Oracle Global Human Resources Cloud Using Absence Management 19A

Transcription

1 Oracle Global Human Resources Cloud 19A

2 19A Part Number F Copyright , Oracle and/or its affiliates. All rights reserved. Authors: Suchandra Dutta Roy, Srinivas Vellikad, Essan Ni Jirman, Lynn Raiser This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, then the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/ or documentation, delivered to U.S. Government end users are "commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group. This software or hardware and documentation may provide access to or information about content, products, and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services unless otherwise set forth in an applicable agreement between you and Oracle. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services, except as set forth in an applicable agreement between you and Oracle. The business names used in this documentation are fictitious, and are not intended to identify any real companies currently or previously in existence.

3 Contents Preface i 1 Absence Management Usage Overview 1 : Overview Schedule and Record Absences 5 Absence Recording Statuses: Explained... 5 Recalculate Absences: Explained... 5 Worker Schedule: How It's Determined... 6 Work Day Definition: Explained... 8 FAQs Effective Dates in Absence Management 15 Date Effectivity: Explained Correcting Date-Effective Objects: Examples Updating Date-Effective Objects: Examples FAQs Absence Types, Reasons, and Categories 21 Absence Management Components: How They Work Together Absence Display and Processing Rules: Explained Absence Approval and Processing Rules: Explained Absence Dates and Duration Rules: Explained Enabling Override Daily Duration: Procedure Absence Supplemental Details Configuration: Explained Absence Start Date Validation Rule: Examples Absence Late Notification Assessment Rule: Example Associating Concurrent Absence Plans with an Absence Type: Example Prioritizing Absence Plans for an Absence Type: Examples Configuring a Concurrent Absence Type: Example Creating an Absence Type for Scheduling Vacation Time: Worked Example FAQs... 33

4 5 Accrual Absence Plans 35 Absence Plan Types: Critical Choices Accrual Plan Rules: Points to Consider Accrual Plan Term Types: Critical Choices Accrual Plan Enrollment and Termination: Explained Absence Plan Eligibility: Explained Accrual Frequency Definition: Critical Choices Accrual Plan Limits: Explained Accrual Bands: Examples Discretionary Disbursement: Explained Accrual Balance Adjustments: Points to Consider Enabling Accrual Balance Adjustment Options: Critical Choices Creating a Vacation Accrual Plan: Worked Example Qualification Absence Plans 51 Absence Plan Types: Critical Choices Qualification Plan Rules: Points to Consider Qualification Plan Term Types: Critical Choices Qualification Plan Term Overlap Rules: Critical Choices Qualification Enrollment and Termination Rules: Explained Absence Plan Eligibility: Explained Qualification Bands: Examples Evaluating Entitlement without Absence Record: Explained Qualification Plan Entitlement: How It Appears Creating a Maternity Qualification Plan: Worked Example Shared Parental Leave Agreement: Explained Compensatory Time 71 Compensatory Time: Overview Compensatory Plan: Points to Consider Earned Compensatory Time Expiration: Critical Choices Donation 75 Donation: Explained Donation Plan: Points to Consider Enabling Paid Time Off Donations: Procedure... 76

5 9 Absence Certifications 79 Absence Certification Requirement Components: Points to Consider Absence Certification Requirement Type: Points to Consider Absence Certification Requirement Trigger: Points to Consider Absence Certification Requirement Phases and Actions: Points to Consider Creating an Absence Certification Requirement: Worked Example Integrated Workbooks for Loading Absence Data 85 Integrated Workbooks for Absence Management: Points to Consider Updating Absence Data Using HCM Spreadsheet Data Loader: Procedure Setting Up the Desktop Integration for Excel: Procedure Using Desktop Integrated Excel Workbooks: Points to Consider Troubleshooting the Desktop Integration for Excel: Procedure FAQ HCM Extracts for Absence Data 91 Extracting Absence Data Using HCM Extracts: Points to Consider Defining an Extract: Worked Example Rate Definitions for Absence Payments 99 Rate Definitions for Absence Payments: Explained Rate Definitions: Explained Configuring Rate Definitions: Points to Consider Creating Rate Definitions for Leave: Worked Example Eligibility Profiles for Absence Plans 109 Eligibility Profiles for Absence Plans: Explained Eligibility Components: How They Work Together Derived Factors: Explained Derived Factors: Examples Range of Scheduled Hours: Example Eligibility Profiles: Explained Eligibility Profiles: Examples Combining Eligibility Criteria or Creating Separate Profiles: Points to Consider Creating an Eligibility Profile: Worked Example FAQs

