Absence Management Rel 9.1_Volumn 1

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Absence ManagementRel 9.1

Volume I - Student Guide

D68368GC11

1.1

April 2011

D72937


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Contents

Lesson 1

Course Overview ............................................................................................................................................. 1Agenda ............................................................................................................................................................... 2

Lesson 2

Business Process Overview ............................................................................................................................. 7

Describing Absence Management Features ...................................................................................................... 8

Describing Integration with Other Applications ............................................................................................... 9

Describing Absence Terminology ................................................................................................................... 11

Describing Elements ........................................................................................................................................ 13

Describing the Organizational, Processing, and Calendar Frameworks ......................................................... 15Describing Setup and Processing Steps ........................................................................................................... 20

Describing Sources of Information About Absence Management .................................................................. 23

Lesson 3

Creating Schedules ........................................................................................................................................ 27

Describing the Use of Schedules ..................................................................................................................... 28

Explaining Schedule Groups ........................................................................................................................... 30

Creating Work Schedules ................................................................................................................................ 32

Validating Schedule Changes .......................................................................................................................... 40

Describing Holiday Schedules ........................................................................................................................ 41

Explaining Methods of Assigning Work Schedules ........................................................................................ 43

Activity 1: Creating and Viewing a Work Schedule ...................................................................................... 46

Lesson 4

Defining Common Characteristics of Elements ......................................................................................... 51

Explaining Elements Categories ..................................................................................................................... 52

Defining Basic Element Parameters ................................................................................................................ 54

Lesson 5

Defining Absence Entitlement Elements ..................................................................................................... 75

Describing Entitlement Accrual ...................................................................................................................... 76

Creating Absence Entitlement Elements ......................................................................................................... 77

Modifying Entitlement Balance Accumulators ............................................................................................... 90

Activity 2: Creating a Frequency-based Entitlement Element ........................................................................ 94

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Contents

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Lesson 10

Setting Up Calendars .................................................................................................................................. 227

Describing Calendar Concepts ...................................................................................................................... 228

Defining Run Types ...................................................................................................................................... 230

Defining Periods ............................................................................................................................................ 232

Defining Calendars ........................................................................................................................................ 235Defining Calendar Groups ............................................................................................................................. 241

Activity 9: Setting Up Calendars ................................................................................................................... 246

Lesson 11

Managing Payee Data ................................................................................................................................. 255

Explaining Integration with PeopleSoft Enterprise Human Resources ......................................................... 256

Viewing Payee Data ..................................................................................................................................... 260

Activity 10: Updating Payee Information ..................................................................................................... 261

Lesson 12

Entering and Processing Absences ............................................................................................................ 267

Entering Absence Events ............................................................................................................................... 268

Activity 11: Entering an Absence Event ....................................................................................................... 273

Explaining Entitlement and Take Processing ................................................................................................ 276

Running the Absence Process ....................................................................................................................... 279

Describing the Processing Phases and Options ............................................................................................. 287

Viewing Processing Results .......................................................................................................................... 297

Activity 12: Processing Absences and Reviewing Results ........................................................................... 299

Lesson 13

Viewing Absence Processing Results ......................................................................................................... 311

Identifying the Result Tables ........................................................................................................................ 312

Explaining the Payee Process Stat and Payee Segment Stat Records ........................................................... 315

Viewing Online Pages with Processing Results ............................................................................................ 318

Activity 13: Viewing Processing Results ...................................................................................................... 323

Lesson 14

Controlling Processing Results ................................................................................................................... 329

Defining Rounding Rules .............................................................................................................................. 330

Describing Frequency Conversion ................................................................................................................ 333

Explaining Generation Control ..................................................................................................................... 338

Activity 14: Managing Entitlement Resolution With Generation Control .................................................... 349


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Lesson 15

Overriding Supporting Elements ............................................................................................................... 357

Listing the Types of Supporting Elements that You Can Override .............................................................. 358

Explaining Where to Create Supporting Element Overrides ........................................................................ 359

Explaining the Element Override Hierarchy ................................................................................................. 367

Lesson 16

Adjusting Frequency-Based Entitlement .................................................................................................. 371

Describing Methods for Adjusting Frequency-Based Entitlement ............................................................... 372

Adjusting a Payee's Frequency-Based Entitlement Balance ......................................................................... 373

Overriding the Definition of a Frequency-Based Entitlement ...................................................................... 374

Activity 15: Adjusting Frequency-Based Entitlement .................................................................................. 375

Lesson 17

Generating Positive Input for Payroll ....................................................................................................... 391

Describing Positive Input Generation ........................................................................................................... 392

Creating Earning and Deduction Elements ................................................................................................... 395

Mapping Earnings and Deductions to a Payroll System ............................................................................... 405

Associating Earning and Deduction Elements with Take Elements ............................................................. 410

Activity 16: Generating Positive Input .......................................................................................................... 413

Lesson 18

Defining Absence-Based Entitlements and Takes .................................................................................... 425

Defining Absence-Based Entitlement Elements ........................................................................................... 426

Defining Take Elements with Absence-Based Entitlement .......................................................................... 427

Activity 17: Processing Absence-Based Entitlements and Takes ................................................................. 430

Describing How to Link Related Absences .................................................................................................. 449

Adjusting Absence-Based Entitlement .......................................................................................................... 451

Lesson 19

Defining Extended Absences ...................................................................................................................... 455Describing Extended Absences ..................................................................................................................... 456

Setting up Configurable Sections .................................................................................................................. 457

Adding Attachments ...................................................................................................................................... 469

Setting up Extended Absences ...................................................................................................................... 476

Managing extended absences ........................................................................................................................ 482

Activity 18: Creating an Extended Absence ................................................................................................. 491

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Lesson 20

Implementing Absence Take Features ...................................................................................................... 497

Defining Qualifying Periods for Using Entitlement ...................................................................................... 498

Defining Rules for Negative Entitlement Balances ...................................................................................... 501

Activity 19: Implementing Period and Negative Balance Rules ................................................................... 505

