Defining Absence Elements

This chapter provides an overview of absence element setup and discusses how to:

• Define absence types and reasons.

• Define absence entitlement elements.

• Define absence take elements.

• Prepare absence elements for use.

• Set up absence entitlement balance forecasting and inquiry.

Understanding Absence Element Setup

This section discusses:

• Prerequisites.

• Setup guidelines and dependencies.

• Absence formulas.

Prerequisites

Before you define any absence elements, review the introductory chapter "Understanding Absence Management" that provides an overview of absence features.

See Also

Understanding Absence Management

Setup Guidelines and Dependencies

You define the policies or rules that your organization follows for tracking and compensating payees for absences by creating absence entitlement and take elements. Absence entitlement elements define the conditions under which payees accrue paid time off and the amount of time that they can accrue. Absence take elements specify the rules that the Take process applies to determine whether an absence should be paid.

Consider the following factors before you begin your set up:

• Several absence features require the use of formulas.

  At a minimum, you define a day formula for the take definition. If you're creating entitlement elements that resolve per absence, you also define a per absence formula element. You cannot save the entitlement element until you enter the name of the formula on the Absence Entitlements - Calculation page.

• Entitlement and take elements are linked.

  When you define a take element, you specify which entitlement rules apply. If you define take elements before defining entitlement elements, return to the take pages in correction mode to select the entitlement elements.

• You assign an absence type to each absence take element.

  Absence types provide a way to group or categorize absences. You can assign the same absence type to more than one take element.

• Depending on your take rules, take elements can have several interdependencies.

  Mapping out the relationships between these elements can reduce setup time. Take elements are related when:

  • You allow payees to use an entitlement that is associated with another take when they exceed the entitlement balance.

  • You request the system to create a duplicate event for a second take element.

  • You prevent users from entering more than one absence for the same payee for the same day, but you want an error message to give information about the priority of the conflicting events.

• Entitlement, adjustments, balances, and other absence-related values are stated in the same units (hours, days, or some other period of time).

  For example, if you express entitlement in days, make sure that any supporting elements that define adjustments, balances, and other absence-related amounts also resolve to days. The units that you use to define absence elements must match the units that the users enter when they adjust or override an entitlement.

• Although you define most absence entitlement and take elements during implementation, you can create additional absence elements anytime.

  As your business needs change, we recommend creating new absence elements, rather than modifying existing elements. Changing existing elements can affect retroactive processing.

Absence Formulas

Formulas offer a convenient way to implement various absence management features. You can create different formulas for the features that you use or use the same formula in as many situations as you need to.

This table lists the absence-related formulas that you may need:

Many system elements are designed for use within absence formulas and point to columns in the absence daily data table.

For example, assume that you use the system element named SCHED HRS in your Day Formula and that you define the formula, named WRK DAY, as follows:

IF SCHED HRS > 0
THEN 1 ->> WRK DAY
ELSE 0 ->> WRK DAY
END IF

The formula checks to see if scheduled hours are greater than zero. If they are, the day equals one workday. If they are not, it is not a workday. As long as there is at least one scheduled hour, the absent day is considered a workday.

The formula processes each row of the daily data for the specified period for the absence take element that is being processed. For each row, the system retrieves the value for SCHED HRS from the daily data table.

Note. Absence system elements in the rows of daily data reflect what the current process row contains. You can use other system elements in your formulas; however, the system resolves them only once—not for each row. For example, if you use a system element from the Job row, such as Department, the value for Department does not change for each row.

See Also

Working with System Elements

Defining Absence Types and Reasons

To set up absence types and reasons, use the Absence Take Types (GP_ABS_TYPE) component.

This section provides an overview of absence types and reasons and discusses how to define absence types.

Understanding Absence Types and Reasons

When you define an absence take element, you assign it an absence type that describes the category of the absence; for example, vacation or sick. You can specify whether an absence type applies to all countries or a specific country. For each absence type, you can define an unlimited number of absence reasons.

