This chapter provides overviews of Dutch illness reporting, the Create Illness Statistics NLD process, and the Illness Registration reports, and discusses how to:
Set up long-term illness reporting.
Generate Dutch illness reports.
PeopleSoft HRMS delivers Dutch illness reporting with these applications:
Monitor Absence business process.
The Monitor Absence business process enables you to record and report on employee absences within HR.
PeopleSoft Global Payroll for the Netherlands.
If you have Global Payroll for the Netherlands installed, you can enter absence data within Global Payroll (using the Absence Events NLD page). The illness reporting delivered with Global Payroll for the Netherlands provides the same functionality as that delivered with HR, except that it reports on the absence data recorded within Global Payroll.
See Updating Absences.
Companies registered under a Dutch Industrial Insurance Board (Bedrijfsvereniging) must report daily illness absences for people employed under Dutch regulations. Absence reporting is made to the Arbeidsomstandigheden (ARBO)—or working conditions—service providers under the Dutch Occupational Health and Safety Act. The PeopleSoft system uses an interface based on the import definition of the third-party product Vpmeld, which communicates with the ARBO service provider GAK Arbodienst (Arbodienst). A separate third-party product Plato has been developed, based on the same Vpmeld import definition in order to allow communication with other certified ARBO service providers.
The interface between the PeopleSoft system and Vpmeld includes a process that enables you to enter all required information within the PeopleSoft system; Vpmeld performs the validation and messaging.
The PeopleSoft system provides three processes for extracting and reporting illness absence information. All of these processes create import files for Vpmeld, based on the import definition of Vpmeld version 1.9. (They are compatible with version 1.11, as well.) The files are generated in the %PS_SERVDIR directory with automatically assigned sequence numbers.
The PeopleSoft system transfers the following information to Vpmeld, which then performs subsequent transactions with the applicable organizations:
All company-related and person-related information from the PeopleSoft database.
All illness notifications, including initial notifications, updates, and corrections.
All illness-end notifications, including initial notification, updates, and corrections.
Note. Only absence information with absence types of 501, 502, 503, 504, 505, 506, and 507 is captured for processing.
The Create Illness Statistics NLD process generates the illness statistics for the month specified on the run control page and stores this information in the PS_ABS_STAT_NLD table.
Note. The Create Illness Statistics NLD process (GPNLAM01) delivered with Global Payroll for the Netherlands also populates PS_ABS_STAT_NLD table. The only difference between these two processes is the source of the absence data. Global Payroll for the Netherlands uses the absence data entered in Global Payroll while the process in Monitor Absence uses the absence data entered in HR.
This table describes the fields in the PS_ABS_STAT_NLD table:
Fieldname |
Format |
Description |
Values |
EMPLID |
Char (11) |
Employee ID |
|
EMPL_RCD |
Num (3) |
Employment Rcd Nbr |
|
COMPANY |
Char (3) |
Company |
|
SETID |
Char (5) |
SetID |
|
DEPTID |
Char (10) |
Department |
|
NL_FROM_YEAR |
Num (4) |
Year From |
|
NL_FROM_MONTH |
Num (2) |
Month From |
|
BEGIN_DT |
Date |
Begin Date |
|
CREATION_DT |
Date |
Creation Date |
|
SEX |
Char (1) |
Gender |
F or M |
ABSENCE_TYPE |
Char (3) |
Absence Type |
501–507 |
AGE_NLD |
Num (3) |
Age |
|
EMPL_RCD_ILI_NLD |