Using Mapping to Generate Absence Data for Two Take Elements ............................................................ 520Explaining How to Store Data in User Defined Fields ................................................................................. 522

Activity 20: Mapping Take Elements ........................................................................................................... 525

Activity 21: Redirecting Take Elements ....................................................................................................... 536

Lesson 21

Defining Forecasting and Balance Inquiry Processes .............................................................................. 551

Explaining Forecasting and Balance Inquiry ............................................................................................... 552

Setting Up Forecasting and Balance Inquiry Processing .............................................................................. 553

Forecasting an Absence Event ...................................................................................................................... 563

Viewing Absence Balances ........................................................................................................................... 567

Activity 22: Setting up Forecasting ............................................................................................................... 569

Activity 23: Forecasting Entitlement ............................................................................................................ 578

Lesson 22

Using Leave Donations ................................................................................................................................ 591

Describing Leave Transfer Programs ............................................................................................................ 592

Defining Leave Transfer Entitlements .......................................................................................................... 593

Setting up Leave Donation Framework ......................................................................................................... 596

Initiating Leave Transfer Requests ................................................................................................................ 601

Lesson 23

Managing Iterative Processing ................................................................................................................... 617

Describing Trigger Types .............................................................................................................................. 618

Describing Iterative Triggers ......................................................................................................................... 619

Setting Up Trigger Definitions ...................................................................................................................... 620

Viewing Iterative Triggers ............................................................................................................................ 624Explaining Mass Triggers ............................................................................................................................. 627

Lesson 24

Implementing Segmentation ...................................................................................................................... 635

Defining Segmentation Terminology ............................................................................................................ 636

Explaining Types of Segmentation ............................................................................................................... 639

Setting Up Segmentation ............................................................................................................................... 642


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Viewing, Adding, and Canceling Segmentation Triggers ............................................................................. 648

Describing General Rules for Segmentation Processing ............................................................................... 649

Explaining Proration ...................................................................................................................................... 653

Activity 24: Segmenting Entitlement ............................................................................................................ 659

Lesson 25

Sending Absence Data to Payroll .............................................................................................................. 671Explaining the Transmission of Absence Data to Payroll ............................................................................ 672

Describing Transmitted Data ......................................................................................................................... 674

Sending Absence Data to Payroll .................................................................................................................. 675

Explaining Payroll Processing with Absence Data ....................................................................................... 681

Explaining the Impact of Retroactivity ......................................................................................................... 685

Activity 25: Sending Absence Data to Payroll .............................................................................................. 686

Lesson 26

Processing Retroactivity ............................................................................................................................. 691

Explaining Retroactivity ................................................................................................................................ 692

Defining Retroactivity Terminology ............................................................................................................. 693

Defining Rules for Retroactive Processing ................................................................................................... 696

Enabling Retro Processing by Run Type, Calendar, and Calendar Group .................................................... 708

Viewing, Adding, and Canceling Retro Triggers .......................................................................................... 709

Activity 26: Processing Retroactive Absence Activity ................................................................................. 711

Lesson 27

Processing Off-Cycle Transactions ............................................................................................................ 723

Explaining Off-Cycle Processing .................................................................................................................. 724

Entering Instructions for Off-Cycle Processing ............................................................................................ 727

Processing Off-Cycle Transactions .............................................................................................................. 735

Activity 27: Making an Off-Cycle Correction .............................................................................................. 737

Lesson 28

Course Review ............................................................................................................................................. 749

Explaining the Purpose of Elements ............................................................................................................. 751Creating Organizational, Processing, and Calendar Frameworks ................................................................. 753

Building Rules for Tracking Absences and Accrued Time Off .................................................................... 756

Creating and Assigning Work Schedules ...................................................................................................... 758

Entering Absences and Forecasting Entitlement ........................................................................................... 759

Processing Absences and Viewing the Results ............................................................................................. 761

Adjusting Entitlement Balances .................................................................................................................... 766

Sending Absence Data to Your Payroll System ............................................................................................ 767


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Appendix A

Defining Self-Service Absence Transactions ............................................................................................. 771

Objectives ...................................................................................................................................................... 771

Describing Setup Steps for Self-Service Absence Tasks .............................................................................. 771

Explaining Self-Service Absence Tasks for Employees ............................................................................... 792

Explaining Self-Service Tasks for Managers ................................................................................................ 804

Appendix B

Working with Approvals and Delegation .................................................................................................. 809

Objectives ...................................................................................................................................................... 809

Describing Approval Processing ................................................................................................................... 809

Explaining Setup Tasks for Approvals .......................................................................................................... 812

Describing Approval Process Definition Setup ............................................................................................. 813

Enabling Approval Processing for Absence Takes ....................................................................................... 821

Describing AWE Administrator Actions for Approvals ............................................................................... 823

Describing Delegation ................................................................................................................................... 823

Explaining Delivered Absence Management Delegation Setup ................................................................... 826

Describing Administrator Actions for Delegation ........................................................................................ 831

Describing Self-Service Delegation .............................................................................................................. 833


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Lesson 1

Course Overview

Note. The appearance of the page shots in the guide may not always match the training environment. This is

due to updates that have been applied to the training environment after the course guide was released. The

functionality of the software has not changed.

Objectives

By the end of this course, you will be able to:

• Create organizational, processing, and calendar frameworks.

• Build rules for tracking absences and accrued time off.

• Create and assign work schedules.

• Enter absences and forecast entitlement.

• Process absences and view the results.

• Adjust entitlement balances.

• Send absence data to your payroll system.

Slide 3


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Course Overview Lesson 1

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Agenda

Day One

On day one, we will provide an overview of PeopleSoft Enterprise Absence Management and discuss thesetopics:

• Business process overview.

• Creating schedules.

• Defining common characteristics of elements.

• Defining absence entitlement elements.

• Defining absence take elements.

Slide 4


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Lesson 1 Course Overview

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Agenda (continued)

Day Two

On day two, we will discuss these topics:

• Setting up supporting elements.

