Absence Reporting—Exercises

Required Data

Exercise Name

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

1. Ensure that employees are linked to positions as detailed in the table below.
2. DEV should have position access to DESIGN.

Main Exercise

Purpose: The purpose of this lesson is to show absence can be registered.

Windows:
Absence

Register Absence Plan

1. Log in to web application as MIKA.
   
   Register absence plan for subordinate employee;
    
2. Go to the Absence Plan web page.
3. Query or populate to find the required employee. Select employee 1012.
4. The calendar will show all the absence plans already registered for 1012.
5. In the bottom pane of the web page create a new record.
6. In the Absence Type ID field, enter 1025. You can select value from the list.
7. In the Date From and Date To fields, enter the duration of the absence plan. Enter one future week in the current year.
8. Save the record.
9. Note that the plan ID and the registration date is automatically generated. The status of the absence plan is Registered.
10. Go to the Time and Attendance view.
11. In the Absence Plan Information portlet, the absence plan you entered for employee 1012 will be listed.
    
    Register your own absence plan;
     
12. Go to the Time and Attendance view.
13. Now, go to My Absence Plans portlet to enter an absence plan portlet.
14. If 1025 is the default absence type, it will be already selected in the Absence Type field.
15. Enter the start and end date of your absence plan in the Date From and Date To fields.
16. Click New to create the absence plan. The record will be entered in the table of the portlet with status Registered.
17. Select the options menu and click Confirm.
     
18. Go to the Absence Plan Overview portlet.
19. You can see that the absence plans you entered for 1012 and 1036 will be indicated in the calendar. Note that the absence plan of employee 1012 has status Registered and that the absence plan of employee 1036 has status Confirmed.
    
    Approve absence plan of subordinate employee;
     
20. Employee 1012 must confirm the registered absence plan so that the supervisor can approve.
21. Log in to the system as DAMON (1012) and confirm the absence plan as you did in steps 16 and 17 above.
22. Now, log into the system again as MIKA and note that in the Absence Plan Information portlet the absence plan of employee 1012 is in status Confirmed.
23. Select the options menu and click Approve.
     
24. Go to the Absence Request Information portlet.
25. Note that an absence request corresponding to the absence plan of employee 1012 has been automatically created. This is because the Register Request on Plan Approval check box has been selected for absence type 1025 in the Absence Configuration window.
26. Now, open the Absence window from the navigator and select employee 1012.
27. Go to the Absence/Absence Plan tab. Ensure that the current year is selected in the Working Year field. Note that the approved absence plan record is registered.

Register Absence Request

1. Log in to web application as MIKA.
   
   Register absence request for subordinate employee;
    
2. Go to the Absence Request web page.
3. Query or populate to find the required employee. Select employee 1012.
4. The calendar will show all the absence requests already registered for 1012.
5. In the bottom pane of the web page create a new record.
6. In the Absence Type ID field, enter 1025. You can select value from the list.
7. In the Date From and Date To fields, enter the duration for which absence is requested. Enter one future week in the current year.
8. Save the record.
9. Note that the request ID and the registration date is automatically generated. The status of the absence plan is Registered.
10. Go to the Time and Attendance view.
11. In the Absence Request Information portlet, the absence request you entered for employee 1012 will be listed.

          Register your own absence request;

1. Go to the Time and Attendance view.
2. Now, go to My Absence Requests portlet to enter an absence plan portlet.
3. If 1025 is the default absence type, it will be already selected in the Absence Type field.
4. Enter the start and end date of your absence request in the Date From and Date To fields.
5. Click New to create the absence request. The record will be entered in the table of the portlet with status Registered.
6. Select the options menu and click Confirm.
    
7. Go to the Absence Requests Overview portlet.
8. You can see that the absence requests you entered for 1012 and 1036 will be indicated in the calendar. Note that the absence request of employee 1012 has status Registered and that the absence request of employee 1036 has status Confirmed.
   
