Define Absence Type and Absence Element

Business Requirement : Organization require automated process for Accrual of 2 leaves at every month so yearly total 24 leaves employee can take if at start of new calendar year all unused Annual leaves should carried out to next year Leave Balance.

Absence Management: Oracle provides seeded functionality which can capture leave related information and provide extensibility so you can make changes as per your requirement.
Absence management is provided in self service (Oa framework pages) as well as from core Hr(Oracle forms)
Navigation For Absence management .

1.      Core HRMS:

Navigation: Human Resources Responsibility  à people à Enter and maintain
àOthers àAbsence

Accrual Plan: - Oracle Provides Accrual plan Functionality for calculating leave balance
                         calculation and Balance Carry Over calculations.


So for calculating balance following things should be taken in consideration.

1)Opening Balance : - Some Organization Provides Yearly opening balance to employee when organization hire new employee or at starting of new calendar year .so generally opening balance is captured in Element.

2)Leave Adjustment :- Some time there is need make adjustment because of problem in calculation of leave balance  or some Other reason in between year so that information also should be captured . Generally Adjustment is also stored as element.

3) Leave Encashment: Organizations provides policy for encashment of leave when Leave balance Exceed some amount. So we have to provide interface for encashment of leave .Generally Leave Encashment is also captured in Element.

So for Designing Flexible Accrual Plan above 3 Things should be considered even if organization is not using those things currently but for future flexibility you have to consider these 3 things.

Now we will discuss step by step process for Leave and Accrual Plan.

1.      Creation of  Element For Absence:

Navigation:  Human Resources Responsibility  à Total Compensation àBasic à Element Description.

Enter following Mandatory fields:

1.      Name:  XXDS_ABSENCE_ELEMENT
2.      Description: These Element Capture Days for Individual Annual Leave
3.      Primary Classification: Information
4.      Type: Nonrecurring.
5.      Input Value:

Name	Unit
Days	Day
Pay Value	Money
Future 1	Character
Future 2	Character

  

2.      Creation of Element Link:

Navigation:  Human Resources Responsibility  à Total Compensation àBasic à Link

Query Element Name “Annual Leave Element “
Enter Organization “Vision operations” to link organization.

3.      Creation of Absence reason:

Next step is to create Absence reason. This setup (step 3) is optional.

As per business requirement we can create Absence reason setup.

Navigation: Human Resources Responsibility à other Definitionsà Lookup Table (Application utility Lookup)

Query “ABSENCE_REASON” as Type.

Add new Line with Code “AN”, Meaning “Annual Leave”, Description” Annul Leave”

Query “ABSENCE_CATEGORY” and add new category as shown below snap:

Add new Line with Code “ANL”, meaning “Annual Leave”, Description” Annul Leave”

4.      Creation of Absence Type:

Navigation: Human Resource Responsibility à Total Compensation àBasic à Absence Type.

NOTE:
1) Some Organizations Provides Opening balance when new employee hire or at start of new calendar year in That case you can take Balance as Decreasing while defining Absence Type.
Ex. Suppose organization provides opening balance 24 at starting of new calendar year then you can take balance as decreasing so if you take leave of 3 days then that 3 days will be decreased from total balance 24.
So balance = 24-3 = 21
But here we are not giving opening balance to employee we are just restricting employee to take more than 24 leaves in a year. So here we are taking balance increasing. So if employee take first leave of 2 days then balance become 2 and after that employee takes leave of 3 days then balance become 2+3 =5, so balance will increase each time.

2) Giving Absence category and Absence reason is optional while defining Absence Type.

Name	XXDS_Absence Type
Element	Annual Leave
Input value	Days
Balance	Decreasing
Effective Date	01-JAN-1950
Units	Days

Below screen shot show how to create Absence Type:

5.      Creation of Leaves:

For employee, user will create leaves as shown in below screen

Navigation: Human Resource Responsibility à Enter and Maintain àOthers à Absence.

Steps:

1.      Find person to whom create leaves.

2.      Screen shows below information  for person:

3.      Go to Others and select Absence to create leaves:

6.      Attachment of Test Element for leave:

Navigation:

Human Resource Responsibility à Enter and Maintain à Assignment à Entries.

Click on Entry Values:

In this way we have defined absence and absence element and create testing for Leave.

Now, we will discuss about how to handle encashment, opening balance, adjustment and designing of accrual plan.