When reporting absence events, the system displays the absence type associated with the take that you enter. Entering an absence reason is optional. During the batch and online forecasting processes, the absence type and reason code populate system elements (for example, ABSENCE_TYPE, ABSENCE_TYPE_DB (absence type day before), and ABSENCE_REASON) that you can access within your absence formulas.

Page Used to Define Absence Types

Defining Absence Types

Access the Absence Types page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Take Types, Absence Types).

Allow Request in Self Service	Selecting this check box enables you to configure all associated take elements for self service absence functionality.
Absence Reason	Enter up to three alphanumeric characters for the Absence Reason code.

Defining Absence Entitlement Elements

Use the Absence Entitlements component (GP_ABS_ENTL) to create an absence entitlement element for each type of entitlement that your organization offers. For example, if you have separate accrual policies for sick time, vacations, maternity leave, and so on, create a separate entitlement element for each.

This section provides an overview of auto generated accumulators and discusses how to:

• Name entitlement elements and enable forecasting.

• Define an entitlement amount and accrual method.

• Define rounding and proration rules.

• Define accumulator rules for entitlement.

• Define the start date and length of the accumulator period.

• View auto-generated accumulators.

• Define supporting element overrides for entitlement elements.

Understanding Auto Generated Accumulators

When you define and save a new entitlement element, the system generates an accumulator to track the entitlement balance.

After you save the element, you can go to the accumulator definition and enter additional instructions for the balance accumulator:

• For frequency-based entitlements, you can specify an Initialize Rule if you want the system to carry forward all or part of the balance at the end of the accumulation period. If you do not select an Initialize Rule, the system sets the remaining balance to 0 at the beginning of the new accumulation period.

• For absence-based and frequency-based entitlements, you can configure the way the entitlement balance is updated by adding or removing elements that contribute to or deduct from the balance. The system uses the following formula to calculate the entitlement balance:

  Entitlement balance = Entitlement − Units Paid + Units Adjusted

  Units Paid and Units Adjusted are assigned elements that the system creates when it generates the accumulator for the entitlement balance.

Example

If you create an entitlement element called VACATION, the system automatically creates a balance accumulator for the entitlement. This table lists the elements defined on the Members page for the accumulator (suffix names may differ by country) and explains when the elements are resolved:

Pages Used to Define Entitlement Elements

Naming Entitlement Elements and Enabling Forecasting

Access the Absence Entitlement Name page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Entitlements, Absence Entitlement Name).

You must name every element and define its basic parameters on an Element Name page. All element components in Absence Management share the same Element Name page (GP_PIN).

Enabling Forecasting

If the entitlement element that you're defining will be linked to a take element for which absence forecasting is allowed, click the Forecasting link at the bottom of the Absence Entitlement Name page to access the Forecasting page. Select the Forecasting Used check box.

To avoid degrading system performance, select the feature only for those takes and entitlements that you're interested in forecasting.

See Also

Defining Element Names

Absence Entry, Approval, and Self Service Features

Defining an Entitlement Amount and Accrual Method

Access the Absence Entitlements - Calculation page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Entitlements, Calculation).

Entitlement Type	Select the type of element to use to resolve the entitlement amount. Values are Accumulator, Bracket, Formula, Numeric, Payee Level, System Element, Variable. If you select Payee Level, the entitlement element is resolved only if the element is assigned to the payee on the Entitlement/Take Assignment page.
Entitlement Element	If you selected a value other than Numeric in the Entitlement Type field, select the name of the element that calculates entitlement.
Entitlement Unit	If you selected Numeric in the Entitlement Type field, type the number of units in this field.

Specify Frequency

The fields that appear in this group box vary according to the frequency option that you select.

Adjustment and Payoff

For frequency-based entitlements, you can instruct the system to reduce or pay off all or a portion of a payee's entitlement balance when a certain event occurs. Use generation control to define when you want the adjustment to occur.

