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Change Record
Date 18/01/08 Author Patrick Davis Version 1.0 Change Reference Draft. No previous version
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Contents
Page No.
Document Control ............................................................... 2 Document Objective............................................................. 4 Why we do what we do ....................................................... 5 Absence Entry and Storage ..................................................... 7 Work Pattern Usage ........................................................... 9 Employee Assignment information......................................... 10 Scheme Flexibility ............................................................ 12 Calculation of Pay & Deductions ........................................... 14 Annual Leave .................................................................. 16 Training & Support ........................................................... 17 Any Questions? ................................................................ 18 Page 3
Document Objective
The purpose of this document is to outline the solution to your business requirements in the main areas of: Business Absence Recording Business Absence Reporting Business Absence Payments and Deductions Business Costing of the Payments and Deductions made due to absence entry
Why we do what we do
For a long time, the offering of Absence Reporting and functionality has been lacking within the Oracle HRMS system, although Oracle was able to hold the information, the relevant additional information, which allowed the business to report accurately on both time and cost, was missing. In recent times, Oracle have determined to provide additional calculation and information into the system, which allows some greater functionality, alas it does not benefit all customers who still find themselves struggling to meet their business requirements in this functional area. Absence is a major issue in business, whether Private or Government, and our desire is to fill the gaps between the Oracle standard application functionality, and the businesses specific requirements on reporting and pay/deduction where required. Our solution(s) offers: The ability to report, at any level, on the number of days an employee is absent, including the ability to produce Time Calendars by Year/Month/Week/Day pertaining to their working days and absences taken. Ability to report on costs to the business for the absence(s) taken, at any level (i.e. Organisation, Location, Payroll, etc), by Absence Details (Category, Type, Reason) or any combination of the aforementioned even before the payroll is run for the relevant period(s). Ability to generate Reports or Alerts to the relevant departments or individuals based on the absence information entered. Bradford Factor point reporting. BVPI reporting by group(s) as required. Notifications on Dates of half/nil pay entitlement or gaps in evidence information. Calculation of Annual Leave plans and entitlement, thereby allowing, where self service is in use, the ability for Employees and Managers to view entitlement for their staff, as well as the ability to generate reports based on this information, i.e.
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Holiday Calendar by business Organisation/Department/Supervisor etc. Ability to differentiate between Standard and Non Working days/hours, not to be included in the calculation of Time/Days lost. Attendance Summary Reports Ability to report on absence in days/hours Ability to calculate pay and deductions, including statutory offsets based on the information held, using partial Oracle HRMS standard functionality and business required customisations. Reports on statutory exceptions (I.e employee no longer eligible for SSP as received full amount due) with relevant date information. Ability to differentiate between days lost for pay purposes, and those necessary for HR reports. Org/Position/Supervisor Heirarchy reporting and security. Any additional reporting requirements as requested. Interfacing absence from/to third party providers (i.e. schools systems) to reduce user input in-house. One of the main areas of concern is whether any part of this causes an invalidation of the customers software agreements with Oracle, the answer is no: we build our processes around the standard Oracle HRMS absence information, as well as standard Oracle Application Programmatic Interfaces (APIs). We are able to offer reporting in the following formats: Discoverer Reports PL/SQL Reports 6i Reports XML Publisher
Unpaid Leave Maternity Leave Paternity Leave (Adopt) Paternity Leave (Birth) Special Leave (Paid) Bereavement/Funeral
Interviews Severe Weather Time off for TU Duties Visiting Relatives Overseas Annual Holiday or other earned time off Annual Leave
In addition, using flexfields, additional levels of information can be held, either specific to the Absence Category, Type, or even Reason. This information can therefore be used for reporting purposes, or additionally in the calculation of pay and deductions, if necessary.
Against the assignment record, the employee can be denoted to have the following information Date: Work Pattern: Day on Pattern: 16-Aug-2007 PQP_MON_TO_FRI_8_HRS Day 04
Using our bespoke calculation processes, we can determine, by assignment, the number of days lost for any given period of time.