Creation of Element for Opening Balance:

NOTE: Go to ’01-JAN-1950’ using date track mode before creating element.

Navigation: Human Resource Responsibility à Total Compensation à Basic à Element Description.

Create new nonrecurring Element “XXDS_OPENING_BALANCE”.

Element Name	XXDS_OPENING_BALANCE
Reporting Name	Annual Leave opening Balance
Primary Classification	Information
Opening Balance	Day
Effective Date	Date
Reason	Character
Future 1	Character
Future 2	Character

Save Element Name and Click on Input value and define Input Values.

Creation of Element For Adjustment:

NOTE : Go to ’01-JAN-1950’ using date track mode before creating element.

Navigation: Human Resource Responsibility à Total Compensation à Basic à Element Description.

Again create new nonrecurring Element Name “XXDS_OPENING_BALANCE_ADJ”

Element Name	XXDS_OPENING_BALANCE_ADJ
Reporting Name	Annual Leave Adjustment
Primary Classification	Information
Adjustment Days	Day
Effective Date	Date
Reason	Character
Future 1	Character
Future 2	Character

Save Element Name and Click on Input value and define Input Values.

Creation of Element For Encashment:

NOTE : Go to ’01-JAN-1950’ using date track mode before creating element.

Navigation: Human Resource Responsibility à Total Compensation à Basic à Element Description.

Again create new nonrecurring Element Name “XXDS_OPENING_BALANCE_ENCASHMENT”

Element Name	XXDS_OPENING_BALANCE_ENCASHMENT
Reporting Name	Annual Leave Encashment
Primary Classification	Information
Encashment Days	Day
Effective Date	Date
Reason	Character
Future 1	Character
Future 2	Character

Save Element Name and Click on Input value and define Input Values.

Creation of Link for above 3 all elements:

Navigation: Human Resource Responsibility à Total Compensation à Basics à Link.

1.       XXDS_OPENING_BALANCE:

2.      XXDS_OPENING_BALANCE_ADJ:

3.      XXDS_OPENING_BALANCE_ENCASHMENT:




Creation of Absence Type:

Create Absence Types for all Elements.

Navigation:  Human Resources Responsibility à Total Compensation à Absence type

1.      xxds_opening_balance_type

2.      xxds_opening_balance_adj_type:

3.      xxds_opening_bal_encash_type:

Creation of Accrual Plan:

Now , we will see how to create accrual plan for Absence Leave management.

Navigation:    Human Resource Responsibility à Total Compensation à Basics à Accrual Plan.

NOTE : Go to ’01-JAN-1950’ using date track mode before creating Plan.

Plan Name	xxds_annual_leave_plan
Accrual category	Vacation
Accrual Units	Days
Accrual Formula	PTO_PAYROLL_BALANCE_CALCULATION
Cary over Formula	PTO_PAYROLL_CARRYOVER
Absence Information	XXDS_OPENING_BALANCE

Creation of Accrual Bands:

Navigation: Human Resources Responsibility  à Total Compensation à Basics à Accrual Plan  à Accrual Band.

Creation of Net calculation Rules:

Navigation:   Human Resources Responsibility  à Total Compensation à Basics à Accrual Plan  à Net Calculation Rules.

Creation of Link for Accrual Plan:

Navigation:  Human Resources Responsibility  à Total Compensation à Basics à Link.

1.

2.

3.

4.

5.

NOTE: Above 5 snaps, when you create accrual plan then below system will automatically generate below elements. System will automatic generate element link for below elements and link below 5 elements to criteria defined for absence Element link. So check element link is automatically for below elements and if it is not generated automatically then manually create element link.


1) Annual Leave Plan
2) Annual Leave Plan Carried Over
3) Annual Leave Plan Payroll Balance
4) Annual Leave Plan Residual
5) Annual Leave Plan Tagging

Now enroll Employee to Accrual Plan:

Creation of New Employee:

Navigation: Human Resources Responsibility à Enter and Maintain.

Check Accrual Balance:

Navigation:  Human Resources Responsibility à Fast Path àAccrual

Again go to Employee form:

Navigation: Human Resources Responsibility à Enter and Maintain à Others.

Enter Absence details:

Type:  xxds_opening_balance_type

Actual Start: 15-Sep-2012   End : 17-Sep-2012. Duration (Days)= 2