Entitlement Carryover

When the system creates a new accumulator at the start of a new accumulation period, it assigns the value of the old accumulator to the system element named PREV VALUE ACCM. If you want entitlement balances to carry forward to the new accumulation period, you can create an initialization formula (on the Accumulator - Period page) that retrieves the old value from PREV VALUE ACCM and assigns its value to the formula. Add the formula element to the element member list for the accumulator (by selecting Add for the Accumulator Sign) via the Members page. When you do this, the value of PREV VALUE ACCM will be assigned to the formula, which will then be added to the balance accumulator. You can add the entire previous balance to the new accumulator, or whatever portion you want.

See Also

Defining Generation Control Frequency

Defining Generation Control Elements

Defining Accumulator Period and Timing Information

Defining Rounding and Proration

Access the Absence Entitlements - Rounding/Proration page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Entitlements, Rounding/Proration).

You can have the system round entitlement units or prorate those units when there is period segmentation. Proration applies to frequency-based entitlement only. If you select both a rounding rule and a proration rule, the system prorates and then rounds the entitlement units. Adjustment and payoff units are never rounded or prorated.

Note. You can use the PRORATE system element to invoke proration for an entitlement element, even when there's no segmentation. You set the value of PRORATE to Y or N (yes or no) to activate and deactivate proration. For example, you might create a formula that sets PRORATE to Y, prior to processing the entitlement element. After the entitlement element, you reset the system element PRORATE to N.

See Also

Defining Rounding Rule Elements

Defining Proration Rules

Defining Rules for Auto Generated Accumulators

Access the Absence Entitlements - Auto Generated Accumulators page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Entitlements, Auto Generated Accumulators).

The fields on this page are the same as the fields on the Accumulators - Level page and Accumulators - Definition page in the Accumulators component. Only the settings that are specific to absence entitlement elements are described below.

Level

Resolution Timing

Accumulator timing identifies when the entitlement balance accumulator is resolved. As the online message indicates, as each element contributing to the accumulator is resolved, the accumulator itself is also updated. The accumulator does not need to appear on the absence process list to be updated.

Retroactive Behavior

Retroactive behavior identifies how the accumulator is updated during retroactive processing. Absence accumulators always use the corrective retroactive method. The accumulator is updated with the newly calculated values of the member elements at the end of a retro recalculation.

See Also

Specifying Accumulator Keys

Defining the Start Date and Length of the Accumulator Period

Access the Absence Entitlements - Accumulator Periods for Element <name> page (click the Accumulator Periods link on the Absence Entitlements - Auto Generated Accumulators page).

Accumulator Periods

Warning! If you change the Begin Month or Begin Day field after you run the Entitlement or Take process, accumulator results may be inaccurate.

Auto Generated Accumulators

When the system generates the accumulators, it automatically adds a suffix to each accumulator's name to identify what the accumulator represents: the balance, entitlement, adjustment, or paid units. For example, an entitlement element named Vacation might have accumulators named VACATION_BAL, VACATION_TAKE, and so forth.

Viewing Auto Generated Accumulators

Access the Absence Entitlements - Generated Elements for Element <name> page (click the View Generated Elements link on the Absence Entitlements - Auto Generated Accumulators page).

You can see the list of automatically generated accumulators after you save the entitlement element's definition.

Defining Supporting Element Overrides for Entitlement Elements

Use the Supporting Element Overrides page to override the value of a bracket, date, duration, formula, or variable element that is associated with the entitlement element

Defining Absence Take Elements

Use the Absence Take (GP_ABS_TAKE) component to create an absence take element for each type of absence that your organization recognizes. For example, if you have separate rules for compensating sick time, vacation time, leaves of absence, and so on, create a separate take element for each.

This section provides an overview of absence take elements and discusses how to:

• Name take elements and enable configuration for forecasting.

• Define general calculation rules for take elements.

• Select the day formula, link earnings and deductions, and other take elements.

• Define absence take periods and linked absences.

• Define take rules for negative balances.

• Define absence take priorities.

• Define rules for absence forecasting.

• Define rules for balance inquiry.

• Define user defined result fields.

• Define supporting element overrides for take elements.

Understanding Absence Take Elements

This section discusses:

• Mapping.

• Eligibility, minimum absence, and wait period criteria.

• Linked absence takes.

• System elements for overwriting daily data from user-defined fields.

