Oracle Hrms Absence Management 5l6g1h

“Absence Management – Business Solutions”

Business Solutions

Oracle HRMS Absence Benefits & Developments

Author:

Patrick Davis

Date:

18th January 2008

Report Ref:

N/A

Version:

1.0

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Document Control Change Record Date

Author

18/01/08

Patrick Davis

Version 1.0

Change Reference Draft. No previous version

Distribution Approved versions of this document (i.e. where the Version is ISSUE rather than DRAFT) have been distributed to the following: Name

Location/Title

Library Master

Project Library

NOTE To Holders: If you receive an electronic copy of this document and print it out, you should write your name on the front cover (for document control purposes). If you receive a hard copy of this document, please write your name on the front cover (for document control purposes).

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“Absence Management – Business Solutions”

Contents

Page No.

Document Control ............................................................... 2 Document Objective............................................................. 4 Why we do what we do ....................................................... 5 Absence Entry and Storage ..................................................... 7 Work Pattern Usage ........................................................... 9 Employee Assignment information......................................... 10 Scheme Flexibility ............................................................ 12 Calculation of Pay & Deductions ........................................... 14 Annual Leave .................................................................. 16 Training & ........................................................... 17 Any Questions? ................................................................ 18 Page 3

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Document Objective The purpose of this document is to outline the solution to your business requirements in the main areas of: Business Absence Recording Business Absence Reporting Business Absence Payments and Deductions Business Costing of the Payments and Deductions made due to absence entry

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Why we do what we do For a long time, the offering of Absence Reporting and functionality has been lacking within the Oracle HRMS system, although Oracle was able to hold the information, the relevant additional information, which allowed the business to report accurately on both time and cost, was missing. In recent times, Oracle have determined to provide additional calculation and information into the system, which allows some greater functionality, alas it does not benefit all customers who still find themselves struggling to meet their business requirements in this functional area. Absence is a major issue in business, whether Private or Government, and our desire is to fill the gaps between the Oracle standard application functionality, and the businesses specific requirements on reporting and pay/deduction where required. Our solution(s) offers: The ability to report, at any level, on the number of days an employee is absent, including the ability to produce Time Calendars by Year/Month/Week/Day pertaining to their working days and absences taken. Ability to report on costs to the business for the absence(s) taken, at any level (i.e. Organisation, Location, Payroll, etc), by Absence Details (Category, Type, Reason) or any combination of the aforementioned even before the payroll is run for the relevant period(s). Ability to generate Reports or Alerts to the relevant departments or individuals based on the absence information entered. Bradford Factor point reporting. BVPI reporting by group(s) as required. Notifications on Dates of half/nil pay entitlement or gaps in evidence information. Calculation of Annual Leave plans and entitlement, thereby allowing, where self service is in use, the ability for Employees and Managers to view entitlement for their staff, as well as the ability to generate reports based on this information, i.e. H:\FAD Absence Management Solution v1.doc Confidential

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Holiday Calendar by business Organisation/Department/Supervisor etc. Ability to differentiate between Standard and Non Working days/hours, not to be included in the calculation of Time/Days lost. Attendance Summary Reports Ability to report on absence in days/hours Ability to calculate pay and deductions, including statutory offsets based on the information held, using partial Oracle HRMS standard functionality and business required customisations. Reports on statutory exceptions (I.e employee no longer eligible for SSP as received full amount due) with relevant date information. Ability to differentiate between days lost for pay purposes, and those necessary for HR reports. Org/Position/Supervisor Heirarchy reporting and security. Any additional reporting requirements as requested. Interfacing absence from/to third party providers (i.e. schools systems) to reduce input in-house. One of the main areas of concern is whether any part of this causes an invalidation of the customers software agreements with Oracle, the answer is no: we build our processes around the standard Oracle HRMS absence information, as well as standard Oracle Application Programmatic Interfaces (API’s). We are able to offer reporting in the following formats: Discoverer Reports PL/SQL Reports 6i Reports XML Publisher

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“Absence Management – Business Solutions”

Absence Entry and Storage Oracle HRMS allows the creation of Absence data in the following standard format: Absence will be store in a series of time, using date parameters to denote start and end dates. The system will allow the use of these dates and related absence information to provide the business reporting requirements. Absence Category – This is used to group a series of absences together, usually along the lines of reporting (i.e. Absent without Pay/ Vacation Leaves) or where there is a statutory trigger in the calculation process (i.e. Maternity / Sickness etc) Absence Type – within the categories aforementioned, multiple types of Absences can be defined, which allow either the possibility of like for like calculations (as in the case of Sickness, where regardless of the business rules for each absence type, the Statutory rules remain the same) , or to be able to report on a further definition of the category ( ‘Absent without Permission’, or ‘Special Leave Unpaid’ would all come under the category of Absent without Pay Reason – The reason for absence provides more detailed information about the purpose behind the time absent from work i.e. Catgory

