Integrating with Time and Labor

This chapter provides an overview of the integration process with Time and Labor and discusses how to:

Set up integration with Time and Labor.
Populate Time and Labor tables with Project Costing data.
Review and load data to Project Costing tables.

See Also

PeopleSoft Enterprise Time and Labor 8.9 PeopleBook

Understanding Integration with Time and Labor

Project Costing (in the Financials database) integrates with Time and Labor (in the HCM database), to bring estimated gross labor costs and distributed, actual labor costs into Project Costing.

To enable data transfer during a payroll period, Time and Labor uses an estimation process that is linked with PeopleSoft Enterprise Payroll to summarize hours and labor expenses. After the close of a payroll period, Time and Labor distributes payroll expenses to the Payable Time table (TL_PAYABLE_TIME), and the transaction rows that have a value for PC business unit, project ID, and activity ID are brought into Project Costing using enterprise integration points.

To maintain integrity between the Financials and HCM databases, necessary data from each database is extracted to staging tables that are set up identically in each database. The staging tables are available to the integrating application.

This section discusses:

Events that trigger Time and Labor to send time to Project Costing.
Types of labor costs that Time and Labor calculates.

Events that Trigger Time and Labor to Send Time to Project Costing

You can send both estimated and actual time and cost data to Project Costing from Time and Labor.

Estimated payable time is published to Project Costing when:

Time and Labor receives a request from Project Costing in the form of an application message from the Financials database. In response, Time and Labor automatically publishes estimated time for payable time records with a payable status of Estimate, Needs Approval, Approved, Sent, Rejected, and Taken.
You run the Publish Estimated Payable Time Application Engine process (TL_PUB_TM_AE) in Time and Labor to publish estimated time for payable time records.

The system uses the ESTIMATED_TIME_BATCH_ADD application message to send estimated payable time to Project Costing.

Actual payable time is published to Project Costing when:

You run the Publish Actual Payable Time Application Engine process (TL_PY_PUB_TM) in Time and Labor to publish closed payable time records that will not be run through the Labor Distribution process.

The system uses the ACTUAL_TIME_ADD application message.
You use one of the payable time approval pages in Time and Labor to close payable time for time reporters whose time is not sent to payroll, or to close payable time for a time reporting code that is not sent to payroll.

The payable time record statuses are Closed and No Pay. The system uses the ACTUAL_TIME_ADD application message.
You make adjustments to time entries using the Adjust Paid Time page.

The payable time record status is Closed. The system uses the ACTUAL_TIME_ADD application message.
Payroll processes are completed for payable time record statuses of Closed, Paid - Labor Distributed, or Paid - Labor Diluted.

The system uses the ACTUAL_TIME_BATCH_ADD application message.

Important! If you activate the Don’t Publish to Project Costing option for certain time reporting codes (TRCs), and the transactions that are associated with those TRCs are used for costing, a discrepancy may occur between the costs that you track in Project Costing and the costs that you bill to customers.

Total costs in the general ledger system do not equal the total costs in Project Costing. The reason is because PeopleSoft Enterprise Payroll sends General Ledger all direct labor and employer-paid burden (indirect costs), such as taxes, deductions, benefits, and so on. Time and Labor sends Project Costing only direct labor costs.

Types of Labor Costs that Time and Labor Calculates

These two types of labor costs—gross estimated amounts and labor distribution amounts—are calculated in Time and Labor:

Gross Estimated Amounts: These are estimated labor costs. Estimated gross amounts are automatically calculated for every instance of payable time. These amounts can be picked up anytime during a payroll period and passed to Project Costing as time and labor accrual costs.

This option is automatically selected when you select the Interface with PS/Projects option on the Time and Labor TL Installation page.
Labor Distribution Amounts: Actual costs are calculated by your payroll system and returned to Time and Labor after the completion of a pay run. Project Costing considers all payable time that it receives to be additions to previously received time. Time and Labor sends offsets in rare cases when there is updated actual time.