Mapping

You can instruct the system to generate a matching absence for another take element (such as TAKE2) when a user enters an absence for this take (for example, TAKE1). When you run the Take process, the system creates additional days in the daily absence results for TAKE2, using the same data that you entered for TAKE1, but applying the take rules that you defined for TAKE2. This feature enables you to evaluate a single absence event using more than one set of entitlement and take rules.

For example, your organization offers a supplemental sick plan in addition to the statutory sick plan. For payees to receive benefits from both plans when you enter sick time, you map the take element for your statutory plan (let's call it SICK) to the take element for the supplemental plan (let's call it SUPP SICK). Now, when a user enters an absence event for SICK, the system creates additional absence days for SUPP SICK. When the Take processing is complete, you can see these additional days in the daily absence results (GP_RSLT_ABS), but not in the absence event record (GP_ABS_EVENT). Define a linked absence take on the Absence Take - Day Formula page.

Eligibility, Minimum Absence, and Wait Period Criteria

When you define an absence take element, you can select up to three time periods that must be met before an absence can qualify for payment:

• Minimum absence

  Define the number of calendar days that an absence must last before it can be paid. If the minimum is not satisfied, the entire absence is unpaid.

• Eligibility period

  Specify the date that must be reached before an absence can be paid.

• Wait per absence

  Define a minimum waiting period per absence. An absence qualifies for payment only after the wait period has been satisfied. Only the days that exceed the wait period qualify. If you link related absences, you can specify that one wait period applies to all linked events or that a separate wait period applies to each event.

When you run the Take process, the system resolves the day formula, evaluates the day, and checks to see whether the period requirements have been met, in the order listed above. If the minimum pay period is not met, no further processing is done for that day, and the day count that is returned by the day formula is considered unpaid. If the minimum period is met, the system checks to see whether the eligibility period is met, and then the wait period. Define the criteria for eligibility, minimum absence, and wait periods on the Absence Take — Period page.

See Defining Absence Take Periods and Linked Absences.

Linked Absences Takes

You can instruct the system to link related absences that fall in a defined period of time. When occurrences of the same absence are linked, they can share the same per-absence entitlement or the same wait period. Define the criteria for linked absences on the Absence Take - Period page.

When you run the Take process, the system determines whether the new absence falls within the valid linking period. If it does, the system sets the system element named LINK YES-NO, which is associated with the new event, to YES. The per absence formula element (selected on the Absence Entitlements - Calculation page) refers to the value of the LINK YES-NO element to determine whether to resolve entitlement or to use the existing entitlement balance.

The system always compares the start date of the current event to the last matching absence event to determine whether the event falls within the linking period. You define what qualifies as the last matching event. If you specify that the Original Begin Date field on the Absence Event Entry page is used to identify linked absence, absence entries with the same absence type and original begin date are treated as one absence period.

For example, if a payee is out from January 23 to January 25 because of a broken leg and is out again from February 7 to February 8 for the same reason, this table shows how the absence is entered for the person on the Absence Event Entry page:

This diagram gives examples of how linking works:

Linking absences with and without original begin date

System Elements for Overwriting Daily Data from User Defined Fields

You can use up to 16 system elements to overwrite absence data that's entered into the user-defined fields (labeled Date 1, Date 2, Decimal 1, Decimal 2, and so on) on the Absence Event Input Detail page. When you run the Take process, the system writes the values that are assigned to the system elements to the daily data in the Absence Results (GP_RSLT_ABS) table in place of the user-entered values. You can use system elements to overwrite data for every day of an absence event or for selected days.

The following table lists the system elements, the corresponding fields that they overwrite in the Absence Results table, and the labels for the user-defined fields on the Absence Event Input Detail page:

where x = 1, 2, 3, or 4

For example, say that a user enters a value of 100 USD in the Monetary 1 field (EVT CONFIG1 DC) on the Absence Event Input Detail page. Using the EVT CONFIG1 DC UPD system element, you can have the system write 150 USD to the result table for the first day of the absence event, and use the value entered by the user for the remaining days of the event

To use the system elements:

• Specify which user-defined fields can be overwritten.

