Office of Human Resources: Making A Positive Difference Every Day Quality, Service, Education

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Office of Human Resources

Making a Positive Difference Every Day
Quality, Service, Education

ÿntroduction
0 Review the business process surrounding Absence
Management
0 System has been live for 9 months, ³maturing´ product and

process, things are evolving
0 Part of ongoing exchange with campus constituents to refine

best practices
0 Beginning of ongoing training and support activities which will

include:
Targeted function presentations
Hands-on practice labs
Online reference materials
ë
Objectives
0 To understand the ³big picture´ and impact to users
0 To review and become familiar with the entire Absence

Management process
0 To understand the various roles and functionalities

within the process

Agenda
Absence Management Processing Components
0 Background 0 Absence Status
0 Roles & Timelines 0 Approval
0 Process Flow 0 Balances
0 Pay Groups 0 Absence Reports
0 Schedules 0 Alternate Schedules
0 Absence 0 Excess Plus/Minus
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
D

Background
0 Absence Management is the SOLAR HR module that

tracks all absence-related activities and maintains the
corresponding balances.

Background
0 Past
All Time and Labor and Leave Accounting activities
were entered in one combined module
0 Present
Oracle/PeopleSoft created Absence Management
Per Chancellor¶s directive, all campuses implementing Absence
Management within next year
0 Future
Northridge campus focus group engaged to provide feedback and
guide future improvements
Within the next year there will be a new reality ± Time and Labor
and Absence Management will be merged to one reporting screen
New training and materials are evolving with your input
6

Background
|

0 Absence Management 0 Time and Labor
EARNED and TAKEN Regular payable time

Vacation, Sick, etc. (hourly intermittent,
Compensatory Time
Student employees)
Overtime
Other time away from Shift differential
the office (not accrued)
Jury Duty
Military leave
Maternity/Paternity
Docked time
etc.
w


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
r

Roles
Self Reporter
Reports time on their own behalf through Absence Management
Approver
Approves online requests/entries made by Self Reporters
Monitors department activity through use of reports
Timekeeper
Reports time on behalf of authorized departments from approved
Absence Request forms
Uses Absence Reports on a regular basis to
Ensure accuracy of reported absences
Perform audits
Works with Payroll to resolve absence-related issues
^

Roles
0 Terminology
Human Resources/Employee synonymous with Self Service
Human Resources/Manager synonymous with Manager Self
Service
0 Self Service refers to the actions or views an individual

employee can access on their own behalf
0 Manager Self Service refers to the actions or views a

Timekeeper/Approver can take on behalf of another
employee
o

Timelines
0 University Payroll Calendar found online at:
http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc
oo

Timelines
0 The University Payroll Calendar includes Absence Management
timelines with use of symbols:

falls on or about the 3rd of the
month following the pay period.
´
| falls on or about the 5th of the
month following the pay period.
Ë

| falls on or about the 8th of
the month following the pay period.
Balances for the various categories of paid time off are updated and
posted online for the PREVÿOUS pay period.
Balances are accessed through Absence Balance and Department
Absence Balance pages.
oë

Timelines
0 Absences can be entered and/or approved for future periods
0 Balances will not be reduced until the appropriate pay period
0 Waiting until deadlines to enter or approve creates higher demand

on system resources, which in turn sometimes slows down the
application
0 Last minute activities sometimes result in rushed entries and

increased errors
0 Hint: weekly activity minimizes system performance

issues around deadlines, helps to increase accuracy &
efficiency
o


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
oD

Process Flow
i

o

Process Flow
Ô !

| i

Employee enters
absence

Absence
Management Approver actions
updates balances
Absence reports
capture activity
o6

Process Flow
Ô
| i Employee

submits approved
Absence Report

Absence
Timekeeper
Management
enters
updates balances
Absence reports
capture activity
ow


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
or

Pay Groups

"#

0 Eligible employees are assigned to a group during the hire
process
0 Groups reflect the variety of employment conditions

Salaried, non-salaried
Exempt, non-exempt
Bargaining, non-bargaining
0 Multiple jobs could mean multiple pay groups

Employee accrues per job
Total bucket can accrue no more than 100%
o^

Pay Groups
0 A $is the key that filters the appropriate
absence types to be seen by individuals in the Absence
Request page

ë

Pay Groups
Employment groups ineligible for absences

(no $assigned because no leave is accrued)
0 1800-Casual Workers 0 Student Assistants (all)

