Create and Modify Absence Groups

Explanation

This activity is used to create absence groups using the Absence Configuration/Absence Groups tab. Once an absence group is already created, you can select the absence group in the navigator of the Absence Configuration window in order to open the Absence Configuration/Absence Group tab where additional details relevant to the absence group can be entered.

Prerequisites

There are no prerequisites.

System Effects

There are no system effects.

Window

Absence Configuration/Absence Groups
Absence Configuration/Absence Group

Related Window Descriptions

Absence Configuration/Absence Groups
Absence Configuration/Absence Group

Procedure

To create an absence group using the Absence Configuration/Absence Groups tab:

1. Open the Absence Configuration window. The Absence Groups tab will be selected by default.
2. Create a new record. Enter a group ID and description in the Absence Group ID and Absence Group Description fields.
3. Select the Show In Absence Limits check box if it should be possible to allocate absence limits using this absence code for employees. Limits are allocated in the Absence window. You can modify this field later if required.
   Note: In order to use absence types belonging to this absence group to registered absence for employees, limits should be defined in the mentioned window.
4. If absence registered in the Time Card Day window using absence types belonging to this group should automatically reduce absence limits, select Automatic Limit Allocation check box.
5. Save the information. Note: A node will be created for the new absence group in the tree navigator of the Absence Configuration window.

To view or modify absence group details using the Absence Configuration/Absence Group tab;

1. Open the Absence Configuration window and click on the required absence group (already created using the previous procedure) in the tree navigator.
2. If required, you can modify the absence group name or the Show In Absence Limits check box.
3. In the Absence Limit Unit field, select what unit of time (days or hours) is used in the group limits. This setting also controls how the limit is generated and spent.
   Following options are available:
   • Calendar Days: Absence limits are generated in days. The limit is consumed by working and non-working days (e.g., weekends, holidays).
   • Working Days: Absence limits are generated in days. The limit is consumed only by working days (weekends or holidays during an absence will not use up the limit).
   • Working Hours: Absence limits are generated in hours. The limit is consumed only by working hours.
   • Day Based Working Hours: Absence limits are generated in days and hours. While generating a limit, you only have to enter the number of working days. The amount of hours is then calculated by multiplying working days by daily working hours. You can enter standard daily working hours for the limit in the Day Hours for Limits field, but this amount can be adjusted for specific employees in the Absence window.
   • Factor Based: The number of days in the employee’s absence duration will be controlled by the absence parameter value connected to the employee in the Absence/Absence Parameters/Employee Absence Parameter tab. This parameter value will specify the maximum number of days in the week overriding the employee schedule information.
   • Average Shifts: The average daily work hours of an employee will be calculated by dividing the hours in the employee's schedule from the individual work hours specified in the Absence/Absence Parameters/Absence Limit Parameters tab or the day hours for limits specified for the absence group if the individual work hours have not been specified.
4. In the Calendar Type field, enter a calendar that should be used when allocating limits for employees using the absence group. The calendar will determine the dates for which the allocation will apply. You can either use the standard Gregorian calendar or a specific calendar defined for the company in the Absence Limit Calendar Type window.
   Note: The absence type unit and calendar type is required in order to allocate limits for employees. Not applicable when Show In Absence Limits check box is not selected.
    
5. In the Reducing Day Types field, enter the day types for which the absence limit allocation should not apply.
6. In the Day Hours for Limits field, enter the default number of working hours for a day. This value will be used to determine the number of working hours in the allocated absence limit (i.e. the number of days allocated x day hours for limits will be the number of working hours).
7. Save the information.