Fusion Absence Deep Dive

Fusion Absence
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Agenda
1 Overview
2 Absence Management
3 Work Schedule
4 Employee Absence View
5 Manager Absence View
6 HR Admin Absence View
7 Absence Basic Concepts
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Absence Management
Fusion “Leave and Absence Management” Application is a
comprehensive and integrated solution for maintaining employee
absence and availability information. It comes up with simplified
navigation, transactional dashboards, and process flows, which are
embedded with analytics and graphs.
Absence Management enables one to:
• Record employee’s absences.
• Absence calculations.
• Setup the accrual plans.
• Setup the carryover process.
• View accrual balances.

• Setup Shifts, Patterns, Work Schedules and Assign them to Employees
• Setup Holiday Lists & Calendar Events
• Setup Accrual Plans, Absence Type, Absence Category and Reasons.
• Record Absences for them Self & Employees in their Organization
HR Administrator
• Manage Absences Recorded by Employees & Adjust the Accrual Balances.
• Review Team Availability & Employee Absence Trend (using Line Manager Dashboard)
• Review Employee Leave Liability (using Line Manager Dashboard)
• Record Absences for them self & People in their Hierarchy
Manager
• Approve Absences Recorded by the Employees in his team.
• Review Absence Accrual Balance (using My Portrait)
• Review Holiday List (using My Portrait)
• Record Absences
Employee
Activity Summary by Role
Absence Management
Work Schedule

Work Schedules in Fusion
Component that defines the days & hours when an employee is scheduled to work.
Used to calculate the duration of actual days away from work.
Calendar Event
Work Shift
• Geography specific public holidays
• Period of time • Added as exceptions to Work Schedule
• Example: 8 hours
Work Pattern
• Collection of shifts over a period of time
• Example: 40 Hrs M-F (8, 8, 8, 8, 8, 0, 0)
Work Schedule
Inheritance
Work Schedule
• Collection of patterns between two dates
Legal Employer
Work Schedule Assignment Location

• Work schedules are assigned to employees based on an inheritance rule.
Assignment

Manage Work Schedule Assignment
The application searches for primary work schedules that were assigned
to the workforce structure levels in the following order:
– 1.Primary assignment of the worker

– 2.Position
– 3.Job
– 4.Department
– 5.Location
– 6.Legal Employer
– 7.Enterprise

The application searches for primary work schedules that were assigned
to the workforce structure levels in the following order:
– 1.Primary assignment of the worker

– 2.Position
– 3.Job
– 4.Department
– 5.Location
– 6.Legal Employer
– 7.Enterprise

• For example, you assigned a primary schedule at the enterprise level.
However, since workers belonging to a particular department in that
enterprise follow different work timings, you assigned a different
primary schedule to that department.
• The department's primary schedule determines worker availability
because that schedule takes precedence over the one that was defined
at the enterprise level.


The Work Schedule assignment gives the flexibility to an organization to
maintain the data of the employees who are working on a non
standard schedule.

Geography Tree
Setup and Maintenance > Manage Geography Tree

Holiday Calendar
Setup and Maintenance > Manage Calendar Events

Review Holidays /Work Schedule by Employee
In Oracle fusion an employee has the ability to view his working days , off days and holidays through
employee self service .

Apply for Leave
(By Employee)

Record Absence By Employee
Business Process Flow
An employee records and maintain Absences for himself. This can be performed either through
Self Service or FUSE Application.

Apply for Leave
Navigation: My Portrait  Manage Absence Records
Press “Add” and

the choose the
absence type
You can press

“Advanced
Mode” if you
Press the “Calendar” to choose need to enter job,
the start date and end date. assignment and
The system will calculate the ID information.
duration automatically See next slide

Apply for Leave
Click on Balance after providing start date and/or end date

View Balances By Employee
In Oracle fusion an employee has the ability to view balances through

employee self service .

Apply for Leave
(By Line Manager)

Record Absence By Manager
Business Process Flow
A line manager records and maintain Absences for the reportees.

Apply for Leave
Navigation: Manager Resources  Select employee for whom absence needs to be recorded.

Apply for Leave
Select Manage Absence Records

Apply for Leave
Press “Add” and
the choose the
absence type
Press the “Calendar” to choose

the start date and end date.
The system will calculate the
duration automatically

Apply for Leave
Click on Balance after providing start date and/or end date

Manager Absence Dashboard

Manager Dashboard
The manager dashboard provides an ready to use information to the manger for his / her direct
reports.
This is also presented in a easy to understand and graphical way so the minimal time is consumed in
analyzing the leave data of the team.