• Defining the organizational framework.

• Defining the processing framework.

• Setting up calendars.

Slide 5


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Agenda (continued)

Day Three

On day three, we will discuss these topics:

• Managing payee data.

• Entering and processing absences.

• Viewing absence processing results.

• Controlling processing results.

• Overriding supporting elements.

Slide 6


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Lesson 1 Course Overview

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Agenda (continued)

Day Four

On day four, we will discuss these topics:

• Adjusting frequency-based entitlement.

• Generating positive input for payroll.

• Defining absence-based entitlements and takes.

• Defining extended absences

• Implementing absence take features.

• Defining forecasting and balance inquiry processes.

• Using Leave Donations

Slide 7


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Agenda (continued)

Day Five

On day five, we will discuss these topics:

• Managing iterative processing.

• Implementing segmentation.

• Sending absence data to payroll.

• Processing retroactivity.

• Processing off-cycle transactions.

• Course review.

Slide 8


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Lesson 2

Business Process Overview

Objectives

By the end of this lesson, you will be able to describe:

• Absence Management features.

• Integration with other applications.

• Absence terminology.

• Elements.

• Organizational, processing, and calendar frameworks.

• Setup and processing steps.

• Sources of information about Absence Management.

Slide 10


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Business Process Overview Lesson 2

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Describing Absence Management Features

Features

Absence Management is a rules-based application that gives you control over absence planning andcompensation. Key features include the ability to:

Slide 11


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Lesson 2 Business Process Overview

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Describing Integration with Other Applications

Integration with Other PeopleSoft Products

This diagram illustrates the integration between Absence Management and other PeopleSoft HRMSapplications.

Slide 12

Student Notes

Absence Management Integration

Absence Management shares the same relational data framework, user interface, reporting tools, and

customization capabilities as PeopleSoft Enterprise Human Resources. This enables Absence Management to

automatically retrieve personal data, job data, and other information from Human Resources for absence

processing.

After you process absence data, you can transmit it to:

• PeopleSoft Enterprise Payroll for North America directly, or indirectly through PeopleSoft Enterprise Time

and Labor.

• PeopleSoft Enterprise Payroll Interface, if you're using a third-party payroll system.

Your payroll system can then compensate payees for paid absences.


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Integration with Oracle Workforce Scheduling

Oracle Workforce Scheduling (OWS) provides a comprehensive solution to forecasting the demand for labor

and scheduling the right people to the right activities at the right time to meet customer service and cost

objectives. OWS uses employee absence information to forecast the demand for labor and to create optimized

schedules. PeopleSoft Absence Management uses Integration Broker to send asynchronous, one-way

messages to OWS with employee data, absence dates and times.

When PeopleSoft HRMS products and OWS are integrated, the following information is exchanged

asynchronously between the applications:

• PeopleSoft Human Resources sends employee personal, job, contract and profile information to OWS.

• PeopleSoft Absence Management sends absence data to OWS.

• PeopleSoft Time and Labor sends employee schedule preferences, updates to schedule preferences andapproved or submitted reported time to OWS.

• OWS sends employee optimized punch schedules back to Time and Labor.


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Describing Absence Terminology

Absence Terminology

Terms that are commonly used when referring to absence tracking include:

Absence event Units

Entitlement Daily data

Entitlement balance Positive input

Adjustment Generated positive input

Take

Slide 13

Student Notes

Additional Absence Terms

Following are additional terms that are used when referring to absence processing:


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Term Definition

Absence event The consecutive period of time that a payee is absent for

the same reason.

Entitlement The units of paid time off that a payee is entitled to take

for each type of absence or each absence event, depending

on the accrual method.

Entitlement balance The number of units of unused entitlement.

Adjustment An increase or decrease made to the entitlement balance.

Take The number of units of time off that a payee actuallytakes.

Units The period of time in which entitlement, takes, balances,and other absence-related time periods are measured.

Daily data The detailed rows of data created for each day of an

absence event.

Positive input Entered data, such as a balance adjustment.

Generated positive input Data that the Take process generates for earning and

deduction elements.

Examples of Absence Terminology

Following are examples of how some of the absence terms are used:

• Absence Event: If a payee is out sick from Monday to Wednesday, the three-day absence is referred to asan absence event.

• Entitlement: Payees may be entitled to receive eight sick days per year.

• Units: Units typically represent hours, or days.


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Describing Elements

Purpose of Elements

In Absence Management, elements are:

• The smallest components of the system.

• Used to define absence rules and processes.

• Reusable throughout the system.

You can put elements together in many different ways to produce an absence system that meets your specific

needs.

Slide 14

Student Notes

How to Use Elements in Absence Management

The system contains no delivered absence rules (however it does include some system rules that you can use

as system data for any country).

You use online pages to create rules. The system stores your rules as data and uses its utility programs to

resolve these rules.

You can combine elements to create the business rules that drive the application and the actual absence

process.

Most elements resolve to a value.


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Describing Elements (continued)

Defining Absence Rules with Elements

Two types of primary elements define absence rules:

You can use supporting elements, such as formulas, counts, dates, and brackets to create absence entitlement

and take elements.

Slide 15

Student Notes

Entitlement Elements and Take Elements

Here are some brief descriptions and simple examples of take and entitlement elements:

• Absence entitlement elements define how much paid time off your organization gives payees for variouskinds of absences.

Example: An entitlement element for vacation might specify that payees receive 20 days of paid vacation

each year.

• Absence take elements define the rules to apply to an absence to determine if it should be paid.

Example: A take element for vacation might require that payees be employed three months before usingvacation entitlement.


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Describing the Organizational, Processing, and CalendarFrameworks

Three Types of Frameworks

To process elements, you must build three types of frameworks:

• Organizational framework

• Processing framework

• Calendar framework

Slide 16

Student Notes

Purpose of the Frameworks

Each type of framework serves a distinct purpose. An organizational framework identifies the elements that

can be processed for a payee as well as the payees to process; a processing framework lists the elements to

process and the order in which they are to be processed; the calendar framework links together the

organizational and processing frameworks and identifies the periods of time to process.