   Approve absence request of subordinate employee;
    
9. Employee 1012 must confirm the registered absence request so that the supervisor can approve.
10. Log in to the system as DAMON (1012) and confirm the absence request as you did in steps 16 and 17 above.
11. Now, log into the system again as MIKA and note that in the Absence Request Information portlet the absence request of employee 1012 is in status Confirmed.
12. Select the options menu and click Approve.
     
13. Now, open the Absence window from the navigator and select employee 1012.
14. Go to the Absence/Absence Request tab. Ensure that the current year is selected in the Working Year field. Note that the approved absence request record is registered.
15. Go to the Absence/Absence Registration tab. Note that an absence record corresponding to the absence request has been automatically registered for the employee. This is because the Register Absence on Request Approval check box has been selected for absence type 1025 in the Absence Configuration window.
16. Go to the Absence Limit Day tab, select absence group SICK and note how absence limits have been reduced. Limits are reduced according to the order of the absence types specified in the Absence Allocation Order  field in the Absence Configuration/Absence Group/Group Definition tab.

Register Absence using Absence Types

Perform the following exercise to see how absence is registered by automatically utilizing the allocated absence limits for the employee. Use absence type 1030. Note that this absence type belongs to absence group SICK which has the Automatic Limit Allocation check box selected in the Absence Configuration window.

1. Open the Absence window and select employee 1012.
2. Go to the Absence Registration tab and create a new record. Note that a unique ID is automatically generated for the record in the Absence ID field.
3. Enter 1030 in the Absence Type field.
4. Select the duration of the absence period in the Absence Date From and Absence Date To fields. Leave the Absence Time From and Absence Time To fields blank.
5. Save the record.
6. Check the values in the Absence Duration and Calculated Duration fields.
7. Right-click on the absence record and click Absence Details to open the Absence Periods window. In the Periods tab of this window, you can see how the calculated absence duration is divided into periods according to the divide definitions for the absence type 1030 and absence group SICK as specified in the Absence Configuration window.
8. Go to the Absence Limit Day tab, select absence group SICK and note how absence limits have been reduced. Limits are reduced according to the order of the absence types specified in the Absence Allocation Order  field in the Absence Configuration/Absence Group/Group Definition tab.
    
9. Open Time Card Day window and select employee 1012.
10. See how the result is calculated for the absence recorded for employee.

Perform the following exercise to see how absence limits can be manually used when registering absence to employees. Use absence type 1025. Note that this absence type belongs to absence group HDAYS which has the Automatic Limit Allocation check box cleared in the Absence Configuration window. 1025 is also the Main Registration absence type, therefore, it can utilize absence limits defined for all other absence types.

1. Open the Absence window and select employee 1012.
2. As you did in the previous exercise, enter an absence using absence type 1025.
3. Save the record. The Absence Limit Allocate dialog box will open. All the absence types which are listed in the Absence Configuration/Absence Group/Group Definition tab will be available in this dialog box. That is, absence types 1025 and 1028.
4. Enter the number of days that should be reduced from the limits allocated to each absence type for the employee.
5. Save the information.

Register Absence using Absence Wage Codes

Time Registration window is used as an example in the exercise below. You can also register absence from a terminal such as Time Clock using absence wage codes.

1. Open the Time Registration window.
2. Select employee 1012.
3. Register absence using absence code 9901 - Vacation.
4. Open the Absence window and select employee 1012. An absence record is created in the Absence Registration tab for absence type 1025.
5. Right-click and click Absence Details to open the Absence Periods tab. See how the absence is divided in to sub periods.
    
6. Open Time Card Day window and select employee 1012.
7. See how the result is calculated for the absence recorded for employee

Modify Attendance Result

1. Open the Time Card Day window and select employee 1012. Ensure that the attendance reported in the above exercise is authorized.
2. Go to the Result tab. Modify the absence hours calculated for the absence sub periods.
3. Note that the modification is updated in the Absence window for the employee. Also, the Updated check box is selected in the Time Card Day in order to indicate that absence has been modified after authorization.