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Absence Periodic Report - Generated 22-Jan-2008 11:47:06 Employee Number: 165854 Employee Name: Manson, Mr. Barry
Legend: SI=Sickness AL=Annual Leave DO=Non Working Day WD=Working Day
November 2007
Sunday 01 DO 08 DO 15 DO 22 DO 29 DO
Monday 02 WD 09 SI 16 SI 23 WD 30 SI
Tuesday 03 WD 10 WD 17 WD 24 AL
Wednesday 04 WD 11 WD 18 WD 25 AL
Thursday 05 WD 12 WD 19 WD 26 WD
Friday 06 SI 13 WD 20 WD 27 WD
Saturday 07 DO 14 DO 21 DO 28 DO
Scheme Flexibility
Our Absence build allows the business to have multiple absence schemes which they can amend where future requirements demonstrate a need to alter rules. Our design allows for separate tables of entitlement which the business have access to, and can modify as necessary. The use of this information is required in the area of pay and deductions reporting. It allows the ability to record at what date an employee changes from one band of payment to another, for instance from Full Pay to Half, and again from Half to Nil. The calculation rules will be determined and built to your organisations specifications, and can be as detailed as required for a group of Absences, or specific Absence Type. The information for each record is held in our bespoke tables, and from there can be reported on at any given pointing time in the future. This allows the ability to: a. Calculate each day the value of the entitlement to record against the employees record b. Calculate the loss of pay, and the payment to be made by element applicable to the employee Our system holds the value, by day, by element of pay, so that reporting can drill down to an element entry value. Statutory Pay can be offset against each element, and costing associated correctly with the parent record. Our processes cater for: Calculation of Statutory and Occupational portions of pay, by day, including offsets. Apportionment of payments based on the relevant rules for each type/kind. Split across multiple assignments of pay and deductions, including apportionment of the statutory value where required. Business relevant rules for each specific element of pay, relating to where and when it should be paid/deducted in an absence period, i.e. a common business requirement is that certain elements should continue to be paid until the employee has been absent for more than 5 working
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days of Sickness, whereas other elements of pay are simply deducted from the first day of Sickness. Setup of relevant Qualifying Patterns for sickness, based on the employees Sickness scheme enrolment rules. Ability to trigger back dated changes to allow retroactive payments/deductions to take place correctly. Ability to override and record as such, where business needs require this functionality, by absence entry. We are able to supply an end-to-end solution that derives the values which should affect the employees pay using amendments to your payroll calculations for the relevant employees and elements of pay: Calculation of entitlement based on tables and schemes Daily calculation of values to ensure utmost accuracy Main calculation outside of payroll process therefore minimal affect on payroll processing timescales. Reports and Alerts for payroll/members of staff can be produced before the payroll closes, and therefore allow managers to inform members of staff, where necessary, of reductions in pay which will affect them. Ability to report on the cost to the organisation at various levels. Cost, through the payroll the occupational and statutory portions of pay correctly. Multiple Assignment Calculation of Occupational and Statutory portions, where requested.
-------------------------------------------- Monetary Records -----------------------------------Absence Element Pay Pay Statutory Date Name Lost. Paid Value 16-NOV-07 Contractual Overtime 56.95 56.95 0 16-NOV-07 Basic Pay 22.18778 22.18778 0 19-NOV-07 Basic Pay 22.18778 22.18778 0 19-NOV-07 Contractual Overtime 56.95 56.95 0 20-NOV-07 Basic Pay 22.18778 22.18778 0 20-NOV-07 Contractual Overtime 56.95 56.95 0 21-NOV-07 Basic Pay 22.18778 22.18778 0 21-NOV-07 Contractual Overtime 56.95 56.95 0 22-NOV-07 Basic Pay 22.18778 22.18778 0 22-NOV-07 Contractual Overtime 56.95 56.95 0 23-NOV-07 Basic Pay 22.18778 22.18778 0 23-NOV-07 Contractual Overtime 56.95 56.95 0 26-NOV-07 Basic Pay 22.18778 22.18778 0 26-NOV-07 Contractual Overtime 56.95 56.95 0 27-NOV-07 Basic Pay 22.18778 22.18778 0 27-NOV-07 Contractual Overtime 56.95 56.95 0 28-NOV-07 Basic Pay 22.18778 22.18778 0 28-NOV-07 Contractual Overtime 56.95 56.95 0 29-NOV-07 Basic Pay 22.18778 22.18778 0 29-NOV-07 Contractual Overtime 56.95 56.95 0 30-NOV-07 Basic Pay 22.18778 22.18778 0 30-NOV-07 Contractual Overtime 56.95 56.95 0 03-DEC-07 Basic Pay 22.18778 22.18778 0 03-DEC-07 Contractual Overtime 56.95 56.95 0
We are able to add additional functionality to your payroll processes, to use the results of this information, to generate payments and deductions based on your specific rules.
Annual Leave
Using the functionality within Oracle HRMS, we are able to provide more than the out-of-the-box functionality in respect of Annual Leave Entitlement calculation. Our solutions are able to take into account employee movements across multiple Leave Schemes, and to allow the reporting of the same, either in total, or as a breakdown. The information is also visible via the Oracle HRMS Paid Time Off functional forms. Our processes cater for automatic enrolment into the correct Leave Schemes based on business rules which you define. You define the rules: we build the solutions.
Any Questions?
If you have any further questions, please do not hesitate to contact us on: Tel: 07790901465 Fax: 01923 441 264/0700 609 3325 76 Bucknalls Lane Watford, Herts WD25 9JQ
psdavis@fad-marketing.com