0 7171-Notetakers 0 Non-Employees (0051)
0 Rehired Annuitants (all) 0 ÿmmediate Pays (excluding
Summer Faculty)
ëo


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
ëë

Schedules
0 Employees are automatically associated with the default
standard schedule, Monday through Friday, 8 hours per day
0 Schedules can be viewed by Timekeepers and Approvers

through the portal link |%
ë

Schedules
0 |% displays schedule information
Effective date
Description
Employee Name 000000000
ëD


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
ë

Absence Requests
0 ÿn system terms, an | !&

is:
An entry for a future planned absence, OR
An entry after the absence is taken within the current pay
period
0 !&
| is the entry page used to request or
report time taken by both Self Reporters or
Timekeepers
ë6


0 Process flow 0 Balances
Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
ëw

Absence Requests

0 Portal links are available to add to your '

homepage for direct access to a variety of ³pages´ in
the SOLAR HR application
ër

Absence Requests

0 To personalize your page, on the '
homepage or
Staff tab, click on (
ë^

Absence Requests

0 Click in the boxes next to
Human Resources/Manager and
Human Resources/Employee
0 Remember to click ³Save´

Absence Requests

0 Pagelets will now appear on your '
homepage
(default at the bottom unless you have arranged the
pagelets), reflecting links appropriate to your access
o

Absence Requests

0 myNorthridge Home link or Staff tab link allows a return

to the portal home page without having to exit and sign
back in for each change of activity
ë


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days

Absence Requests !

0 Choose the link for desired action
D

Absence Requests !

0 Required information indicated by asterisks includes:

Start Date
Absence Name
Employee Name
Optional

Absence Requests !

0
displays a calendar view reflecting
work schedule, planned absences and holidays for a
particular month (not pay period).
Employee Name
000000000
6

Absence Requests !

0 Absence Name will open other fields and display information
as appropriate
Example: opening vacation or other types that have a balance,
the corresponding balance will display (as of the last accrual
processing)
0 Full days of use require the Partial Days indicator be left at
None (exceptions to be discussed later in presentation)
w

Absence Requests !

0 End Date or Duration

Enter an End Date (same date for one day) OR
Enter Duration
Click ³Calculate End Date or Duration´ and the field
not entered will populate, based on schedule
r

Absence Requests !

0 Entering durations of hours that are not whole days based on
the individual¶s schedule will result in a warning message:
Absences that include partial days

(non-exempt employees only) should
be reported separately from the full
days.
^

Absence Requests !

0 The activity for partial versus full days would look like this:
D

Absence Requests !

0 A Self-reporter can enter comments that the Approver

will see to specify additional detail about the absence
ë0th high school reunion
Do

Absence Requests !

0 Save for Later or Submit
Save for Later can not be seen by Approver in the approval
page
Submit puts the absence in queue to be approved; it can still
be changed by visiting the Request History page and clicking
on edit button
Dë

Absence Requests !

0 New cancellation feature, available as of 4/3/ë008
SUBMÿTTED, PUSH BACK or DENÿED status
S!

"

A Timekeeper cannot take action on behalf of the Self-Reporter
for this entry
APPROVED status
||

S!
!
#

a Timekeeper CAN cancel the entry, but the date can only be
re-used for a different absence type
D


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
DD

Absence Requests
0 Differences between Timekeeping and Self-Reporting:
Selection of employee from group

Automatic approval
Access to Absence Reports (also known as Multi-Reports)
D

Absence Requests
0 Select Group ÿD
0 Select employee
D6

Absence Requests

0 Timekeepers enter in the same Request Absence page
as Self-Reporters
0 Clicking results in approved entry
Employee Name
Dw


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
Dr

Absence Requests

0 ÿn general
The Partial Days field is used to report time that is less than an
employee¶s normal workday for non-exempt employees
Exempt employees are not to report partial day usage
0 There are EXCEPTÿONS to this rule, with regard to special

absence types
D^

Absence Requests

0 Special absence types requiring use of the Partial Days
indicator are:
Alternate Day Off Earned (ADO), expiring and non-

expiring
Compensatory Time Off (CTO) Earned, Premium and
Straight Rate
Holiday Compensatory Time Off Earned
Holiday Credit Earned
Dock TAKE

Absence Requests

0 For these special absence types, use of the ³Partial Days´
indicator as ³All Days´ is required even when reporting full
days:
0 ADO Expiring Earn 0 Holiday CTO Earn

