How To : Absence Reporting
A resource can also be absent, report sick or plan a holiday. Absence reduces the resource capacity resulting in a "Net Capacity" in the Job Task Information fact box. Absence approval has been aligned with the Lifecycle / Workflow. It starts with the setup for Absence causes, each cause of absence can be linked to a "User Defined" Resource Task and you can set if approval is required or not.
Causes of Absence
To set Causes of Absence type in the Search box or navigate to ../Departments/Administration/Application Setup/Human Resources/Causes of Absence. Besides the standard fields IEM adds 2 additional fields:
- Absence Task No.: Registering an absence will create an assignment for this task to be used when registering time.
- Approval Not Required: When checked the approval process of the Absence Lifecycle will be skipped, for example when reporting Sick.
Process absence
- Type "Absence Entries" in the Search box
- In the Absence Entries page click "New" in the ribbon to open a new Absence Card
- In the Absence Card specify the following fields:
| To | Description |
|---|---|
| Document No. | The next document is assigned automatically. The Absence Entry Nos. is set in the Resource Management Setup |
| Posting Date | Will be set as the date the Absence was created. |
| Document Status | The current Lifecycle state, use Change Status in the ribbon to change. |
| Status | Set by the Lifecycle to one of the following status codes: - Open = a new Absence; - Registered = Automatic or manual approved absence; - Rejected = Rejected absence, change status to Open to re-submit; - Sent for Approval - Sent to a Workflow, waiting for decision |
| Resource No. | Is automatically set to the Resource linked to the UserID |
| Cause of Absence Code | Select a code from the drop down list. The selected code will determine further processing. The codes are set in ../Departments/Administration/Application Setup/Human Resources. |
| From Date | Specify the date from which the absence should start |
| From Time | Specify the time on the selected date from which the absence should start |
| To Date | Specify the date on which the absence should end |
| To Time | Specify the time on the selected date from which the absence should start |
| Quantity in Days | Will be calculated by the system |
- Use the Change Status action in the ribbon to process the Absence
- When a Cause of Absence is selected which is marked as "Approval nor Required" the status will change to Registered and an assignment will be created to the selected task.
- When a Cause of Absence is selected which is NOT marked as "Approval nor Required" the status will change to "Sent for Approval" and a Workflow will be started.
- After that the status will change to eithere "Registered" (= Approved) or "Rejected", based on the decision of the Approver in the Workflow.
Absence Lifecycle states
| State | Description |
|---|---|
| 010-NEW | Initial status |
| 020-APPROVE | ActionHandler to send to workflow (senddocforapproval) |
| 030-REGISTERED | The workflow approval sets the status to Registered, final state |
| 040-REJECTED | The workflow rejection allows the user to make a retry |
| 050-ARCHIVED | Archived rejections |
Use the Lifecycle State Settings to set the absence entry status.