for new hires, but not required 27
- 28. BENEFITS, TAXES AND ADDITIONAL EARNINGS 28
- 29. BENEFITS, TAXES AND ADDITIONAL EARNINGS 29
- 30. BENEFITS, TAXES AND ADDITIONAL EARNINGS 30
- 31. BENEFITS, TAXES AND ADDITIONAL EARNINGS 31
- 32. BENEFITS, TAXES AND ADDITIONAL EARNINGS 32
- 33. BENEFITS, TAXES AND ADDITIONAL EARNINGS 33
- 34. BENEFITS, TAXES AND ADDITIONAL EARNINGS 34
- 35. BENEFITS, TAXES AND ADDITIONAL EARNINGS 35
- 36. BENEFITS, TAXES AND ADDITIONAL EARNINGS DEFAULTS > After the EarningsBenefitsTaxes are set up in the Wizard, defaults need to be assigned by Entity 36 Job only: Pay type and Skill set Employee only: Employee type and Pay type JobEmployee: Job and Union Code These dimensions can be re-purposed during enablement to meet business needs
- 37. BENEFITS, TAXES AND ADDITIONAL EARNINGS DEFAULTS 37 Example of Union Code re- purposed for tax location and part time, full time
- 38. BENEFITS, TAXES AND ADDITIONAL EARNINGS DEFAULTS 38 Examples of different earnings applied to Jobs and Union Code (re-purposed for tax location and part time, full time)
- 39. SALARY DEFAULTS 39 Example of Employee/Job defaulting Salary Grades by Job and Union Code
- 40. WORKFORCE EXPENSES > 10 each for Earnings, Benefits and Taxes in OEP_WFP > Defaults determine which Earnings, Benefits and Taxes are calculated for employees/jobs > Earnings 1 for one employee could be different than another employee > Name of the Earnings, Benefits and Taxes is in “No Property”, while expense is in “OWP_Expense Amount”
- 42. WORKFORCE ASSUMPTIONS > Out of the Box Workforce Assumptions must be filled in > Uses “Company Assumptions” for all entities, unless specifically changed > Partial Payment factor applies to maternity leave 42
- 43. FX RATES > One exchange rate form for entire application > On save, rates are pushed to all cubes > Each cube has own currency translation rule 43
- 44. MERIT RATES > Merit rates must be entered in by entity > One rate per year > Merit month must be loaded in by employee > Rates can be copied to all entities or specific entities using rule on form 44
- 45. How many Workforce expense accounts are set up for Additional Earnings, Benefits and Taxes? A.5 each B.10 each C.Unlimited 45 Poll Question #3
- 46. FORECAST PREPARATION > Load HR data into Workforce > Run Process Data and Synchronization rule to populate future months and calculate Earnings, Benefits and Taxes for all EmployeesJobs > Review 46
- 47. NAVIGATION FLOWS > Based on Enablement, users will see the various cards for Compensation Planning, Other Expenses, Demographics and Analysis 47
- 48. FORMS BY FOLDER Form folders are the same, no matter the granularity, but the forms within vary:
- 49. FORMS BY FOLDER *No Merit form if Job only
- 50. FORMS BY FOLDER *If Additional earnings, benefits or taxes had not been selected then forms would not be showing. If Job only, or merit not selected, then Merit Rate form would not show
- 51. FORMS BY FOLDER *If Non Compensation had not been selected then forms would not be showing *If Job only, then New Hire and Employee forms would not be showing
- 53. FORMS BY FOLDER *Only two forms will be available if the Headcount Employee Demographics is not selected
- 55. FORMS BY FOLDER *If integrated with Projects module, then Standard Rate Assumption will be available
- 56. FORMS BY FOLDER Example of Employee and Job, With Headcount Demographics selected and Non Compensation expenses - continued on next slide Job Only
- 57. FORMS BY FOLDER
- 58. SUMMARY > Set up Application > Enable Workforce > Configure Workforce > Add Metadata > Refresh database > Planning and Forecast Preparation > Set up Variables (Admin) & User variables > Benefits and Tax Wizard > If custom type benefitsearnings, then update member formula in "OWP_Custom Expense" Property (refresh) > Set up Workforce Assumptions > Set up Global Assumptions - FX Rates (if use Currency) > Set up Merit Rates (if enabled) > Load employee data > Process and Sync > Review 58
Notas del editor
- Before we get into enabling Workforce, want to explain the 3 Workforce Plan Types, as they will be referred to throughout the enablement\configuration process. This is Unique from other modules, like Capital and Project, that have only 1 BSO cube. Workforce has 2 BSO cubes and 1 ASO cube out of the box. You can create your own ASO cube to include custom dimensions and smart list to dimensions, as needed. Or choose not to use it and aggregate the BSO planning cube or enable hybrid but there is a lot to consider in doing that.
