Select HR – Absence for Administrators


Table of Contents

Overview

Dependencies

Elements Covered...... 6

MODULE 1 – ABSENCE OVERVIEW

Overview

Standard Absence Process/Functionality Overview

Absence - Request (Self-service)

Process Flow:

Process Flow Description:

Absence - Cancellation Request (Self-service)

Process Flow:

Process Flow Description:

Absence – Group Entry

Process Flow:

Process Flow Description:

Absence - Single Entry

Process Flow:

Process Flow Description:

Absence – Self Certification

Process Flow:

Process Flow Description:

Absence – Fit Note

Process Flow:

Process Flow Description:

Absence – Review

Process Flow:

Process Flow Description:

MODULE 3 – WORKING PATTERNS

Overview

Dependencies

Elements Covered

Element 1 – Working Pattern Types

Theory

Adding New Working Pattern Types

Patterns & Rules > Lookups > Working Pattern Types

Working Pattern Types – Demonstration Exercise 1

Working Pattern Types – Demonstration Exercise 2

Working Pattern Types – Self Learning Exercise 1

Element 2 – Non Work Date Sets

Theory

Amending Existing Non Work Day Sets

Patterns & Rules > Non Work Day Sets

Adding New Non Work Day Sets

Patterns & Rules > Non Work Day Sets

Non Work Date Sets – Demonstration Exercise 1

Non Work Date Sets – Demonstration Exercise 2

Non Work Date Sets – Self Learning Exercise

Element 3 – Working Schedules

Theory

Adding New Working Schedules

Patterns & Rules > Working Schedules

Working Schedules – Demonstration Exercise 1

Working Schedules – Self Learning Exercise 1

Element 4 – Working Patterns

Theory

Adding New Working Patterns

Patterns & Rules > Working Schedules

Working Patterns – Demonstration Exercise 1

Working Patterns – Self Learning Exercise 1

Implementation Teams/System Administrator Preparation

Overview

SelectHR provides all the tools you need to accurately measure absence levels within your organisation - and implement robust procedures that both engage employees and positively impact your bottom line.

The absence module has a number of standard processes, reports, statistics views and workflows to help your organisation manage absence. It is designed to provide both employees and managers with access to the same information as HR have and allow both employees and managers to manage the entry of absence data.

This module is designed for Administrators and implementation teams and will take you through how to setup and maintain the Absence module to ensure it works correctly for your organisation.

Dependencies

For the Absence module to work accurately and correctly reflect your organisations absence rules, there are a number of settings/rules that must be configured. The diagram below shows all of the elements you will need to consider.

This manual will discuss each of the above dependencies in detail.

Elements Covered

This Manual covers the following Modules

  • Module 1 – Absence Overview including workflows and batch jobs
  • Module 2 – Absence Lookup Tables (including SSP and OSP Defaults)
  • Module 3 – Work Patterns
  • Module 4 – Holiday Rules

MODULE 1 – ABSENCE OVERVIEW

Overview

This section gives a brief overview of how the Absence module in SelectHR works together with an outline of each of the available workflows. This overview assumes that both Self Service and Manager access will be implemented.

It is essential to have an understanding of the standard Absence module before beginning the configuration as it will provide you with a greater level of awareness when assessing your organisations requirements and how they will fit with SelectHR.

Standard Absence Process/Functionality Overview

SelectHR is designed to make processing absence as simple as possible through Self Service administration and Manager approval and automated workflows for Absence Self Certification and Fit Note recording. These processes allow HR to reduce the amount of time spent on administering absence and maximise the time spent analysis and the managing the impact is has on your organisation. This also allows Managers to have full access to absence information, including dashboard views and calendars to help them manage their employee’s absences. Employees also have full visibility of statistics including holiday entitlements.

