absence management system historical leave data department of human resources mary gilmore principal...
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Absence Management SystemHistorical Leave Data
Department of Human ResourcesMary Gilmore
Principal Analyst
Agenda
Purpose of the Absence Management System (System)
About the System Historical Leave Data Clean-Up Absence Management System screen
samples
Purpose of the Absence Management System
• DHR and CEO are implementing a Countywide absence management system.
• Countywide go-live is June 30, 2012.• Bring consistency to the process of managing employees on
leave.• Provide an automated “rules-based” system that applies the
most current Federal, State, and County policies.• Replace all current manual entry systems to become the
County’s system of record.
Absence Management System
• Instantly generate correspondence and leave packets to employees requesting leaves.
• Feature a comprehensive log to establish an audit trail of all actions performed over the lifetime of the leave.
• Send automatic tasks and reminders to Return-to Work Coordinators.
• Allow for document storage and management, reducing the need for physical paper files.
• Instantly generate department summary reports, eliminations the need for departments to produce and submit time-consuming monthly long-term leave reports.
Historical Leave Data Clean-Up
Department of Human ResourcesSilvia Quintanilla
Countywide Family and Medical Leave Coordinator
Historical Leave Data• Report includes:
Employees on leave from July 1, 2011 through March 15, 2012 , recorded in the Countywide payroll system.
Long-term leave absences as of February 29, 2012.
• Leaves from March 16, 2012, through May 30, 2012, are not included in the pre-populated report and must be entered manually.
• Each department must review and complete the required information for each employee leave.
• Data must be accurate -- it will be used as the historical base for the Absence Management System, and will be used to determine eligibility for future leave requests covered by FMLA, Pregnancy Disability, etc.
Historical Leave ExampleNot Req.
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Emp. No.
First Name MI
Last Name Dept
Term Date
Pay Location
Leave Pgm
Leave Start Date
Leave End Date
12 Month FMLA Begin
12 Month CFRA Begin
PDL Begin Date Notes
Paid Hrs Sys
Paid
Hrs Adj
Unpaid Hrs Sys
Total Hours Used Add Date Entry Date
485018 CARLOS BARRA 100 004 FC 11/2/11 12/1/11 11/2/11 11/211
EMPLOYEE'S SERIOUS HEALTH 176.00 0.00 0.00 176 11/16/11 12/8/11
Leave # Segment
Continuous or
intermittent
Status Open/Closed
Anticipated RTW
ConfirmedRTW
Leave Reason
Designation
Family Member
Request Date
Closure Date
Medical Cert Start
Medical Cert End
Delivery Date (For Pregnancy or Bonding
4850181
A Continuous Appro-ved
Closed 12/1/11 12/1/11 EE Own Illness
FMLA,CFRA
12/1/11
Historical Leave Data Report Add Two Columns
• Add two columns to the right of the last column on your historical leave data report.• Add the RTW Coordinator employee number. • Add the RTW Coordinator first & last name.
Delivery Date(For Pregnancy or Bonding only)
RTW CoordinatorEmployee No.
RTW Coordinator First & Last Name