Manager Dashboard

Absence Accrual Plan Enrollment

Accrual Plan Enrollment
HR administrator can override accrual plan enrollment for an employee, if
required.

Absence Management
(Common Definitions and Concepts)

Absence Management
Absence Components

Objects: Types, UI Pattern and Feature Usages
UI Pattern Feature Usages
Category Type Plans
Patterns and Feature Usages are managed

Reasons
exclusively by Fusion development
Action Items

Absence Management
Derived Factors/ Eligibility Profiles
• These objects belong to Benefits Product and are used in Absences.
• The eligibility profiles are attached to Absence Plans to restrict
enrollment based on the criteria defined in the Eligibility Profiles.
– For Example: Maternity Absence can be only availed by Female
Employees. For such an Absence Plan, eligibility profile of criteria
gender ‘Female’ can be attached to the plan.
• There are other criteria's as well such as Personal, Employment and
Derived factors that can be used in the Eligibility Profiles.

Absence Management
Derived Factors

Absence Management
Eligibility Profiles

Absence Management
Absence Categories
• Will be critical for analytics and reporting.
• Provides for grouping of absence type.
• Can span across Legislations. Example: an organization may want to see
globally how illness-related absences are impacting its operations

Absence Management
Absence Reason
• An optional attribute of an Absence, Absence Reason permits reporting on
absences with more granularity than Absence Type or Absence Category.
• This specifies the actual reason why the Absence was taken.
• More commonly used for Sickness based Absences
Example: A reason can be defined as ‘Terminal Illness’ or ‘Viral Fever’ etc.

Absence Management
Absence Reason
The following is the screen capture of the setup page for absence
Reason. Once defined, the Absence Reason could be associated with an
Absence Type according to business needs.

Absence Management
Absence Type
Component that lists the various types of absences against which workers are
eligible to record their time away from work.
Validation rules configured for each Absence Type e.g. eligibility for different
absence types, maximum days per request, allow partial days etc.
An absence type determines the nature of an absence like illness, personal
business, or child birth leaves.
The pattern defines the standard fields that will be filled in by the employee.

Absence Management
Absence Type
Grouped into 3 types based on 'absence patterns', which determine
availability of fields for recording absences.
– Generic absence pattern
– Illness / Injury pattern
– Childbirth / Placement pattern
Generic Absence Illness / Injury Childbirth / Placement
• Used for most absences • Includes additional • Attributes based on

• E.g. Vacation illness or injury child joining family
attributes • E.g. Maternity, Paternity
• E.g. Sick Leave, Sickness

Absence Management
Absence Type
Generic Absence
The Generic Absence type is used for absences like Annual leave, Jury Duty, etc. where the standard set of
fields are required in the absence type.
Childbirth or Placement
This absence type is used for absences like Maternity Leave, Paternity Leave, Adoption leave, etc., where
fields like Expected date of child birth, Actual date of child birth are required.
Illness or Injury
This absence type is used for absences like Sick Leave, Work Injury Leave, etc., where fields like Special
Condition, Condition Start Date, etc. are required.

Absence Management
Absence Type
In the setup the Unit Of Measure (UOM) is defined, this could be configured according to the
business needs from preconfigured values like Hours, Days, etc. The application also provides
an option to configure the Validation formula and attach it with absence type to cater the on
screen validation needs which can’t be handled by standard configuration.

Absence Management
Absence Type
In the duration rules the Maximum and Minimum duration alert could be defined. This could cater to a
business need like “Maximum of 3 absences of this type could be applied in a single leave application”. In
this example a Maximum duration alert of 3 could be configured as displayed:
The absence record Maintenance setup gives flexibility at setup level to enable the absence at Employee ,
Line Manager and HR Administrator navigation. It also gives an option to set up if the Employee and
Manager could make changes to the confirmed absence.
The Enable time card entry check box enables the absence to be applied in the time card if fusion T&L is
installed for an organization.
Absence Management
Absence Type
The Absence plans and Absence Reasons could be attached to the absence as per business needs.

Absence Management
Absence Type
The Display Feature tab has the details of the on screen configurable fields. In this tab various fields could
be enabled or disabled for Employee , Manager, and HR Administrator.

Absence Management
Absence Type
Projected Balances:
If there is insufficient balance, an error message will be displayed. An employee can’t go negative.
Dates and Duration:

Occurrence limit rule: This determines how often one specific absence type could be applied in a period, if
occurrence is 1, then it can be selected only once in a period.
Absence start date validation: This validation is based on absence start date. If enabled the application checks the
absence start date against specific rules. Example, one cannot take an absence 30 days before the current system
date.

