PeopleSoft HR 9.1 PeopleBook: Monitor Absence

Tracking General Absences

This chapter lists common elements and discusses how to:

Track general absence data.
Review absence summaries.
Run absence reports.

Common Elements Used in This Chapter

Begin Date	Enter the date that the absence began.
End Date/Time	Enter the date and time that the absence ended.
Absence Type	Select a type of absence. The available absence types depend on how you set up the system.
Absence Code	Select a code that provides more detailed information about the type of absence.

Tracking General Absence Data

This section discusses how to:

Enter absence data.
(BEL) (NLD) Track absence recurrence.
Enter follow-up actions.
Record comments about an absence.

Use the Absence Data component (ABSENCE_HISTORY) to enter and track all general absences—the actual absent time, any follow-up activities related to the absence, and any comments about the absence.

Note. Though you can track all general absences using this component, we've provided dedicated pages for those instances where your regulatory or legislative practices require you to track certain absences in detail. For example, for UK employees, you can track UK maternity leave by using the UK Maternity Leave page.

Pages Used to Track General Absence Data

Page Name	Definition Name	Navigation	Usage
Absence Data	ABSENCE_HISTORY	Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Absence Data	Enter absence data details. For a vacation absence, use the Request/Approve Vacation page instead.
Maternity Dates	ABS_HIST_MAT_SEC	Click the Maternity link on the Absence Data page. This option appears when you select Maternity as the absence type.	Enter the expected and actual dates that the baby is born for a person with a Maternity absence type.
Absence Recurrence	ABS_RECUR_SEC	Click the Absence Recurrence link on the Absence Data page under the appropriate country flag.	Track absence recurrence (for regulations in Belgium and The Netherlands).
Follow-up Action	ABSENCE_HISTORY2	Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Follow-up Action	Enter any follow-up details and subsequent actions that are required for the absence, such as whether the illness is work-related or due to an ongoing illness.
Create/Update Absence - Comments	ABSENCE_HISTORY3	Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Comments	Record comments about the person's absence.
Monitor Follow-up Actions	HR_EMPL_ACTN_NLD	Workforce Administration, Absence and Vacation, Process Absence Data NLD, Monitor Follow-up Actions	Maintain the follow-up actions by employee.
Create Follow-up Actions	HR_ACTN_NOTIF_NLD	Workforce Administration, Absence and Vacation, Process Absence Data NLD, Create Follow-up Actions	Create and update the follow-up lists per absence case. This process can be ran adhoc, but can be scheduled as a nightly batch.

Entering Absence Data

Access the Absence Data page (Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Absence Data).

Start Date and Start Time

Enter the beginning date and time of the absence.

Duration (Days)

Displays the total duration of the absence in days and hours. You can override this system calculation.

Note. The duration that the system calculates takes into consideration the person's work and holiday schedule. Therefore, it isn't the elapsed time between the start and end dates for the absence, but actual work days and hours lost from work due to sickness.

Absence Type

Enter the type of absence. If you enter Maternity, a link to the Maternity Dates page appears.

Regulatory Region

Displays the person's regulatory region.

Reason

Enter a detailed reason for the absence.

Approved

Select this check box to indicate the status of the absence.

Date Approved

If applicable, enter the date that the absence was approved.

Notification Date, Time First Notified, and By Whom

Enter the date and time that the absence was first reported and the person who reported it.

(BEL) Belgium

Mandatory Replacement	Select this check box to indicate that a replacement is required for this absence. This option applies to structural absences only.
End Date	Enter an end date for the period during which a replacement is required for the absent person.

(DEU) Germany

Start Date	Enter the beginning of the person's maternity leave.
End Date	Enter the end of the person's maternity leave.

(ITA) Italy

Fiscal Visit	Select this check box if a doctor's visit is required to verify the person's illness.
Result Visit	Select a value to indicate the result of the doctor's visit.
Fiscal Days Abs (fiscal days absent)	Enter the number of fiscal days that the person will be absent, as determined by the doctor.

