User Guide Oracle Hospitality Labor Management

2Labor Management SetupFollow these high-level steps to set up Labor Management. You can also use theseinstructions as a guideline for troubleshooting and maintenance.1.Configure Reporting and Analytics:a.Create and configure the organization and locations.b.Enable Labor Management in each level.c.Configure the Labor Management portlets and permissions.2.Configure the Labor Management organization settings.3.Configure the rules and calendars for locations in the organization.4.Assign the rules and calendars for each location.5.Configure payroll settings.This section consists of the following topics:Portlets and Permissions for Labor ManagementReporting and Analytics handles Labor Management roles and permissions through theLabor Management portlets. The Oracle Hospitality Reporting and Analytics User Guidecontains more information about roles and portlets in Reporting and Analytics.Human ResourcesThe Human Resources portlet controls access to employee records and human resourcesadministration.The following table describes the permissions for employee record operations. Configureemployee record templates to toggle the visibility of individual fields.Table 2-1Employee Record PermissionsPermissionDescriptionCan Add Employee RecordsThis permission lets users: Add a new employee and fill out information in theGeneral, Contact Information, I9 Information,Exemptions, Payroll Information, Status, LocationConfiguration, and Veteran Status tabs. Assign a job with the default pay rate in the Job Ratessection of the Location tab. Configure Point-of-Sale information at a location in thePOS Configuration section of the Location tab.Can View Employee RecordsThis permission lets users view the General, ContactInformation, I9 Information, Exemptions, PayrollInformation, Status, and Veteran Status tabs.2-1

Chapter 2Portlets and Permissions for Labor ManagementTable 2-1(Cont.) Employee Record PermissionsPermissionDescriptionCan Modify Employee Records This permission lets users: View and edit the employee records. Click Transfer to assign the employee to a new homestore.Can Assign Employee to Workin Another StoreThis permission lets users assign an employee to an away storeusing the Location Configuration tab. This permission doesnot let users transfer employees.Can Add Pay RatesThis permission lets users assign a job with the default pay ratein the Job Rates section of the Location Configuration tab.Can Modify Pay RatesThis permission lets users assign a job with an override payrate in the Job Rates section of the Location ConfigurationtabCan Modify Historical PayRatesThis permission lets users set a date in the past as the effectivedate in the Job Rates section of the Location Configurationtab.For example, users with this permission can retroactivelyincrease the pay rate for employees to correct a pay rate erroror to account for the delayed processing of a pay rate change.Can View Pay RatesThis permission lets users view employee information. TheLocation Configuration tab only shows jobs with hourly rates.Can View Salaried Pay RatesThis permission lets users view employee information. TheLocation Configuration tab shows jobs with hourly rates andjobs with salaried rates.Can Add Portal UsersThis permission lets users create and assign a Reporting andAnalytics user account for an employee using the Portal Usertab.This permission requires the Can Add Employee Records or theCan Modify Employee Records permission.Can Rehire EmployeesThis permission lets users click Rehire in the employeerecords menu to assign a terminated employee to a new job.Allow Employee PromotionThis permission lets users assign a job with a higher pay ratethan the current job.The following table describes the permissions for organization-wide human resourcesadministration:Table 2-2Human Resources Administration PermissionsPermissionDescriptionHR AdministratorThis permission gives access to the Admin menu. This letsusers view and make changes to organization-widehuman resources configurations, such as employee profiletemplates, job definitions, labor laws, and job categories.This permission does not let users configure employeeclasses.2-2