0 ADO Non Expiry Earnings 0 Holiday Credit Earn
0 CTO Premium Earn 0 Dock Take
0 CTO Straight Earn
0 All entries for HOURLY employees require the use of the

Partial Days indicator to be set at All Days.
(Definition and rules of usage for all absence types included in the Absence
Management User Guide)
o

Absence Requests

0 Options to use are and |$
is defaulted and left as is when time reported is for full
days of regular absence type categories
|$ is chosen when time reported is for partial days OR
the special absence types
ë

Absence Requests

0 All Days Hours:
Example entry: sick leave being expended for a part-time
employee with no schedule
Range of dates
All Days literally counts ALL

days; what will happen is the
system will count that number
of hours times however many
days reflected in the reported
range, including weekends

Absence Requests

0 %|!
#
0 The ³Duration´ field should be left blank. The ³Duration´ field
will remain blank even after clicking the ³Calculate end Date
or Duration´ button.
Saturday
D

Absence Requests

0 %|!

#
0 ÿf the ³Duration´ field is entered, the system will populate the
³End Date´ with the employee¶s next scheduled workday
upon clicking the ³Calculate End Date or Duration´ or upon
submitting the absence.
Saturday
Monday

Absence Requests

0 %|!
#
0 The ³Duration´ field automatically populates after clicking the
³Calculate End Date or Duration´ button.
Monday
6


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
w

Absence Status
0 The status of an absence request can be reviewed on
the Absence Request History page
Portal pagelet link: View My Absence Request Hist
Employee Name
Note Vacation
take 4/ë5 -
4/ë8, 16
hours
calculated
reflecting
charges for
Friday and
Monday
according to
employee¶s
schedule
r

Absence Status
0 Absence Status types include:
Saved
Submitted
Approved
Push Back
Denied
Cancelled
^

Absence Status
0 An absence in a changeable status is indicated by a
yellow Edit button
Employee Name
6

Absence Status
0 New cancellation feature, available as of 4/3/ë008
Self Reporter entered absences

Self Reporter can cancel BEFORE approved
Approver should cancel AFTER approved
Timekeeper entered absences

Timekeeper can cancel the entry and submit a new
absence for the same or another date
0 Cancellation Feature Summary Chart available in the

Absence Management User Guide
6o

Absence Status
0 Absences with a yellow Edit button are able to be changed
or cancelled depending on scenario
6ë


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
6

Approvals
0 Click on portal link in Human Resources/Manager
pagelet
Approver page displays, showing all

requests awaiting approval
| rover Name
6D

Approvals
0 Three ways to approve
To approve ALL employees in list, review summary data on page and
use S
| button
To approve only SPECÿFÿC employees, click on the box to the left of
the employees¶ names and click | S

Drill down to detail display for each individual employee by clicking on
employee name and choose action on the detail screen
Name, Em oyee 000000000
6

Approvals
0 Clicking on an employee¶s name will display the
Request Details page
0 Approver action can Employee Name
be taken on this page
66


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
6w

Balances
0 Absence types that accrue have ongoing balances
0 These balances can be viewed from the link in the
portal pagelet.
View My Absence Balances reflects activity as of July ë007
View My Absence Balance Hist reflects activity PRÿOR to July
ë007
6r

Balances
0 Balances are shown on three different tabs
Absence Balances for Vacation, Sick, Personal Holiday
Compensatory Time
State Service
000000000 Employee Name

6^

Balances
0 The µi¶ in the blue circle indicates a link to additional usage
information
w

Balances
0 On the details page, current month activities can be
viewed in the section labeled ³Absence Activity Since
Last Processed Date´ (last daily processing or payroll
adjustment)
wo

Balances
0 Timekeepers and Approvers have access to employee

leave balances within their department groups
0 The search screen allows access to whole departments

by department ÿD, or by individual employee by
Employee ÿD number
wë


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
w

Absence Reports
0 Absence Reports are available to all Timekeepers and

Approvers to review and audit absence data for their
departments.
0 Access is available
through the Manager
portal pagelet
wD

Absence Reports
0 Reports are available by criteria selection
A specific report is chosen

from the blue underlined
report options below the
search screen:
w

Absence Reports !

|
0 Two tabs include Employee information, and Absence

information. Clicking on this symbol will expand
the display to show contents of both tabs.
00000000 åast Name, First
w6

Absence Reports !

|
0 Use of the partial days indicator should be matched with

partial hours
ww

Absence Reports '

