Absence Wizards -

The wizards used to manage absence have recently been updated. These wizards are used to recreate absence allowances, and to close them. The recreate wizard is used when you have existing employees that will remain into the next absence year, so they need to have allowances added. It is possible for the user to do this manually, but if there a large number of employees, this can be very time consuming, so this wizards helps to make that easier.

The close allowances wizard can be used in order to add end dates to all the necessary absence allowances. This is usually one of the last steps in a company’s year end process and is often performed early in the following year. Again, as with the recreate allowances wizard, it is possible for the user to do this manually, however this can be a time consuming process as this will also include employees that will not be with the company in the following year. This wizard therefore makes it easier to put ends on every allowance necessary (this is therefore relevant outside of the year end process).

 

Recreate Absence allowances

Absence Allowances are usually created annually from the beginning, to the end of each year. These allowances are required in order to book holiday and to assign sickness, so must be allocated accordingly to each employee. Holiday related allowances (bookable absence) must be assigned manually, so that you can ensure that the employee uses the correct rule (if there are a number of holiday rules for different types of staff for example).

Sickness however should not be assigned with this wizard, or even manually as it is usually the only rule of it’s kind (unplanned absence) as it cannot be booked (you cannot plan to be sick on a certain day for example). This is created automatically when sickness is entered into the system.

Recreate Absence Allowances

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This wizard automatically looks at each employee’s current or previous allowances and uses this information to see what they should have assigned to them moving on. A list is then provided to choose which rules should be assigned.

It also does not duplicate allowances in the case that they already exist. For example, an employee has been booked on maternity leave, and their time off likely runs over into the next year, so when the absence is created, the system will create the absence allowances it needs to be able to add the booking, this will add an allowance to both the current year (in which it starts) and also an allowance in the year it spills into (and ends in). Therefore this allowance will not need to be recreated, but will show in the list as it is currently in use.

 

Features

This wizard provides many features such as:

  • Simplifies the process of adding absence allowances to any amount of employees
  • Automatically identifies the allowances that could be reused, making it a simpler process
  • The wizard does not at a new allowance if one already exists

 

Benefits

The wizard provides the user a number of benefits:

  • It considers the effects that any allowance bands might take. For example, if an employee has been with the company for a number of years, after a certain number, they may be given extra holiday allowance. When the allowance is recreated, these changes are taken into consideration and applied to the new allowance.
  • It saves the user time. While it is possible to recreate absence allowances manually per employee, if there are a large number of employees, this will take quite some time. This wizard makes it a process of a matter of seconds to add new allowances to many employees.

 

Close Absence Allowances

At the end of each year, after absence allowances have been recreated using the wizard mentioned earlier, and any outstanding holiday has been amended, all bookings have been updated etc. It is necessary to close the absence allowances. This will re-calculate them, ensuring that any data added is taken into consideration and that all bookings are correctly calculated. It will then prevent any further booking, editing or removal of any bookings within the allowance period. This will confirm the final carry over number and apply this to the next allowance (which should always be created before closing allowances).

Close Absence Allowances

closeabsenceallowances.PNG

This is usually one of the last steps in the company’s year end process, so is usually performed early in the following year (once all of the figures and bookings are reviewed and confirmed).

 

Features

This wizard gives the user many features such as:

  • Automatically finds the allowances to close and allows the user to choose which ones are closed (in case the user is not ready to close all the allowances such as holiday)
  • Makes the year end a much simpler process, even for large scale companies with lots of employees.
  • Finalises each allowance before it closes it so that all of the carry over, time taken etc are all correct

 

Benefits

The wizard provides the user a number of benefits:

  • The wizard saves the user time. It makes the process of closing potentially hundreds of absence allowances a matter of clicks.
  • Prevents any future alteration of absence records by essentially locking them.

 

Getting a copy of the plug-in

The new Report Browser plug-in is available as a download, free of charge to all People Inc. users. Note that to download a copy, a log-in for the Client Resources area of our website is required. To visit this area of our website and download a copy of this plug-in visit link


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