A high level overview of the Absence process is as follows:

INPUT / OUTPUT
Employee Requests Absences

Managers Approve/Record Absences

HR Record Absences
/ / Statistics (Self Service)

Absence Calendars

Reporting & Analysis

The following sections detail each of the standard workflows that are available within SelectHR.

Absence - Request (Self-service)

There is a standard workflow within Self Service which allows an employee to request Holiday. The workflow can also be used to request other types of absences.

When an employee requests an absence in self-service, an automated Task is populated into their task list which allows them the cancel the holiday request. The task to request a cancellation is only available for the employee whilst the holiday is still pending.

Process Flow:

Process Flow Description:

1)The employee requests a holiday (Absence) through self-service using the ‘Request Absence’ workflow.

2)The Manager receives an e-mail informing them of the employees request together with the details of the request.

3)The Manager receives an alert in SelectHR along with a Task in their task list in SelectHR. The task in the task list actions the workflow.

4)The Manager approves the request. The Statistics, Calendar and Absence History in SelectHR are updated to show the request has been approved (and therefore reflected in Holiday Entitlement balances). The Manager has an opportunity to add comments when approving the request.

5)The employee receives an e-mail informing them that the Manager has approved their request.

6)The employee receives an alert in SelectHR informing them that the Manager has approved their request.

7)The Manager declines the request. The Manager has an opportunity to add comments when declining a request.

8)The employee receives an e-mail informing them that the Manager has declined their request.

9)The employee receives an alert informing them that the Manager has declined their request.

10)Employee receives and actions Task in their task list in SelectHR which allows for a cancellation prior to the Manager approval.

11)Manager receives an e-mail informing them that the employee has cancelled their request.

12)Manager receives an alert in SelectHR informing them that the employee has cancelled their request.

13)Request details (absence) is removed from SelectHR.

Absence - Cancellation Request (Self-service)

When an employee requests an absence in self-service and that request is approved, the details of the requests are stored within a process in Self service called ‘My Booked Absence’. An employee can request a cancellation of an absence (Holiday) from within this option using the ‘Request Cancellation’ option.

Process Flow:

Process Flow Description:

1)The employee selects which absence they wish to cancel and selects the ‘Request Cancellation’ option.

2)An e-mail is sent to the Manager informing them of the employees request to cancel their absences.

3)The employee receives an alert in SelectHR informing them that the cancellation request has been sent to their Manager.

4)The Manager approves the request. The Statistics, Calendar and Absence History in SelectHR are updated to show the request for cancellation has been approved (and therefore reflected in Holiday Entitlement balances).

5)The employee receives an e-mail informing them that the Manager has approved their request.

6)The employee receives an alert in SelectHR informing them that the Manager has approved their request.

7)Request details (absence) is removed from SelectHR

8)The Manager declines the request.

9)The employee receives an e-mail informing them that the Manager has declined their request.

10)The employee receives an alert informing them that the Manager has declined their request.

Absence – Group Entry

Group absence entry is available within both Manager and HR menu’s. This allows for an absence to be entered for a number of employees at the same time. This is also known as Bulk absence entry.

Process Flow:

Process Flow Description:

1)Manager or HR select all the employees they wish to enter an absence for.

2)Manager or HR enters the details of the absence (absence type, absence dates). System prompts to ignore or accept conflicts (where an absence may already exist for an employee). Absence is updated in Absence History, Statistics and Calendars.

Absence - Single Entry

Single absence entry is available within both Manager and HR menu’s. This allows for an absence to be entered for a single employee.

Process Flow:

Process Flow Description:

1)Manager or HR select the employee they wish to enter an absence for.

2)Manager or HR enters the details of the absence (absence type, absence dates). System prompts to ignore or accept conflicts (where an absence may already exist for an employee). Absence is updated in Absence History, Statistics and Calendars.

Absence – Self Certification

The Absence – Self Certification workflow is triggered by a Batch Job (called Absence Self Certification). The batch job runs a process that checks for any absences that are less than or equivalent to the number of Self Certified days (allowed) against an employee’s record whenever a Sickness absence is entered against an employee. The batch job triggers this workflow for any employees who meet the above criteria.

