Absences Management in ]po[ is required for ]po[ Resource Management and ]po[ Timesheet Management.
Absences are shown on main tab ABSENCES (http://[YOUR_SERVER]//intranet-timesheet2/absences/).
By default, absences for the next 3 weeks are shown graphically.
When choosing a different time scale, only the absence list is shown.
Absences are created from the ADMIN LINKS on page ABSENCES (http://[YOUR_SERVER]/intranet-timesheet2/absences/).
In order to create an absence for another user please proceed as follows: First use the filter to select the user you want to log absences for:
After applying the filter you should now see the absences for the user selected:
You can now go ahead and create a new absence for the user selected by using one of the links on the Admin section of the sidebar
Absences valid for a group of employees can be set using the "Valid for Group" attribute. For additional information please see: Setting Bank Holidays
Duration can be provided either as full days or fractions of a day. For absences > 1 day, Bank Holidays and Weekends would need to be substracted manually from the the total number of days between Start- and End Date.
Part time employees creating absences < 1 day would need to enter the "effective duration" of the absence.
A user with an availability of 80% takes 4 hours off. The absence duration would still need to be set to 0.5 days which is 50% a a regular workday.
Vacation days per year need to be set for each employee in the 'Employee Information' portlet:
In few cases ]po[ is the "Master System" for Vacation Balance. The official Vacation Account is usually managed by the HR department.
At the beginning of the new year, HR staff usually compares the vacation days captured with ]po[ with the records maintained in the Master HR system.
It then evaluates the new Vacation Balance and updates the following two Employee Attributes in ]po[ per user:
Current 'Vacation Balance' is shown in portlet 'Vacation Balance'.
When an absence of type 'Vacation' is entered, the balance will be adjusted accordingly.
In order to update user attributes "Vacation Balance" and "Vacation Days per Year", relevant data can be exported to CSV format and back imported again. The following fields are exported from the database:
In addition to the above Employee attributes, two additional columns are added:
Importing updates "Vacation Balance" and "Vacation Days per Year" based on values found in the two additional columns.
Links for Import/Export can be found in the ADMIN menu of the Absence main page (http://[YOUR_SERVER]/intranet-timesheet2/absences/index).
If you are using an older version of ]po[, the links might not be available. In this case please you can access them directly by pointing your browser to the respective pages.
Export requires privilege "View absences all" and Import is available for System Administrators and HR-Managers only.
]po[ comes with a pre-configured "One-Step" Absence Workflow:
Figure 1: One-Step Absence Approval Workflow
Figure 1: Two-Step Absence Approval Workflow
Workflow Step: "Apply"
Workflow Step: "Approve"
Workflow Step: "Acknowledge"
Submitter withdraws application
Approver changes application before HR acknowledged:
Approver/HR changes application after HR has acknowledged:
b) When asked for absence type, choose "Bank Holiday"
c) Make sure you set field "Valid for Group" to "Employees"