(NLD) Netherlands

Begin Notification Date	Displays the date that the illness absence was reported to the Arbeidsomstandigheden (ARBO) service provider. This field is populated by the VpMeld Illness Notification processes.
End Notification Date	Displays the date that the end of the illness absence was reported to the ARBO service provider. This field is populated by the VpMeld Illness Notification processes.
Absence Recurrence	Click this link to access the Absence Recurrence page.
Disability	Click this link to access the Disability page if the absence is related to a disability.
WAO/WIA Date	Enter the date when the employee goes on long-term disability WAO (Wet op de arbeidsongeschiktheidsverzekering) or WIA (Wet Werk en Inkomen naar Arbeidsvermogen).
WAO/IVA/WGA Class	Select the disability classification for the person. Employees who were declared disabled before January 1, 2006 are covered by the WAO Act and the classifications defined for that act. From January 1, 2006, the WIA Act replaced the WAO Act and introduced new classifications, which divides disabled employees into those that are fully disabled (IVA [Inkomensvoorziening Volledig Arbeidsongeschikten]) and those that are partially disabled (WGA [Werkhervatting Gedeeltelijk Arbeidsgeschikten]). Any new cases must be classified using the WIA classifications.

See Also

Entering Vacation Requests

Understanding Absence Data

Tracking Disabilities

(NLD) Managing Dutch Illness Reporting

(BEL and NLD) Tracking Absence Recurrence

Access the Absence Recurrence page (click the Absence Recurrence link on the Absence Data page under the appropriate country flag).

Regulations in Belgium and the Netherlands require noting if the absence for an illness is a recurrence of a previous absence. For example, a person might be absent for a month, return to work for three days, and then be absent for another week with the same illness. The second absence must be recorded as a recurrence of the prior absence.

When you access the Absence Recurrence page, the system displays all previous absences. If the absence being recorded relates to a previous absence, select the check box next to the previous related absence's return date.

Entering Follow-Up Actions

Access the Follow-up Action page (Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Follow-up Action).

Doctor Consulted

Select this check box if you contacted the person's doctor about the absence.

Consultation Date

Enter the date that you contacted the doctor.

Work Injury Related

Select this check box if the absence is related to a work injury.

Incident Number

Enter the incident number that was assigned if you selected the Work Injury Related check box. Complete this field if you use the PeopleSoft HR: Health and Safety business process. Options include all incidents entered into the Health and Safety module.

Note. To track absence data about work-related injuries, set up the system to monitor such information.

Refer to Occ. Health Auth. (refer to occupational health authority)

Select this check box if follow-up action with the Occupational Health Authority is appropriate.

Counseling

Select this check box if follow-up counseling is appropriate.

Disciplinary

Select this check box if disciplinary action is appropriate.

Certificate Details

Type

Enter the type of certification if you receive certification for a follow-up action. Values are:

Medical Certificate: A certificate received from the absent person's physician.

Self Certificate: A certificate received from the person.

Received

Enter the date that you received the certificate.

Valid From and Valid To

Enter from and to dates for the certification so that you can track the need to obtain additional certification for ongoing illnesses.

See Also

Understanding Absence Data

Recording Comments About an Absence

Access the Create/Update Absence - Comments page (Workforce Administration, Absence and Vacation, Track Absence History, Create/Update Absence, Comments).

(NLD) Netherlands

Percentage Ill (percentage illness)	Enter a percentage indicating how ill the person is. This information is especially useful for long periods of illness, because it enables you to gauge the person's return to full-time work. This percentage is used by the Dutch illness reports to determine whether an illness is a partial illness. A percentage less than 100 percent indicates a partial illness.
Therapy Hours	Enter the number of hours that the person is undergoing therapy.
Same Address as Employee and Same Phone as Employee	Select these check boxes if the absent person is convalescing or rehabilitating at home. The person's personal address appears in the address fields and the fields are unavailable for entry. To change the person's address, use the Modify a Person component (PERSONAL_DATA). If the absent person is convalescing or rehabilitating at a different address, such as a clinic or hospital, deselect the check box.
Contact Phone	Enter a telephone number to contact the person.

See Also

(NLD) Managing Dutch Illness Reporting

Monitoring Follow-up Actions

Access the Monitor Follow-up Actions page Workforce Administration, Absence and Vacation, Process Absence Data NLD, Monitor Follow-up Actions

Original Begin date

The Original Begin date defaults with the absence begin date and can be updated in case the begin date was corrected on the absence after the action list was generated.

Case Manager

This person will be notified for those actions that the Case Manager has been specified as a participant. The administrator can add Comments per action list, as well as per action item under the Details. The administrator can add multiple Notes for each action item.

Briefing Status

The values include: Not Started, Notified, In Progress, Cancelled and Completed.

