Running the Flexible Service Calculation Process

This section provides an overview of the calculation process and discusses how to specify time periods and calculation groups for processing.

Page Name

Definition Name

Usage

Calculate Flexible Service Page

RUNCTL_EGPP02

Specify time periods and calculation groups.

This section discusses:

  • Use the service calculation process.

  • Determine an Worker's Eligibility for a Flexible Service Type.

  • Run a Service Calculation.

  • Update Flexible Service detail and history.

Use the Service Calculation Process

The service calculation process enables you to process one or all service types within a calculation group. You can process one worker rather than all workers within the calculation group.

Suppose your organization has set up a calculation group called CLER (clerical workers). This group includes three service types: UNION, AWARD5 (five-year service award), and SENIORITY. When you run the flexible service accrual process for this calculation group, each worker who is assigned to the calculation group—who doesn't have exceptions listed on the Flexible Service page—accrues service for all three types, beginning at the from date established on the run control page.

The background process verifies the service types within the calculation group to determine which service types to process. It then checks for worker exceptions that were entered on the Flexible Service page to determine which service types to process.

The system processes each flexible service type in the calculation group that you select as follows.

Determine an Worker's Eligibility for a Flexible Service Type

To determine the eligibility criteria for processing, the background process first establishes whether the worker has a service detail record. The system processes all service detail records for all service types, except those records that have the override calculation option selected on the Flexible Service page. If the worker has no service detail record, the system searches job history records within the specified time period and checks the eligibility criteria that is defined for the service type on the Calculate Flexible Service page to determine the worker's eligibility. (When you assign a service type to a calculation group, you define the eligibility criteria as full time or part time and as permanent or temporary.) If the worker is eligible, the process continues for that worker.

Note: The system searches for a partial eligibility period; for example, a worker may have changed from part time to full time and become eligible for service accrual halfway through the service accrual processing period. The system calculates service for the partial period that the worker is eligible.

Run a Service Calculation

The system calculates service based on the from and to dates that are specified on the Calculate Flexible Service page. It creates a service history record for the worker for each calendar period that falls within the specified from and to dates:

  1. The system searches the worker's job history for a calendar period to determine the service credit and uses the elapsed time method by measuring the time between two dates.

    In the case of job history, the system measures the time between the effective dates of two job records and applies the service and eligibility rules included under the worker's flexible service type.

  2. After the accrual process runs for a flexible service type for a worker, the system performs Proration by FTE process on the calculated service if prompted to do so by the proration limits established on the Service Definition page.

  3. The system writes the service history to a temporary flexible service history file based on the calendar periods that you set up on the Calendar page.

    This temporary file is different from the final service history file.

See Setting Up Service Accrual Control Tables.

Update Flexible Service Detail and History

The background program processes workers by selecting their service history for each flexible service type from the temporary service history file. If a worker already has a service detail record, the process adds the total calculated service amount to the Service field and updates theLast Proc Date (last processed date) field to indicate the to date of the accrual process.

Note: The system rounds the service amount to two decimal places. The system also converts the service amount to number of years, months, and days format using the conversion rules that are set up in the service definition for the flexible service type. The worker service history is updated with the new service details from the temporary file.

If a worker doesn't have a service detail record, the system creates a record and the service history details.

After the process has updated the worker records, the worker's service details are purged from the temporary service history file.

Use the Calculate Flexible Service page (RUNCTL_EGPP02) to specify time periods and calculation groups.

Navigation:

Workforce Administration > Flexible Service EG > Calculate Flexible Service > Calculate Flexible Service

This example illustrates the fields and controls on the Calculate Flexible Service page. You can find definitions for the fields and controls later on this page.

 Calculate Flexible Service page

Field or Control

Description

Run

Click this button to calculate time periods and calculation groups.

From Date andTo Date

Enter the time period for the calculation. These dates must match a computational period of the calendar that is used by the calculation group that you are processing. The from date must match a period begin date in the calendar, and the to date must match a period end date.

For example, you might want to calculate tenure for an academic year that consists of two computational periods, January 1, 2008 to June 30, 2008, and July 1, 2008 to December 31, 2008. Therefore, enter 01/01/08 as the from date and 12/31/08 as the to date. The process creates a service history for each computational period.

Calculation Name

This field is automatically populated from the run control ID that you entered. It is used internally by the background process.

Calc all Service Types (calculate all service types)

Select to accrue credits for all service types within the calculation group that is being processed.

Service Type

Select the service type for which you want to accrue service credits.

This field is unavailable if you selected the Calc All Service Types check box.

Service Date Processing Type

Field or Control

Description

Periodic Processing Mode - EG

Select the mode that you want to use:

Delete & Rebuild History: This mode deletes the worker's service history and rebuilds it. Use this to regenerate service for an individual worker (or all workers) within a calculation group. When you select this value, the system selects theDelete & Reload History check box.

Warning! This mode removes all service history that is based on the calculation group or worker that you specified.

Normal Run: When you select this value, the system selects theDelete old Calc Results (delete old calculation results) check box.

Update to History: When you select this value, the system selects theCommit to History check box.

People Tools: Process Scheduler