Whom to be processed?

Element group: Just for grouping, all entitlements under one element group. The entire take under
one element group.

Eligibility group: Trainee and Non trainee. Sick leave should only be available to trainee and all the
other absences for normal employee.

Example:

Method1:

Create one element group for all the absences including sick leave and other element group
excluding sick leave. Associate each element group to two different eligibility group.

Method2:

Two element groups, one element group for all the absences and other element group for only sick
leave. For all the regular employees, I will associate two element groups so that it will have all the
absences excluding sick leave. Second element group I will associate with sick leave.

Associate each eligibility group to each pay group

Example: For the same above eligibility group scenario, create two pay groups i.e., one for regular
employee and other for trainees.

Pay Entity: who is the paying authority. Within pay entity, we might have multiple pay groups.

Pay Group: same like in NA payroll.

Whenever you associate a payee with a pay group, automatically same eligibility group will get
defaulted to the employee. But peoplesoft gives us an option to override that eligibility group with
something else.

Example: for the same above example scenario. In the pay group level we will associate one
eligibility group (example for all the employees). At the employee level, you can override the
eligibility group for specific population (like for trainee). This approach will work well if you have
limited population.

Override eligibility group at employee level meaning

In Spain we have trainee and rest of employee,

Approach 1: two Eligibility groups & two element group etc.,

Approach 2: at pay group level, we create and associate one elig group ex: for all. and at employee
level you override that eligibility group for specific population like for trainee. approach will work
well if we have limited population who is having different eligibility group.

At paygroup level

Holiday schedule information

Work schedule information

Eligibility group information

What to be processed ?
Difference between section and element group

Element group

In element group we just club two element groups into one. does not matter if you want to see all
absence entitlements & takes as elements into one element group. we can very well create and use
it. But whereas in

Section

Whereas in section, if you want all things into one section. In section, sequence in which elements
have been added will play a key role. This sequence will tell system that these are sequence which
needs to be followed whenever we are processing elements. We want to process all the
entitlements first and then all the takes next. System will give entitlement first and then reduce the
balance from the take.

The other way is to keep all the entitlements in one section and all the takes in another section as
well.
Process list : which is similar to eligibility group

Which section needs be processed first? Example is the section for entitlement should be processed
first and then section for take should be processed next.

Example: If we don’t keep the section for entitlement as first to be processed, whenever you apply
for a take, it will deduct the balance from entitlement. If you give the other way wrong, the system
will try to process the take first, but it will throw an error because there is no entitlement.

Process list: process list is associated one to one with run type. We have two options in run type, one
is payroll and other is for absence management. Obviously, We will be using the absence
management run type and we need to associate with process list.

When to be processed?
Periods: which period you want to process. CGI has monthly period.

Associate each period to calendar. One period is associated with only one calendar.

Calendar group: multiple calendars.

Whenever you are processing absence, you need to create calendar group. In Spain, we have two
different calendars because we have two different pay groups. When we are processing calendars,
since two pay groups are associated with one pay entity, we can associate with once calendar group.
Above diagram will show how all the three frameworks are connected/linked. Calendar is key, for
which pay group you want the calendar to run. What is the run type for which you are creating the
calendar. You are associating complete organisational framework with calendar.

One calendar group is associated with one country in CGI.

For which pay group you want the calendar to run.

Above diagram explains what are the mandatory things needed for an absence take.
Above diagram explains absence categories.

Frequency based: We are saying that - For this particular leave, you are getting an entitlement for a
predefined frequency.

Example is vacation leave: you can have entitlement be given for this leave on monthly basis or
annual basis. But the frequency will be fixed.

Per Absence: We need not to give entitlement in advance. Paternity leave, entitlement should be
given based upon the eligibility whenever the person is applying for leave. Does not make sense to
give paternity leave in advance.

Basic Terms:
Entitlement - The bank of balance which is associated with that leave. Entitlement for vacation is 20
per year.

Take - Number of times that you are applying for vacation is called as take. This is the number of
vacation takes you have applied for.
Demo:
Start with pay entity for organizational framework

1. Pay entity -
2. Pay group
Eligibility group and the holiday schedule needs to be created before creating pay group.
Work schedule needs to be assigned to a pay group.
3. For eligibility group, first create the element group and then associate element group to
eligibility group. Best approach is to create element group for each country.

Start with run type for processing framework

1. Run type – associate process list to run type. Associate section to process list.

Start with calendar for calendar framework

1. Calendar – associate run type and pay group to calendar framework.

Generally we select the option for payee selection as “Active plus payees with….” Along with
“positive input” and “pending retroactive changes” selected.
Active payees only – means it will select employees who are active in that particular
calendar. If that person is having something like retro which needs to be processed, means
some back dated changes are there for that employee, if we have “Active Payees only”
option as selected then this employee will not be picked up for the previous calendar. Only
current calendar will be processed for that employee.
2. Create period before calendar.
3. Calendar group – country needs to be associated with calendar group. When you want to
process multiple calendars for multiple pay groups, then calendar group needs to be
created. One calendar is associated with only one pay group. Since we don’t want two pay
groups to be processed separately, hence we tie up under one calendar group.
4. One pay group can be associated with only one calendar.