Num (10,3) |
Factor of employment days (working days divided by the number of days in the period). For example, an employee hired on January 10, would have a factor of 22/31. |
0–1 |
EMPL_RCD_ELI_NLD |
Num (10,3) |
Factor of employment days, excluding long-term illness. Absence days considered long-term illness are not counted as employment days. |
0–1 |
FTE_ILI_NLD |
Num (10,3) |
Employment days multiplied by the FTE factor and divided by the calendar days. For example, if a part-time employee is hired mid-month, with an FTE factor of 0.8, this field is set to 0.4. |
0–1 |
FTE_ELI_NLD |
Num (10,3) |
Employment days, excluding long-term illness, multiplied by the FTE factor and divided by the calendar days. |
0–1 |
ILL_AVDAYS_ILI_NLD |
Num (10,3) |
Available day count (the FTE factor multiplied by the number of days in month). For example, if an part-time employee has an FTE of 0.5, the available day count for January is 0.5*31. |
0–31 |
ILL_AVDAYS_ELI_NLD |
Num (10,3) |
Available day count, excluding long-term illness. |
0–31 |
ILL_START_FULL_NLD |
Char (1) |
Indicates whether an illness started within the reporting month with 100% absence or a partial illness became full-time. |
Y/N |
ILL_START_PART_NLD |
Char (1) |
Indicates whether an illness started within the reporting month as a partial illness. |
Y/N |
ILL_ENDEPI_ELI_NLD |
Char (1) |
Indicates whether a short-term illness ended or became a long-term illness. |
Y/N |
ILL_ENDEPI_ILI_NLD |
Char (1) |
Indicates whether a full-time illness ended. |
Y/N |
ILL_ENDIPI_ELI_NLD |
Char (1) |
Indicates whether a short—term illness ended or became long-term. |
Y/N |
ILL_ENDIPI_ILI_NLD |
Char (1) |
Indicates whether an illness ended in the reporting month. |
Y/N |
ILL_DAYEPI_ELI_NLD |
Num (10,3) |
Number of full-time illness days (Percentage Ill field is 100 percent) in the reporting month multiplied by the FTE factor. This excludes longtime illnesses. For example, an employee who is 100% sick from January 20 to 24 and 40% from January 25, this field is set to 5. If the employee is part-time with an FTE factor of 0.5, the same absence would be calculated as 5*0.5. |
1–31 |
ILL_DAYEPI_ILI_NLD |
Num (10,3) |
Number of full-time illness days in the reporting month, including longtime illnesses, multiplied by the FTE factor. |
1–31 |
ILL_DAYIPI_ELI_NLD |
Num (10,3) |
Number of days of partial illness (Percentage Ill field is less than 100 percent) in the reporting period multiplied by the FTE factor. This excludes longtime illnesses. |
1–31 |
ILL_DAYIPI_ILI_NLD |
Num (10,3) |
Total number of days of illness in the reporting period, multiplied by the FTE factor. This includes both partial and longtime illnesses. |
1–31 |
ILL_LENEPI_ELI_NLD |
Num (10,3) |
Duration of illness. This is the number of days between the begin date and either of the following
|
1–n |
ILL_LENEPI_ILI_NLD |
Num (10,3) |
Duration of illness. This is the number of days between the begin date and either of the following:
|
1–n |
ILL_LENIPI_ELI_NLD |
Num (10,3) |
Duration of illness. This is the number of days between the begin date and either of these dates:
|
1–n |
ILL_LENIPI_ILI_NLD |
Num (10,3) |
Duration of illness. This is the number of days between the begin and the return date. |
1–n |
This section discusses the information that appears on the Illness Registration reports (ABS005NL and ABS006NL). For samples of these reports refer to PeopleSoft HCM 9.1 Application Fundamentals PeopleBook: Report Samples.
The Illness Registration reports use the illness statistics calculated by the Create Illness Statistics NLD process and stored in the PS_ABS_STAT_NLD table. You must run the Create Illness Statistics NLD process for the reporting period before you run the reports.