The process will update the values to either Not Started, Notified or Cancelled depending on the situation. The administrator must update the status to reflect whether an action is in progress or completed.

Status Date

The Status Date is set by the process once a status changes, or can be set by the administrator.

Creating Follow-up Actions

Access the Create Follow-up Actions page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Create Follow-up Actions).

From Date and Thru Date

Determinez the time period in which new or ended absences will be selected up for processing, as well as actions that are due in that period. If the Thru Date is not specified, the program uses the current date.

Company

Limits the processing to the employees within a specific organization.

The following actions will be processed:

Begin of Absence – A new action list will be created once the 1st action requires a notification.
Return of Absence – A new action item will be inserted to reflect that the employee has returned from leave.
Recurrence of Absence – A new action item will be inserted to reflect that a recurrence has occurred, the action dates for the actions that had not started will be recalculated based on the duration the employee had been recovered.
Action Date – When a new action requires notification a message is generated and the status is updated to Notified.
Closure of Absence – After 4 weeks (28 days) after return of absence, a new action item is inserted to reflect the closure of the action list and the pending action items will be set to Cancelled.

Reviewing Absence Summaries

This section provides an overview of absence indicators and discusses how to view absences on the calendar.

Understanding Absence Indicators

PeopleSoft delivers summary pages that enable you to review the history of absences for a person, for all reasons, including vacations and sickness. Reviewing this information can help you to identify absence trends and patterns.

When you set up absence parameters, you defined absence calendar options for the calendar. There are two types of indicators that appear on the calendar:

Continuing absence indicator.

If you enter an absence with no end date, you can see the continuing absence indicator. This means that the absence does not yet have an end date entered.
Multiple absence indicator.

If you enter more than one absence for a particular day for a person, you can see the multiple absence indicator. This means that there is more than one instance or type of absence entered for the person (for example, a combination of sick leave and personal leave).

Pages Used to Review Absence Summaries

Page Name	Definition Name	Navigation	Usage
Review Absence Calendar	ABSENCE_CALENDAR	Workforce Administration, Absence and Vacation, Track Absence History, Review Absence Calendar, Review Absence Calendar	View absences in graphical format.
Review Absence Calendar - Legend - Absence Types	ABS_TYPE_SEC	Click the Absence Types link in the Legend group box on the Review Absence Calendar page.	View a definition of all calendar images that appear on the calendar for the month. Note. This page is available only for employees that have absences.
Summary by Employee	ABS_SUM_EMPL	Workforce Administration, Absence and Vacation, Track Absence History, Summary by Employee, Summary by Employee	View a list of all absences for a person.
Summary by Department	ABS_SUM_DEPT	Workforce Administration, Absence and Vacation, Track Absence History, Summary by Department, Summary by Department	View all absences within a department.
Summary by Dept Tree (summary of department tree)	ABS_SUM_DEPT2	Workforce Administration, Absence and Vacation, Track Absence History, Summary by Dept Tree, Summary by Dept Tree	View all absences within a department and subordinate departments.
Review Parental Leave by Empl (review parental leave by employee)	ABS_PAR_EE_INQ_UK	Workforce Administration, Absence and Vacation, Maternity/Parental Leave UK, Review Parental Leave by Emp, Review Parental Leave by Empl	View a list of all parental leave absences for all dependents by individual. The list can be printed and passed on to the individual's next employer if requested.
Review Parental Leave by Dept (review parental leave by department)	ABS_PAR_DEPTINQ_UK	Workforce Administration, Absence and Vacation, Maternity/Parental Leave UK, Review Parental Leave by Dept, Review Parental Leave by Dept	View a list of parental leave absences for a department, by employee ID.

See Also

Monitor Absence Reports

Viewing Absences on the Calendar

Access the Review Absence Calendar page (Workforce Administration, Absence and Vacation, Track Absence History, Review Absence Calendar, Review Absence Calendar).

For each day on which an absence occurred, the system shows a graphical image, if that type of absence has a defined image. If there is no defined image, nothing appears on the calendar.

Click a date or graphical image to view the details of a particular absence.

Search Criteria

The month and year that appear in the calendar are identified in this group box. Click the arrow icons to navigate from one month to another:

	Click this button to navigate to the same month of the previous year.
	Click this button to navigate to the previous month.
	Click this button to navigate to the next month.
	Click this button to navigate to the same month of the following year.

Legend

Absence Types

Click to access the Legend - Absence Types page, which provides a definition of all calendar images that appear on the calendar for the month.