Note. Contractors are usually not paid through the payroll system. If the Send to Payroll option is not selected in Time and Labor, only estimated gross amounts are brought into Project Costing for contractors. Depending on how your system is set up, labor-distributed costs could come into Project Costing as vouchers from PeopleSoft Payables.

Controlling Transactions Sent to Project Costing

You can prevent Time and Labor from sending transactions associated with specific time reporting codes (TRCs) to Project Costing.

Important! If you clear the Publish to Projects option for certain TRCs and the transactions that are associated with those TRCs contain project information, a discrepancy occurs in the project information between Time and Labor and Project Costing.

Time and Labor for Billing

Project Costing can use either actual amounts or estimates for billing purposes. Estimates are subject to change in Time and Labor until payroll costs are distributed. If rate adjustments or additional payments occur that were not originally recorded in the Time and Labor system, they can be adjusted and published to Project Costing as actual amounts.

At the time of actual paid amount processing, the system replaces Time and Labor billing rows from estimate processing that have not been billed. Changes to labor rows between actual processing and estimate processing can be any combination of the following:

Time can be charged to a different project or activity key ChartField.

For changes to a different project or activity key field, the original row from estimate processing is reversed.
Time can be charged to a different source type, category, or subcategory non-key ChartField.

For changes to source type, category, or subcategory non-key fields, original rows from estimate processing are reversed and an adjustment is created.
Quantity or amount charged to a project can be different.

For changes to quantity or amount, including fractional changes, delta rows are created. At the business unit level, you can have different criteria for creating delta rows that are based on changes to quantity only, amount only, or changes to both quantity and amount.

In some cases a large number of delta rows may be created. For example, if a business unit is set up for delta to amount, fractional changes may create many delta rows. In such cases, you may summarize delta rows at the business unit level.

Enterprise Integration Points Used in Time and Labor Integration

Project Costing uses these application messages to integrate Financials application tables with HCM application tables:

Messages	Integration Point Name	Message Channel	Publisher
BUS_UNIT_PC_SYNC BUS_UNIT_PC_FULLSYNC	BUSINESS UNIT TABLE PC	PROJECTS_SETUP	Project Costing
PROJECT_SYNC PROJECT_FULLSYNC	PROJECT TABLE	PROJECTS_SETUP	Project Costing
PROJECT_ACTIVITY_SYNC PROJECT_ACTIVITY_FULLSYNC	PROJECT ACTIVITIES	PROJECTS_SETUP	Project Costing
PROJ_ACTIVITY_STATUS_SYNC PROJ_ACTIVITY_STATUS_FULLSYNC	PROJECT ACTIVITY STATUS	PROJECTS_SETUP	Project Costing
RESOURCE_TYPE_SYNC RESOURCE_TYPE_FULLSYNC	PROJECT RESOURCE TYPE	PROJECTS_SETUP	Project Costing
RES_TYPE_CAT_LINK_SYNC RES_TYPE_CAT_LINK_FULLSYNC	PROJECT TYPE-TO-CATEGORY LINK	PROJECTS_SETUP	Project Costing
RES_CAT_SUB_CAT_LINK_SYNC RES_CAT_SUB_CAT_LINK_FULLSYNC	PROJECT CATEGORY-TO-SUBCATEGORY LINK	PROJECTS_SETUP	Project Costing
RESOURCE_CAT_SYNC RESOURCE_CAT_FULLSYNC	PROJECT RESOURCE CATEGORY	PROJECTS_SETUP	Project Costing
RESOURCE_SUB_CAT_SYNC RESOURCE_SUB_CAT_FULLSYNC	PROJECT RESOURCE SUBCATEGORY	PROJECTS_SETUP	Project Costing
PROJECT_TEAM_SYNC PROJECT_TEAM_FULLSYNC	PROJECT TEAM	PROJECTS_SETUP	Project Costing
PROJECT_STATUS_DEFN_SYNC PROJECT_STATUS_DEFN_FULLSYNC	PROJECT STATUS DEFINITION	PROJECTS_SETUP	Project Costing
PROJECT_STATUS_SYNC PROJECT_STATUS_FULLSYNC	PROJECT STATUS	PROJECTS_SETUP	Project Costing
UOM_SYNC UOM_FULLSYNC	UNIT OF MEASURE	ENTERPRISE_SETUP	Financials to HCM
BUS_UNIT_FS_SYNC BUS_UNIT_FS_FULLSYNC	BUSINESS UNIT TABLE FS	ENTERPRISE_SETUP	Financials to HCM
TIME_REPORTING_CODE_SYNC TIME_REPORTING_CODE_FULLSYNC	TIME REPORTING CODES	TIME_AND_LABOR_SETUP	Time and Labor
ACTUAL_TIME_ADD ACTUAL_TIME_BATCH_ADD	T&L ACTUAL TIME	ACTUAL_TIME	Time and Labor
ESTIMATED_TIME_BATCH_ADD	T&L ESTIMATED TIME	ESTIMATED_TIME	Time and Labor
TBLSET_CONTROL_INITIALIZE SETID_INITIALIZE	TABLE SET CONTROL	TBLSET_CONTROL	Financials to HCM
ESTIMATE_FORECAST_TIME_REQUEST Publish Batch Program: PC_TL_TO_PC Subscribe Batch Program: TL_PUB_TM_AE	ESTIMATE & FORECAST TIME REQUEST	ESTIMATED_TIME	Project Costing