The following table explains how the fields that appear on the reports are calculated:
Illness Percentage |
This is calculated as follows: (Illness days / Available calendar days) * 100. |
Illness Frequency |
This is calculated as follows: Newly started illnesses / Number of Employments |
Average Illness Length of Ended Illnesses |
The average duration of illnesses. The system includes all calendar days (week days and weekends) in the calculation. |
Number of Ended Illnesses |
Number of absences that ended within the reporting period. If you exclude longtime and partial illnesses on the run control page, when an illness becomes longtime or partial this is considered the end of the illness. |
Number of Newly Started Illnesses |
Number of illnesses that started within the reporting period. If you exclude partial illnesses on the run control page, the report only include partial illnesses that become full-time during the reporting period. |
Number of Actual Illnesses |
Total number of illness absence entries in the reporting period. |
Full Time Equivalent (FTE) |
Total number of employees for the reporting period. This value takes into account the FTE factor. Depending on the run control parameters you select, this value includes or excludes employees with longtime illnesses. For example, a part-time employee with an FTE or 0.5 who is hired on January 10 counts as 0.5*22/31 for the January report. |
Number of Employments |
Total number of employees for the reporting period. This includes both employees who were sick and employees who had no absence entries. Depending on the run control parameters you select, this value includes or excludes employees with longtime illnesses. Mid-period hires and terminations are prorated. For example, a part-time employee with an FTE or 0.5 who is hired on January 10 counts as 22/31 for the January report. |
Available Calendar Days |
Number of available work days, based on the actual calendar days and the FTE factor. |
Illness Days (Calendar Days) |
Number of days of illness in the reporting period, taking into account the FTE factor and the illness percentage. Depending on the run control parameters you select, this value includes or excludes partial illnesses and longtime illnesses. For example, for a part-time employee with an FTE of 0.5 who is 100% sick for 10 days and 40% for 10 days, the Illness Days value is calculated as follows if you include partial illnesses: (10 * 100% * 0.5) + (10 * 40% * 0.5). However, if you exclude partial illnesses, the calculation is: 10 * 100% * 0.5. |
Number of Employments without Illness |
Number of employees who had no reported illness in the reporting period. Mid-period hires and terminations are prorated. The FTE factor is not included in the calculation. For example, an employee hired on January 10 and worked the month without illness, counts as 22/31 for the January report, irrespective of the FTE factor. |
According to the Dutch law Poortwachter, an employer has to report the status of a sick employee periodically to the Arbodienst. Depending on the branch of the Arbodienst and the contract that an employer has with the Arbodienst, several deadlines may apply. The most common among these are reports that need to be sent to the Arbodienstand the Social Security agency when an employee is ill for 8 weeks, 13 weeks, and/or 52 weeks.
PeopleSoft HR Monitor Absence business process delivers time-driven workflow notification for tracking and reporting follow-up actions. You will define action follow-up items, lists, and participants.
You can also use the Person Checklist functionality from HR to track the actions related to the Poortwachter law. The PeopleSoft application delivers a predefined checklist, called NLDABS, which can be used to administer the actions taken.
Monitor Absence and Global Payroll for the Netherlands deliver the Longterm Illnesses report that provides the required information about sick employees. The Longterm Illnesses report includes the latest action taken for each long-term illness.
See Also
(NLD) Managing Dutch Illness Reporting
Global Payroll for the Netherlands Reports
Before you can use the Dutch illness reporting features, ensure the following information is defined:
Valid insurance registration numbers.
Enter your insurance provider's registration number on the Company Table - Default Settings page. In the section for the Netherlands, select the insurance provider in theVendor ID field and enter the registration number.
For each person, a valid Dutch Social Fiscal Number must be available; enter this information on the Personal Data - Biographical Details page.
Record employee absences using the Absence Data component (ABSENCE_HISTORY).
Illness |
Absence entries with an absence type that is associated with the absence class SCK and a SetID of NLD. The Dutch Illness reporting only includes absence entries that meet these criteria. |
Longtime Illness |
An illness is considered longtime when the duration is within the illness-length category Long, as specified on the Absence Parameters page. |
Partial Illness |
An illness is considered partial if the Percentage Ill field on the Create/Update Absence — Comment page is less than 100 percent. |
Maternity Leave |
An illness is considered as maternity leave, when the Absence Type is 502 (Maternity). |
From Date |
Select the date from which to start extracting information. |
Absence Type |
Displays the absence type, as defined on the Absence Type page. Note. Only absences with absence types of 501, 502, 503, 504, 505, 506, or 507 is captured for processing. |
Absence Code |
Displays the absence code, as defined on the Absence Type page. |
Begin Date |
Enter the date that the absence begins. |
Return Date |
Enter the date that the absence ends. |
Begin Notification Date |
Enter the date that notification of the illness absence was sent to Vpmeld. |
End Notification Date |
Enter the date that notification of the end of the illness absence was sent to Vpmeld. |
To set up Dutch Long-Term Illness reporting, use the Follow-up Action Item NLD (HR_ACTN_ITEM_NLD), Follow-up Action List NLD (HR_ACTN_LIST_NLD), and Follow-up Participants NLD (HR_ACTN_ROLE_NLD) components.