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Describing the Organizational, Processing, and CalendarFrameworks (continued)

Organizational Framework

This diagram displays the organizational framework for Absence Management:

Slide 17

Student Notes

The Organizational Framework

The organizational framework consists of:

Elements Elements are the basic building blocks of Absence Management and are thefoundation of this application.

Element groups Element groups are logical groupings of elements. An element can belong to morethan one element group.

Eligibility groups Eligibility groups are logical groupings of element groups for a group of payees.An element group can belong to more than one eligibility group.

Payees A payee is anyone who is processed in Absence Management.


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Pay group A pay group is a grouping of payees. Usually a payee is in one pay group only,unless the payee has multiple jobs.

Pay entity Typically, a pay entity is the organization that is responsible for making payrollpayments to payees. In Absence Management, the pay entity defines varioussystem defaults.


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Processing Framework

This diagram displays the system's processing framework:

Slide 18

Student Notes

The Processing Framework

The processing framework is made up of:

• Elements

• Sections

Sections list a set of elements to be processed and define the processing sequence for those elements.

• Process Lists

A process list identifies the sections of elements to be processed and the sequence for processing thesections.


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Calendar Framework

The calendar framework ties all of the relevant frameworks together:

Slide 19

Student Notes

The Calendar Framework

The calendar framework is made up of:

• Run types that identify the elements to process through a process list.

• Calendar periods that define the period of time to process.

• Calendars that identify the run type, calendar period, and payees to process.

• Calendar groups that identify the calendars to process at the same time.


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Describing Setup and Processing Steps

Setup and Ongoing Tasks

This diagram illustrates the high-level setup steps and ongoing tasks for managing absences.

Slide 20

Student Notes

Overview of Setup Tasks

The key implementation tasks are as follows:

1. Define work schedules and assign to payees.

Work schedules define the hours and days of the week that payees are scheduled to work and tell thesystem whether a reported absence occurred during a scheduled work time.

2. Define absence types and reasons.

Absence types and reasons enable you to further classify absences.

3. Define absence entitlement elements.

Absence entitlement elements define how much paid time off your organization gives payees for variouskinds of absences.


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4. Define absence take elements.

Absence take elements define your rules for allowing paid time off. They define which kinds of absencesare valid and the requirements that must be met before entitlement can be used.

5. Add absence elements to eligibility groups and process lists.

Element groups are the means by which elements are assigned to payees.

Process lists define which elements are resolved during absence processing and the order in which theyare resolved.

Overview of Ongoing Tasks

Once implementation is complete, you can begin to perform the day-to-day absence management tasks:

1. Enter absences.

To record actual absences into the system, users select the take element that identifies the absence andenter the dates of the absence.

2. Run the Entitlement process.

The Entitlement process resolves the entitlement accrual and updates payees' entitlement balances.

3. Run the Take process.

The Take process applies the absence rules to calculate paid and unpaid units for the payroll process.

4. Send processed absence data to payroll.


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Describing Setup and Processing Steps (continued)

Processing Steps

This diagram shows the processing cycle for entitlements and takes.

Slide 21

Student Notes

Batch Processing

Absence Management uses batch processing to resolve entitlements and takes and to generate input for

payroll processing.


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Describing Sources of Information About Absence Management

Implementation and Business Process Information

Use the PeopleSoft Enterprise Absence Management 9.1 PeopleBook to find implementation and business process information for Absence Management, including:

Slide 22

Student Notes

Additional Information

This table lists the locations of additional information in the PeopleSoft Enterprise 9.1 Absence Management

PeopleBook:


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Location Type of Information

Getting started chapter This chapter provides general implementation information and references to additional

sources of pertinent information, including:

• Absence Management business processes.

• Absence Management integrations.

• Implementing Absence Management.

Implementation chapters These chapters discuss implementation concepts and tasks:

• Defining General Element Information

• Defining Data Retrieval Elements

• Defining Calculation Elements

• Defining Absence Elements

• Defining Earning and Deduction Elements

• Setting up Accumulators

• Defining the Organizational Structure

• Defining Processing Elements

• Using Calendars

• Using Schedules

• Setting Up Triggers

• Setting Up Mass Triggers

• Defining Segmentation

• Defining Retroactive Processing

• Integrating Absence Management and the Payroll System

• Working with Delegations in Absence Management

• Setting Up Self Service Absence Transactions

Business process chapters The chapters that follow the implementation chapters discuss business processconsiderations that are helpful to both implementers and power users.

Appendixes and reportsamples

The appendixes provide reference information about the reports and workflows that aredelivered with the system. Samples of reports appear at the end of the appendixes.


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Review

In this lesson, you learned that:

• You can use Absence Management to define complex rules for tracking absences and accruals, send

absence data to payroll, enter and approve absences, and manage a number of other absence-related tasks.

• Absence Management integrates with Human Resources, Payroll Interface, and Payroll for North Americadirectly or indirectly through Time and Labor.

• Absence take refers to the amount of time off that a payee actually takes.

• You use elements — the smallest components of the system — to build absence rules and processes.

• To process takes and entitlement, you build frameworks that define which payees to process, the period oftime to process, and the elements to process.

• The five key processing steps are: identify, calculate, review results, correct errors, and finalize.

Slide 23


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Lesson 3

Creating Schedules

Objectives

By the end of this lesson, you will be able to:

• Describe the use of schedules.

• Explain schedule groups.

• Create work schedules.

• Validate schedule changes.

• Describe holiday schedules.

• Explain methods of assigning work schedules.

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Creating Schedules Lesson 3

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Describing the Use of Schedules

How Absence Management Uses Schedules

Work schedules enable the system to perform the following functions:

• Define payees' scheduled days and hours.

• Track absence time.

• Populate system elements.