  Select these fields on the Absence Take - User Defined Result Fields page.

• Use a formula or rule to define the conditions for assigning a value to the system elements.

See Also

Defining Absence Take Periods and Linked Absences

Defining User Defined Result Fields

Pages Used to Define Absence Take Elements

Naming Take Elements and Enabling Configuration for Forecasting

Access the Absence Take Name page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Absence Take Name).

You must name every element and define its basic parameters on an Element Name page. All element components in Absence Management share the same first Element Name page (GP_PIN).

Enabling Configuration of Forecasting

Before you can define forecasting rules for a take element on the Absence Take - Forecasting page, you need to enable the take element for forecasting. To do this, click the Forecasting link at the bottom of the Absence Take Name page to access the Forecasting page. Select the Forecasting Used check box. Select the Forecasting Required check box if users are required to run the forecasting process before entering an absence through the Absence Event Entry page.

To avoid degrading system performance, enable the forecasting feature only for those takes that you're interested in forecasting.

See Also

Defining Element Names

Absence Entry, Approval, and Self Service Features

Defining General Calculation Rules for Take Elements

Access the Absence Take - Calculation page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Calculation).

Absence Type	Select the absence type. You define absence types on the Absence Types page.
Manager Approval Required	Select if a manager must approve every absence that is associated with this take. When a user enters an absence, someone must select the Manager Approved check box on the Absence Event Input Detail page, or the event will not be processed when you run the Take process. The system does not verify that the user who selects the check box is a manager. Note. This field does not apply to absence requests entered through the self service pages. Fields on the self service setup pages control the approval requirements for these requests.
Multiple Instances	Select to have the system create a separate bundle for the instances of positive input that are generated for the earning or deduction elements (associated with this take element). For example, say that a payee is sick on two separate occasions during the January processing period: Event 1: January 1-2. Event 2: January 20-22 . If Multiple Instances is selected, the system creates one row of positive input for Event 1 and one row of positive input for Event 2, enabling you to report the two events separately. Both Absence Begin Date and Absence Period Begin Date are populated when you select this check box, so select it if these dates are significant to your earning and deduction processing rules. If this check box is cleared, the system bundles the positive input that is generated for all absence events that occur for this take during the same period. A single row of positive input will represent the consolidated absence events.

Entitlement Member List

Use these fields to link the take element to one or more entitlement elements. When you run the Take process, the system reduces entitlement balances in the order that you specify. For example, if you link vacation take to entitlement for floating holidays and then to vacation entitlement, the system uses the floating holiday entitlement until it's depleted and then reduces vacation entitlement.

All entitlement elements that you add to the Entitlement Member List must be of the same type: per-absence entitlement or frequency-based entitlement. The first element that you add to the list limits the choice of entitlement elements that you can add in subsequent rows.

User Defined Fields

The system provides four user defined fields that you can use to add any information you want to the take definition. When you run the Take process, the data that you enter populates the TAKE CONFIG1 through TAKE CONFIG4 system elements.

Selecting the Day Formula, Linked Earnings and Deductions, and Other Take Elements

Access the Absence Take - Day Formula page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Day Formula ).

Beginning Balance Offset

If the take element is linked to a per-absence entitlement, select a formula that defines the conditions under which the beginning entitlement balance is reduced. The system executes the beginning balance offset formula only if the entitlement element is resolved (the conditional resolution formula is true).

You might use this feature to reduce entitlement when a payee has already received entitlement for related absences that occurred in the past. For example, you could use the beginning balance offset to reduce a sickness entitlement amount by the number of days that were used during the last 12 months.

IF SCHED_HRS > 0
THEN 1 ->> WRK_DAY
ELSE 0 ->> WRK_DAY
END IF

Generate Positive Input Member List

Complete these fields to have the Take process generate positive input for one or more earning and deduction elements with a calculation rule of Rate × Units or Rate × Units × Percent. Specify the supporting element that returns a value for the Units component of the calculation rule. You can also select the supporting elements that will return the percent, rate, and amount values.

Common Page Information

Units

Rate

Select the Rate tab.