Note. To research the technical details of any integration point used by PeopleSoft applications, refer to the online Interactive Services Repository found on the PeopleSoft Customer Connection website.

Integration Setup Steps

To integrate Time and Labor with Project Costing:

Activate the appropriate application messages used in Time and Labor integration.
Select analysis types for Time and Labor integration.
Select Time and Labor options for Project Costing integration.
Select Project Costing options for Time and Labor integration
Retrieve units of measure in Time and Labor from Project Costing.
Ensure that you have set up as a time reporter in Time and Labor each person who reports time to projects.
Populate the task entity prompt tables with values defined in Project Costing.
Set up task templates and task profiles that include project-related task entities.

You will complete some of these steps in Time and Labor.

See Also

PeopleSoft Enterprise Time and Labor 8.9 PeopleBook, "Integrating with PeopleSoft Financials and Enterprise Performance Management"

Setting Up Integration with Time and Labor

This section discusses how to:

Activate the appropriate application messages used in Time and Labor integration.
Select analysis types for Time and Labor integration.
Select Time and Labor options for Project Costing integration.
Select Project Costing options for Time and Labor integration

Pages Used to Set Up Integration with Time and Labor

Page Name	Object Name	Navigation	Usage
Installation Options - Project Costing Integration	INSTALLATION_PCINT	Set Up Financials/Supply Chain, Install, Installation Options, Project Costing Integration	Select analysis types for transactions from Time and Labor.
TL Installation	TL_INSTALLATION	Set Up HRMS, Install, Product and Country Specific, Time and Labor Installation, TL Installation	Configure options in Time and Labor to integrate with Project Costing. Note. You access this page through the PeopleSoft HCM database.
Project Costing Options	BUS_UNIT_OPT_PC	Set Up Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options	Specify options in the Time and Labor Interface group box to integrate with Time and Labor.

Activating Enterprise Integration Points Used in Time and Labor Integration

The necessary application messages that must be activated are listed in the Enterprise Integration Points Used in Time and Labor Integration section of this chapter. Detailed instructions for activating application messages are found in the PeopleSoft Enterprise Components for Financials and Supply Chain Management 8.9 PeopleBook.

See Activating Messaging Integration Points.

Selecting Analysis Types for Time and Labor Integration

Access the Installation Options - Project Costing Integration page.