Absence Management
Absence Type
Planned absence end date: If this is enabled, a planned end date is shown in the screen and the Manager
can enter this date. The real date needs to be entered once the absence has passed (could be used for sick
or maternity).
Open ended: If this is enabled, then the Open ended check box is enabled on the absence screen. This is
used for planning a leave or usually associated with the leave type, which does not have an accrual balance.

Type and Action Items

Certifications
On demand or Trigger

Absence Management
Absence Plan
• An Absence Plan defines the rules governing a specific entitlement to time off from work.
• Set of rules (such as the absence calendar, accrual bands, plan type - front-loaded or incremental, carry
over rules, eligibility rules etc.) that define the entitlements and accruals that workers receive in an
organization.
 Eligibility for the entitlement,
 How the entitlement is granted or accrued,
 Accrual rate, ceiling and carryover limits,
 How much of the entitlement is deducted for a given period of absence
 Termination rules and the relative rate of pay.

Absence Management
Absence Plan
• Grouped into 3 types
– Accrual Plans
– Qualification Plans
– No entitlement Plans
No
Accrual Qualification
entitlement
Vacation Plan Maternity Unpaid Leave

Absence Management
Absence Plan
• There are three types of Absence Plans
 Accrual - Accrual is the entitlement time that is earned by the employee on some periodic basis. An
accrual may not mean that the specific time may be available for the employee to use. Accrual simply
implies that entitlement time is given under predefined conditions at continuous points of time during
the life of the plan.
 Qualification - A Qualification Plan is a form of Absence Plan in which the employee’s entitlement to
time off is not earned on a period basis but is granted to them. Non-accrued plans are typically used
for entitlements other than vacation (e.g. sickness, maternity, family leave, jury duty, military service).
 No Entitlement – A Plan which has neither Accruals nor Entitlements defined. Commonly this type of
plans are used to track Loss of Pay/Unpaid Absences

Plans
Functional Model
Accrual Qualification Non-entitled

18 hours vacation 28 weeks
maternity leave 3 days paid
per month
• 18 Weeks at 100% personal leave
incrementally
• 8 weeks at 80% OR
OR • 2 Weeks at 0%
27 days vacation
3 days disciplinary
per year, front-
suspension, unpaid
loaded

Creating Plans
• When an absence plan is created, a legislation and plan type must be
specified
• Plan type will drive the types of configurations that apply to the plan
• Once a plan is created, the plan type cannot be changed

Plans
Accrual Plan

Entitlements are
Entitlements are assessed No qualification
accrued on a periodic
when the absence is assessment and no accrued
basis for paid time off scheduled or recorded entitlements.
for a plan year
Accruals can be either

accumulated Bands determine
incrementally over a progression of payment These plans are either paid
plan year or provided percentage through the or unpaid
at the beginning of the use of the plan
plan year.

Plan Attributes
Units of Measure for plan can be

converted from the associated type
(examples: US FMLA in weeks, UK SSP
Each plan has its own unit of measure Qualifying Days)
Plan Terms are either calendar based or event based years. Calendar years can
start on any date (i.e., fiscal years)

Accrual Plans: Participation
Eligibility for plan is determined like other benefits – at
hire or other employment event. Participation in a plan is
marked by an enrollment record.
Enrollment termination can be the result of loss of When enrollment is terminated, remaining balances may
eligibility or termination of employment. be paid out or forfeited
HR hire and termination flows include management of accrual enrollments

Accrual Plans
Accrual Attributes
Paid time off that accrues before the employee is able to

use it. Options: None/Formula. This is customarily used for
probation periods.

Accrual Method and Accrual Periods
• Incremental • Front-loaded
– Increments over the plan year – First period of participation for the
– Accrual rate entitlement is quoted employee
based on the incremental period – Accrual rate is always quoted as an
– Requires definition of accrual periods annual entitlement
within the year – Uses Accrual periods only for
– Ceilings are applied in each accrual processing enrollment changes and
period building balance records
– No use cases found for using Ceilings

Accrual Plans
Plan Limits
For incremental plans, the limit

applied to each accrual period
The amount a balance will be allowed to fall to before

absences using the plan will be treated as “unpaid time”. Carry over rules

Accrual Plans
Accrual Matrix
Evaluation in sequence order until first match. Carryover
What will Formulas can
Example, length of service is evaluated and ceiling
be reference the
limits at
accrued matrix rate
band level

Accrual Plans
Entries and Balances
What kind of Adjustments are allowed to the

accrual balances?
What rates are used

for payment
calculations
Link to Fusion
Payroll elements
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Define Rate