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7 Preface Preface This preface introduces information sources that can help you use the application. Using Oracle Applications Using Applications Help Use help icons to access help in the application. If you don't see any help icons on your page, click your user image or name in the global header and select Show Help Icons. Not all pages have help icons. You can also access Oracle Applications Help. Watch: This video tutorial shows you how to find help and use help features. You can also read Using Applications Help. Additional Resources Community: Use Oracle Cloud Customer Connect to get information from experts at Oracle, the partner community, and other users. Guides and Videos: Go to the Oracle Help Center to find guides and videos. Training: Take courses on Oracle Cloud from Oracle University. Conventions The following table explains the text conventions used in this guide. Convention boldface Meaning Boldface type indicates user interface elements, navigation paths, or values you enter or select. monospace Monospace type indicates file, folder, and directory names, code examples, commands, and URLs. > Greater than symbol separates elements in a navigation path. Documentation Accessibility For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website. Videos included in this guide are provided as a media alternative for text-based help topics also available in this guide. i

8 Preface Contacting Oracle Access to Oracle Support Oracle customers that have purchased support have access to electronic support through My Oracle Support. For information, visit My Oracle Support or visit Accessible Oracle Support if you are hearing impaired. Comments and Suggestions Please give us feedback about Oracle Applications Help and guides! You can send an to: ii

9 Chapter 1 Absence Management Usage Overview 1 Absence Management Usage Overview : Overview Provide accurate absence records for reporting and payroll calculations using the Manage Absences business process. The following figure depicts the business activities for different roles within this business process. Human Resource Specialist Maintain Absence Enrollments Manage Absence Processing Report and Analyze Absence Data Workers and Managers Schedule and Record Absences Administrators Setup Maintenance Tasks, such as Managing Absence Plans and Types Maintain Absence Enrollments HR specialists use the Manage Absence Records and Entitlements page to: Record absences Review entitlements and balances for the absence period Review plans that the worker is currently enrolled in Calculate accruals Adjust plan balances Enroll workers in new plans 1

10 Chapter 1 Absence Management Usage Overview Schedule and Record Absences Workers, or their managers: Record absences Review the daily breakdown for the absence period Create absence cases to group related absences, such as absences due to long-term illness Manage Absence Processing HR specialists run the following processes using the Schedule and Monitor Absence Processes task in the Absences work area: Process Name Evaluate Absences Description Calculates entitlements for unprocessed absences based on absence plan rules Update Accrual Plan Enrollments Updates enrollments based on the new hire and transfer events for multiple workers Calculate Accruals and Balances Calculates the accrual balances for multiple workers under an accrual absence plan Evaluate Certification Updates Checks whether certification requirements for multiple workers are past their due dates Report and Analyze Absence Data HR specialists: Review lists of workers for various parameters such as absence category or type Review workers' absence history to investigate issues Analyze absence cases to make informed decisions while reviewing existing policies Managers can review absence analytics that enable them to compare absence trends in their organizations over a period of time. Maintain Absence Setup Administrators can: Perform periodic maintenance of the absence plans, types, and reasons Create and update rate definitions, derived factors, eligibility profiles, repeating time periods to associate with absences 2

11 Chapter 1 Absence Management Usage Overview Absence Management Work Areas To manage absences, start from the following work areas: Role HR Specialist Manager Worker Administrator Navigation to Work Area Select Navigator - My Client Groups - Person Management Select Navigator - My Team - Manager Resources Dashboard Select Navigator - Me - Absences Select Navigator - My Client Groups - Absences Related Topics Absence Recording Statuses: Explained 3

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13 Chapter 2 Schedule and Record Absences 2 Schedule and Record Absences Absence Recording Statuses: Explained This topic explains absence record statuses that change based on time and events. Absence Statuses An absence record displays any of the following statuses: Status Saved Description The absence request is saved but yet to be submitted. Awaiting approval Withdrawn Denied The submitted absence is waiting to be approved. On approval, the status changes to Scheduled or Completed. The submitted absence is canceled. The submitted absence was not approved. A rejected absence record does not display any longer in the Absence Records section. Scheduled In progress Completed An approved absence request for a period in the future. The absence period of the approved absence has started. An approved absence for a period in the past. Pending re-evaluation The submitted future absence is placed in this status if there is a change in work schedule that affects the future absence. The status changes only when the administrator runs the Evaluate Absences process using the Schedule and Monitor Absence Processes task in the Absences work area. Awaiting withdrawal approval The canceled absence is waiting to be approved. On approval, the status changes to Withdrawn. Recalculate Absences: Explained When you schedule an absence, at times an error may occur for the current absence or existing absences. You can view this error on the Absence Records section of the Manage Absences and Entitlements page. To take corrective action and resolve the error, click the View Error link for the absence record under the Processing Status column for more details. 5

14 Chapter 2 Schedule and Record Absences After you resolve the error, click Recalculate on the Manage Absences and Entitlements page, in the Absence Records section to reprocess the absence. You can select one of the following options for reprocessing: Reprocess Future Absences: Run this process if there is an error with a future absence. For example, if you record an absence today, the plan balance is recalculated. If there are any future absences starting from that date, there may be an error if the plan balance is low. In this scenario, you can take corrective action, such as increasing the accrual limit, and then selecting the Reprocess Future Absences option. Run Post Approval Process: Run this process if there is an error after an absence is approved. For example, if there is a payroll integration issue because the absence element eligibility is incorrect. In this scenario, you can take corrective action, such as attaching the relevant absence element to the absence plan, and then selecting the Run Post Approval Process option. Worker Schedule: How It's Determined The schedule for a worker during a selected time period is automatically determined using: The schedule or work hours that the worker presently follows Calendar events and work schedule resource exceptions Absence entries during that period How the Worker Schedule Is Determined The application uses the following sequence to determine which schedule applies to a worker's assignment: Sequence Schedule Source Schedule Contents 1 The published workforce management (WFM) schedule The worker schedule is the WFM schedule. The WFM schedule includes, by default, all work week and work schedule settings, standard working hours, calendar events, resource exceptions, and absences. 2 The employment work week The work week configured on the worker's employment record, calendar events, and absences. 3 The work schedule assigned to one of these levels, in the specified order; it stops as soon as it finds a primary schedule 1. Primary assignment of the worker 2. Position 3. Job 4. Department 5. Location 6. Legal Employer 7. Enterprise The work schedule, calendar events, resource exceptions, and absences. 6

15 Chapter 2 Schedule and Record Absences Sequence Schedule Source Schedule Contents 4 The standard working hours defined for the worker's primary assignment The standard working hours, calendar events, and absences. 5 The default hours 8:30 AM to 5:00 PM The default hours, calendar events, and absences This figure is a visual representation of how a worker's schedule is determined. Search for the worker schedule Published WFM schedule found? No Yes Employment work week found? No Primary work schedule found? No Standard working hours found? Yes Use as worker schedule No Use the default hours Examples These scenarios show you how a worker's schedule changes depending on where you define the primary work schedule. 7

16 Chapter 2 Schedule and Record Absences Scenario You assigned a primary work schedule at the enterprise level. Since workers belonging to a particular department in that enterprise follow different work hours, you assigned a different primary work schedule to that department. Results The department-level primary work schedule determines the worker's schedule because the department-level schedule takes precedence over the one defined at the enterprise level. In the same example, you assigned a primary work schedule to a worker (primary assignment) belonging to the same department. The primary work schedule you defined at the worker level takes precedence over the ones defined at other levels. This figure is a visual representation of the two scenarios. Enterprise Primary Schedule Primary Schedule Department 1 Department 2 Department 3 Primary Schedule Enterprise schedule determines worker schedules Department schedule determines worker schedules Enterprise schedule determines worker schedules Primary assignment schedule determines worker schedule The calendar events and resource exceptions that exist in the primary work schedule, and any absences during the selected time period, affect the worker's schedule. Work Day Definition: Explained Use work day definitions to identify the day that time is earned using a spanning days rule and associated group threshold, and tie handling. Also identify an overtime day start time. Create definitions that support your policies for processing absence and time data. Use the Manage Work Day Definitions task in the Setup and Maintenance work area. The task is in the Workforce Management and Time and Labor functional area of the Workforce Deployment offering. Assign a work day definition to an employee on the Manage Employment tab of the Person Management work area. Use the Assignment Hours Details icon next to the Working Hours field. 8

17 Chapter 2 Schedule and Record Absences You can use work day definitions in absence calculations, time calculations, or both. Spanning Days Rule Earned day spanning days rule options include: Day with most hours Split at day start time Start day Stop day Scheduled shift reference day Time calculations use the specified rule to determine the earned day for time entries that span multiple days. Absence calculations use the specified rule to determine the reference day. The reference date determines the day on which to add time to or subtract time from plan and time off in lieu balances. For example, an employee is scheduled to work night shifts starting Monday evening and ending Saturday morning. Each shift starts at 10:00 PM and ends at 6:00 AM. Work days for this employee start at 12:00 AM. The employee schedules an absence from 10:00 PM Monday, January 11 to 6:00 AM Tuesday, January 12. If the selected spanning days rule is: Start day, the reference day is the date that the absence starts. The absence calculation determines that payroll should process all 8 hours of absence for Monday, January 11. Split at day start, there are two reference days, Monday and Tuesday. The absence calculation determines that payroll should process 2 hours of absence for Monday, January 11 and 6 hours of absence for Tuesday, January 12. The overtime spanning days rule splits single time entries into 2 entries at the day start time for overtime calculations. If you use work day definitions for both absence and time calculations, ensure that the calculations generate the expected results. Grouping Threshold You can group time entries based on the minutes of nonworked time between the entries. For example, you have a grouping threshold of 240 minutes. Time entries separated by nonworked time that is less than 240 minutes are grouped together. Rather than considering each time entry individually, the earned day spanning days rule considers the grouped time entries: Spanning Days Rule Day with most hours Grouping Threshold Effect Summed duration of the grouped entries Start day Start day of the earliest entry in the group Stop day Stop day of the latest entry in the group Scenario 1: The day start is 12:00 AM and the grouping threshold is 240 minutes. The spanning days rule is either Start day or Stop day. Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Reported Regular 06:00 PM -- 11:00 PM 01:00 AM -- 04:00 AM 01:00 AM -- 04:00 AM 3:30 AM -- 06:00 AM 01:00 AM -- 04:00 AM 9

