Oracle Absence Management

By Himanshu Goel 2nd July2008

Process Overview
The Absence Management process enables employees or managers to enter absencerelated information in SSHR. They can submit a planned absence request (before the absence is taken) or a confirmed request. Managers can approve/reject the leave. They can also view a history of absences they have taken. HR Specialist can manage absences through PUI. Generate reports for absences. Define new absence types and run accrual process.

Absence Management
Absence Management process can be divided in two sub-processes : Absence Management (PUI Professional User Interface) Absence Management (SSHR Self Service HR)

Players And Roles

Players Role

HR Specialist

HR Specialist define new absence types, set leave balance for employee, record absences through PUI. Run Accrual process. Generate Absence reports and view the absence history data through PUI. Employee initiates leave request through Employee self-service Line Manager can approve/reject leave request initiated by employee

Employee Line Manager

Objectives
By the end of the training session participants will be able to: Define Element Type Define Element Link Define Absence Reason Define Absence Type Record absence for an employee through PUI View absence history List employees by absence type

Define Element
For defining an element, set effective date to 01-Jan-1900

Enter details : Name Reporting Name Primary Classification Type (Non-Recurring) Termination (Actual) Multiple Entries allowed (checked) Define Input Values : Duration Comments
Navigation: Global HRMS Manager > Total Compensation > Basic > Element Description

Define Element Link

For defining an element link, set effective date to 01-Jan1900

Enter details : Name Link To All Payrolls (Checked) Costable Type (Not Costed)

Navigation: Global HRMS Manager > Total Compensation > Basic > Link

Absence Category, Absence Type & Absence Reason

Absence Category Family Leave Absence Type Paid Maternity/Paternity Absence Reasons Birth Of a child Adoption of a child Dependent Care Child Care Elder Care Disabled Care

Define Absence Category

Absence Category is a lookup type. Search ABSENCE_CATEGORY lookup type.

For adding new absence category, enter: Code Meaning Description Tag (Optional) Enabled (checked)

Navigation: Global HRMS Manager > Other Definitions > Application Utilities Lookups

Define Absence Reason

Absence Category is a lookup type. Search ABSENCE_REASON lookup type.

For adding new absence reason, enter: Code Meaning Description Tag (Optional) Enabled (checked)

Navigation: Global HRMS Manager > Other Definitions > Application Utilities Lookups

Define Absence Type

Use the Absence Attendance Type window to define an absence type and associate it with an element.

To define an absence type: Enter a name and category for the absence type. In the Associated Element region, select the element defined for this absence type. In the Balance region, select Increasing if you want each absence entry to add to a running total of time taken to date. Optionally, select reasons that are valid for entries of this type of absence. Save the absence type.

Navigation: Global HRMS Manager > Total Compensation > Basic > Absence Types

HR Records Absences
HR Specialist can enter absence details in absence screen. Following details needs to be entered: Absence Type Absence Reason Absence Start Date Absence End Date Authorized By Save Record

Navigation: Global HRMS Manager > FastPath > Absence

Leave Request : Initiate Absence Request

Employee can initiate Leave request by clicking on Create Absence. Enter following details : Absence Status Absence Type Absence Reason (optional) Start Date End Date Comments Click next button.
Navigation: Employee Self-Service > Absence Management

Leave Request : Review absence details

Review the absence details and then click Submit.

Leave Request : Receives Notification

Line Manager receives notification in his worklist. Click notification in worklist. View the details. Enter comments Send back to employee, if more information is required, by clicking on Request Information button. Approve/Reject the notification. Employee receives notification about approval/rejection of leave.
Navigation: Manager Self-Service > All Actions Awaiting Your Attention

PTO Accruals

Accrual Plan Structure

An accrual plan is used to define the rules for a type of PTO. It can be used to calculate how much time has been accrued and how much has been taken by an employee. The count of time taken is calculated by adding up all the days taken by a person for a particular absence type.

Create Accrual Plan

Enter following details : Plan Name Accrual Category Accrual Start Description (optional) Accrual Formula Carry Over Formula Element Name & Units.

Navigation: Global HRMS Manager > Total Compensation > Basic > Accrual Plans

Define Accrual Band

Accrual Bands window helps us to define the length of service bands for an accrual plan.

Define Net Calculation Rules

Use this window to define your plans calculation needs to take account of other values. The default rules cannot be modified.

Seeded Accrual/Carryover Formulas

PTO_PAYROLL_CALCULATION / PTO_PAYROLL_CARRYOVER An accrual term of one year starting 01-JAN; An accrual frequency based on the assignments payroll period. The assignment MUST have a payroll assigned to them and PTO accrues on the final day of the payroll period, every period regardless of whether the payroll has been run; Accrual amounts, maximum carry over, and ceilings are based on length of service and are defined in the Accrual Bands screen (off the Define Accrual Plan screen); Carry over is effective from 31-DEC and expires on (i.e. must be used by) 31DEC the following year;

Seeded Accrual/Carryover Formulas

PTO_SIMPLE_MULTIPLIER / PTO_SIMPLE_CARRYOVER An accrual term of one year starting 01-JUN; An accrual frequency of one month (so it is not dependent on a payroll); Accrual amounts and ceilings are defined within the formula (so the Accrual Bands window is not required); The formula sets accrual amount at two days per month, an accrual ceiling of 20 days Carry over is effective for one year from 31-MAY

Seeded Accrual/Carryover Formulas

PTO_ROLLING_ACCRUAL / PTO_ROLLING_CARRYOVER An accrual term of one year with no fixed start date. Accruals are calculated for the previous 12 months An accrual frequency of one month (so it is not dependent on a payroll); Accrual amounts and ceilings are defined within the formula (so the Accrual Bands window is not required); The formula sets accrual amount at two days per month, an accrual ceiling of 20 days Carry over is not relevant since the accrual term never ends, but rolls forward. PTO is lost if it is not used within 12 months.

References
Oracle Human Resources Management Systems Compensation and Benefits Management Guide Release 12 Part No. B31613-02 Metalink Note 302584.1 - Display accrual balances in SSHR - Leave Of Absence.

Questions?

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