Chapter 2Portlets and Permissions for Labor ManagementTable 2-2(Cont.) Human Resources Administration PermissionsPermissionDescriptionCan Use EmployeeAvailabilityThis permission gives access to the Employee Availabilityconfiguration. This lets users view and make changes toworking hour availability and unavailability preferencesfor employees.Can Administer RestrictedEmployee ClassesThis permission gives access to the Access EmployeeClasses configuration from the Admin menu, andrequires the HR Administrator permission.This lets users control which Point-of-Sale employeeclasses can be assigned to employees by each Reportingand Analytics role. For example, this permission letsadministrators prevent roles with minimal access fromcreating an employee belonging to a Point-of-Saleadministrator class.Can Assign Premium PayRules to an EmployeeThis permission gives access to the Assign Premium PayRules to an Employee configuration. This lets users view,add, and change premium pay assignments to employees.Disable Validation ofWOTC/I9/BG CodeThis permission disables validation for Work OpportunityTax Credit (WOTC), I-9, or BG codes when entered orchanged by users belonging to this role. This permissionrequires enabling Social Security Validation for the UnitedStates in the organization settings. Contact your systemadministrator if the option is not available in yourReporting and Analytics organization.Payroll PreprocessingThe Payment Preprocessing portlet controls access for viewing and editing employee timecards.The following table describes the permissions that pertain to viewing, editing, and approvingemployee pay for a given work period:Table 2-3Time Card PermissionsPermissionDescriptionCan View Employee Time Card This permission gives access to the Bulk Edit Time Cards,RecordsTime Cards, Time Card Summary, and the View Time CardSummary Shared Employee configurations. This lets usersview time cards by employee, by date, and by location.Can Modify Time Card Records This permission lets users make changes to time cards loggedby employees assigned to their store.for Home Store EmployeesCan Modify Time Card Records This permission lets users make changes to time cards loggedfor non-Home Storeby employees assigned to other stores. This permission can beEmployeesused for cases such as when an employee fills in at a differentlocation, or to let managers to cover time card approvals foranother location.Can Add Employee Time CardRecordsThis permission lets users add time cards for employees.2-3

Chapter 2Portlets and Permissions for Labor ManagementTable 2-3(Cont.) Time Card PermissionsPermissionDescriptionCan Add Employee Other PayThis permission gives access to the Other Pay Assignment byLocation, Other Pay Assignment by Employee, and OtherPay Overheads Assignment configurations. This lets usersassign payroll bonuses, deductions, and any other one-timepayroll effects to employees. This permission does not giveaccess to creating and configuring Other Pay types.Can Delete Open PayrollPeriod Other Pay RecordsThis permission shows the Delete button in the Other Payconfiguration pages. This permission requires the Can AddEmployee Other Pay permission.Allow non-HomestoreEmployees to be included inSearch ResultsThis permission lets users to search for and view time cardsfor employees assigned to other stores.Restrict Negative HoursAdjustmentsThis permission stops users from reducing the number ofhours worked in a time card.The following table describes the permissions for payment operations:Table 2-4Payroll Operations PermissonsPermissionDescriptionCan Close Labor PeriodsThis permission gives access to Close Labor Period andlets users close a payroll period.Can Reopen Closed LaborPeriodsThis permission gives access to Reopen Closed LaborPeriod and lets users reopen a closed payroll period.PP AdministratorThis permission gives access to the Admin menu and tothe configuration pages for labor rules and restrictions,such as pay rules, overtime rules, break rules, andlocation assignment. This permission does not let usersconfigure tip pool profiles.Access to Tip PoolConfigurationThis permission gives access to the Tip Pool Profileconfiguration from the Admin Menu. This lets usersconfigure tip pools and tipping periods for a location. Thispermission requires the PP Administrator permission.Access to Tip Pool Collection This permission gives access to Manual Tip PoolAllocation and lets users manually enter tip poolamounts for an assigned tip pool configuration.Scheduling - ScheduleThe Scheduling - Schedule portlet controls access to the schedule editors for viewingor configuring schedules.2-4

Chapter 2Portlets and Permissions for Labor ManagementTable 2-5Schedule Editor PermissionsPermissionDescriptionView SchedulesThis permission gives access to the Basic Schedule Editor andAdvanced Schedule Editor. This lets users view schedulesusing either interface.Can generate a schedule fromscratchThis permission lets users create a schedule using theAdvanced Schedule Editor without a schedule profile.Can Edit a ScheduleThis permission lets users make changes to a generatedschedule.Can Approve/Reject ScheduleThis permission gives access to Schedule Approval/Rejectionand lets users approve or reject a schedule that has beensubmitted.Can set locking for a locationThis permission shows users the Schedule Lock button whenassigning a schedule or staffing profile to a location using theAssign Profiles to Organization Level Staffing Profile menu.The button lets the user lock the schedule at the location levelor the revenue center level, preventing other users of thespecified level from editing the schedule using the AdvancedSchedule Editor.The Basic Schedule Editor always locks schedules from editingby more than one user. System administrators can set theEnable Multi-User Locking in Basic Schedule organizationsetting to let more than one user edit a schedule using theBasic Schedule Editor.Can override the lockThis permission lets users open a locked schedule with theAdvanced Schedule Editor. The user can then select whether totake ownership of the lock, causing all unsaved changes fromthe previous owner to be lost.This permission does not let users take ownership of aschedule using the Basic Schedule Editor. Systemadministrators can set the Enable Multi-User Locking inBasic Schedule organization setting to let more than one useredit a schedule using the Basic Schedule Editor.Create Schedule withoutpreselecting RVCThis permission lets users add shifts without selecting arevenue center in the Advanced Schedule Editor.Can Recall UnapprovedScheduleThis permission lets users click Recall in the AdvancedSchedule Editor to undo the submission of a schedule that hasnot yet been approved or rejected.Can Edit Approved ScheduleThis permission lets users make changes to an approvedschedule, and then publish the updated schedule for approval.Scheduling - AdminThe Scheduling - Admin portlet controls permissions for viewing and editing schedulecreation profiles.2-5

Chapter 2Portlets and Permissions for Labor ManagementTable 2-6Schedule Profile PermissionsPermissionDescriptionView Schedule ProfilesThis permission gives access to Schedule Profiles. Thislets users view schedule configuration profiles for theorganization.Add/Edit/Delete ScheduleProfilesThis permission lets users add or delete schedule profiles.Access Role-based EditConfigurationThis permission gives access to Schedule EditRestrictions. This lets users define how much a role canchange the total Labor Cost % of a schedule. For example,if a user belonging to a role with a limit of 50% makeschanges to a schedule with 20% Labor Cost, the user canadd, delete, or modify shifts so that the schedule results ina Labor Cost% of no less than 10% (-50%) and no morethan 30% ( 50%).Staffing - ProfileThe Staffing - Profile portlet controls permissions for viewing and editing staffingrequirements profiles.Table 2-7Staffing Profile PermissionsPermissionDescriptionView Staffing ProfileThis permission gives access to Staffing Profile Creation.This lets users view a list of staffing profiles, a list of jobprofiles assigned to each staffing profile, and the specificconfigurations for each job profile.Add/Edit/Delete StaffingProfileThis permission lets users add, change, and delete staffingprofiles and job profiles associated with the staffingprofile.View Assignment To OrgLevelThis permission gives access to Assign Profiles toOrganization Level. This lets users view the staffingprofiles and scheduling profiles that have been assignedto organizations, levels, and locations.Add/Edit/Delete Assignment This permission lets users assign staffing profiles andscheduling profiles to organizations, levels, and locations.To Org LevelStaffing - AdminThe Staffing - Admin portlet controls permissions for viewing and editing skillrequirements and station assignments for locations.Table 2-8Staffing Profile PermissionsPermissionDescriptionView Stations/SectionsThis permission gives access to Station/SectionsDefinitions. This lets users view the list of stations createdfor locations in the organization.2-6