Process Flow:

Process Flow Description:

1)Batch job processes and identifies employees who have absences which are less than or equivalent to their self-certifiable days.

2)Employee receives an e-mail informing them that they need to complete a self-certification for the absence.

3)Employee actions task in their task list in SelectHR (or task from the link in the e-mail) and completes self-certification form in SelectHR. Self-Certification details are recorded against the employees Absence History.

4)Manager receives an e-mail informing them that the employee has completed a self-certificate for their absence.

Absence – Fit Note

The Absence Fit Note workflow is triggered by a Batch Job (called Absence Fit Note). The batch job runs a process that checks for any absences which are greater than the number of Self Certified days (allowed) against an employee’s record whenever a Sickness absence is entered against an employee (and the start date of the absence is before today). The batch job triggers this workflow for any employees who meet the criteria.

Process Flow:

Process Flow Description:

1)Batch job processes and identifies employees who have absence periods that are greater than their self-certifiable days.

2)HR receives an e-mail informing them that the employee requires a fit note.

3)HR actions the task from within their task list in SelectHR(or the link from within the e-mail) and enters details of the fit note in SelectHR.

4)HR enters details of the employees expected return date and any workplace adaptations if necessary and an absence review date. (The review date is used in the Absence – Review workflow and batch job detailed below).

Absence – Review

The entry of an absence review date in step 4 of the ‘Absence – Fit Note’ workflow is used within the Absence Review workflow. The Absence – Review workflow is triggered from a Batch Job (called Absence Review). The batch job runs a process that checks for any absences with a Review Date within the next 7 days (from today). The batch job triggers this workflow for any employees who meet this criteria.

Process Flow:

Process Flow Description:

5)Batch job processes and identifies employees who require an absence review.

6)HR receives an e-mail informing them that the employee requires an absence review

7)HR actions the task from within their task list in SelectHR (or the link from within the e-mail) and enters details of the employees expected return date and any workplace adaptations if necessary and an absence review date.

MODULE 3 – WORKING PATTERNS

Overview

Work Patterns are a fundamental part of an employee’s record in SelectHR. The work pattern has an impact on many areas of an employee’s record and is used by standard functionality designed to make SelectHR more efficient.

Work Patterns determine the following:

  • Full Time Equivalent Hours (FTE)
  • Contracted Hours
  • Full Time Equivalent Percentage
  • Full Time Equivalents for Holiday Pro-ration
  • Working weeks per year
  • Days worked per week
  • Number of weeks in a working pattern (e.g. rotation weeks)
  • Periods within a Day
  • Hours worked per day/period
  • Non Work Dates (e.g. Public Holidays)
  • Days for which SSP should be paid
  • Treatment of Hours for time recording/payment purposes (Timesheet Module)

Dependencies

The following illustration highlights the processes that are dependent on Work Patterns and highlights the importance of a correctly defined work pattern.

Allocating the correct work pattern to your employees provides HR, Managers and Employees with the tools and information which allow for:

  • Accurate calculation of Holiday Entitlements, based on a Full Time Equivalent (FTE) percentage.
  • Consistent and accurate calculation of Part-time Pay Amounts based on FTE percentages and Fulltime Pay Amounts.
  • Calculation of Period Equivalent rates. E.g. Calculation of an hourly rate based on an Annual Salary and Contracted Hours.
  • Absence Calendars which chart working days and absences.
  • Absence recording that accurately reflects the number of hours or days lost/taken.
  • Absence Requests that accurately reflect the number of days requested/taken.
  • Accurate Headcount and Absence reporting (including Bradford Factor).