Show Leave plan as an example

1. Start with entitlement -> calculation tab.
Calculate per pay period – calendar begin and end of the month. May be monthly. What I
am specifying system is that process this entitlement as every month and give this 1 day as
entitlement for every month.
Calculate when absence occurs – best example is uk sick leave where we use rolling
calendar, UK sick leave does not fall between a specific calendar like Jan to Dec. What is a
rolling calendar: Means checking the entitlement from back one year and giving the new
entitlement (not between Jan to December)
Rolling Calendar Example: If I want to take sick leave today, system checks from today to
last back one year and then provide the entitlement.
 . Another example is paternity leave, whenever you apply then I need to give 5 days as
entitlement.

Auto generated accumulators tab: whenever you create an absence entitlement, system
will automatically create some accumulators in the background. These accumulators will
hold the values of entitlement take or balance for a particular period which you specify.
When you specify accumulator as “year to date”, We need accumulators which hold the
value from jan1 to dec 31st. every year the accumulators will get flushed off.
Accumulators will hold value of an entitlement, take or absence.
Entitlement + adjustment – take (paid units) = balance.

For example: If you create an accumulator as “Balance” with period as “year to date”, means
every year system will create a new accumulator called as “Balance”.

“Absence Entitlement Name” tab, forecasting link – make sure “forecasting used” option is
checked. Functionality of “forecasting required” is for administrator.

Entitlement Component -> Calculation tab -> Specify frequency scroll area -> Entitlement
Generation Control Element.

Example: I want to provide entitlement for an employee at the beginning month of year in
the month of January. In this case we use either formula or Generation Control Element.

In Generation Control Element, we are telling system that if the conditions are met then only
gives the entitlement. The condition will be mentioned as “January” month.

2. Absence Take – Absence take name tab

We need to create absence take type first. When we have many absence reasons and we
want user to enter appropriate absence reasons for each absence, then we use absence take
type.

Calculation Tab:
Manager approval required? When we select this option, whenever admin is applying leave
on employee behalf from absence event component, the leave will not to be auto approved
unless manager approves.

We will attach entitlement to take in absence take component -> Calculation tab
Whenever employee wants to take leave or apply for leave, it needs to get the balance from
this particular entitlement.

Day formula tab –

Day formula element - whenever you are applying for a leave for three days, what exactly
needs to done for these three days(there might be holidays in this particular three days,
 might be off days in this particular three days). You need to tell the system on what needs to
be performed on these three days which can be done in “day formula”.

Whenever person applies for 3 days of leave, the take will occur each day by executing the
day formula element.

Negative balance tab: This will tell how the system will give us an option to behave when the
person does not have the balances. This is where we can restrict the employee whether he
can go beyond the balance or not.
Take as Unpaid Time – Balance will be zero and not -1.

Example: 1 as entitlement, 2 as take and balance will be 0 and 1 as unpaid unit.

Forecasting tab:

We need to have absence forecast transaction setup needs to be done first.

Forecasting Calendar group mentioned in this page is different functionality than other calendar
groups.

You can attach multiple different calendars to one calendar group.

Even if the calendar is not processed, we specify system go further in the future to process balances
and display balances as of a particular date. I need to give the system a sequence. What are the
calendars that system need to follow to display the future dated absence balances. This is where
forecast calendar group comes into picture. System will go back to last finalised calendar.

Example: when you are forecasting for month of September, the system will go back from January
till September and calculates and shows the balances. I have finalised the month of April, in this case
system will not go back to January, system will calculate from April to September and shows the
balances. If user requests for forecast of next year march, then the system will throw an error.

What all transactions you need to cover when you are doing the forecast.

Forecasting Filter tab:

Transaction id 100 is a template which the system uses for forecasting whenever the employee is
applying for leave.

Example: When an employee is trying to apply for a leave of 2 days.

Lets say his entitlement is 12,

No of leave which are already approved : 3

No of leaves which are in “Awaiting final approval”: 2

No of leaves which are in “In Approval Process”: 2

No of leaves which are in “Administrator is processing”: 1

In the above case system will consider as 3+2+2+1 = 8 leaves has been already applied till now and
then says as eligible since you are applying for another 2 days as the total entitlement is 12.

Because you have mentioned in the “forecasting filter” tab that consider the leaves which are in the
below status:

Approved, In Approval Process, Administrator is processing, awaiting final approval.

Transaction id 110 is a template which the system uses for forecasting when an employee is just
checking for balance as of a particular day.

Transaction id 100 will work when employee is doing forecast from self service. System will go back
to calendar group page for 110, forecasting filter tab and then picks up all the workflow status
related leaves and considers them as “approved” and will show the balances.

Transaction id 110 will work when employee is doing forecast from “view absence balances”.