- Now we have 4 features to enable, with options. Granularity, Expense Planning, Headcount Planning and Workforce management. Granularity is required, but some of the others are optional. We will look at these in more detail on the next few slides Note that Once you enable, cannot undo, however, you can wait and enable one of the features at a later time
- First item you have to decide is granularity Big decision as this drives dimensions, forms, reporting We’ll discuss more of the implications for each of these throughout the rest of the slides but wanted to mention a few key points up front
- Expense Planning should always be checked to plan for Workforce expenses Non Comp is strictly input, by employee or job, no calculations ootb – company may want to keep at high level in Finance cube and not by employee Merit is global rate by entity, pick month to start
- Optional
- New hires for Employee or Emp/Job only granularity Something to think about for granularity – do you want new hire to be able to be assigned to job dimension If user has access to target entity/dept then one step, otherwise two step – goes to unspecified entity In last month’s update transfer rules now include custom dimensions
- C is Answer
- -Not all dimensions will be showing, but only 3 Custom dims and the ones allowed to rename, next slide has some examples -Ok to use “No Project” for everything until ready to integrate with Projects -Hopefully in the future, Oracle will make this enhancement
- -Examples for each type of granularity -Not all dimensions will be showing, but only 3 Custom dims and the ones allowed to rename -These dims are in the different cubes -After choosing, click on Enable and cubes are created, along with forms, rules, etc.
- Now that enablement is done, time to Configure Note that the Type is labeled as Optional or Mandatory Will look at the Mandatory configuration processes in next slides
- Need to set up all dimensions – entity, employee, job Based on granularity – pay type, employee type, skill set, union code
- -Prior to setting up the benefit/earning/tax wizard, have to set up the members in component dimension
- Select Actual period and year, How many years Monthly, Quarterly, Yearly Drives the variables used in forms and rules Use Forecast then copy to Plan, Final
- If don’t set this up, will get error trying to open forms to let you know to set up user variables
- D is Answer
- Filter for Scenario, Version, Benefit, Taxes, Earnings Will see list of benefits previously added to Component dimension All in OEP_WFSC cube
- Rates, Simple, Custom If other than months, then payment frequency – first period, last period, one time One time asks which month
- Uses User variables on form, no custom dimensions Can have different rates by entity Amount per month
- Review
- Rates, Simple, Custom Threshold – YTD Calendar year for US tax, if fiscal year is not Jan-Dec
- Custom Component type Fill in the details, but it does not matter since it will be calculated based on custom formula Use custom if is not any of the value types or want to load rates by employee or a custom dimension
- Member formula in OEP_WFP cube for OWP_Custom Expense property The OWP_Expense Amount property also has a member formula that looks to Custom first, if not, then use data from Wizard
- OEP_WFSC – no custom dims, no employee detail, no job detail if job only Important to know up front how the earnings\benefits\taxes will be assigned to employee\job to be able to repurpose and set up the dimensions needed for Defaults By Entity and Currency
- This client had multiple employees in different states, countries, in same entity. Needed to decipher which tax the employee needed, job didn’t matter Employee was loaded from HR system with the Union Code of “XX_XX” For taxes, just pick one of the tiers, doesn’t matter
- First 4 were custom types – loaded rates and inputs Overtime was by Specific Job
- Sync rules Member formulas on compensation accounts
- Doesn’t have to be by individual entity
- Form sits outside of modules
- If you had selected Merit in enablement
- B is Answer
- After enablement and configuration done
- At a minimum Compensation Planning and Analysis(Rptg)
- Forms used in Benefit and Tax wizard and defaults
- Uses forms in the Dashboard – Compensation folder
- Uses forms in the Dashboard – Compensation folder Another dashboard has by Expenses