These analysis types are the sample system data settings for integration with Time and Labor:

Time/Labor Actuals	PAY: Payroll expenses are brought into Project Costing after the close of a payroll period.
Time/Labor No Pay Actual	NPY: Used when hours are entered into Time and Labor with a time reporting code of BOH (bill but no pay). When brought into Project Costing, two rows are created: A TLB row for the billing portion of the allocation. An NPY row for the no-pay portion of the allocation. The system does not pay that person for those hours, and does bill the time for those hours.
Time/Labor Estimates	TLA: Estimates are brought into Project Costing for the open pay period.
Time/Labor Billing Estimate	TLB: To facilitate billing from estimates, TLB rows are created as part of estimate processing. Amounts are subject to change. TLB rows are also created after the close of a payroll period.
Contractor Time/Labor	TLC: Separate TLC cost rows are created after the close of a payroll period.

Note. If hours or units are reported in the Quantity field, the system uses the following basic formula to estimate gross: (TL_QUANTITY) x (COMPRATE + FACTOR_RATE_ADJ) x (FACTOR_MULT). No formula is used to estimate gross if a dollar amount is reported.

See PeopleSoft Enterprise Time and Labor 8.9 PeopleBook, "Understanding the Batch Process in Time Administration," Step 12: Performing Rounding, Task Distribution and Estimated Gross.

Time and Labor Integration

Load Time Automatically

Select for Time and Labor to publish time and labor actuals PAY rows to the Project Transaction table (PROJ_RESOURCE) as soon as payroll is complete.

Transaction rows are sent to Project Costing if:

The row contains a value for PC business unit, project ID, and activity ID.
The TRC is eligible to be sent to Project Costing (meaning that the Don't Send to Project Costing option is not activated for the TRC).

If you do not select Load Time Automatically, you must schedule a process to load data into the Project Transaction table from staging tables.

Note. Actuals are loaded automatically. Estimates are requested.

Selecting Time and Labor Options for Project Costing Integration

Access the TL Installation (Time and Labor Installation) page to set up your HCM database to integrate with Project Costing.

Interface with PS/Projects (Interface with PeopleSoft Project Costing)

Select this option, and the system automatically selects the Calculate Estimated Gross check box that tells the system to calculate the estimated costs associated with payable time when you run the Time Administration process.

See PeopleSoft Enterprise Time and Labor 8.9 PeopleBook, "Setting Up Basic Tables."

Selecting Project Costing Options for Time and Labor Integration

Access the Project Costing Options page to set up Project Costing options for Time and Labor integration.

See Also

Defining Project Options

Populating Time and Labor Tables with Project Costing Data

Integration between Project Costing and Time and Labor requires that information that must be present in both the Financials database and the HCM database for the system to operate properly.

This section discusses how to:

View project prompt tables in Time and Labor that are populated by Project Costing.
Set up taskgroups and workgroups.
Populate Project Costing tables with employee data.

Viewing Project Prompt Tables in Time and Labor

These eight tables in Time and Labor are populated by integration with Project Costing:

PC Business Unit (BUS_UNIT_TBL_PC)
Operational Projects (PROJECT)
Project Activities (PROJ_ACTIVITY)
Project Resource Type (PROJ_RES_TYPE)
Project Resource Category (PROJ_CATG_TBL)
Project Resource SubCategory (PROJ_SUBCAT_TBL)
Project Activity Team Member (PROJ_ACT_TEAM)
Project Status (PROJ_STATUS_TBL)

You can view, but not modify, these tables in Time and Labor. The Time and Labor system receives the units of measure table and tableset control tables that contain setID synchronization from Project Costing.

The system uses application messaging to synchronize prompt tables between the Financials and HCM databases.

Setting Up Taskgroups and Workgroups

After you populate project prompt tables, you set up task profile templates, task profiles, taskgroups, and workgroups in Time and Labor to track time for the projects, activities, business units, resource types, resource categories, and resource subcategories in Project Costing.

Important! You must set up a task profile template in Time and Labor that contains valid values for these fields: Project Costing Business Unit (BUSINESS_UNIT_PC), Project ID (PROJECT_ID), Activity ID (ACTIVITY_ID), Source Type (RESOURCE_TYPE), Category (RESOURCE_CATEGORY), and Subcategory (RESOURCE_SUB_CAT).

Populating Project Costing Tables with Employee Data

Regular employees and contractors are hired in PeopleSoft HCM and entered as time and labor employees and contractors. Tables in Project Costing are populated with employee data from your human resources system using enterprise integration points.