Percent

Select the Percent tab.

Amount

Select the Amount tab.

See Also

Defining Processing Elements

Defining Absence Take Periods and Linked Absences

Access the Absence Take - Period page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Period).

Eligibility

Complete the Eligibility, Entry Type, and Eligibility Date Value fields if payees are eligible to use entitlement only on or after a certain date.

Minimum Absence

Complete the Minimum Absence, Absence Period Type, and Absence Value fields if payees must be absent a minimum number of calendar days before an absence event is paid. If the absence event is longer than the minimum period, the entire absence qualifies for payment. If the minimum period is not met, the entire absence is unpaid. (The system does not consider linked absences when determining whether the minimum period has been met. Linked absences are described below.)

The system refers to the end date of an absence to determine whether the minimum period has been met—even when the end date falls in a different calendar period.

Wait Per Absence

Complete the Wait Per Absence, Wait Period Type, Wait Period Value, and Count Formula fields if each absence event must satisfy a minimum waiting period before it can be paid. When the minimum wait period is met, the payee can be paid only for the period of time that exceeds the wait period.

If you define a Wait Per Absence and also select the Link Absence check box on this page, you can create a formula that enables linked events to share the same waiting period.

Linking

Defining Take Rules for Negative Balances

Access the Absence Take - Negative Balances page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Negative Balances ).

On this page, you specify what the system is to do if a payee's absence take exceeds the entitlement balance; that is, if the entitlement balance drops below zero. You can allow payees to:

• Carry a negative balance up to the limit that you specify.

• Take the absence as unpaid time.

• Use the accrued entitlement that is associated with another type of absence.

Negative balance rules do not take effect until the payee has depleted all the linked entitlements that are defined on the Calculation page.

Defining Absence Take Priorities

Access the Absence Take - Priority page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Priority ).

Allow Duplicates

Select to enable users to enter more than one absence for the same day on the Absence Event Entry page. For example, if an employee has a two-hour union meeting in the morning and takes six hours of vacation on the same day, select Allow Duplicates to enable the user to enter and save the two absences for the same day. Clear this check box to prevent users from entering more than one absence for the same day. When a user enters multiple events for the same day on the Absence Event Entry page and tries to save the entries, the system displays a message. If the user clicks OK, the system applies the take definition with the highest priority for the date in conflict (that is, the event with the lowest priority number). You designate the priority of the take element in the Event Priority field. The priority number appears on the Absence Event Entry page when you enter an absence using this take element. Using the same example, if you want the system to display the above message when a user tries to save the entries for a union meeting and vacation that occur the same day, do not select Allow Duplicates.

Event Priority

You can specify the priority of this absence take element in relation to others by entering a unique number of up to three digits in this field. Lower numbers represent higher priority. When a user tries to enter more than one type of absence for the same day, and duplicates are not allowed, the system displays a message that provides information about take priorities. It also enables the user to invoke a process that causes the system to use the take definition with the highest priority for the date in conflict.

Take Codes Allowed for the Same Day

Defining Rules for Absence Forecasting

Access the Absence Take - Forecasting page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Forecasting ).

Complete the Forecasting page if you want users to be able to run the Forecast process when entering absences.

Note. To enter information on this page, the Forecasting Used check box must be selected on the Forecasting page that you access through the link at the bottom of the Absence Take – Name page.

IF DAY COUNT UNP > 0
THEN NOT ELIGIBLE >> FM ELIG
ELSE ELIGIBLE >> FM ELIG
ENDIF

Forecasting Results Element List

This group box controls what appears on the Absence Forecast Results page (in the Absence Event Entry component) after you run the Forecasting process. Select the elements for which you would like to view results. For example, you may want a duration element to display the length of the absence and an accumulator element to display the entitlement balance.

The elements that you select should be those that are normally resolved during absence processing. Element types are: Accumulator, Bracket, Date, Duration, Formula, System Element, and Variable.

See Also

Absence Formulas

Defining Rules for Take Balance Inquiry

Access the Absence Take - Balance Inquiry page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, Balance Inquiry).

