This help guide will take you through the Absence Years code table management and employee assignment.
Contents
- Introduction
- Creating an absence year
- Creating a rolling absence year
- Assigning an absence year to an employee
- Viewing absence statistic in the absence year for an employee
- To update an absence year
- To delete an absence year
Introduction
The Absence Years code table can be used to define any number of absence year monitoring periods which can then be assigned to different employees or groups of employees. The absence year may, dependent on its type, need to be updated on an annual basis to reflect the year that is currently being monitored.
Creating an absence year
- Go to Data Management > Code Tables
- Click the Insert New Record button
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Give the new absence year a code, a description and define the dates that reflect the current monitoring period and then click Update
Creating a rolling absence year
- Go to Data Management > Code Tables
- Select the Group Absence and the Absence Years table
- Click the Insert New Record button
- Give the new rolling absence year a code which commences with the letter R and is followed by the rolling period. E.g. R24 would be for a 24 month rolling period
- Leave the Year End and Year Start dates empty
- Click Update
Assigning an absence year to an employee
- Ensuring the correct employee record is in view, then go to Holidays & Absence > Absence Summary
- Click Change Absence Year, select the required year from the list presented and
click Update
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Note: You are able to assign the Absence Year as part of the definition of a set of Terms Then select the Job and Pay Group and then select Terms and Conditions. The terms can then be assigned to a Job and all the defaults contained in both the job and the terms and conditions will be applied when putting an employee into the role. You can select a Default Absence Year which will be assigned to all new employees unless specifically changed. To view, create or change the default setting select in System Configuration > System Settings Then click on the tab labelled System Wide Defaults and select the Default Absence Year from the drop down list. |
Viewing absence statistic in the absence year for an employee
- Ensuring the correct employee record is in view choose Holidays & Absence > Absence Summary
- Days Available is calculated based on the person's Work Pattern
- The calculated amounts and percentages are based on configuration from the Absence Codes code table
- You can manually amend the dates on screen to update the figures below for an on-the-spot calculation (eg to take a screen shot of a set period for an absence review meeting) which will revert back to the Absence Year dates when you leave the page. See the previous section if you wish to change the Absence Year dates properly
To update an absence year
- Go to Data Management > Code Tables
- Select the Group Absence and the Absence Years table
- Click the name of the year to be updated
- Change the Year Start and Year End dates
- Click Update
| Note: A Rolling year absence year does not require updating as monitoring reflects a rolling period as determined by the code from the current date backwards. |
To delete an absence year
- Go to Data Management > Code Tables
- From the Absence group select the Absence Years table
- Click on the code that is to be deleted
- Click Delete
| Note: An absence year code can't be deleted once it has been used to record data on a person's record. The Delete button will not be visible where data has been recorded. |
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