absence managment
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Absence Management:End-to-End Business Process Review
Apri l 2008
Office of Human ResourcesMaking a Positive Difference Every Day
Quality, Service, Education
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Review the business process surrounding Absence
Management
System has been live for 9 months, maturing product and
process, things are evolving
Part of ongoing exchange with campus constituents to refine
best practices
Beginning of ongoing training and support activities which will
include:
Targeted function presentations
Hands-on practice labs
Online reference materials
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IntroductionAbsence Management
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To understand the big picture and impact to users
To review and become familiar with the entire AbsenceManagement process
To understand the various roles and functionalities
within the process
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Objectives
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Agenda
Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Absence Management is the SOLAR HR module that
tracks all absence-related activities and maintains the
corresponding balances.
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BackgroundAbsence Management
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Past
All Time and Labor and Leave Accounting activitieswere entered in one combined module
Present
Oracle/PeopleSoft created Absence Management
Per Chancellors directive, all campuses implementing Absence
Management within next year
Future
Northridge campus focus group engaged to provide feedback andguide future improvements
Within the next year there will be a new reality Time and Labor
and Absence Management will be merged to one reporting screen
New training and materials are evolving with your input
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BackgroundAbsence Management
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Time and Labor
Regular payable time
(hourly intermittent,
Student employees) Overtime
Shift differential
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BackgroundAbsence Management vs. Time and Labor
Absence Management
EARNED and TAKEN
Vacation, Sick, etc.
Compensatory Time
Other time away from
the office (not accrued)
Jury Duty
Military leave
Maternity/Paternity
Docked time
etc.
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Absence Management
Background
Roles & Timelines
Process Flow
Pay Groups Schedules
Absence
Requests/Entries
Portal links Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports Alternate Schedules
Excess Plus/Minus
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Self Reporter
Reports time on their own behalf through Absence Management
Approver
Approves online requests/entries made by Self Reporters
Monitors department activity through use of reports
Timekeeper
Reports time on behalf of authorized departments from approved
Absence Request forms
Uses Absence Reports on a regular basis to Ensure accuracy of reported absences
Perform audits
Works with Payroll to resolve absence-related issues
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Absence Management
Roles
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Terminology Human Resources/Employee synonymous with Self Service
Human Resources/Manager synonymous with Manager Self
Service
Self Service refers to the actions or views an individual
employee can access on their own behalf
Manager Self Service refers to the actions or views a
Timekeeper/Approver can take on behalf of another
employee
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Absence Management
Roles
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University Payroll Calendar found online at:http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc
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TimelinesAbsence Management
http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc -
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The University Payroll Calendar includes Absence Management
timelines with use of symbols:
Monthly Time Entry Deadline falls on or about the 3rd of the
month following the pay period.
# Monthly Approval Deadline falls on or about the 5th of the
month following the pay period.
Monthly Posting of Leave Accruals falls on or about the 8th ofthe month following the pay period.
Balances for the various categories of paid time off are updated and
posted online for the PREVIOUS pay period.
Balances are accessed through Absence Balance and Department
Absence Balance pages.
TimelinesAbsence Management
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Absences can be entered and/or approved for future periods
Balances will not be reduced until the appropriate pay period
Waiting until deadlines to enter or approve creates higher demand
on system resources, which in turn sometimes slows down theapplication
Last minute activities sometimes result in rushed entries and
increased errors
Hint: weekly activity minimizes system performance
issues around deadlines, helps to increase accuracy &
efficiency
TimelinesAbsence Management
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Absence Management
Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Process Flow
Process Overview
does NOT include
all absence-related
activities (e.g.leaves of absence,
terminations, etc.)