Type

Reason

Sickness

Sickness

Stomach/Bowel/Blood/Metabolic Cardiovascular Etc

Unauthorised Leave

Unpaid Leave

Maternity

Maternity Leave

Paternity Adoption

Paternity Leave (Adopt)

Paternity Birth

Paternity Leave (Birth)

Special Leave

Special Leave (Paid)

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Bereavement/Funeral

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Interviews Severe Weather Time off for TU Duties Visiting Relatives Overseas Annual Holiday or other earned time off

Annual Leave

In addition, using flexfields, additional levels of information can be held, either specific to the Absence Category, Type, or even Reason. This information can therefore be used for reporting purposes, or additionally in the calculation of pay and deductions, if necessary.

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Work Pattern Usage The Oracle HRMS system allows the business to hold work patterns at two main levels, Assignment, and Contract. In fact there is a third, which is person, but this information is not useful in regards to the design of absence information. The three main components of any calculation of a work pattern are: Date started on the work pattern Work Pattern Start Day in the Work Pattern. Our processes allow the business to only have to setup a work pattern against an assignment, where that assignment differs, in work pattern, from every other individual on their Contract of Employment. This minimises the amount of entry/maintenance the business has to endure. There are no limits to the number of work patterns a business can generate, although it is advisable to keep it to a miminum: An example would be Work Pattern

PQP_MON_FRI_8_HRS

Day 01

0

Day 02

8

Day 03

8

Day 04

8

Day 05

8

Day 06

8

Day 07

0

Against the assignment record, the employee can be denoted to have the following information Date:

16-Aug-2007

Work Pattern:

PQP_MON_TO_FRI_8_HRS

Day on Pattern:

Day 04

Using our bespoke calculation processes, we can determine, by assignment, the number of days lost for any given period of time. H:\FAD Absence Management Solution v1.doc Confidential

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Employee Assignment information The information relating to the absence information above is only the first level required to produce correct absence reporting/payment information. In addition further employee assignment information is required. One of the main issues surrounding absence reporting is the ability to ascertain the correct number of days an employee is absent. In most systems, the standard calculation is to presume that either: The employee is absent for every day of the week The employee is absent only Monday to Friday In organisations where the workforce is standardised, the business is able to default to one or both of these patterns of calculation, but this causes problems where individual’s, or groups of individuals work a pattern which is outside of the norm. For instance: using the relevant information, a calendar can be generated to show the employees working days and time off, based on the business coding rule, i.e.

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Absence Periodic Report - Generated 22-Jan-2008 11:47:06 Employee Number: 165854

November 2007

Employee Name: Manson, Mr. Barry Legend: SI=Sickness AL=Annual Leave DO=Non Working Day WD=Working Day

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

01

02

03

04

05

06

07

DO

WD

WD

WD

WD

SI

DO

08

09

10

11

12

13

14

DO

SI

WD

WD

WD

WD

DO

15

16

17

18

19

20

21

DO

SI

WD

WD

WD

WD

DO

22

23

24

25

26

27

28

DO

WD

AL

AL

WD

WD

DO

29

30

DO

SI

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Scheme Flexibility Our Absence build allows the business to have multiple absence schemes which they can amend where future requirements demonstrate a need to alter rules. Our design allows for separate tables of entitlement which the business have access to, and can modify as necessary. The use of this information is required in the area of pay and deductions reporting. It allows the ability to record at what date an employee changes from one band of payment to another, for instance from Full Pay to Half, and again from Half to Nil. The calculation rules will be determined and built to your organisations specifications, and can be as detailed as required for a group of Absences, or specific Absence Type. The information for each record is held in our bespoke tables, and from there can be reported on at any given pointing time in the future. This allows the ability to: a. Calculate each day the value of the entitlement to record against the employees record b. Calculate the loss of pay, and the payment to be made by element applicable to the employee Our system holds the value, by day, by element of pay, so that reporting can drill down to an element entry value. Statutory Pay can be offset against each element, and costing associated correctly with the parent record. Our processes cater for: Calculation of Statutory and Occupational portions of pay, by day, including offsets. Apportionment of payments based on the relevant rules for each type/kind. Split across multiple assignments of pay and deductions, including apportionment of the statutory value where required. Business relevant rules for each specific element of pay, relating to where and when it should be paid/deducted in an absence period, i.e. a common business requirement is that certain elements should continue to be paid until the employee has been absent for more than 5 working H:\FAD Absence Management Solution v1.doc Confidential

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days of Sickness, whereas other elements of pay are simply deducted from the first day of Sickness. Setup of relevant Qualifying Patterns for sickness, based on the employees Sickness scheme enrolment rules. Ability to trigger back dated changes to allow retroactive payments/deductions to take place correctly. Ability to override and record as such, where business needs require this functionality, by absence entry. We are able to supply an end-to-end solution that derives the values which should affect the employees pay using amendments to your payroll calculations for the relevant employees and elements of pay: Calculation of entitlement based on tables and schemes Daily calculation of values to ensure utmost accuracy Main calculation outside of payroll process therefore minimal affect on payroll processing timescales. Reports and Alerts for payroll/ of staff can be produced before the payroll closes, and therefore allow managers to inform of staff, where necessary, of reductions in pay which will affect them. Ability to report on the cost to the organisation at various levels. Cost, through the payroll the occupational and statutory portions of pay correctly. Multiple Assignment Calculation of Occupational and Statutory portions, where requested.