18 Chapter 2 Schedule and Record Absences Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Regular 07:00 PM -- 12:00 AM 06:00 PM -- 11:00 PM 06:00 PM -- 11:00 PM Total Daily Reported Hours Rule: Time entry start Time calculations use... Regular 06:00 PM -- 01:00 AM (today) 07:00 PM -- 12:00 AM (today) 06:00 PM -- 11:00 PM (today) 03:30 AM -- 06:00 AM (today) 06:00 PM -- 11:00 PM (today) Regular 01:00 AM -- 04:00 AM (from Day 2) 01:00 AM -- 04:00 AM (from Day 3) 01:00 AM -- 04:00 AM (from Day 6) Total Daily Calculated Hours Rule: Time entry stop Time calculations use... Regular 06:00 PM -- 11:00 PM (from Day 1) 07:00 PM -- 12:00 AM (from Day 2) 03:30 AM -- 06:00 AM (today) 06:00 PM -- 11:00 PM (from Day 5) Regular 01:00 AM -- 04:00 AM (today) 01:00 AM -- 04:00 AM (today) 05:00 AM -- 08:00 AM (today) Regular 06:00 PM -- 11:00 PM (today) Total Daily Calculated Hours Scenario 2: The day start is 12:00 AM and the grouping threshold is 240 minutes. The spanning days rule is Day with most hours. Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Reported Regular 06:00 PM -- 11:00 PM 01:00 AM -- 04:00 AM 01:00 AM -- 04:00 AM 03:30 AM -- 06:00 AM 12:00 AM -- 04:00 AM 10

19 Chapter 2 Schedule and Record Absences Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Regular 07:00 PM -- 12:00 AM 06:00 PM -- 11:00 PM 07:00 PM -- 10:00 PM Total Daily Reported Hours Time calculations use... Regular 06:00 PM -- 11:00 PM (today) 07:00 PM -- 12:00 AM (today) 06:00 PM -- 11:00 PM (today) 03:30 AM -- 06:00 AM (today) 07:00 PM -- 10:00 PM (from Day 5) Regular 01:00 AM -- 04:00 AM (from Day 2) 01:00 AM -- 04:00 AM (from Day 3) 12:00 AM -- 04:00 AM (today) Total Daily Calculated Hours Tie Handling Work day definitions that use the spanning days rule Day with most hours, may have instances where duration totals for both days are the same. When this happens, the tie handling selection applies; either Time entry start or Time entry stop. Scenario: The day start is 12:00 AM and the spanning days rule is Day with most hours. The tie-handling rule is either Time entry start or Time entry stop. Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Reported Regular 04:00 AM -- 08:00 AM 08:00 PM -- 04:00 AM 04:00 AM -- 08:00 AM 08:00 PM -- 04:00 AM 08:00 PM -- 04:00 AM Absence 08:00 PM -- 04:00 AM Regular 08:00 AM -- 04:00 PM Total Daily Reported Hours Tie-handling: Start Day Time calculations use... Regular 04:00 AM -- 08:00 AM (today) 08:00 PM -- 04:00 AM (from Day 3) 08:00 AM -- 04:00 PM (today) 04:00 AM -- 08:00 AM (today) 08:00 PM -- 04:00 AM (from Day 6) 11

20 Chapter 2 Schedule and Record Absences Payroll Hours Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Absence 08:00 PM -- 04:00 AM (from Day 2) Regular 08:00 PM -- 04:00 AM (from Day 5) Total Daily Calculated Hours Tie-handling: Stop Day Time calculations use... Regular 04:00 AM -- 08:00 AM (today) 08:00 PM -- 04:00 AM (today) 04:00 AM -- 08:00 AM (today) 08:00 PM -- 04:00 AM (today) 08:00 PM -- 04:00 AM (today) Absence 08:00 PM -- 04:00 AM (today) Regular 08:00 AM -- 04:00 PM (today) Total Daily Calculated Hours Related Topics Formulas and Types of Time Rule Templates: Explained FAQs How can I enroll and disenroll workers in accrual plans? Use the Update Accrual Plan Enrollments process to update enrollments for multiple workers based on the new hire and transfer events. You can schedule this process on the Schedule and Monitor Absence Processes page in the Absence Administration work area. You can also use this process to update enrollments of multiple workers for a specific accrual plan. To update enrollments for a specific worker, search for the worker on the Person Management page. Then, use the enrollment actions on the Maintain Absence Records and Entitlements task. 12

