Set Up Scheduling with Attendance Management

Setting up absence management with scheduling provides the capability for you to reserve the times of approved absences. Booking employees for shifts that overlap absence periods is avoided. The integration helps you to manage employee absences on your schedule. Absent shifts are visible as well as the vacancies that are created by these absent shifts.

Set up absence management for scheduling integration

To permit scheduling to integrate with attendance management, some setup is required.

Configure causes of absence

Configure a dedicated cause of absence for employee or manager absence entry. The dedicated cause of absence is used for integration with scheduling. If the cause of absence is configured with sequencing, the causes of absence that are used in the sequence calculation do not need to be configured for scheduling.

To be used in scheduling, causes of absence must be configured in a specific way.

For each cause of absence that is scheduled and regular employees are to use for entry, a separate code must be created to support different behaviour when entries are made in absence requests. In particular, that behaviour involves blocking the employee's schedule so that shifts cannot be assigned to them during their absence period.

To configure a cause of absence

Choose , enter causes of absence, and then choose the related link.

The Causes of Absence page opens.
Perform one of the following steps:
- To create a cause of absence, on the action bar, choose New.
- To update an existing cause of absence, select the record that you want to update, and then on the action bar choose Manage > Edit.
On the General FastTab, in Calculation Type, specify Hour.
To indicate that this cause of absence is to be used for scheduled employees, on the Scheduling FastTab, turn on Use Schedule Quantity.

This action automatically turns on Hide Quantity and Show Start and End Time.

When you turn on Use Scheduling Quantity, on individual employee attendance plan lines Use Scheduling Quantity is turned on automatically. If required, you can turn off Use Scheduling Quantity on individual employee attendance plan lines.
If you would like the payroll calculations to be determined based on absence registration when this cause of absence is used, configure HR Pay Code for this cause of absence. Alternately, to have absent shift activities determine payroll entries, leave this field blank.
Ensure that Allow Neg. Entries - Employee or Allow Neg. Entries - Manager are turned off.

Absence resequencing and scheduling

Absence resequencing can interact with scheduling to affect shift assignments. In particular, if a negative balance would be created, a previously approved absence request can be reopened. This absence request can cause the employee to be placed back into future-dated shifts where they had previously been removed. In such a case, notifications are issued and pending shift changes including pending trades, change requests, and shift absence requests are cancelled. For more information about absence resequencing, see Absence Resequencing.

Note

Note:
For scheduling, a negative balance is not permitted.

To prevent disruption of immediate schedules, you can prevent resequencing.

To prevent resequencing

Choose , enter schedule setup, and then choose the related link.

The Schedule Setup page opens.
On the General FastTab, specify a Absence Request Resequencing Calc. Date.

Absence Request Resequencing Calc. Date is a date formula field. Future-dated, scheduling-related absence requests that fall within the specified period are not resequenced. Shift assignment changes during that period do not occur. Only absence requests with a starting date that is greater than or equal to today’s date plus the date formula are resequenced.

For example, if the specified date formula is 14D, shifts within the two-week period from the current date are not changed as a result of resequencing. For information about how to create a date formula, see Working with Calendar Dates and Times.

Set up scheduling for absence management integration

To set up scheduling for absence management integration, the following tasks must be performed.

Configure unavailable units

An unavailable unit is a special-purpose scheduling unit that holds absence tracking shifts. These shifts are not visible to the employee. These shifts track an employee's approved absences, and block their scheduling calendars so that the employee cannot be assigned to work shifts that overlap their absences.

To hold these tracking shifts, a dedicated unavailable unit must be created and configured for each area. For more information, see Set Up Employee Scheduling.

Add the cause of absence activities to the unavailable units

The link between absence management and scheduling is established on the unavailable unit for each area. The one or more unavailable units must have an activity designated for each cause of absence that is configured to integrate with scheduling.

To add the cause of absence activities to the unavailable units

From the Schedule Administrator role center, choose , enter schedule units, and then choose the related link.

The Schedule Setup page opens.
Select the desired unavailable unit, and then on the action bar, choose Edit.

The Schedule Unit Card page opens.
On the action bar, choose Related > Activities.

The Schedule Unit Activities page opens.
To create an activity row, choose New.
Select a Cause of Absence.
Select a HR Pay Code.

The HR Pay Code is used for the absent shift.
If the source of the payroll calculations is to be absence registration entries, select Do Not Send Hours to Payroll.
Specify values for other fields as required.

It is recommended that you set up the dimensions on the activity line so that the correct cost centers are charged.

Configuration options for source entries for payroll calculations

Absence management to scheduling integration can be configured using two methods. The configuration determines the source of entries to be used in payroll calculations.

Absent shifts determine payroll

In this configuration, only activity entries from the absent shifts go into the compensation journal.

This method has the following configuration:

In the schedule unit activity, the Do Not Send Hours to Payroll checkbox is clear.
In the cause of absence, Use Schedule Quantity is turned on and the HR Pay Code is blank.

Absence registration entries determine payroll

In this configuration, entries from both absence shifts and absence registration go into the compensation journal. Only the entries from absence registration impact payroll. Absent shifts will be closed or have a Status of Posted when the compensation journal is processed. The activities of the absent shifts do not determine payroll.