Slide 26

Student Notes

Using Schedules

Scheduling is a mechanism that communicates workforce attendance expectations and facilitates time

planning and compensation. By setting up work schedules, you enable the system to determine if a reported

absence occurred during scheduled work time.

Supporting Elements

A supporting element is used to create other, more complex elements. One type of supporting element are

system elements, which are classified as either database system elements or system-computed elements.

System elements are maintained by PeopleSoft and cannot be added to your system. This course discusses

supporting elements further when we discuss the common characteristics of elements, and setting upsupporting elements.

Populating System Elements

System elements are used to store data and are automatically populated during processing. Several system

elements store data related to schedules, such as SCHED HRS, SCHED HRS DB, and SCHED HRS DA.

Many system elements that are related to absence processing can be used when developing absence rules for

your organization's requirements.


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Lesson 3 Creating Schedules

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Describing the Use of Schedules (continued)

Populating System Elements: an Example

John works eight hours a day from Monday through Friday. He is absent Tuesday, January 12 throughThursday, January 14.

During processing, the system refers to John's schedule to populate the system elements listed in this table:

SystemElements

Jan 10 Jan 11 Jan 12 Jan 13 Jan 14 Jan 15 Jan 16 Jan 17

Sun Mon Tue Wed Thu Fri Sat Sun

SCHED

HRS

8 8 8

SCHEDHRS DB

8 8 8

SCHED

HRS DA

8 8 8

Slide 27

Student Notes

Using System Elements to Populate Daily Data

When the system processes an absence event, it expands the event and populates a row of data for each day of

the absence, as well as one row for the day before (DB) and one row for the day after (DA) the absence. This

information is referred to as daily data. You can use this information in your absence rules.


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Explaining Schedule Groups

Using Schedule Groups

A schedule group enables you to:

• Organize schedules.

• Group schedules based on a SetID

• Limit the schedules you can assign to a payee.

Slide 28

Student Notes

Using Schedule Groups

Think of a schedule group as a schedule organization unit, similar to a business unit both in idea and design.

Shifts, Workdays and Schedule Definitions are created based on a SetID value, and Schedule Groups group

these together by way of the Set Control value.

Page Used to Create Schedule Groups

Use this page to create schedule groups:

Page Name Navigation

Schedule Group Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules,

Schedule Groups, Schedule Group

Examples: Use of Schedule Groups

In the police force, schedules might be organized by police station or region. In a retail organization,

schedules might be organized by store.


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Note. Schedule groups are similar in concept to business units used in PeopleSoft Enterprise Human

Resources.


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Creating Work Schedules

Setup Steps

This diagram shows the steps for creating schedules:

Slide 29

Student Notes

Common Scheduling Components

Absence Management uses common scheduling components that are available to other PeopleSoft

applications, such as PeopleSoft Enterprise Time and Labor. If you set up schedules in one application, you

can use them in the other.


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Creating Work Schedules (continued)

Types of Shifts

A shift represents a period of time during the workday. There are three types of shifts:

Slide 30

Student Notes

Elapsed Shifts

For elapsed shifts, you define only a duration. The times that employees work during the day do not matter so

long as they work the amount of time that you specify (for example, eight hours).

Punch Shifts

Punch shifts consist of multiple in and out punches. For example, in at 9:00 a.m., out for lunch at 12:00 p.m.,

in at 1:00 p.m., and out at 5:00 p.m.

Flex Shifts

Flex shifts offer a flexible range of hours that an employee works, but normally there are core hours during a

shift. For example, employees can start and finish any time between 6 a.m. and 9 p.m. so long as they are at

work for the peak time, 11 a.m., and work eight hours. This type of shift might be appropriate for a global

support center.


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Creating a Shift

Use the Shifts component to create shifts, or enter shift information directly into a schedule definition.

The Shifts component enables you to:

• Reuse shifts in schedule definitions.

• Override shift assignments using manager self-service pages.

• Automatically validate revised punch schedules.

Slide 31

Student Notes

Page Used to Create Shifts

Use this page to set up elapsed, flex, and punch shifts:


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Shift Set up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Shifts,

Shift

Note. Fields that appear under Shift Details vary by shift type. Also, when you select a shift type of Flex,

fields appear for entering the core begin and end times, and weekly hours. Time Reporting fields apply only

when you are also using Time and Labor.

Guidelines for Creating Flex or Punch Shifts

When creating flex or punch shifts, the following guidelines apply to the Type, Time, and Duration fields.


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Field Guidelines

Type• A Meal or Out punch cannot follow a Break punch.

• A Break or Out punch cannot follow a Meal punch.

• An Out punch period cannot have a duration.

• An Out punch must be preceded by an In punch somewhere in the shift.

• You cannot save a punch or flex shift if an Out punch does not have a punch time.

• You cannot add punches to a shift after selecting Out in a punch row.

Time• Changing the time of a punch other than the last punch, changes the duration, based on the

new punch time and the subsequent punch time. In addition, changing a punch that is not thefirst punch effects the duration of the previous punch, based on the revised punch's newpunch time.

• If you enter a punch time, the system calculates the duration based on the punch time of theprevious row. If you enter a duration, the system calculates and populates this field on thenext punch row.

Duration• If you enter a duration for a punch, the system populates the punch time for the subsequent

punch.

• If you change the time of a punch other than the last punch, the system calculates theduration based on the new and subsequent punch times.

• If you delete a row, the system recalculates the duration of the punch above the deleted rowto the difference between the punch time of the deleted row and the punch time of the rowthat followed it.

Populating System Elements with Schedule Configuration Totals

The Total fields in the Schedule Configuration Totals group box display durations. For each selected Cfg

(configuration) check box on the Shift Time tab at the bottom of the page, the system updates the

corresponding total field.

During absence processing the total values populate system elements SCHED DFN1, SCHED DFN2,

SCHED DFN3, and SCHED DFN4, as applicable.


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Creating Workdays

Creating a workday is an optional step. It enables you to:

• Add a description for the workday.

• Recognize the type of day within your Absence Management rules.