21 Chapter 2 Schedule and Record Absences Why can't I see my absence type in the Record Absence page? You might not be eligible to record an absence belonging to that absence type, or the absence type might not be effective as of today. Why can't I see my absence type on the absence categories page? Ensure that the absence type is active and effective on the current date. Can I cancel or update an absence partially? Yes. Use the Advanced button on the Add Absence page to manage an absence period that contains noncontinuous dates. Where does the absence duration value come from? The primary work schedule of a worker, by default. If the work schedule is Elapsed, the absence record displays the start date duration and end date duration fields. If the work schedule is Time, it displays the start time and end time fields. However, if the absence plan rules were set up to calculate the duration differently, then that calculation takes precedence over the work schedule. What happens if I delete a past absence? Payment information and band entitlements for that absence period are revised automatically based on the rules of the corresponding absence plan. What happens if I create an open-ended absence? Until you enter the actual end date, the absence duration and accrual balance are not updated. For a qualification absence, such as long term sickness, the estimated end date is not used in the entitlement calculation. It is for information purpose only. Instead, the entitlement is calculated for a whole year (365 days). When an end date is entered on the absence, the entitlement is recalculated based on the actual end date. How can I check whether certification requirements for multiple persons are past their due dates? Run the Evaluate Certification Updates process using the Schedule and Monitor Absence Processes task in the Absence Administration work area. 13

22 Chapter 2 Schedule and Record Absences How can I calculate accrual balances of workers? Use the Calculate Accruals and Balances process to calculate the accrual balances for multiple workers associated with a specific accrual plan. You can schedule this process on the Schedule and Monitor Absence Processes page in the Absence Administration work area. To calculate accrual balances for a specific worker, search for the worker on the Person Management page. Then, use the accrual actions on the Maintain Absence Records and Entitlements task. You can calculate accruals for a specific plan or all plans in which the worker is currently enrolled. Can I upload accrual balances for multiple workers at once? Yes, you can upload accrual balances using the Human Capital Management File-Based Loader option. For more information, see the HCM File-Based Loader chapters in the Integrating with Oracle HCM Cloud Guide. Why can't I see an attachment option when scheduling an absence? You need to first enable the Attachment option in the Display Features tab using the Manage Absence Types task in the Absences work area. Why can't I upload a file when recording an absence? Ensure that the file size does not exceed the maximum limit of 2 MB. Can I schedule an absence on a public holiday? Yes. However, the absence will not reflect in the work schedule since it is a nonworking day. Why can't I see the remaining balance when scheduling an absence for an agreement plan? This option is available only for accrual plans. If you schedule a generic absence type for an agreement plan, click View Entitlement to see the plan activity details. Why can't I schedule an absence from the time card? You need to first enable the Integration to time repository option using the Configure Absence Batch Parameters task in the Absences work area. When you schedule an absence using the time card or from the absences pages with the integration enabled, ensure you don't change the integration setting after scheduling the absence. 14

23 Chapter 3 Effective Dates in Absence Management 3 Effective Dates in Absence Management Date Effectivity: Explained Date effectivity preserves a history of changes made to the attributes of some objects. Professional users can retrieve and edit past and future versions of an object. Many Human Capital Management (HCM) objects, including person names, assignments, benefits plans, grades, jobs, locations, payrolls, and positions are date-effective. Logical and Physical Records Date-effective objects include one or more physical records. Each record has effective start and end dates. One record is current and available to transactions. Others are past or take effect in the future. Together, these records constitute the logical record or object instance. This table shows changes to the department manager attribute in a department business object. Each row represents a single physical record. Physical Record Effective Start Date Effective End Date Department Manager 4 18 January, 2011 C. Woods 3 15 October, January, 2011 A. Chan 2 13 June, October, 2010 T. Romero 1 22 March, June, 2009 G. Martin Note: The physical record number doesn't appear in the record. Effective End Dates in Physical Records Every physical record except the last has an effective end date. The update process adds this date, which is the day before the effective start date of the next record, whenever you update the object. Object End Dates You can enter a final effective end date for some date-effective objects. For example, terminating an assignment adds a final effective end date to the assignment. Alternatively, the End Date action may be available. If you end date a date-effective object, then it isn't available to transactions after that date. However, the object's history is retrievable. 15