Objectives

After completing this module, you should be able to:

  • Understand the importance and significance of a Work Pattern.
  • Create Working Pattern Types (Full Time Equivalents) for use with Working Patterns.
  • Create Work Schedules.
  • Create Work Patterns.
  • Configure Periods/Work Patterns to work with Timesheets (Applicable to the Timesheet Module only).
  • Understand all the preparation work involved in creating Work Patterns (new system implementations and on-going work pattern additions).

Elements Covered

This Module covers the following elements:

  • Element 1 - Working Pattern Types
  • Element 2 - Non Work Date Sets
  • Element 3 - Work Schedules
  • Element 4 - Working Patterns

Element 1 – Working Pattern Types

Theory

Working Pattern Types effectively defines the number of hours a fulltime employee would work in a year. A Working Pattern Type is made up of the following elements:

  • Notional hours per day
  • Total hours per year

The Working Pattern Type is used in conjunction with the Contracted hours assigned to a Working Pattern to calculate an FTE percentage. The calculation performed by SelectHR is as follows:

((Contracted hours x Number of weeks worked per annum) / Total FTE hours per year) = FTE %

((20 x 52 ) / 40 ) = 0.50 FTE

One of the standard pattern types available in SelectHRis called ‘1950 hours’. This Working Pattern Type is calculated based on a fulltime working pattern of 5 days per week, 7.5 hours per day. This therefore calculates as 5 (days per week) x 7.5 (hours per day) x 52 (weeks per year) = 1950 hours per year.

Adding New Working Pattern Types

Patterns & Rules > Lookups > Working Pattern Types

To add a new Working Pattern Type, Click ‘New’

The Working Pattern Type form will be displayed as follows:

Working Pattern Types – Demonstration Exercise 1

In this demonstration, we are going to create a Working Pattern Type for a role/employee whose full time hours are 37.50 hours per week over 5 days.

Firstly, we need to know the Notional Hours per day, and the Total hours (or Full Time Hours) per year.

  • 37.5 / 5 days per week = 7.5 ‘Notional Hours per day’
  • 37.50 x 52 weeks per year = 1950 ‘Full Time Hours’ per year.
  1. Go to Patterns & Rules > Lookups > Working Pattern Types
  2. Select the ‘New’ button
  3. Enter the ‘Pattern Type’: 37.50 Hours FTE
  4. Enter the ‘Notional Full Time Hours Per Day’: 7.50
  5. Enter the ‘Full Time Hours’: 1950.00
  6. Select ‘Save & Return’

Working Pattern Types – Demonstration Exercise 2

In this demonstration, we are going to create a Working Pattern Type for a role/employee whose full time hours are 37.00 hours per week over 5 days. This role/employee works the following hours per day: Monday – Thursday 7.50 hours, Friday 7.00 hours.

Firstly, we need to know the Notional Hours per day, and the Total hours (or Full Time Hours) per year.

  • (((4 x 7.5) + (1 x 7)) = 37.00) / 5 days per week = 7.4 ‘Notional Hours per day’
  • 37.00 x 52 weeks per year = 1924 ‘Full Time Hours’ per year.
  1. Go to Patterns & Rules > Lookups > Working Pattern Types
  2. Select the ‘New’ button
  3. Enter the ‘Pattern Type’: 37.00 Hours FTE
  4. Enter the ‘Notional Full Time Hours Per Day’: 7.40
  5. Enter the ‘Full Time Hours’: 1924.00
  6. Select ‘Save & Return’

Working Pattern Types – Self Learning Exercise 1

Create a Working Pattern Type for a role/employee who works the following full time hours:

Monday to Thursday 39:00 hours.

Element 2 – Non Work Date Sets

Theory

A non-work day set is just a collection of non-work dates or Public Holidays. The default non work date set is ‘England’ which holds all the regular English public holidays. Two other non-work date sets are configured as standard within SelectHR: Scotland and Northern Ireland (to take account of the variations).

Non Work Day Sets are allocated to Work Patterns, and determine the days in the year the employee is automatically not required to work. This serves three purposes in SelectHR: