The Bradford Factor is a method used to monitor absences due to sickness. It is based on the theory that short, frequent, unplanned absences are more disruptive to organisations than longer absences.

This guide shows you how to configure, view and report on the Bradford Factor in HR.

Contents

• Introduction
• To configure the Bradford Factor threshold
• To view the Bradford score for an employee
• To report on Bradford scores for a group of employees
• To hide the Bradford Factor fields

Introduction

• The Bradford Factor is calculated as (S x S) x D = B where:
  • S is the total number of separate sickness absences
  • D is the total number of sickness days
  • B is the resultant Bradford Factor score
• Higher scores suggest an employee’s absence rate is having a more negative impact on the organisation.
• For example, if an employee is absent once in 52 weeks for 10 days, their Bradford factor score is:
  (1×1) x 10 = 10
• If an employee is absent twice in 52 weeks for five days at a time, their Bradford factor score is:
  (2×2) x 10 = 40
• And if an employee is absent 10 times in 52 weeks for one day at a time, their Bradford factor score is: (10×10) x 10 = 1,000
• In these three scenarios, the employee has been absent from work for the same length of time, but the shorter, more frequent absences generate a higher Bradford factor score
• Some employers choose to set thresholds at which Bradford factor scores are deemed to be problematic and require interventions usually designed to discourage employees from taking unnecessary sick days

To configure the Bradford Factor threshold

• Go to (System) > System Configuration > System Settings
• On the System Settings tab enter the required Bradford Factor Warning Level value
• This can be linked to email notifications (configured upon request), to trigger when absences are recorded for employees who have reached this level

To view the Bradford score for an employee

• Go to the following area:
  • Latest (left-hand) menu: Holidays & Absence > Absence Summary
  • Pre-2025 (top) menu: People Admin > Time Management >  Absence Summary Totals
• The Bradford Factor score for that employee reflecting their absence in the past rolling 12 months will be displayed.  This period is fixed and separate to the Absence Year (if different).

Note: Only absence flagged as sickness will be included in the Bradford Factor score. This is controlled by the settings in each Absence Code. For more details on absence codes please refer to the relevant information sheet.

To report on Bradford scores for a group of employees

• Click Reporting/Reports > Reports > Absences
• Select the Bradford Factor report
• Select the subset of employee records that you wish to report on
• At the final stage of the report select the date at which you wish to produce the report an the Bradford Factor Minimum level that you want to report on. This can be any number as you may wish for example to report on employees that are approaching the warning level
  
  
  
  

To hide the Bradford Factor fields

• If you don't use the Bradford Factor you can hide the fields on the Absence Summary (Totals) page with field group security.  Add the Bradford Factor and Episodes fields from the Absence Summary table to a field group, to restrict as required

For more information on Field Group Security it's recommended to view the Bitesize learning on User Role Security in our Ciphr Academy.