Note. To enter information on this page, the Forecasting Used check box must be selected on the Absence Take Name page.

Balance Inquiry Element List

This group box controls what appears on the Forecast Balance page after you run the Balance Inquiry process. Select the elements for which you would like to view results; for example, accumulators that track entitlement balances for the take, and system elements that help explain the balances.

Element types are: Accumulator, Bracket, Date, Duration, Formula, System Element, and Variable.

Defining User Defined Result Fields

Access the Absence Take - User Defined Result Fields page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes, User Defined Result Fields).

In the Configuration Type field, select the user-defined fields that can be overwritten by a system element. During batch processing, the value that's assigned to the corresponding system element will overwrite the user-entered value in the absence results table (GP_RSLT_ABS). Select only those fields that you will use in your rules.

For example, to specify that the value a user enters in the Date 3 field on the Absence Event Input Detail page can be overwritten, select User Defined Date 3 in the Configuration Type field.

See Also

Understanding Absence Element Setup

Defining Supporting Element Overrides for Take Elements

You can use the Supporting Element Overrides page to override the value of a bracket, date, duration, formula, or variable element associated with an absence take element.

Preparing Absence Elements for Use

Once you've created absence entitlement and take elements, follow these steps to prepare them for use:

1. Assign elements to payees.

   Begin by adding the elements to an element group. (Element groups are linked to eligibility groups, which are linked to pay groups. A pay group is associated with each payee.) Payees can accrue entitlement and be paid for absences only when they are associated with absence elements. Exception: It is not necessary to assign per-absence entitlement elements to payees. When you assign related take elements, payees are eligible for the per-absence entitlement. To assign entitlement elements that are defined at the Payee Level (you selected Payee Lvl in the Entitlement field on the Absence Entitlements - Calculation page), use the Entitlement/Take Assignment page.

2. Add elements to the absence processing framework.

   Sections tell the system which elements to resolve during processing. You can create a separate section for the entitlement and take processes, or you can create one section for both, depending on your organization's needs. Per-absence entitlement elements do not need to be included on a process list via a section. They are processed automatically when the Take program processes the related take element.

See Also

Defining Element Groups

Setting Up Absence Entitlement Balance Forecasting and Inquiry

This section provides an overview of how to enable absence forecasting and balance inquiry, and discusses how to:

• Create a transaction definition.

• Filter absence events from the forecasting process.

Understanding How to Enable Absence Entitlement Balance Forecasting and Inquiry

Before using absence forecasting or balance inquiry, you must activate these features for each absence take and entitlement element to which they apply, except for per-absence entitlement elements. For example, to forecast entitlement for vacations only, you activate forecasting for the vacation take and vacation entitlement elements.

Following is an overview of steps to enable absence forecasting or balance inquiry:

1. Define forecast formulas for absence takes (absence forecasting only).

   A forecast formula evaluates an absence according to the business rules you define. For example, your formula might determine if there is sufficient entitlement to cover an absence and, if not, what action to take. It returns a user-defined character string that appears on the Absence Event Entry page. For example, it might display "Eligible" or "Success" if there is enough entitlement to cover an absence. The system resolves the forecast formula for each day of the absence, immediately after it resolves the day count, day count paid, and day count unpaid. Only the last value of the formula is stored and is moved to the Absence Event table (GP_ABS_EVENT) during the Absence Forecasting process. The value is also moved to the results table (GP_RSLT_ABS) when the event is processed during the Absence Take process.

   The formula can check to see if there are any unpaid units for the day and why the units are unpaid—perhaps because of a waiting period. To determine this, you refer to other absence system elements, such as the beginning wait balance, ABS BEGIN WAIT BAL, and the ending balance, ABS END WAIT BAL.

   You can use the results of the forecast formula to invoke other actions. For example, you might create a formula, that when resolved to Eligible, populates the units element that is used to generate positive input. (You select the Units element on the Take - Day Formula page.)

2. Enable forecasting and/or balance inquiry for the take element on the Forecasting page that you access through the Element Name page.

   1. For absence forecasting, indicate whether forecasting is allowed (select Forecasting Used) or required (select Forecasting Required).