Slide 32

Page Used to Create Workdays

Use this page to create a workday:


Workday Set up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules,

Workdays, Workday


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Creating Schedule Definitions

Schedule definitions enable you to:

• Produce a single schedule of work expectations over a period of time.

• View a schedule calendar — a range of dates with specified work and non-work times.

Slide 33

Student Notes

Pages Used to Create Schedule Definitions

Use these pages to create schedule definitions.

• Use this page to enter basic information for a schedule definition:


Definition Set up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules,

Definitions, Definition


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• Use this page to select predefined workdays and shifts or to enter shift data:


Schedule Shifts Set up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules,

Definitions, Schedule Shifts

Schedule Definitions and Shifts

If you have decided not to use the separate Shift component to create shifts, you can enter shift start and end

times directly into the schedule definition by leaving the Shift ID field empty.

Click the Show Calendar link to view the schedule calendar that the system derives from the schedule

definition.

Personal Schedules

You can create personal schedules for specific employees. To create a personal schedule, you must access the

Schedule Definition component through a link on the Schedule Assignment page.

See Also

Explaining Methods of Assigning Work Schedules


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Validating Schedule Changes

Validating Schedules

When you change the punch times for a flex or punch shift, you should validate any schedules that includethat shift.

The system enables you to:

• View a list of schedules using the revised shift.

• Check for overlapping shifts.

Slide 34

Student Notes

Page Used to Validate Schedule Calendars

Use this page to validate schedule changes:


Schedules to be Validated Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules,

Schedules to be Validated

Note. New schedules do not require validation. Validate schedules after using correction mode to change the

punch times in a shift or after adding a new effective-dated definition to a punch or flex shift.


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Describing Holiday Schedules

Holiday Schedules

Use a holiday schedule to define:

• Public holidays

• Company holidays

Slide 35

Student Notes

Using Holiday Schedules

Absence Management populates the system elements, HOLIDAY TYPE and HOLIDAY HRS with the

holiday information you define, which is available for you to use when defining holiday rules.

Holiday Schedule Hierarchy

You can specify a holiday schedule on several different pages, depending upon the PeopleSoft applications

your organization uses. The system checks for a holiday schedule using the following page hierarchy:

1. Job Data - Payroll page.

The system always checks for a holiday schedule on the JOB record first.

2. Location Profile page (PNA only).

If you are using Payroll for North America, and there is no holiday schedule entry on the payroll page, thesystem uses the schedule specified in the Location table.

3. Pay Group Name page.

If there is no entry on the Location Profile page for PNA, or the Payroll system is Global Payroll, then thesystem uses the holiday schedule associated with the Pay Group.

4. Workgroup - Definition page

Finally, the system uses the Holiday Schedule for the workgroup if there is no holiday schedule associatedwith the JOB record or the pay group.

Page Used to Define Holiday Schedules

Use this page to define public and company holidays:


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Holiday Schedule Set up HRMS, Foundation Tables, Organization, Holiday Schedule, Holiday

Schedule


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Explaining Methods of Assigning Work Schedules

Assigning Schedules

You can assign work schedules by:

• Attaching the schedule to a pay group.

By default, a payee inherits the pay group's schedule.

• Permanently overriding a payee's default schedule.

• Creating a personal schedule for a payee.

Slide 36

Student Notes

Page Used to Assign a Default Schedule to a Pay Group

Use this page to assign a default schedule to a pay group:


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Pay Group Name Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Framework,

Organizational, Pay Groups, Pay Group Name

Page Used to Override a Payee's Default Work Schedule

Use this page to assign a work schedule to an individual payee:


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Assign Work Schedule Global Payroll & Absence Mgmt, Payee Data, Create Overrides, Assign Work

Schedule, Assign Work Schedule

Click the Create Schedule link to create a personal schedule on the schedule Definition page. This link

appears only if you select Create Personal Schedule as the assignment method.


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Activity 1: Creating and Viewing a Work Schedule

In this activity, you will review the activity overview and:

• Create a schedule definition for an elapsed schedule.

• View the schedule calendar.

Slide 37


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Activity Overview

In this activity, you will create a definition for an elapsed schedule that consists of five 8-hour shifts and two

off shifts. Use an Effective Date of December 28, 2009.

Note. Use PS for the user name and password in this activity.


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Activity Detailed Steps

Perform the detailed steps to complete the activity.

Creating a Schedule Definition

To create a schedule definition for an elapsed schedule:

1. Select Set up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Definitions.

2. Select the Add a New Value tab.

3. Enter the following information on the Definitions Search page:

Page Element Value or Status

SetID SHARE

Schedule ID WRKSCH

4. Click the Add button.

5. Enter the following information on the Definition page:

Page Element Value or Status

Effective Date December 28, 2009

Description 8 hour (5 day) work schedule

Definition Type Elapsed

Days in Schedule 7

6. Access the Schedule Shifts page and in the Shift Details region, within the row for Day 1, enter 8.00 inthe Sched Hrs field. Repeat this step for the Day 2, Day 3, Day 4, and Day 5 rows.

7. In the Shift Details region, for the Day 6 row, select the Off Shift check box. Repeat this step for the Day7 row.

8. Click Save.

Viewing a Calendar Schedule

To view the schedule calendar:

1. Click the Show Calendar link on the Schedule Shifts page.

2. Click the Next Period button to review the following week.

3. To view the calendar for the week of February 8, 2010 select a From Date of February 8, 2010.


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4. Click the Load Calendar button.

5. Click OK to return to the Schedule Shifts page.

This concludes the activity. Please do not continue.


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Review


• Schedules enable the system to determine whether a reported absence occurred on a workday.

• Schedule groups control the schedules that you can assign.

• You can use three components to create work schedules: shifts, workdays, schedule definitions.

• Schedule calendars display a range of dates that indicate work time and off days.

• After changing punch times on a punch or flex shift you should validate schedules for overlapping shifts.

• Holiday schedules are used during absence processing to determine if an absence fell on a paid holiday.