24 Chapter 3 Effective Dates in Absence Management Status Values in Date-Effective Objects Some date-effective objects, such as grades and jobs, have both effective dates and status values. When the object status is Inactive, the object isn't available to transactions, regardless of its effective dates. Setting the status to Inactive makes objects unavailable to transactions. If you can't enter an effective end date for an object, then changing its status has the same effect. Future-Dated Changes For date-effective objects, you can enter future changes. For example, you enter the worker promotion shown in this table on 25 October, 2011 to take effect on 18 January, Physical Record Effective Start Date Effective End Date Grade 2 18 January, 2012 IC October, January, 2012 IC1 Physical record 2 becomes current on 18 January, From 14 October, 2010 until 17 January, 2012 physical record 1 is current and available to transactions. Users who can access the object history can see physical record 2 before it takes effect. When future-dated changes exist, other actions may be limited. For example, to end this worker's assignment before the promotion takes effect, you must first delete the promotion. Date-Enabled Objects Some objects, such as work relationships, are date-enabled rather than date-effective. They have start and end dates that define when they're available, but they have no history of changes. New attribute values overwrite existing attribute values. Related Topics Making Multiple Updates to Date-Effective Objects in One Day: Explained Deleting Physical Records from Date-Effective Objects: Explained Correcting Date-Effective Objects: Examples You can correct most attributes of date-effective objects, regardless of whether they occur in current, past, or future physical records. If you correct the effective start date of an object's first physical record, then the revised date must be before the current effective start date. For the second and subsequent records, the revised date must be between the record's current effective start and end dates. 16

25 Chapter 3 Effective Dates in Absence Management Correcting a Current Error On 11 March, 2011 you create a location definition but enter the wrong phone. On 21 March, 2011, you search for the definition and select the Correct action. Before correction, the object history is as shown in this table. Physical Record Effective Start Date Effective End Date Location Phone 1 11 March, After correction, the object history is as shown in this table. Physical Record Effective Start Date Effective End Date Location Phone 1 11 March, Because you corrected the object, no change history exists. Correcting a Past Error A worker's assignment history is as shown in this table. Physical Record Effective Start Date Effective End Date Job Working at Home 4 20 October, 2010 Line Manager No 3 18 August, October, 2010 Senior Administrator No 2 10 May, August, 2010 Senior Administrator Yes 1 25 July, May, 2010 Administrator Yes You learn that the worker's job was actually Project Leader from 10 May to 19 October, As this period spans physical records 2 and 3, you must correct both. To retrieve physical record 2, you set the effective as-of date in the person search to any date between 10 May and 17 August, You select the assignment from the search results and make the correction. You then retrieve physical record 3 and make the same correction. 17

26 Chapter 3 Effective Dates in Absence Management Updating Date-Effective Objects: Examples When you update a date-effective object, you insert a physical record in the object's history. Typically, the inserted record follows the current record and the effective start date is today. However, you can also enter future-dated changes and update past records. Entering Future-Dated Changes The grade EC3 exists from 17 June, Its ceiling step changes from 1 January, On 30 November, 2011, you change the grade's ceiling step and enter an effective start date of 1 January, This change creates a physical record in the grade definition, as shown in this table. Physical Record Effective Start Date Effective End Date Ceiling Step 2 1 January, June, December, From 1 January, 2012 physical record 2 is in effect. Until then, physical record 1 is in effect. Applying Historical Updates to Later Records Jennifer Watts has one assignment, as shown in this table. Physical Record Effective Start Date Effective End Date Grade Location 2 18 September, 2010 A1 Area Office 1 10 April, September, 2010 A1 HQ You promote Jennifer to grade A2 from 1 July, You update her assignment with an effective start date of 1 July, 2010 and enter grade A2. This update: Inserts a physical record between existing records 1 and 2 Sets the effective end dates of physical record 1 to 30 June, 2010 and of the inserted record to 17 September, 2010 You also correct existing physical record 2 to change the grade from A1 to A2. Jennifer's assignment history is now as shown in this table. Physical Record Effective Start Date Effective End Date Grade Location 3 18 September, 2010 A2 Area Office 18

27 Chapter 3 Effective Dates in Absence Management Physical Record Effective Start Date Effective End Date Grade Location 2 1 July, September, 2010 A2 HQ 1 10 April, June, 2010 A1 HQ FAQs What's the effective as-of date? A date value that filters search results. For any date-effective object that matches the other search criteria, the search results include the physical record for the specified effective as-of date. The effective as-of date is one of the search criteria. Therefore, objects with effective dates that don't include the specified date don't appear in the search results. By default, the effective as-of date is today's date. What's the difference between updating and correcting a dateeffective object? When you update an object, you insert a physical record in the object's history. Typically, the inserted record follows the current physical record, and the effective start date is today's date. However, you can edit the object history or create a future-dated change by setting an appropriate effective start date. When you correct a date-effective object, you edit the information in an existing physical record. You don't create a physical record. What happens when I end date an object? The date that you enter becomes the final effective end date for the object. If physical records exist for the object beyond the effective end date, either they're deleted automatically or you delete them. The object's history remains available. For example, the object may appear in search results if the search criteria include an effective as-of date that's within the object's effective dates. 19

