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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 willinclude:

    Targeted function presentations

    Hands-on practice labs

    Online reference materials

    2

    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

    3

    Objectives

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    4

    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.

    5

    BackgroundAbsence Management

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    Past All Time and Labor and Leave Accounting activities

    were 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

    6

    BackgroundAbsence Management

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    Time and Labor

    Regular payable time

    (hourly intermittent,

    Student employees) Overtime

    Shift differential

    7

    Background

    Absence 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.

    Absence 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

    8

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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

    9

    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

    11

    TimelinesAbsence Management

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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 of

    the 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

    12

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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

    13

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    14

    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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    15

    Process Flow

    Process Overview

    does NOT include

    all absence-related

    activities (e.g.

    leaves ofabsence,

    terminations, etc.)

    Absence Management

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    16

    Process FlowQ

    uick 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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    17

    Absence Management

    Process FlowQ

    uick 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 appropriateabsence 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 defaultstandard schedule, Monday through Friday, 8 hours per day

    Schedules can be viewed by Timekeepers and Approvers

    through the portal linkAssign Work Schedules

    23

    Schedules