   2. For balance inquiry, select Forecasting Used.

      Note. The Forecasting Used field is not used to enable forecasting for absence self-service. To enable forecasting for absence self-service select the Allow Forecasting field on the Forecasting Messages page on the Country Take component.
      
      If you are integrating with PeopleSoft Time and Labor, the Allow Forecasting field on the Forecasting Messages page of the Country Take component. is used to enable forecasting on Timesheets.

3. Complete the Take - Forecasting and Take - Balance Inquiry pages, as applicable.

   1. For absence forecasting, select the forecast formula and the elements that are to return the results of the forecast process on the Take - Forecasting page.

   2. For balance inquiry, select the elements that are to return the results of the balance inquiry process on the Take - Balance Inquiry page.

4. Enable forecasting for associated entitlement elements.

   Repeat step 2 for each linked, frequency-based entitlement element.

   Note. For entitlements the Forecast Used field will also apply to those entitlements used in event entry through absence self service, as well as, Time and Labor Timesheets if you are integrating with Time and Labor.

5. Enable forecasting for redirected take elements.

   If you've redirected this take element to another take element on the Take - Negative Balances page, follow step 2 for the redirected take element and its associated entitlement elements.

6. Create a Calendar Group template.

   When you run the Forecasting or Balance Inquiry process, the system must know which absence calendars to refer to so that it can identify the elements to process, the period of time to evaluate, and so on. Use the Calendar Group page to select the applicable absence calendars. (These should be the same calendars that you use when running the Take and Entitlement processes.) Also select the Use as a Template check box on the Calendar Group page to indicate that the calendar group is to be used by the forecasting process.

   The template should cover the forecasting period, which runs from the earliest calendar that has not been finalized for the payee to the end date of the latest absence event (or the as of date, for Balance Inquiry). Most likely, you'll want the calendar group to span one or more years. (It can include up to 225 calendars.) The template should also include all pay groups whose employees could be forecasted.

7. Create transaction definitions.

   Use the Transaction Definition page to link the calendar group template (created in the previous step) to the absence forecasting or balance inquiry process. If you plan to use both processes, create a transaction definition for each. When you launch the Forecasting or Balance Inquiry process, the transaction ID tells the system which calendar group to look for.

8. Specify the status of the absence events to be considered by the Forecasting process.

   You have the Forecasting process consider only those absence events that are in one of the statuses that you specify. Use the Forecasting Filters page to select the statuses.

See Also

Absence Entry, Approval, and Self Service Features

Forecasting Absence Entitlement Balance During Absence Entry

Viewing Current Absence Entitlement Balances and Running the Absence Entitlement Balance Inquiry Process

Defining Element Groups

Pages Used to Create a Transaction Definition and Filter Self Service Absence

Note. If integrating with Time and Labor, these pages are used to filter Timesheet absences also.

Creating a Transaction Definition

Access the Transaction Definition page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Forecast Transactions, Transaction Definition).

Transaction ID	Values are: 100: Absence Forecasting process. 110: Balance Inquiry process. Note. You can define one of each type of transaction ID per country.
Calendar Group ID	Select the appropriate calendar group ID. You can choose from the list of calendar group IDs that have been set up as templates.

Filtering Absence Events by Status

Access the Forecasting Filter page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Forecast Transactions, Forecasting Filter).

The system uses status values, such as Saved, Submitted, and Approved, to track and manage the approval of absence requests.

If you are using absence self service, use this page to specify which absence statuses the system is to consider when using forecasting. For example, you may want the forecasting process to evaluate only those absences that have a status of Approved. In this case, you would select Approved in the Workflow Status field.

Note. If integrating with Time and Labor, use this page to specify which absence statuses the system is to consider when using forecasting on Timesheets.

When an absence is requested through the Absence Event Entry page the Workflow Status field is set to blank. If you run the absence forecasting, such events will be considered during forecasting. If you have events entered through event entry and self service, when you run forecasting it will consider all the events entered through event entry plus those entered through self service and whose statuses were included in the Forecasting Filter page.