Chapter 2Portlets and Permissions for Labor ManagementTable 2-8(Cont.) Staffing Profile PermissionsPermissionDescriptionAdd/Edit/Delete Stations/SectionsThis permission lets users create, change, or deletestations for the organization.View Assign Station toOrganization LevelThis permission gives access to Assign Station toOrganization Level. This lets users view the stations thathave been assigned to locations.Add/Edit/Delete AssignStation to OrganizationLevelThis permission lets users assign multiple stations to asingle location, or assign a single station to multiplelocations.View the assignment ofSkills and Stations toStaffing RequirementsThis permission gives access to Assign Skill Levels toStaff Requirements. This lets users view the skill levelsand stations that have been assigned as required.Add/Edit/Delete theassignment of Skills andStations to StaffingRequirementsThis permission lets users assign skills and stations asstaffing requirements for specific jobs and specific days ofthe week.Staffing - RequirementsThe Staffing - Requirements portlet lets users generate a staffing requirements forecast ondemand.Scheduling - Employee Self ServiceThe Scheduling - Employee Self Service portlet controls the actions that can be taken bylocation employees regarding their shifts and schedules.Table 2-9Employee Self Service PermissionsPermissionDescriptionCan Use Management Request This permission gives access to Management RequestApprovalApproval. This lets users approve or reject schedule changesfor employees under their management.Can View Employee Schedulewith In-time onlyThis permission gives access to Employee Schedule, whichlets users access their approved schedules and view the starttimes for every shift. Users with the Can View All Functionprivilege can also see the end times for every shift.Can View All FunctionThis permission lets users request shift changes, request timeoff, and use the shift pool through the Employee Schedule.Can Use Request Shift ChangeThis permission lets users request shift changes through theEmployee Schedule.Can Use Request Time OffThis permission lets users request time off through theEmployee Schedule.Can Use Shift PoolThis permission lets users send and take shifts in the shift poolthrough the Employee Schedule.Can Access Employee MasterData on Mobile ESSThis permission lets users access contact info for employees.2-7

Chapter 2Configuring Locations for Labor ManagementConfiguring Locations for Labor ManagementLabor Management enables you to assign configurations at the location level. This letsyou define configurations that suit each individual location while retaining usability forconfigurations. To ensure legal compliance, optimal performance, reporting accuracy,and compatibility with all available features, set up the following for each location:1.In Reporting and Analytics, create configurations for the following rules andcalendars:ConfigurationGo ToClocking grace periods and clockingprivilegesTimekeepingOvertime pay rules and ratesOvertimePremium pay, bonuses, and deductionsPremium Pay, Bonuses, and DeductionsCompliance with regional wage laws and Labor Law Compliancetip laws2.Compliance with regional child laborlawsLabor Law CompliancePay period intervals for payroll trackingand calculationsPay PeriodsStore work hours, break periods, andrestrictionsWork Hours and Break PeriodsTip pool collection and distributionmethods and amountsTip PoolsHuman resource settings such as: Adding employees Ethnicity Skill level definitions School district information Direct deposit bank informationEmployee ManagementSchedule creation and approvalSchedulingStaffing requirements and skill levelassignmentsStaffingIn Reporting and Analytics, click Labor, click Payroll Administration, clickAdmin, and then click Location Configuration.a.In the Location Selection list, select the location.b.To assign rules for time-keeping and labor calculations, select Labor PayRule, and then select a configured rule.c.To assign a pay period, select Pay Period Calendar, and then select aconfigured pay period cycle.d.To apply wage and tip compliance rules, select Wage and Tip Law, and thenselect a configured set of rules.e.To apply child labor compliance rules, select Child Labor Law, and thenselect a configured set of rules.2-8

Chapter 2Configuring Password Securityf.To assign collection and distribution for implementing a tip pool, select Tip Pool, andthen select a configured tip pool profile.g.For each configuration, select a start date for enabling the rule at the location. Youcannot select an earlier day than the start date configured in the rule.You can set an end date for child labor laws.h.3.Click Save to save changes for the selected locations.To verify the Location Configuration settings for a location:a.In Reporting and Analytics, click Labor, click Payroll Administration, click Admin,and then click Configuration Review.b.Select a location,

User Guide Release 9.0 E72276-08 August 2020. Oracle Hospitality Labor Management User Guide, Release 9.0 . Employee Self Service 2-7 Configuring Locations for Labor Management 2-8 . Oracle Hospitality produc