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Calculation of Pay & Deductions Our processes provide the building blocks to use in payroll reports and triggers. The rules are based on Your business requirements, and not Oracle specific rules which are limiting. For instance, an employee may have a period of Sickness Absence, where the business rules do not pay SSP where the employee is receiving full pay: --------------------------------------------- Daily Records -----------------------------------Absence Date 16-NOV-07 17-NOV-07 18-NOV-07 19-NOV-07 20-NOV-07 21-NOV-07 22-NOV-07 23-NOV-07 24-NOV-07 25-NOV-07 26-NOV-07 27-NOV-07 28-NOV-07 29-NOV-07 30-NOV-07 01-DEC-07 02-DEC-07 03-DEC-07

Pattern Type WORKON WORKOFF WORKOFF WORKON WORKON WORKON WORKON WORKON WORKOFF WORKOFF WORKON WORKON WORKON WORKON WORKON WORKOFF WORKOFF WORKON

Level of Entl. FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY FULLPAY

Level Statutory of Pay Value FULLPAY 0 FULLPAY 0 FULLPAY 0 FULLPAY 0 FULLPAY 0 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 0 FULLPAY 0 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 14.51 FULLPAY 0 FULLPAY 0 FULLPAY 14.51

-------------------------------------------- Monetary Records -----------------------------------Absence Element Pay Pay Statutory Date Name Lost. Paid Value 16-NOV-07 Contractual Overtime 56.95 56.95 0 16-NOV-07 Basic Pay 22.18778 22.18778 0 19-NOV-07 Basic Pay 22.18778 22.18778 0 19-NOV-07 Contractual Overtime 56.95 56.95 0 20-NOV-07 Basic Pay 22.18778 22.18778 0 20-NOV-07 Contractual Overtime 56.95 56.95 0 21-NOV-07 Basic Pay 22.18778 22.18778 0 21-NOV-07 Contractual Overtime 56.95 56.95 0 22-NOV-07 Basic Pay 22.18778 22.18778 0 22-NOV-07 Contractual Overtime 56.95 56.95 0 23-NOV-07 Basic Pay 22.18778 22.18778 0 23-NOV-07 Contractual Overtime 56.95 56.95 0 26-NOV-07 Basic Pay 22.18778 22.18778 0 26-NOV-07 Contractual Overtime 56.95 56.95 0 27-NOV-07 Basic Pay 22.18778 22.18778 0 27-NOV-07 Contractual Overtime 56.95 56.95 0 28-NOV-07 Basic Pay 22.18778 22.18778 0 28-NOV-07 Contractual Overtime 56.95 56.95 0 29-NOV-07 Basic Pay 22.18778 22.18778 0 29-NOV-07 Contractual Overtime 56.95 56.95 0 30-NOV-07 Basic Pay 22.18778 22.18778 0 30-NOV-07 Contractual Overtime 56.95 56.95 0 03-DEC-07 Basic Pay 22.18778 22.18778 0 03-DEC-07 Contractual Overtime 56.95 56.95 0

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We are able to add additional functionality to your payroll processes, to use the results of this information, to generate payments and deductions based on your specific rules.

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Annual Leave Using the functionality within Oracle HRMS, we are able to provide more than the ‘out-of-the-box’ functionality in respect of Annual Leave Entitlement calculation. Our solutions are able to take into employee movements across multiple Leave Schemes, and to allow the reporting of the same, either in total, or as a breakdown. The information is also visible via the Oracle HRMS Paid Time Off functional forms. Our processes cater for automatic enrolment into the correct Leave Schemes based on business rules which you define. You define the rules: we build the solutions.

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Training & We undertake, as part our our fully inclusive delivery package, the training in the usage of the system, from the standard Oracle HRMS delivery, to our additional bespoke functionality. We are also happy to arrange an ongoing contract of with you enterprise, to include the addition of new functionality as and when you require it.

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Any Questions? If you have any further questions, please do not hesitate to us on: Tel: 07790901465 Fax: 01923 441 264/0700 609 3325 76 Bucknalls Lane Watford, Herts WD25 9JQ

[email protected]

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