Schedule based Absence Calculation in Self Service

An Oracle White Paper

May 2007
Abstract

This paper talks about the schedule based absence calculation in self-service. Step by step
illustration is provided here. The screenshot displayed are taken from an R12 instance.

The Work Scheduling component of the HRMS Availability is delivered in the

patch 4429140, on top of FP K (3500000).

Assumptions

Assuming the following setup is already in place in the required instance.

- Person and User Setup.

- Absence Type.
- Absence Category.
- Absence Reason (Not mandatory).

Responsibilities and Functions Used :

US HRMS Manager.
|_ Work Structures : Work Schedules : Schedule Eligibility
|_ Shift
|_ Schedule Pattern
|_ Schedule

System Administrator
|_ Profile
|_ System.

Employee Self-Service
|_ Employee Self-Service
|_ Absence Management.
Overview of Shift, Schedule pattern and Schedules:

SHIFT

Shifts define the working schedules. You might have several work shifts during the
course of your business day or week. For instance, some operations have an early, a
middle, and a late shift; some operations have a weekend shift. You can define as many
shifts as needed.

SCHEDULE PATTERN

You define common schedule patterns that can then be used as templates to define
schedules assigned to resources. Categories set up by your administrator are assigned to
define whether a resource is available or not available. There are three ways to define
patterns
Duration based pattern.
Calendar based pattern.
Day based pattern

Duration based pattern: The pattern is composed of durations, such as 8 hours available
followed by 16 hours not available. Each duration is a shift you create and name while
creating the pattern. See Creating a Duration Based Schedule Pattern.

Calendar based pattern: The pattern is defined using the days of the week, start times, and
number of hours. The day is the shift name. See Creating a Calendar Based Schedule
Pattern.

Day based pattern: The pattern is created by combining previously defined shifts. See
Creating Shifts. The pattern has a specified length in number of days after which the
pattern repeats. See Creating a Day Based Schedule Pattern.

SCHEDULES

The Schedules gives the number of working hours for employees per day, in a specified
pattern and for a specific duration. You can include exceptions for holidays. To create a
schedule you need to define a schedule pattern first.
Creating Shifts, Schedule pattern and Schedules:

CREATING SHIFTS

1. Log on to the Application and select US HRMS Manager responsibility.

2. Navigate to ‘Work Structures : Work Schedules : Schedule Eligibility’ and select
the function ‘Shift’

Figure 1: Work Schedule functions

3. In the Shift Summary page, click on ‘Create Shift’ button.

Figure 2 : Shift Summary Page

4. In the ‘Create Shift’ page, provide a unique shift name (in this case it is
AP_DAY_SHIFT) and a brief description on the shift.
5. For the ‘Category’ field select the value ‘Available (Free)’ from the drop-down
list.
6. Provide the appropriate ‘Start Time’ and ‘End Time’ along with the ‘Duration’.
7. You should also provide a ‘Short Name’ corresponding to the shift you are
creating.

Figure 3 : Create Shift Page

8. Once you have entered all the information’s, click on ‘Apply’ and complete the
action.

CREATING SCHEDULE PATTERN

9. With the shift created, you can create the Schedule pattern.
10. In the Maintain Schedules tab, the link for ‘Schedule Pattern’ will be available
next to the Shift link
11. From the US HRMS Responsibility page you can also navigate to ‘Work
Structures : Work Schedules : Schedule Eligibility’ and select the function
‘Schedule Patterns’. Both the actions take you to the same page.
12. In the Schedule pattern summary page, you have an option to create the following

Calendar based pattern.

Day Based Pattern.
Duration Based Pattern.
13. In this example we have chosen ‘Day based Pattern’

Figure 4 : Schedule Pattern Summary page

13. In the ‘Create Schedule Pattern’ page, provide a unique pattern name along with
the description for the same.
14. You can provide the length (Days) as 7, to cover a week.

Figure 5 : Create Schedule Pattern page

15. In the ‘Add Details’ region, create an entry corresponding to the 5 working days
of the week.
16. You will be prompted to select the Shift, select the one you have created
previously (In this case it is AP_DAY_SHIFT).
17. Select the ‘Day Start’ as 1 and ‘Day Stop’ as 5, the category will be defaulted to
‘Available (Free)’.

Figure 6 : Create Pattern Details Region

18. With the details created, click on ‘Continue’, it will take you to the ‘Review and
Finish’ page.
19. You can provide Start and End date along with the format and Run the report to
check the pattern.
20. If the format is Weekly, you have an option to select the ‘Time Increment’ and
‘Show short code’ fields.
21. A sample weekly report is shown below.

Figure 7 : Schedule Pattern preview

22. Once you have verified the report, you can click Finish and create the Schedule
pattern.

CREATING SCHEDULES

23. With the Shifts and Patterns created now you can navigate to create schedules.
24. Under Maintain Schedule tab, the third link will be for ‘Schedules’
25. From the US HRMS Responsibility page you can also navigate to ‘Work
Structures : Work Schedules : Schedule Eligibility’ and select the function
‘Schedules’.
26. From the Schedule overview page, click on the ‘Create Schedule’ button.
 Figure 8 : Schedules Summary page

27. In the Define Schedule page, select the previously created pattern and provide a
unique name for the schedule.
28. Select the category as ‘Work Schedule’ and provide appropriate start and end date
for the schedule.

Figure 9 : Define Schedule page

CREATING EXCEPTION

29. In the next region you will be able to create any exceptions for the schedule.
30. You will be prompted to provide an exception name, the start date and the end
date.
31. In the category field you can select ‘Not Available (Busy)’ and check the ‘Whole
day’ check box.
32. You can create as many exceptions as you want.
 33. You also have option to query and add already created exceptions.

Figure 10 : Maintaining Exception region

34. After adding the required exception, click on ‘Next’

35. In the Add Resources page, you have an option to select the following
a. HR Business Group.
b. HR Job.
c. HR Location.
d. HR Organization.
e. HR Position.
f. Person Assignment.

ASSIGNING RESOURCE

Figure 11 : Assigning Resources page

36. In this example we have selected a ‘Person Assignment’ type and selected an
Employee and have provided the Effective Start date and End date.
37. Make sure to check the ‘Publish Schedule’ check box.
38. On adding the resources, you can navigate to the Review page and finish the
action. You can also run a report against the schedule in the review page.

SETTING SYSTEM PROFILE

39. Switch to System Administrator responsibility and navigate to Profiles – System

40. Query for ‘HR: Schedule Based Absence Calculation’ profile, set the value to
‘Yes’ at the required level and Save the record.
 Figure 12 : Setting System Profile

TESTING THE SCHEDULE

41. Now log-in as the person who has the newly created schedule attached.
42. Navigate to the ‘Absence Management’ function under ‘Employee Self Service
responsibility’.

Figure 13 : Absence Mgt function

43. In the Absence Summary page click on ‘Create Absence’.

Figure 14 : Absence Summary page

44. In the ‘Create Absence’ page, select the leave status as Confirmed.
45. Select the required Absence Type, in this case a day-based absence type is
selected.
46. Enter the absence start date and the end date, here we have provided 11-May-
2007 till 15-May-2007.

Figure 15 : Create Absence page

47. Once you have provided the required data, click on Calculate Duration or click
Next.
48. As per the schedule, 12th and 13th May, which is a Saturday and Sunday, it is off.
49. Also we have created an exception (AP_FOUNDERS_DAY) on 14th.
50. So ideally the system provides an effective duration of 2 days. You can go ahead
and complete the transaction and commit the data.

Figure 16 : Absence Review page