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Process FlowQuick Flow Self Reporter
Absence Management
Employee entersabsence
Approver actions
Absence reportscapture activity
AbsenceManagement
updates balances
Absence-eligibleEmployee
Hired/changed
Pay Group
assigned
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Absence Management
Process FlowQuick Flow Timekeeper
Employeesubmits approvedAbsence Report
Timekeeperenters
Absence reportscapture activity
AbsenceManagement
updates balances
Absence-eligibleEmployee
Hired/changed
Pay Group
assigned
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Absence Management
Background
Roles & Timelines
Process Flow
Pay Groups Schedules
Absence
Requests/Entries
Portal links Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports Alternate Schedules
Excess Plus/Minus
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Absence Management
Eligible employees are assigned to a group during the hire
process
Groups reflect the variety of employment conditions
Salaried, non-salaried
Exempt, non-exempt
Bargaining, non-bargaining
Multiple jobs could mean multiple pay groups Employee accrues per job
Total bucket can accrue no more than 100%
Pay GroupsFunction: drives accruals, absence types
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A Pay Group is the key that filters the appropriate
absence types to be seen by individuals in the Absence
Request page
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Pay GroupsAbsence Management
This individualis exempt
This individual
is non-exempt
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1800-Casual Workers 7171-Notetakers
Rehired Annuitants (all)
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Student Assistants (all) Non-Employees (0051)
Immediate Pays (excludingSummer Faculty)
Employment groups ineligible for absences
(no Pay Group assigned because no leave is accrued)
Absence Management
Pay Groups
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Absence Management
Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Employees are automatically associated with the default
standard schedule, Monday through Friday, 8 hours per day
Schedules can be viewed by Timekeepers and Approvers
through the portal linkAssign Work Schedules
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SchedulesAbsence Management
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Assign Work Schedule displays schedule information
Effective date
Description
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SchedulesAbsence Management
Employee Name 000000000
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Absence Management
Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
Ab M
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In system terms, anAbsence Requestis:
An entry for a future planned absence, OR
An entry after the absence is taken within the current pay
period
Request Absence is the entry page used to request or
report time taken by both Self Reporters or
Timekeepers
Absence RequestsAbsence Management
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Background
Roles & Timelines
Process flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
Absence Management
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Portal links are available to add to yourmyNorthridge
homepage for direct access to a variety of pages inthe SOLAR HR application
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Absence Requests Portal linksAbsence Management
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Absence Requests Portal linksAbsence Management
To personalize your page, on the myNorthridge homepage orStaff tab, click on Personalize
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Click in the boxes next toHuman Resources/Manager and
Human Resources/Employee
Remember to click Save
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Absence Management
Absence Requests Portal links
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Absence Management
Pagelets will now appear on yourmyNorthridge homepage
(default at the bottom unless you have arranged the
pagelets), reflecting links appropriate to your access
Absence Requests Portal links
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myNorthridge Home link or Staff tab link allows a return
to the portal home page without having to exit and sign
back in for each change of activity
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Absence Management
Absence Requests Portal links
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Background
Roles & Timelines
Process flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
Absence Management
Absence Management
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Choose the link for desired action
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Absence Management
Absence Requests Self Reporting
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Absence Requests Self ReportingAbsence Management
Required information indicated by asterisks includes: Start Date
Absence Name
Employee Name Optional
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View Monthly Schedule displays a calendar view reflecting
work schedule, planned absences and holidays for aparticular month (not pay period).
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Absence Management
Employee Name000000000
Absence Requests Self Reporting
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Absence Name will open other fields and display information
as appropriate
Example: opening vacation or other types that have a balance,
the corresponding balance will display (as of the last accrual
processing)
Full days of use require the Partial Days indicator be left atNone (exceptions to be discussed later in presentation)
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Absence Management
Absence Requests Self Reporting
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End Date or Duration Enter an End Date (same date for one day) OR
Enter Duration
Click Calculate End Date or Duration and the field
not entered will populate, based on schedule
Absence Management
Absence Requests Self Reporting
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Entering durations of hours that are not whole days based on
the individuals schedule will result in a warning message:
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Absence Management
Absence Requests Self Reporting
Absences that include partial days
(non-exempt employees only) should
be reported separately from the full
days.
