The document provides an overview of configuring Oracle's EPBCS Workforce module, including:
- The three levels of planning granularity - employee only, job only, or employee and job
- Enabling features such as expense planning, headcount planning, and workforce management
- Setting up custom dimensions, benefits/taxes/earnings, salary grades, and other metadata
- Preparing for planning and forecasting by loading data, setting assumptions and rates, and synchronizing data
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ODTUG Configuring Workforce: Employee? Job? or Both?
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
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
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
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)
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:
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
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
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