This section discusses how to:
Define follow-up action items.
Create follow-up action lists.
Identify follow-up participants.
Page Name |
Definition Name |
Navigation |
Usage |
HR_ACTN_ITEM_NLD |
Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Action Item NLD, Follow-up Action Item NLD |
Define follow-up action items to use in tracking and monitoring long term illnesses. |
|
HR_ACTN_LIST_NLD |
Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Action List NLD, Follow-up Action List NLD |
Create follow-up action lists for tracking and monitoring long term illnesses. |
|
HR_COMP_RLLIST_NLD |
Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Participants Item NLD, Follow-up Action Participants NLD |
Identify follow-up participants that should be notified during the monitoring of long term illnesses. |
Access the Follow-up Action Item NLD page (Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Action Item NLD, Follow-up Action Item NLD).
Absence Duration |
Indicates when the action item is due. It can be specified in weeks or days. |
Notification Days |
Indicates the number of days prior to the Due date (based on the Absence Duration) notifications are sent to the participants for this action item. |
Comments |
Comment are included in the notification message. Also a specific comment per participant can be recorded under the Details. |
Participants
A predefined list of roles is provided:
Absence Administrator – Any Administrator can be associated to this role.
Case Manager – The Case Manager can be associated to each specific Absence case.
Health Service Provider – A contact from the ARBOdienst.
HR Administrator - Any Administrator can be associated to this role.
Employee – The employee specific to the Absence case.
Manager - The employee’s manager.
Supervisor - The employee’s supervisor.
The Notification Channel could be either:
Worklist
Both
None
The Template Name refers to a pre-defined format of the notification message.
Access the Follow-up Action List NLD page (Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Action List NLD, Follow-up Action List NLD).
A pre-defined template HR_ACTION_LIST_NLD is provided and can be customized by accessing the Generic Templates page (PeopleTools, Workflow, Notifications, Generic Templates). It is important to setup the appropriate order based on the timing that the action becomes relevant.
Note. While the existing setup is specific for Dutch Sickness events, the functionality can be used for other types of absences. This functionality is not limited to the Netherlands.
Access the Follow-up Action Participants NLD page (Set Up HRMS, Product Related, Workforce Administration, Absence, Follow-up Participants Item NLD, Follow-up Action Participants NLD).
The User Lists can be defined on the Maintain User Lists page (Set Up HRMS, Common Definitions, Approvals, Maintain User Lists). The User Lists used in this feature can be defined by Role, SQL or Application Class. Three sample User Lists are provided to demonstrate the usage of each of the different types (Role, SQL or App Class), but it is expected that during implementation of this feature, company specific User Lists are defined to retrieve the appropriate users for each of the participant categories.
This section discusses how to:
Extract company name and address information.
Extract and report illness notification data by person.
Extract and report notifications for previously unreported absences.
Run the illness registration reports.
Use the pages in the Process Absence Data NLD (process absence data Netherlands) component to report on absence information for the Netherlands.
Page Name |
Definition Name |
Navigation |
Usage |
HR_RUNCTL_COMP_NLD |
Workforce Administration, Absence and Vacation, Process Absence Data NLD, Export Company Data, Export Company Data |
Extract company name and address information, with or without the personal information of the personnel within the company. A process then generates an import file that can be loaded into Vpmeld to initialize or update the basic information for the company and personnel. |
|
HR_RUNCTL_PERS_NLD |
Workforce Administration, Absence and Vacation, Process Absence Data NLD, Employee Illness Notification, Employee Illness Notification |
Extract and report illness notification data by person. |
|
HR_RUNCTL_ILL_NLD |
Workforce Administration, Absence and Vacation, Process Absence Data NLD, Illness Notifications by Group, Illness Notifications by Group |
Extract and report illness begin or end notifications for all absences that weren't previously reported. |
|
RUNCTL_ABS702_NL |
Workforce Administration, Absence and Vacation, Absence Reports, Create Illness Statistics NLD, Create Illness Statistics NLD |
Create absence statistics for a company in the Netherlands. The Create Illness Statistics NLD SQR process (ABS702NL) populates the table PS_ABS_STAT_NLD with employment and illness data for a given month. Run this process before running the Illness Registration report. |
|
RUNCTL_ABS005_NL |
Workforce Administration, Absence and Vacation, Absence Reports, Illness Registration NLD, Illness Registration NLD |
(NLD) Use this page to run these reports:
Before you run these reports, run the Create Illness Statistics NLD (ABS702) process to populate the report table PS_ABS_STAT_NLD for the reporting period. |
|
RUNCTL_ABS007_NL |
Workforce Administration, Absence and Vacation, Absence Reports, Longterm Illnesses NLD, Longterm Illnesses NLD |
(NLD) Use this page to run the Longterm Illnesses report (ABS007NL), which lists illnesses from which the person hasn't fully recovered. These illnesses are subject to the Dutch law Poortwachter. This report is also accessible through Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reports, Longterm Illnesses NLD. |
Access the Export Company Data page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Export Company Data, Export Company Data).
