DP World America – Human Capital Management

(Absence Management)

Playback 0 – HCM
AGENDA

1 Current Absence Policies and systems 5 Absence Plans

- discussion
6 Absence Types
2 Worker Availability Key Terminology
7 Role and Functionalities
3 Worker Availability
8 Data Migration
4 Absence Key Terminologies
9 Discuss Integration Needs

10 Q& A
Current Absence Policies and systems - Discussion
 Worker Availability Key Terminology
 Calendar Events
Calendar events represent all the important dates that can affect the working time of your workforce such as a public
holidays.

 Shifts
Shifts that start and end at specific times on a given day. Or, define shits that have a specific number of hours you expect
the individual to work on a given day. Eg: shift duration 9:00AM to 5:00PM.

 Work Pattern
Pattern of shifts that repeats, such as every week or every 2 weeks. For example, the first week has morning shifts
Monday to Friday and the second week has evening shifts Tuesday to Saturday.

 Work Schedules
Schedules include details of available and unavailable working times for a resource for a specified period of time. You
define schedules to suit the different groups of people in your workforce. For example, you can set up a regular schedule
of 9am to 5pm, for five days a week, starting on Monday and assign it to all the workers who work a regular week.

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Worker Availability

• Defining work schedule is pre-requisite for using absences if working days needs to be used for
absence duration calculation.
• It is used to calculate the duration of actual days away from work.
Work Shift Calendar Event
• 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 Work Schedule
• Example: 40 Hrs M-F (8, 8, 8, 8, 8, 0, 0) Inheritance

Legal Employer
Work Schedule
• Collection of patterns between two dates
Location

Work Schedule Assignment

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

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 Absence Key Terminology
 Derived Factor
Derived factors define how to calculate certain eligibility criteria that change over time, such as a person's age or length
of service.

 Eligibility Profile
Eligibility profile determine whether a person qualifies for objects that you associate the profile.

 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 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.

 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.
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 Absence Key Terminology Cont….
 UOM (Unit of Measure): Working Days or Calendar Days.

 Plan Term: An accrual term is a period of time during which workers accrue time.

 Eligibility: Defines criteria used to determine whether a person qualifies for an accrual or qualification absence plan.

 Waiting Period: Define a waiting period if you want newly enrolled workers to start accruing time under that plan only
after a specific amount of time elapses after the date of enrollment.

 Vesting Period: Define if you want newly enrolled workers to accrue time, but not use it until after a specific amount
of time.

 Accrual Method: Incremental/Front loaded.

 Repeating Time Period: This allows you to determine the frequency of accrual. Eg: Monthly/Yearly

 Celling: Determines the maximum leave time that workers can accrue.

 Carry Over: Maximum time that workers can carry forward to the next term
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Accrual Plan
Accrual Method
Incremental
Front-loaded
• Increments over the plan term
• First period of participation for the employee • Accrual rate entitlement is quoted based on the
• Accrual rate is always quoted as an annual incremental period
entitlement • Requires definition of accrual periods within the year
Example: 15 days of vacation leave, in front loaded
plan will be given at the start of plan term in Jan
(Example) month

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 Absence Plan Types

 Accrual - Accrual is the entitlement time that is earned by the employee on a periodic basis. An accrual may not mean
that the specific time may be available for the employee to use. Accrual implies that the entitlement time is given
under predefined conditions at continuous points of time during the life of the plan. For example, you use the accrual
plan Vacation, Personal Leave.
 Qualification - A Qualification Plan is a form of Absence Plan in which the employee’s entitlement to time off is not
earned on a periodic basis but is granted to them. Non-accrued plans are typically used for entitlements other than
vacation. For example, you can use the Qualification plan for jury duty, study leave, parental leave, or army reserves.
 No Entitlement – A plan which has neither Accruals nor Entitlements defined. Usually used to track leaves without
pay.
 Agreement - Create absence plans of this type in accordance with statutory rules for use under an agreement. For
example, create a shared parental leave agreement for a worker and qualified parental partner to allocate paid or
unpaid time off among parenting partners. This is not Commonly used in US .
 Donation - Create absence plans of this type, if applicable, to track donated time that a worker receives. Workers can
donate their accrual plan balance to a co-worker who needs additional time off and is eligible to receive the donated
time.
 Compensatory - Create absence plans of this type to track earned compensatory time that can be used for time off.
Compensatory time is offered as compensation for working outside of regular work schedules. Instead of paying
overtime, an employer can create a policy to give paid time off; for example, time off in lieu.

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Absence Patterns

Absence types are the actual elements used by employees, line managers and HR Specialists to request
or register time away from work or an absence.

• Generic Absence
The Generic Absence type is used for absences like Vacation, 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
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Absence Pattern

Generic Absence

3 Different Absence Patterns

Illness or Injury

Childbirth or
placement

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 Roles and Functionality

Role Description
Human Resource Specialist Can view and edit all HR data for all employees. For the Absence Planning to Continuity process specifically they can:

 Process absence transactions within their span of control

 Register absences for employees

 Perform approvals

 Maintain absence adjustments

Line Manager Can view all non-confidential data for their own direct and indirect reports. For the Absence Planning to Continuity process
they can:

 Review team availability

 Approve absence requests

 Register absences on behalf of a direct report

Employee Can view their own data only. For the Absence Planning to Continuity process they can:

 View leave taken and remaining balance

 Request absences

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 Data Migration

 List of All absence Types which are active and closed from last 7 yrs.
 Person Absence Entry
 Person Absence Balance
 Absence Enrollment
 Public holidays/Special days List
 Shifts, Rotation Plans, Worker Availability

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Discuss Integration Needs
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 Thank You

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