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Absence Requests Self ReportingAbsence Management
The activity for partial versus full days would look like this:
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A Self-reporter can enter comments that the Approverwill see to specify additional detail about the absence
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Absence RequestsAbsence Management
20th high school reunion
Absence Requests Self Reporting
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Save for Later or Submit
Save for Later can not be seen by Approver in the approval
page
Submit puts the absence in queue to be approved; it can still
be changed by visiting the Request History page and clicking
on edit button
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Absence RequestsAbsence Management
Absence Requests Self Reporting
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New cancellation feature, available as of 4/3/2008
SUBMITTED, PUSH BACK orDENIED status Self Reporter can cancel the entry and submit a new
request for the same or another date
A Timekeeper cannot take action on behalf of the Self-Reporter
for this entry
APPROVED status An Approver can cancel the entry, and the Self Reporter OR
Timekeeper can re-enter same or another date
a Timekeeper CAN cancel the entry, but the date can only be
re-used for a different absence type
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Absence Requests Self Reportingg
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Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
g
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Differences between Timekeeping and Self-Reporting:
Selection of employee from group
Automatic approval
Access to Absence Reports (also known as Multi-Reports)
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Absence Requests Timekeepingg
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Select Group ID
Select employee
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g
Absence Requests Timekeeping
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Timekeepers enter in the same Request Absence pageas Self-Reporters
Clicking results in approved entry
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Absence Requests Timekeepingg
Employee Name
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Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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In general The Partial Days field is used to report time that is less than an
employees normal workday for non-exempt employees
Exempt employees are not to report partial day usage
There are EXCEPTIONS to this rule, with regard to specialabsence types
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Absence Requests Partial Days
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Absence Requests Partial Days Special absence types requiring use of the Partial Days
indicator are:
Alternate Day Off Earned (ADO), expiring and non-
expiring
Compensatory Time Off (CTO) Earned, Premium andStraight Rate
Holiday Compensatory Time Off Earned
Holiday Credit Earned
Dock TAKE
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For these special absence types, use of the Partial Daysindicator as All Days is required even when reporting full
days:
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Absence Requests Partial Days
ADO Expiring Earn
ADO Non Expiry Earnings CTO Premium Earn
CTO Straight Earn
Holiday CTO Earn
Holiday Credit Earn Dock Take
All entries for HOURLY employees require the use of the
Partial Days indicator to be set at All Days.
(Definition and rules of usage for all absence types included in the Absence
Management User Guide)
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Options to use are None and All Days
None is defaulted and left as is when time reported is for fulldays of regular absence type categories
All Days is chosen when time reported is for partial days OR
the special absence types
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Absence Requests Partial Days
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All Days Hours:
Example entry: sick leave being expended for a part-time
employee with no schedule
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Absence Requests Partial Days
Range of dates
All Days literally counts ALL
days; what will happen is the
system will count that number
of hours times however many
days reflected in the reported
range, including weekends
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Example: CTO EARN entry (earned on a non-workday)
The Duration field should be left blank. The Duration fieldwill remain blank even after clicking the Calculate end Date
or Duration button.
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Absence Requests Partial Days
Saturday
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Example: CTO EARN entry (beginning and ending on
non-workdays) If the Duration field is entered, the system will populate the
End Date with the employees next scheduled workday
upon clicking the Calculate End Date or Duration or upon
submitting the absence.
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Absence Requests Partial Days
Saturday
Monday
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Example: CTO EARN entry (on a workday)
The Duration field automatically populates after clicking theCalculate End Date or Duration button.
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Absence Requests Partial Days
Monday
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Background
Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status
Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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The status of an absence request can be reviewed on
the Absence Request History page
Portal pagelet link: View My Absence Request Hist
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Absence Status
Employee Name Note Vacationtake 4/25 -
4/28, 16
hours
calculated
reflecting
charges for
Friday and
Monday
according to
employees
schedule
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Absence Status types include:
Saved
Submitted
Approved
Push Back
Denied
Cancelled
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Absence Status
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An absence in a changeable status is indicated by ayellow Edit button
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Absence Status
Employee Name
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Absence Status
New cancellation feature, available as of 4/3/2008
Self Reporter entered absences
Self Reporter can cancel BEFORE approved
Approver should cancel AFTER approved
Timekeeper entered absences
Timekeeper can cancel the entry and submit a new
absence for the same or another date
Cancellation Feature Summary Chart available in theAbsence Management User Guide
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Absence Status
Absences with a yellow Edit button are able to be changed
or cancelled depending on scenario
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Background Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Click on portal link in Human Resources/Manager
pagelet
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Approvals
Approver Name
Approver page displays, showing all
requests awaiting approval
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Three ways to approve To approve ALL employees in list, review summary data on page and
use Select All button
To approve only SPECIFIC employees, click on the box to the left of
the employees names and click Approve Selected
Drill down to detail display for each individual employee by clicking on
employee name and choose action on the detail screen
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Approvals
Name, Employee 000000000
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Clicking on an employees name will display the
Request Details page Approver action can
be taken on this page
Approvals
Employee Name
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Background Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Absence types that accrue have ongoing balances
These balances can be viewed from the link in the
portal pagelet.