Company |
Select the company from which to extract information. |
Employee Information |
Select to extract employee information that is associated with the company. |
Access the Employee Illness Notification page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Employee Illness Notification, Employee Illness Notification).
Report Request Parameters
Employee Information Only |
Select to extract employee information only when you want to create or update the personal information for the person. When you select this check box, the Illness Status Information field becomes unavailable for data entry. |
Notification Status |
Select the notification status. Options are: Illness Report Change: Send an illness notification change to Vpmeld. Illness Report Original: Send an original illness notification to Vpmeld. If you select this option, the report lists illness data in addition to information about the person. Illness Report Replace: Send an illness notification replacement to Vpmeld. If you select this option, the report lists illness data in addition to the person's information. Note. When you click the Select with Matching Criteria button, the system populates the remaining fields. |
Access the Illness Notifications by Group page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Illness Notifications by Group, Illness Notifications by Group).
Report Request Parameters
Department |
Select a department for which to extract information. You must first select a business unit. Note. When you click the Select with Matching Criteria button, the system populates the remaining fields. |
Access the Create Illness Statistics NLD page (Workforce Administration, Absence and Vacation, Absence Reports, Create Illness Statistics NLD, Create Illness Statistics NLD).
Year |
Enter the year for which you want to create illness statistics. |
Month |
Enter the month for which you want to create illness statistics. |
When you run the Create Illness Statistics NLD process, the system populates the table PS_ABS_STAT_NLD with employment and illness data for the specified month. This table must be populated before you can run the Illness Registration reports for that month.
Access the Illness Registration NLD page (Workforce Administration, Absence and Vacation, Absence Reports, Illness Registration NLD, Illness Registration NLD).
Month from and Year from |
Enter the month and year for the start of the period on which to report. |
Month thru and Year thru |
Enter the month and year for the end of the period on which to report. |
Include Hierarchy |
Select to include departments within the selected department, based on the department security tree. |
Longtime Illness |
Select to include or exclude longtime illnesses. Options are: Included: Include longtime illnesses in the report. An illness is considered longtime if the duration of the illness falls within the illness-length category Long, as specified on the Absence Parameters page. Excluded: Do not include longtime illnesses in the report. If you exclude longtime illnesses, the system counts an illness that becomes longtime within the reporting period as an ended illness. All illness days beyond the longtime illness length are not counted in the statistics. The system counts available employment days only until the day that an illness becomes longtime. |
Partial Illness |
Select to include or exclude partial illness. An illness is considered partial if the Percentage Ill field on the Create/Update Absence — Comment page is less than 100 percent. Options are: Included: Include partial illnesses in the report. If you include partial illnesses, the system uses the Percentage Ill value to calculate the illness days. Excluded: Do not include partial illnesses in the report. If you select Excluded, a partial illness is not considered as an illness and the system counts the person as fully available during the partial illness days An illness that becomes partial within the reporting period after being a longtime illness is counted as an ended illness. An illness that becomes longtime after being partial is counted as a newly started illness. |
Maternity Leave |
Select to include or exclude maternity leave in the report. Options are: Included: To treat maternity leave as any other illness. Excluded: If you select Excluded, days on maternity leave are not counted as illness days. |
See Also
Recording Comments About an Absence