Absence Management - Basic Setup

This article will get you going with the very elementary setup of absence management. For relatively complex concepts like accruals, holiday calendar, etc. will be taken in future posts.

1. Create New Element for Absence

Navigation: <HRMS Responsibility> à Total Compensation à Basic àElement Description

Element Name: Sick Leave Balance (Name should be as per business requirement)                            

Description: These Element Capture Days for Individual Sick Leave

Primary Classification: Information

Type: Nonrecurring

Input Values: Days à Day

2. Create Element Link

Navigation: <HRMS Responsibility> à Total Compensation à Basic à Link

Create the link for all payrolls (the effective date should be set accordingly e.g. 01-Jan-1951)

3. Create Absence Reason (Optional)

Navigation: <HRMS Responsibility> àOther Definitions à Application Utilities Lookups

Search for Type “ABSENCE_REASON”  and then enter absence reason as applicable

4. Create Absence Category

Navigation: <HRMS Responsibility> àOther Definitions à Application Utilities Lookups

Search for Type “ABSENCE_CATEGORY” and then enter absence category as applicable

5.  Create Absence Type

Navigation: <HRMS Responsibility> à Total Compensation à Basic àAbsence Types

• Give an appropriate leave name, category and start date
• Link the element created is above steps to this absence
• Keep the balance as ‘Decreasing’ (Since we are using sick leave in this illustration and assuming that the organization has a upper cap on the number of leaves an employee can take under sick leave title. For leave without pay (Unpaid Leaves) this balance needs to be 'Increasing')
• Add the reasons for leave

6. Update the seeded fast formula

Navigation: <HRMS Responsibility> à Total Compensation à Basic àWrite Formulas

• Change the date to some earlier date and then make the changes (e.g. 01-Jan-1951)
• Search for the formula : BG_ABSENCE_DURATION
• Click on Edit and replace the code with the one mentioned below. Please keep  a backup of the existing code before updating the fast formula

==================================================================

/*=========================================

FORMULA NAME: BG_ABSENCE_DURATION

CUSTOM FUNCTIONS:

1. NONE

Use Defined Table:

1. NONE

Created By

1. Mohit 01-JAN-14  

=========================================*/

/* Main Body of Formula */      

INPUTS ARE 

days_or_hours(text),

date_start (date),

date_end (date),

time_start (text),

time_end (text),

ABSENCE_ATTENDANCE_TYPE_ID (number)

DEFAULT FOR days_or_hours IS 'D'

DEFAULT FOR time_start IS '08:00'

DEFAULT FOR time_end IS '17:00'

DEFAULT FOR date_start IS '0001/01/01 00:00:00' (DATE)

DEFAULT FOR date_end IS '4712/12/31 00:00:00' (DATE)

/*------- Database items begins--------*/

DEFAULT FOR asg_start_time IS '07:00'

DEFAULT FOR asg_end_time IS '20:00'

DEFAULT FOR asg_pos_start_time IS '07:00'

DEFAULT FOR asg_pos_end_time IS '20:00'

DEFAULT FOR PER_SEX IS 'Male'

DEFAULT FOR ASG_PAYROLL IS 'RA Monthly Payroll'

DEFAULT FOR SESSION_DATE IS '0001/01/01 00:00:00' (DATE)

/*------- Database items ends --------*/

/* ---------Local Variables Begins----------*/

error_or_warning = ' '

invalid_msg = ' '

availability= 'DAY'

duration = '0'

number_of_days = 0

l_net_accrual = 0

first_day_hours = 0

l_holidays=0

total_days=0

holiday_days='0'

l_leave_days = 0

l_leave_name ='TEST'

l_message = 'Test'

l_balance = 0

l_weekend_days = 0

/* ---------Local Variables Ends----------*/

total_days = days_between(date_end,date_start)+1

duration = to_char(total_days)

Return duration

==================================================================

Once the code is pasted, click on verify button and then close the form and save the formula is correction mode

7. Activities at employee record level

Navigation: <HRMS Responsibility> à FastPath  à Entries 

• Add the sick leave element to one employee (element entries form)
• Assign the leave basket value for the calendar year (in this case employee will be able to take maximum of 9 days of sick leave in the year 2014)

8. Entering Absences against employee record

We are done with the Setup, now create vacation leave for an employee and test the same

Navigation: <HRMS Responsibility> à People à Enter & Maintain à <Search for the employee who has leave element tagged> à Others à Absence

Once the Absence is confirmed, the element will be attached along with the No of days to the corresponding employee in Employee Element Entries

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