Plans
Qualification Plan

Entitlements are
Entitlements are accrued No qualification
assessed when the
on a periodic basis for paid assessment and no accrued
time off for a plan year absence is scheduled entitlements.
or recorded
Accruals can be either Bands determine

accumulated incrementally progression of
These plans are either paid
over a plan year or payment percentage or unpaid
provided at the beginning through the use of the
of the plan year. plan

Qualification Plans
Plan Term

Rolling Backward Period Example
1-Apr-14
15-Mar-13 - 15-Apr-13 1-Apr-13 - 31-Mar-14 New Sickness Leave Start Date
Previous Sickness Leave Rolling Backward Period
1-Apr-13 1-Jul-13 1-Oct-13 1-Jan-14

1-Mar-13 1-Apr-14
Participation in Qualification Plans
Qualification date. No waiting

period options
Option to pay entitlements or terminate entitlement

Qualification Matrix
Evaluation in sequence order until first match.

Example, length of service is evaluated
Band details outline the progression of payment

percentage through the use of the plan
Band details can also hold formulas, similar to
accrual bands

Qualification Plans
Payroll Integration
• Payment can be configured to begin at some point other than the start of
the absence
• Only time used from the entitlement is available to payrolls
• No track of balances or liability

Plans
No Entitlement Plans
Entitlements are accrued Entitlements are assessed No qualification

on a periodic basis for paid when the absence is assessment and no
time off for a plan year scheduled or recorded accrued entitlements.
Accruals can be either

Bands determine
accumulated incrementally
progression of payment These plans are either
over a plan year or
provided at the beginning
percentage through the paid or unpaid
use of the plan
of the plan year.

No entitlement Plans
General Attributes
• Use these plans to simply track time

• Plans are either always paid at 100% or unpaid
• No entitlement tab, No accrual tab

Absence Processes

Absence Management
Absence Processes

Reports/Dashboard

Absence and Accrual Dashboard
The Absence dashboard helps organizations to better manage employee absenteeism. This dashboard
not only proactively monitors absenteeism to help reduce productivity loss but also promotes leave as a
benefit to help employees achieve better work life balance.
Overview Accrual Absence Trends Absence Details Absence Calendar
Analyzes employee absence Monitor employees’ absence

rate and work days lost by “days out” in an annual
organizational hierarchy, calendar format
Analyze employee leave
geography and/or by absence
accrual balance by
category or type
supervisor hierarchy.
High level key metrics on
absence and accrual
balance including top 5 Monitor employees absence at the
absences and accrual organizational or location detail
balance trend level

Absence Calendar
• Purpose:
Annual Employee Absence
calendar including past and
planned absence events; The
calendar provides embedded
navigation to view monthly
calendar or absence event details
• User Focus:
• Line Manager
• HR Manager
• Location:
• Dashboard – Absence and Accrual
• Page – Overview
• Source:
• Human Resources – Absence and
Leave Accrual Subject Area

Employee Absence Details
• Purpose: • Location:
• View employee absence history • Dashboard – Absence and Accrual
• User Focus: • Page – Absence Calendar
• HR Manager • Source:
• Human Resources – Absence and
Accrual Subject Area

Absence Workflow &
Spreadsheet Loaders

Absence Workflow
Setup and Maintenance > Manage Approval Transactions > Absence > Configure

Absence Spreadsheet Loader
My Workforce > Data Exchange > HCM
Spreadsheet Data Loader > Initiate Spreadsheet
Load
Download the spreadsheet loader and after

entering the absence details upload it back to the
application. Then the load can be monitored with
the Batch ID automatically populated in the sheet.

Tools and Micro Sites

Tools & Micro sites
The tools used in a typical Core HR implementation project are:
1. FSM( Functional Setup Manager)
2. FBL( File Based Loader) / HDL( HCM Data Loader)
Other tools commonly used are User Interface Text tool for label change in bulk.
Application Page composer and sandboxes for Personalization.

Set Up Framework: Navigation
Implementers can access
“Absence Management”
offerings via the FSM
Define Absences activity has
all the setup tasks
Administrators can access
most set up tasks through
the Absence Administration
work area
Tools & Micro sites – File Based Loader

Tools & Micro sites(4/5) – HCM Data Loader

Tools & Micro sites(5/5)

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Fusion Absence

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Work Schedule Assignment Location

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– 1.Primary assignment of the worker

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– 1.Primary assignment of the worker

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Press “Add” and

You can press

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In Oracle fusion an employee has the ability to view balances through

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Press the “Calendar” to choose

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Category Type Plans

Patterns and Feature Usages are managed

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Generic Absence Illness / Injury Childbirth / Placement

• Used for most absences • Includes additional • Attributes based on

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Dates and Duration:

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Vacation Plan Maternity Unpaid Leave

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