Forecasting option will be enabled on entitlement component -> forecasting link. Also in the take
component -> forecasting link.

Once you have enabled the forecasting option, you need to provide the forecasting formula in the
Absence take component -> forecasting tab.

You are telling the system to execute the forecasting formula while it is doing forecasting. While
forecasting as an employee, the system will tell you whether you are eligible or ineligible for that
leave by executing the forecasting formula.

Forecast formula will be executed for each day when you are applying for 3 days of leave.

Once you calculate the forecasting, show the results in the entitlement, adjustment, balance
and take accumulators.

How the forecasting formula works for each absence:

Example: Let’s say you are applying for sick leave, you have set an option for Negative balance
option as “Take as unpaid time” in “negative balances” tab -> take configuration.

You have something written in forecasting formula as “when there is an unpaid unit or leave already
present, and then ask the system to throw an error for sick leave as ineligible”.

Scenario 1:

When the user applies for 2 days of sick leave, let’s say he has used 10 sick leaves out of entitlement
as 11. In this scenario, once the user forecasts then the system will run the forecasting formula for
each day the user has applied as follows:

1. Since user has applied for 2 days of sick leave, system will run the forecasting formula for the
first day of the sick leave applied. System understands that he is eligible for first day of sick
leave.
 2. Later system will run the forecasting formula again for the second day of sick leave. System
understands that he don’t have enough balance (means negative) and generates an “unpaid
unit”.

Later the system concludes and displays as “ineligible” for the two days of sick leave applied and
notices that there is an unpaid unit already present. In this case the system will throw a message as
“ineligible”.

Scenario 2: For the above same scenario of employee applying 2 days of sick leave.

You have set an option for Negative balance option as “Allow negative balance” in “negative
balances” tab -> take configuration component.

You have something written in forecasting formula as “when there is an unpaid unit or leave already
present, and then ask the system to throw an error for sick leave as ineligible”.

In this scenario, you will not be in a position to receive an unpaid unit. Your forecasting formula will
never give as “ineligible”.

You need to change the forecasting formula based on “Negative balance option set in “negative
balances” tab -> take configuration component.

Scenario 3: There is another requirement for not to allow an employee to apply leave more than
monthly entitlement.

Monthly employee is entitled to 2 days. When he tries to apply for 3 days you have set an option for
Negative balance option as “Take as unpaid time” in “negative balances” tab -> take configuration. In
this case system will generate an unpaid unit and won’t allow user to apply for an absence.

Absence Take Component -> Balance inquiry tab: this will come into picture when employee is
checking the forecasting from “view absence balances” page. When an employee is trying to
forecast from “view absence balances” page, the accumulators mentioned will be available and
shown to the employee.

Scenario

For UK Vacation leave plan, there is a rule that once the employee have enough balance at the end
of year, he can carry forward 5 leaves to next year. IN this case, we have the balance present in the
accumulator where we can pass on to a new variable at the end of the year.

In the above case, you need to create an entitlement first for vacation plan and the accumulators
like AE GB VAC_BAL, AE GB VAC_ADJ, AE GB VAC_TAKE, AE GB VAC_ENT will get automatically
created. You can very well write logic to hold the carry forward value in AE GB VAC_ADJ element.
If you want to see the carry forward leaves in a separate acculumator, You need to create an
additional accumulator and add the variable (variable to carry forward 5 leaves) as a member to AE
GB VAC_BAL.

Scenario 2: We have sick leave for UK that every year janauary, 12 leaves have to be given to
employees as entitlement. But for some 3 employees, we have a special contract/agreement that
they will be given 15 leaves in a year.

In this case, it is not a advisable to change the formula for accommodating only 3 employees with a
special criteria.

Solution is we will create a formula for entitlement first. In this case we will create a new variable to
hold 12 as static value and use the variable in the formula.

Navigate to “Supporting Elements” page and then assign the value to the variable which you have
created with the start and end dates as Jan1 and Jan 31. In this case, the system will take 15 as value
for these three employees.

Scenario 3: Keeping scenario 2 as the base requirement, Client adds another requirement saying that
going forward we have to assign 15 as value for these three employees.

In this case, navigate to “Supporting Elements” page and then assign the value to the variable
which you have created with the start date as Jan 1 2016 and leave end date as blank.

During implementation, the “supporting elements” page will help for one time loading of employee
balance override, adjustment override, entitlement override values etc.,

Country Take Component

You have configured a sick leave, but that sick leave is not available to employee in self-service for
applying sick leave, in that case you need to go country take component and associate absence
take and absence type.

Country take is dependent on absence take and absence type.

Country take -> absences tab

Request as “Employee” – Whenever a manager like Chaitanya is applying leave for me, the request
will again route for approval to Chaitanya.

Request as “Manager” – Whenever a manager like Chaitanya is applying leave for me, the request
will again route for approval to chaitanya’s manager.

Page display rules scroll area –> “Display Reason” and “Reason Required” checkboxes – When you
select these checkboxes, you can the reason and reason requirement drop downs in self service
absence request page for the employee.