• By default, payees inherit the work schedule that is assigned to their pay group; you can override a payee'sdefault schedule or create a personal schedule.

Slide 38

Student Notes

Additional Resources

This table lists additional resources that provide more details about the topics that we have discussed in this

lesson:

Topic See

Creating shifts PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Setting Up Shifts

Creating work schedules PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Creating and Viewing Schedules.

Viewing a schedule calendar PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Creating and Viewing Schedules.

Defining holiday schedules PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Defining Holiday Schedules.

Assigning and overriding

schedules

PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Assigning Work Schedules.

Validating a schedule PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Using Schedules,"

Validating Work Schedules.


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Lesson 4

Defining Common Characteristics ofElements

Objectives


• Explain element categories.

•

Describe the Element Name page.

Slide 40


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Defining Common Characteristics of Elements Lesson 4

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Explaining Elements Categories

Element Categories

Elements are the building blocks that define your absence rules and processes. They fall into these categories:

Slide 41

Student Notes

Element Categories

This table describes each category of elements.

Category Explanation

Primary elements The four primary elements are absence takes, absence entitlements, earnings,

and deductions.

Supporting elements Supporting elements include formulas, brackets, and other supporting

elements that do not stand alone, but are used to create other, more complex

elements.

Other elements These elements define eligibility criteria and processing order.

This table categorizes elements by type:


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Lesson 4 Defining Common Characteristics of Elements

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Primary Elements Supporting Elements Other Elements

Absence entitlements System elements Rounding rules

Absence takes Arrays Proration rules

Deductions Brackets Accumulators

Earnings Rate codes Element groups

Variables Sections

Dates Process lists

Duration Generation control

Formulas Historical rules

Counts

Writable arrays


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Defining Basic Element Parameters

Creating Country-Specific Absence Types

You can define an absence type for:

Slide 42

Student Notes

Page Used to Define a Country Record

Use this page to Define a Country Record:


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Countries Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, System Settings,

Countries


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Defining Basic Element Parameters (continued)

Common Element Attributes

All elements share a common set of attributes that you define on the Element Name page:

• Element (PIN) number.

• Definition as of date.

• Field format.

• Recalculation instructions.

• Element use (ownership) information.

• Override levels.

• Storage instructions for results.

• Custom fields and comments.

Slide 43

Student Notes

Page Used to Define Element Names

Use this page to define the name and basic attributes of an absence entitlement element:


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Absence Entitlement Name Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements,

Absence Elements, Absence Entitlements


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PIN Numbers

A PIN (Pay Item Name) number is a numerical identifier for an element that is:

Slide 44

Student Notes

PIN Number Information

In essence, a PIN and an element are identical. PIN is the technical name and element is the functional name

for the same thing.

A PIN number:

• Is automatically assigned when you create an element.

• Is unique; each element has its own PIN number.

• Is referred to by the system (instead of name) when accessing and processing elements.

This enables you to change an element's name without impacting the system and improves processingperformance because it is more efficient for the system to use numeric values than character values.


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Definition As Of Date

The Definition As Of Date field determines which date the system uses to retrieve the element's definition.

Slide 45

Student Notes

Example: How the System Interprets the Use Definition As Of Field

Assume that a pay period has the calendar dates that are shown in this table:

Field Value

Calendar Begin Date January 1, 2010

Calendar End Date January 31, 2010

Payment Date February 1, 2010

Now, say that an absence entitlement element has the following effective-dated definitions (rows):


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Effective Date Value

January 1, 2005 10

January 1, 2010 12

January 31, 2010 15

February 1, 2010 17

This table lists the definition that the system uses for the different values of the Definition As Of Date field:

Definition As Of Date field Effective-Dated Definition Used

Calendar Begin Date January 1, 2010 row (12).

Calendar End Date January 31, 2010 row (15).

Payment Date February 1, 2010 row (17).


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Field Format

The Field Format field defines the format in which the element's value is resolved.

Slide 46

Student Notes

Available Formats

The available formats vary by element type.


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Always Recalculate Check Box

The Always Recalculate check box controls whether the system recalculates the element each time itencounters it during the processing period.

This diagram illustrates your choices:

Slide 47

Student Notes

Entering Recalculation Instructions for Sections

You can enter recalculation instructions for an element on the Element Name page or when defining sections.

We discuss sections in a later lesson.

See Also

Lesson 9, 'Describing the Processing Framework,' Defining Sections


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Defining Element Use

You define several online security-related options in the Element Use group box, including:

• Owner

• Class

• Used By

• Industry/Region

• Category

Slide 48

Student Notes

The Element Use Group Box

A brief explanation of each field follows:


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Owner Identifies who controls and maintains the definition of the element. Values are:

• Customer Maintained

Identifies the elements that you created. All fields are available for entry.

• PS Delivered/Maintained

The element is delivered and maintained by PeopleSoft. Taking control of an

element changes the value in the Owner field to PS Delivered/Customer Modified. If PeopleSoft later releases an updated version of the element, youcan accept the updated definition or retain your changes. Either way, elementownership does not change. If you change the name, description, overridelevels, class, industry, or category for an absence element, the system makes thesame changes to all related components and auto generated accumulators andchanges the owner for those items.

Important! Taking control of an element is irreversible.

• PS Delivered/Not Maintained

The element is delivered, but not maintained by PeopleSoft (for example,sample data or statutory data). You can update any editable fields.

• PS Delivered/Customer Modified

Indicates that you have taken control of a PeopleSoft-delivered or maintainedelement.

• PS Delivered/Maintained/Secure

The element is delivered and maintained by PeopleSoft. You can edit the name,description, override levels, results, custom fields, and comments (and forsystem elements, Use as Chartfield and prompt view). Any changes that youmake can be overwritten by future PeopleSoft updates.

Class Works with the Owner field to determine the level of security.

Used By and Country Identifies whether the element can be used by all countries or by a specificcountry only. These fields are controlled by settings that you define on the UserRules Profile page.