)
0 The Negative Balance report helps identify employees who
may have reported against insufficient leave balances
0 Absence Management allows negative balances, even
through campus policy is not to allow borrowing against
future accruals
&&&&&&&&
0RECOMMENDED: Run the '

) report WEEKLY during the
course of the pay period to help capture any reported absences for which there
is not enough leave balance to cover the activity
wr

Absence Reports
0 Other reports are available to help monitor and keep

track of department activity
0 Report outputs can be downloaded to Excel by clicking

on the grid/red arrow icon on the top banner
0 Remember to turn off pop-up blocker, or hold down the

control key to allow the new window to open
w^


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
r

Alternate Schedules
0 Absence Management has a schedule maintenance

feature
0 Updating capability is not yet available to the campus,

but the ability to view schedules is available through the
|% link in the portal
0 Alternate schedules must be reported via the Action

Request form for HR update
ro

Alternate Schedules
0 Action Request Form (available on the web at: http://www-
admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-ë007.dot)
ÿn the section marked Miscellaneous, check ³Change in Work

Schedule´ and enter the effective date
Be sure to include details of the schedule, such as which days of the
week and how many hours on each day to include
rë

Alternate Schedules
0 The schedule can be viewed through the Assign Schedules

portal link
r


Requests/Entries
Portal links
Self Reporting
Timekeeping
Partial Days
rD

Excess Plus/Minus
0 |

sometimes produce a different
number of working hours per month than the standard
schedule (plus or minus) and must be tracked for non-
exempt employees
0 Example: February ë008

Regular schedule = 176 hrs
4/10 M-Th = 170 hrs

Deficit of 6 hours for this
pay period
r

Excess Plus/Minus
0 Absence Management calculates number of hours over

and under the standard schedule and keeps track
0 Absence Reports available to all Timekeepers and Approvers
Excess Plus/Minus ± Positive

Hours that will need to be paid out monthly
Excess Plus/Minus ± Negative
Hours that will carry forward until plus hours earned or
calendar year-end reconciliation
r6

Questions?
0 The |
*$ and a copy of
this presentation will be available online at
http://www-csun.edu/ohrs/solar
rw

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| 

Office of Human Resources

0 System has been live for 9 months, ³maturing´ product and

0 Part of ongoing exchange with campus constituents to refine

0 Beginning of ongoing training and support activities which will

0 To understand the ³big picture´ and impact to users

0 To review and become familiar with the entire Absence

0 To understand the various roles and functionalities

0 Absence Management is the SOLAR HR module that

EARNED and TAKEN Regular payable time

Absence Management Processing Components

0 Self Service refers to the actions or views an individual

0 Manager Self Service refers to the actions or views a

0 Balances will not be reduced until the appropriate pay period

0 Waiting until deadlines to enter or approve creates higher demand

0 Last minute activities sometimes result in rushed entries and

0 Hint: weekly activity minimizes system performance

Absence Management Processing Components

|   i 

|   i  Employee

Absence Management Processing Components

0 Groups reflect the variety of employment conditions

0 Multiple jobs could mean multiple pay groups

Employment groups ineligible for absences

0 1800-Casual Workers 0 Student Assistants (all)

Absence Management Processing Components

0 Schedules can be viewed by Timekeepers and Approvers

Employee Name 000000000

Absence Management Processing Components

0 ÿn system terms, an | !&

Absence Management Processing Components

Absence Requests 

Absence Requests 

Absence Requests 

Absence Requests 

Absence Requests 

0 myNorthridge Home link or Staff tab link allows a return

Absence Management Processing Components

Absence Requests !

0 Choose the link for desired action

Absence Requests !

0 Required information indicated by asterisks includes:

Absence Requests !

Absence Requests !

Absence Requests !

0 End Date or Duration

Absence Requests !

Absences that include partial days

Absence Requests !

Absence Requests !

0 A Self-reporter can enter comments that the Approver

ë0th high school reunion

Absence Requests !

Absence Requests !

Absence Management Processing Components

Absence Requests  

0 Differences between Timekeeping and Self-Reporting:

Selection of employee from group

Absence Requests  

Absence Requests  

Absence Management Processing Components

Absence Requests 

|

| i

| i Employee

0 ÿn system terms, an | !&

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests !

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Alternate Day Off Earned (ADO), expiring and non-

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Requests

Absence Reports !

Absence Reports !

Absence Reports '

0RECOMMENDED: Run the '