Absence Registration

One of the added values of Resource Management is that it provides a complete view on resource availability.

The Future Absence Registration is used to plan absences in the future like "Time off" or "Holidays". These absence entries will lower the resource capacity on the planned date(s) and will be visible in the Resource Availability page as Capacity - Absence. When you register a, future, absence, like a holiday, a resource task will be created with an assignment for the resource. When this absence is actually consumed this resource task can be selected in the time sheet to confirm the actual dates and hours of the absence. Ad-hoc absences, like "Sick", are only registered through the time sheet by using a "common" task of the type Resource.

Setup

Cause of Absence

In the Cause of Absence table you can mark the causes for which a resource task must be created:

  1. Choose the Lightbulb icon, enter Cause of Absence, and then choose the related link.
  2. Check or un-check the column Create Absence Task An absence task is typically created for those causes of absence that are planned in advance

Resource Capacity

To use Resource Absence planning you must set the capacity per resource:

  1. Choose the Lightbulb icon, enter Resource Capacity, and then choose the related link.
  2. Select a Resource
  3. Select Planning > Set Capacity
  4. Specify the period by selecting a From and a To date
  5. Select a Work Hour Template to set the number of hours per day
  6. Click the Update Capacity action to start the calculation

Or use the Calculate Resource Capacity task.
This task assumes that work hour templates are set per resource.

  1. Choose the Lightbulb icon, enter Calculate Resource Capacity, and then choose the related link.
  2. On the request page specify the period by selecting a From and a To date
  3. Optionally select a Resource or Resource Type.
  4. Click OK to start the calculation The task will cycle through all resources (as per the filter). When it finds a Work Hour Template for the resource it will set the capacity for the selected period.

Process

To request a future absence:

  1. Choose the Lightbulb icon, enter Absence Entries, and then choose the related link.
  2. On the Absence Entries page select New
  3. On the Absence Card specify the following fields:
Field Description
Document No. A document no. is automatically assigned based on the number series set in Resource Setup
Resource No. Select the resource code for which the absence is requested.
Resource Name Copied automatically as per the Resource No.
Posting Date The date (defaults to Work Date) that the absence request was made.
Cause of Absence Code Select a cause of absence code. Note that only the codes are shown marked as Create Absence Task in the Cause of Absence setup.
Description Automatically copied from the Cause of Absence code.
From Date Select the date on which the absence starts.
To Date Select the date on which the absence ends.
With the Assist Edit in the To Date field you can open the Absence Details page where you can specify the No. of Hours per day. When nothing is specified the resource capacity per day will be used
Total No. of Hours Calculated total no. of hours for the absence, as per explanation above.

Absence Comments

To further explain the reasons for an absence request use the comments sheet from the Absence Card > Related > Comments

See Also

Resource Management