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29 Chapter 4 Absence Types, Reasons, and Categories 4 Absence Types, Reasons, and Categories Absence Management Components: How They Work Together Configure absence components such as types, categories, patterns, plans, reasons, and certifications to reflect the absence management policy of your enterprise. Component Absence types Location in the Absences Work Area Use the Manage Absence Types task to create absence types. Absence categories Use the Manage Absence Categories task to create absence categories and associate them with absence types. Absence patterns Review these settings on the Display Features tab when you create an absence type. Absence plans Use the Manage Absence Plans task to create absence plans. Absence reasons Use the Manage Absence Reasons task to create absence reasons. Absence certifications Use the Manage Certifications task to set up a requirement. Then associate the requirement as an action item with an absence type so that every absence associated with the absence type is subject to that requirement. 21

30 Chapter 4 Absence Types, Reasons, and Categories This figure illustrates how the absence management components fit together. Absence Type Absence Pattern (Example: Illness or Injury) Absence Plan (Example: Sickness Entitlement Plan) Absence Type (Example: Sick Leave) Absence Category (Example: Illness and Injury) Action Item (Example: Doctor Certificate) Absence Reason Example: Injury at Work) Absence Type When you create an absence type, such as sick leave, you include rules to determine when users record or manage an absence of that type. For example, you can restrict workers so that they can record absences only of a particular duration. An alert appears if the entered duration exceeds the maximum value. Decide which fields or sections you want to show or hide for specific user roles when they record or approve a specific absence type. Absence Category Create absence categories to group absence types for reporting and analysis. For example, you can create an absence category called family leave and associate with it absence types, such as maternity, paternity, and child care. Absence Pattern An absence pattern contains a predefined set of rules that you can use as a starting point to create an absence type. When you create an absence type, you must associate it with any of the following predefined patterns: Illness or injury 22

31 Chapter 4 Absence Types, Reasons, and Categories Childbirth or placement Generic absence For example, you can select the Generic absence pattern to create an absence type to schedule vacation time using the time accrued under a vacation accrual plan. The pattern that you select determines: Whether special fields appear on the absence type pages The options available to display and process various aspects of absence recording For example, the Illness or injury pattern displays a field for selecting whether the absence type applies for childbirth or adoption placement. Absence Plans Create absence plans to define rules for accruing leave time and receiving payments during an absence period. You must associate at least one absence plan with an absence type. To schedule an absence using an absence plan, the unit of measure defined in the plan must match the unit of measure defined in the associated absence type. If the unit of measure differs, you can define the conversion formula and attach it to the absence type. This formula is applicable only if the unit of measure is hours or days for the absence type. Absence Reasons Create absence reasons to select from when scheduling an absence. Absence reasons are independent of absence types. You can use the same reason for multiple absence types. When you create an absence type, you associate the reasons with the type. Absence Certifications Create certification requirements for absences that require documentation to authorize an absence. For example, in case of an absence due to illness, set up a requirement that workers must submit a doctor's certificate within a stipulated period of time. This ensures they receive full payment for the absence duration. Related Topics Creating a Maternity Absence Qualification Plan: Worked Example Creating a Vacation Absence Accrual Plan: Worked Example Creating an Absence Certification Requirement: Worked Example Absence Display and Processing Rules: Explained When you create an absence type, you can configure: The display of various fields and sections on the absence recording pages for specific user roles Rules related to entry of information into specific fields. Based on the absence pattern that you select, all fields and rules have default values, which you can configure on the Display Features tab. 23

32 Chapter 4 Absence Types, Reasons, and Categories You can configure the usage of the following sections: Primary Details Configuration Determine whether you want to show or hide the following fields in the Supplemental Details section on the absence recording pages: Reasons Comments Attachments Qualified Entitlement Rule Configure this rule to show or hide the Qualified Entitlements section on the absence recording pages for qualification plans. When workers schedule an absence related to a qualification absence plan, the Qualified Entitlements section displays payment percentages that apply during the absence period. Approval and Processing Rules Configure rules related to absence approvals and processing that are available to specific roles in the approval page. Insufficient Balance Enforcement Rule Configure this rule to show or hide the Projected Balances section on the absence recording pages. When workers schedule an absence related to an accrual absence plan, an error message prevents workers from adding an absence if there is insufficient accrual balance. Dates and Duration Configuration Control the processing and display of the date-related fields that appear on the absence recording pages. This section covers the dates that are captured, calculated, and evaluated. The fields vary significantly by absence pattern. Supplemental Details Configuration Control the display of additional fields that collect additional information and support absence processing. The fields vary based on the pattern selected. Absence Approval and Processing Rules: Explained When you create an absence type, you can configure the absence approval and processing rules. The following table explains the absence approvals and processing rules: Rule Approval processing Effect of Enabling All absence submissions must be approved. 24