See Also

Defining Project Options

Reviewing and Loading Data to Project Costing Tables

This section discusses how to:

Review and edit time and labor data.
Load data into Project Costing tables.

Pages Used to Review and Load Data to Project Costing Tables

Page Name	Object Name	Navigation	Usage
Time and Labor Interface	INTFC_PROJ_TL_01	Project Costing, Review Costs, Time and Labor Interface, Time and Labor Interface	Review data that is moved from the HCM database to the Project Time and Labor Interface staging tables in the Financials database before it is loaded into the Project Transaction table.
Time and Labor	PC_TL_TO_PC	Project Costing, Cost Collection, Time and Labor, Time and Labor	Run the Time and Labor to Project Costing Application Engine process (PC_TL_TO_PC) that moves time and labor data from the Project Time and Labor Interface staging tables into the Project Transaction table.
Transaction List	PROJECT_EXPRESSG	Project Costing, Transaction Definitions, Transaction List, Transaction List	View Time and Labor data in the Project Transaction table.

Reviewing and Editing Time and Labor Data

Access the Time and Labor Interface page.

Make any necessary adjustments to transactions brought over from Time and Labor before moving them to the Project Transaction table.

Department	Department ID from Time and Labor.
Transaction Date	Date for which work was reported in Time and Labor.
Accounting Date	Pay period ending date.
Time Reporting Code	Element of compensation or group of several elements in which the system collects labor data, hours, amounts, or units worked.
Quantity	Number of hours worked. This field is blank if it is not applicable based on your Time and Labor setup.
Transaction Currency	Currency in which the labor transaction is reported. This value is maintained in the Foreign Currency field.
Transaction Amount	Transaction amount that reflects estimated or actual labor cost. When actual processing occurs, the multicurrency engine converts this amount to the project business unit amount based on the project business unit's base currency.

Loading Data into Project Costing Tables

Access the Time and Labor page.

Use this page to select the processing option, and click Run to initiate the Time and Labor to Project Costing process.

Load time from flat file

Select to import time data from a flat file. If selected, the Flat File group box appears.

Select Estimates to load data from the flat file into the Project Time and Labor Interface estimates staging table (INTFC_PROJ_EST).

Select Actuals to load data from the flat file into the Project Time and Labor Interface actuals staging table (INTFC_PROJ_ACT).

Enter the flat file name and its directory path in the File Name field.

Process Actuals

Select to process all actuals. This option moves Time and Labor data from the Project Time and Labor Interface actuals staging table into the Project Transaction table.

Request Estimates

Select to request all estimates data to be sent from the Project Time and Labor Interface estimates staging table into the Project Transaction table.

Note. Labor amounts that differ from the business unit currency are converted during the integration process if the appropriate exchange rates are set up.

Loading Time from a Flat File

This process reads from the flat file and loads time to the same interface tables that are used to integrate with the Time and Labor system. Two file layout objects are provided for this feature:

PROJ_ACTUAL_TIME
PROJ_ESTIMATED_TIME

Before running the process from the run control page, be sure the order of time data fields in the flat file matches the order of fields in the delivered file layout definitions on a one-to-one basis. If it does not, change the order of the data fields in either the flat file or the file layout definition.

The process supports comma-separated, value files (*.csv).

Billing for Labor Transactions

When the Project Transaction table is populated with labor data, the estimated gross rows are identified with an analysis type of TLA. Each transaction ID on these rows has an A suffix. Identical rows are also created with an analysis type of TLB and a transaction ID suffix of B for billing purposes.

A subsequent run of the process to extract estimated gross rows from Time and Labor deletes all TLA rows. In addition, it replaces TLB rows that have created unbilled billing rows as indicated by a billing distribution status of W (worksheet) or D (done) with the updated estimated gross amounts.

See Also

Processing Multiple Currencies

Integrating with Contracts and Billing

Enterprise PeopleTools 8.46 PeopleBook: PeopleSoft Process Scheduler