View My Absence Balances reflects activity as of July 2007
View My Absence Balance Hist reflects activity PRIOR to July
2007
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Balances
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Balances are shown on three different tabs Absence Balances for Vacation, Sick, Personal Holiday
Compensatory Time
State Service
Balances
000000000 Employee Name
Employee Name
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The i in the blue circle indicates a link to additional usage
information
Balances
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On the details page, current month activities can be
viewed in the section labeled Absence Activity SinceLast Processed Date (last daily processing or payroll
adjustment)
Balances
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Timekeepers and Approvers have access to employeeleave balances within their department groups
The search screen allows access to whole departments
by department ID, or by individual employee byEmployee ID number
Balances
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Background Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Absence Reports are available to all Timekeepers and
Approvers to review and audit absence data for their
departments.
Access is availablethrough the Manager
portal pagelet
Absence Reports
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Reports are available by criteria selection
Absence Reports
A specific report is chosen
from the blue underlined
report options below the
search screen:
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Two tabs include Employee information, and Absence
information. Clicking on this symbol will expand
the display to show contents of both tabs.
Absence Reports Reported Absences
Last Name, First
00000000Last Name, First
Last Name, First00000000
00000000
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Use of the partial days indicator should be matched with
partial hours
Absence Reports Reported Absences
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The Negative Balance report helps identify employees who
may have reported against insufficient leave balances Absence Management allows negative balances, even
through campus policy is not to allow borrowing againstfuture accruals
Absence Reports Negative Balance
Employee Name00000000
RECOMMENDED: Run the Negative Balance report WEEKLY during the
course of the pay period to help capture any reported absences for which there
is not enough leave balance to cover the activity
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Report outputs can be downloaded to Excel by clicking
on the grid/red arrow icon on the top banner
Remember to turn off pop-up blocker, or hold down the
control key to allow the new window to open
Other reports are available to help monitor and keeptrack of department activity
Absence Reports
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Background Roles & Timelines
Process Flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Absence Management has a schedule maintenance
feature
Updating capability is not yet available to the campus,but the ability to view schedules is available through the
Assign Work Schedules link in the portal
Alternate schedules must be reported via the ActionRequest form for HR update
Alternate Schedules
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Action Request Form (available on the web at: http://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot)
In the section marked Miscellaneous, check Change in Work
Schedule and enter the effective date
Be sure to include details of the schedule, such as which days of the
week and how many hours on each day to include
Alternate Schedules
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Alternate SchedulesAbsence Management
http://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot -
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The schedule can be viewed through the Assign Schedules
portal link
Alternate Schedules
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Background Roles & Timelines
Process flow
Pay Groups
Schedules
Absence
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Absence Management Processing Components
Absence Status Approval
Balances
Absence Reports
Alternate Schedules
Excess Plus/Minus
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Excess Plus/Minus
Alternate schedules sometimes produce a differentnumber of working hours per month than the standardschedule (plus or minus) and must be tracked for non-exempt employees
Example: February 2008Regular schedule = 176 hrs
4/10 M-Th = 170 hrs
Deficit of 6 hours for thispay period
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Absence Management calculates number of hours over
and under the standard schedule and keeps track
Absence Reports available to all Timekeepers and Approvers
Excess Plus/Minus Positive Hours that will need to be paid out monthly
Excess Plus/Minus Negative Hours that will carry forward until plus hours earned or
calendar year-end reconciliation
Excess Plus/Minus
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TheAbsence Management User Guide and a copy of
this presentation will be available online at
http://www-csun.edu/ohrs/solar
Questions?
http://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solar