See Also

Defining Absence Parameters

Running Absence Reports

This section describes the pages used to run absence reports and discusses how to run the Bradford Score GBR report (ABS004UK).

Pages Used to Run Absence Reports

Page Name	Definition Name	Navigation	Usage
Absence Listing	RUNCTL_ABS001	Workforce Administration, Absence and Vacation, Absence Reports, Absence Listing	Run the Absence Listing report (ABS001) that provides information about a person's absence history. Run the Refresh Employees Table process (PRCSRUNCNTL) before running this report.
Absence Periods	RUNCTL_FROMTHRU	Workforce Administration, Absence and Vacation, Absence Reports, Absence Periods, Absence Periods	Run the Absence Periods report (ABS002) that provides information about the number of absence periods.
Time Lost Due to Absence	RUNCTL_ABS003	Workforce Administration, Absence and Vacation, Absence Reports, Time Lost Due to Absence, Time Lost Due to Absence	Run the Time Lost Due to Absence report (ABS003) that provides absence information. Note. Run the Refresh Employees Table process before running this report.
Bradford Score GBR	RUNCTL_ABS004UK	Workforce Administration, Absence and Vacation, Absence Reports, Bradford Score GBR, Bradford Score GBR	(GBR) Run the Bradford Score report. This report lists absences for the regulatory region of UK only. It lists department, person name, employee ID, person type, job title, total number of absences, total number of days absent, and the Bradford score.

(GBR) Running the Bradford Score Report

Access the Bradford Score GBR page (Workforce Administration, Absence and Vacation, Absence Reports, Bradford Score GBR, Bradford Score GBR).

The Bradford Score column of this report is calculated based on the following information:

Total number of absences (A).
Total number of days absent (B).
A² × B.

Note. Run the Refresh Employees Table process before running this report.

Regulatory Region

Enter the UK regulatory region for the report. If you set up regulatory regions for parts of the UK, you can run the report for a region such as Scotland or Wales.

Leave this field blank if you want the report to cover all individuals for UK companies.

Start Date and Start Time	Enter the beginning date and time of the absence.
Duration (Days)	Displays the total duration of the absence in days and hours. You can override this system calculation. Note. The duration that the system calculates takes into consideration the person's work and holiday schedule. Therefore, it isn't the elapsed time between the start and end dates for the absence, but actual work days and hours lost from work due to sickness.
Absence Type	Enter the type of absence. If you enter Maternity, a link to the Maternity Dates page appears.
Regulatory Region	Displays the person's regulatory region.
Reason	Enter a detailed reason for the absence.
Approved	Select this check box to indicate the status of the absence.
Date Approved	If applicable, enter the date that the absence was approved.
Notification Date, Time First Notified, and By Whom	Enter the date and time that the absence was first reported and the person who reported it.

Doctor Consulted	Select this check box if you contacted the person's doctor about the absence.
Consultation Date	Enter the date that you contacted the doctor.
Work Injury Related	Select this check box if the absence is related to a work injury.
Incident Number	Enter the incident number that was assigned if you selected the Work Injury Related check box. Complete this field if you use the PeopleSoft HR: Health and Safety business process. Options include all incidents entered into the Health and Safety module. Note. To track absence data about work-related injuries, set up the system to monitor such information.
Refer to Occ. Health Auth. (refer to occupational health authority)	Select this check box if follow-up action with the Occupational Health Authority is appropriate.
Counseling	Select this check box if follow-up counseling is appropriate.
Disciplinary	Select this check box if disciplinary action is appropriate.

Original Begin date	The Original Begin date defaults with the absence begin date and can be updated in case the begin date was corrected on the absence after the action list was generated.
Case Manager	This person will be notified for those actions that the Case Manager has been specified as a participant. The administrator can add Comments per action list, as well as per action item under the Details. The administrator can add multiple Notes for each action item.
Briefing Status	The values include: Not Started, Notified, In Progress, Cancelled and Completed. The process will update the values to either Not Started, Notified or Cancelled depending on the situation. The administrator must update the status to reflect whether an action is in progress or completed.
Status Date	The Status Date is set by the process once a status changes, or can be set by the administrator.

From Date and Thru Date	Determinez the time period in which new or ended absences will be selected up for processing, as well as actions that are due in that period. If the Thru Date is not specified, the program uses the current date.
Company	Limits the processing to the employees within a specific organization.