Industry/Region and

Category

Provide ways to classify elements.


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Element Ownership

A user that can take control of and modify elements has the following capabilities regarding the Owner fieldon the Element Name page:

Slide 49

Student Notes

Page Used to Control Access to Elements

Enable users to take control of and modify elements that are defined as PS Delivered/Maintained by selecting

the Allow PS Element Change field on the Global Payroll User Profile page.

Use this page to control access to elements:


Global Payroll User Profile Set Up HRMS, Security, User Maintenance, Global Payroll User Profile


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Element Usage

This diagram shows how the Used By field on the User Rules Profile page controls what a user can dothrough the Element Name page.

Slide 50

Student Notes

Example

Say that you want user ID GPBRA to be able to define rules for Brazil only. You configure the User Rules

Profile page as follows:

When the user accesses the Element Name page to create an element, the Used By field defaults to Specific

Country and the Country field defaults to BRA. The user can create elements for Brazil only (as well as view

elements that are defined for ALL countries).


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Industry/Region and Category Types

You can classify elements by:

Slide 51

Student Notes

Pages Used to Define Industry, Region and Category Types

Use these pages to define industry, regions, and category types.

• Use this page to define industry and region codes for a given country:


Industries/Regions Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements,

Industries/Regions


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• Use this page to define category types for a given country:


Categories Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements,

Categories


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Overriding Levels

You can select the following security-related override levels for an element in the Override Levels group box:

• Pay Entity

• Pay Group

• Payee

• Calendar

• Via Elements

• Element Definition

• Positive Input

Slide 52

Student Notes

Override Levels Group Box

Use the check boxes in the Override Levels group box on the Name page to define when an element's value

can be overridden.

In this group box, you enable security-related override levels for the selected element. That is, you definewhen users can override the element's value, or, in some cases, exclude the element from processing.

For example, if you select Calendar, you can use the Calendar - Excluded Elements page to tell the system

not to process this element for any payee associated with a particular calendar. If you select Calendar for a

bracket, date, duration, formula, or variable element, you can use the Calendar - Overrides page to have the

system use an override value for the element when the system processes a particular calendar.

See Also

Overriding Supporting Elements


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Results Group Box

The fields in the Results region control whether to write an element's results to the result tables:

• Store results for retroactive processing, reporting, auditing, or historical rules.

• Select Store and Store if Zero to write an element to the result tables even if the resolved value is zero,blank, or null.

• If you select neither option, no results are written to the result tables.

• Only store results that are necessary for your business needs.

Storing results for all elements can affect system performance.

Slide 53


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Custom Fields and Comments

For each element that you create, you can:

Use the links at the bottom of the Element Name page to access pages for entering this information.

Slide 54

Student Notes

Pages Used to Create Custom Fields and Enter Comments

Use these pages to create custom fields and enter comments.

• Use this page to define custom fields for an element:


Custom Fields1. Navigate to the Element Name page for the type of element that you're

defining (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt,Elements, ,

2. Click the Custom Fields link on the Element Name page.

You can use the fields on this page in any way that you want. For example, you can use the fields toclassify elements or to indicate a sorting order for reports. The data that you enter is stored by systemelements.


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• Use the Comments page to enter or view custom fields for an element.


Comments Click the Comments link on the Element Name page.

For elements that you define, you can use the Comments page to view or enter your own notes or detailsabout an element. Comments are for informational purposes only and do not affect absence processing.

For each system-computed system element that is delivered with Absence Management, you can viewdetailed comments including a general description, when the system element is available, and where it isused. This is useful information when you want to learn about what a specific system element does.


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Review


• Elements are categorized as primary elements, supporting elements, and other elements.

• Each element corresponds to an element type, such as AE for an absence entitlement element.

• The Entry Type page restricts the valid entry types in an element definition.

• The Element Name page is the first page for all element definitions.

Slide 55

Student Notes

Setup Considerations for ElementsConsider the following before setting up elements:

• What date do I want the resolution program to use when processing this element?

• What field format do I need for this element?

• Do I need to recalculate this element?

• Who will maintain this element?

• In what country will this element be used?

• Is this element specific to an industry, region, or category?

• What types of override levels does this element need?

• Do I need to store the results of this element?

Additional Resources

This table lists additional resources that provide more details about the topics that we have discussed in this

lesson:


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Topic See

Element types PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Defining General

Element Information," Working with Element Types

Entry types PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Defining General

Element Information," Defining Element Types

Entry type prompts PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Defining GeneralElement Information," Selecting Entry Types and Displaying Record. Field

Combinations

Element names PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Defining General

Element Information," Defining an Element Name

PeopleSoft Enterprise Absence Management 9.1 PeopleBook "Defining GeneralElement Information," Defining Industries and Categories

PeopleSoft Enterprise Absence Management 9.1 PeopleBook, "Defining

Security," Restricting User Access


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Lesson 5

Defining Absence Entitlement Elements

Objectives


• Describe entitlement accrual.

• Create absence entitlement elements.

• Modify entitlement balance accumulators.

Slide 57


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Defining Absence Entitlement Elements Lesson 5

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Describing Entitlement Accrual

Accrual Methods

This diagram shows the two methods of accruing entitlement:

Slide 58

Student Notes

Purpose of Absence Entitlement ElementsAbsence entitlement elements define the conditions under which payees accrue paid time off and the amount

of time they can accrue. You use absence entitlements to create elements for each type of entitlement that

your organization offers. For example, you might have separate accrual policies for sick leave, vacation, long

service leave, maternity leave, and so on, for which you create separate entitlement elements.

Frequency-Based Accrual

Frequency-based entitlement can accrue each pay period or at another frequency that you define.


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Lesson 5 Defining Absence Entitlement Elements

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Creating Absence Entitlement Elements

Absence Entitlements Component

Use the Absence Entitlements component to specify the following information about an entitlement:

Slide 59

Student Notes

Pages in the Absence Entitle

Documents

Absence Management Rel 9.1_Volumn 1