33 Chapter 4 Absence Types, Reasons, and Categories Rule Approvals reset on update Effect of Enabling Enabled: Approvers can escalate approval of an absence request to a higher level in the approval hierarchy. Disabled: Only approvers in the first level of the approval hierarchy can approve the absence. Deferred processing An absence that you schedule does not have any impact on accrual balance or entitlements until you confirm the absence. You must run the Evaluate Absences process to confirm deferred absences. Additional payload attribute Helps you configure the absence approval flow according to your organization needs. This allows more flexibility in routing approvals within your organization. Concurrency Enable workers to receive concurrent entitlements through different absence types for absences scheduled for the same time and day. Payable after termination Enable workers to receive qualification entitlements even after termination. For example, in some legislations even though employment may end, the absence entitlement for maternity or adoption leave may continue to be paid. Absence Dates and Duration Rules: Explained When you create an absence type, you can configure the processing and display of the following date-related fields that appear on the absence recording pages: Absence start date: Configure this field to display the absence start date. Planned absence start date: Configure this field to determine the planned start date for an absence. Planned absence end date: Configure this field to determine the planned end date for an absence. Absence end date: Configure this field to display the absence end date. Occurrence limit rule: Configure this rule to set a limit on the duration and occurrence of an absence type. Open ended: Configure this rule to enable workers to submit an absence without entering an absence end date. Absence start date validation: For accrual plans, configure this rule to determine dates when workers cannot schedule an absence. For qualification plans, configure this rule to determine a specific date, based on the absence start date, to process entitlements for the absence that the worker submitted. Late notification evaluation: For qualification plans, configure this rule to determine the date that qualifies an absence notification as one that was received late. Advanced absence entry: This rule enables the Advanced mode option so that workers can schedule discontinuous dates, a weekly recurring absence, or a half day absence. Override Daily Duration: This rule enables workers to override the start and end time of a particular day on which they were absent. Matching date: For qualification plans, configure this rule to determine the date a child is matched with the worker for adoption purposes. When the child is from another country, it is usually the date the child enters the prospective parent's country. This field is applicable only when you select Placement as the event type. Expected date of event: Configure this field to determine the expected date of childbirth or adoption. Expected week of event: Configure this field to determine the expected week of childbirth or adoption. 25

34 Chapter 4 Absence Types, Reasons, and Categories Actual date of event: Configure this field to enter the actual date of childbirth or adoption. Intend not to return to work: Configure this rule for qualification plans where the worker does not intend to return to work after the maternity absence. Enabling Override Daily Duration: Procedure This rule is useful when workers are working variable hours and the employer does not want to change the work schedule. Configure an absence type that uses hours as the unit of measure to override the start and end time of a particular absent day. A work schedule determines the times when a worker is available and unavailable for work based on the defined daily working hours for a worker. So when a worker schedules an absence, the defined daily working hours appear automatically on the absence request page. This override daily duration rule enables workers to modify the defined daily duration to more than the availability hours when scheduling an absence. Do note that if the employer changes the work schedule, and an absence is recorded with the same absence type that has the override daily duration rule enabled, the duration of the absence does not change. To enable the override daily duration rule: 1. In the Absences work area Tasks panel tab, click Manage Absence Types. 2. In the Search Results section, click Create to open the Create Absence Type dialog box. 3. Select the pattern. 4. Click Continue to open the Create Absence Type page. 5. In the Type Attributes tab, enter the name. 6. Select the legislative data group. 7. Select the Display Features tab. 8. In the Dates and Duration section Override daily duration row, select Enabled. 9. Click Save and Close to return to the Manage Absence Types page. Workers use the advanced absence entry page to override the automatically calculated absence duration. Absence Supplemental Details Configuration: Explained When you create an absence type, you can control the display of the following fields that appear in the Supplemental Absence Details section on the absence recording pages: Authorized absence: Provides notification of an authorized absence. Authorization status updated: Determines the authorization status for an absence based on the certification update. Block leave status: Enables workers to report a fixed period away from work deducted from the worker's normal annual leave entitlement. For example, in financial organizations depending on the nature of work, certain workers are required to take a block of leave every year so that finance watchdog organizations can audit the financial transactions for any inconsistencies. Notification date: Determines the absence notification date. Late notification waiver date: Determines the waiver date when an absence notification qualifies as a late notification. Late notification waived: Determines when an absence notification that qualifies as a late notification is waived. 26