Oracle Absence Management

By
Himanshu Goel
2
nd
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 Employee initiates leave request through Employee
self-service
Line Manager Line Manager can approve/reject leave request
initiated by employee
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-Jan-
1900

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 Absence Type Absence Reasons
Family Leave Paid Maternity/Paternity 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) 31-
DEC 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?
Thanks