Absence Management

1. Absence Management Self Reporter and Timekeeper Overview Presenter: Renee Venezia Manager, HRIS/Payroll Administration CSUN July 2007

2. Absence Management Self Reporter and Timekeeper Overview • This Self Reporterand Timekeeper Overview covers: • HR pagelets, portal entry from myNorthridge homepage • Menu navigation • Requesting absences online • Viewing absence request status and history • Reviewing leave balances • Dates prior to Absence Management conversion • Dates after Absence Management conversion • Multi Reports • Timekeeping

3. Absence Management Self Reporter and Timekeeper Overview • Q: What is Absence Management? • A: The new module where absences will be entered and approved, separate from Time and Labor. • Q: Why Absence Management? • A: The software vendor divided absences from Time and Labor to add new functionality. • Q: When do I report my absences? • A: That depends on whether your department chooses to use the online absence request in lieu of other requesting mechanisms (forms, e-mail, etc.). Either way, the University Payroll Calendar dates still apply for timekeeping and approving cut-offs. Absences reported AFTER cut-off are reported on the Prior Pay Period Adjustment Form.

4. Absence Management Self Reporter and Timekeeper Overview New HR portal pagelet for Employee Self Service functions, effective 7/19/2007 Enter My Absence Requests View My Absence Request Hist

5. Absence Management Self Reporter and Timekeeper Overview /Manager Self Service New HR portal pagelet for Manager Self Service functions (including Timekeeping and Approving), effective 7/19/2007

6. Absence Management Self Reporter and Timekeeper Overview • Adding the HR portal pagelets to your homepage • From myNorthridge homepage or Staff tab, click on Personalize

7. Absence Management Self Reporter and Timekeeper Overview • In the Pagelets for Staff column, choose Human Resources/ Manager and/or Human Resources/Staff by clicking in the boxes. Scroll to the bottom of the page and click Save. Personalize Layout allows you to rearrange the order in which the pagelets appear

8. Absence Management Self Reporter and Timekeeper Overview • Navigation inside SOLAR HR • Absence Request • Self Service > Time Reporting > Report Time > Absence Request Tip: Navigation options include using the left hand menu, center grid menu, or any combination of both

9. Absence Management Self Reporter and Timekeeper Overview Quickest path to enter an absence request is through the Human Resources/Employee portal pagelet. Click on link:

10. Absence Management Self Reporter and Timekeeper Overview • Request Absence page displays Your Name Note: Direct access from the portal homepage allows you to return to the portal by clicking on the Staff tab or myNortridge Home

11. Absence Management Self Reporter and Timekeeper Overview Entering an absence • Enter beginning date of absence; icon next to date field opens a calendar for assistance • NOTE: Absence Request screen will always open with today’s date defaulted! Your Name

12. Absence Management Self Reporter and Timekeeper Overview • The Filter by Type drop down menu lists major absence categories Note: Absence Management uses the terms “takes” and “earns”. Categories of time accrued are “earns”, and categories of time used are “takes”.

13. Absence Management Self Reporter and Timekeeper Overview • If the Filter by Type is left at All, all eligible absence types will be shown in the Absence Name drop down menu (according to your eligibility)

14. Absence Management Self Reporter and Timekeeper Overview • Filter by Type Compensatory Time

15. Absence Management Self Reporter and Timekeeper Overview • Filter by Type Negative Takes • Filter by Type Positive Takes

16. Absence Management Self Reporter and Timekeeper Overview • From the drop down menu at Absence Name, choose the specific type of absence Your Name

17. Absence Management Self Reporter and Timekeeper Overview • Choosing an Absence Name will cause the display to open two more boxes, End Date and Duration. • The display will also include Partial Days and drop down menu.

18. Absence Management Self Reporter and Timekeeper Overview • To report full days, leave Partial Days as None. • Hourly leave eligible employees, or non-exempt employees reporting a partial day, choose All Days. • To report full and partial days of the same leave type, report days separately. • Compensatory time, Holiday credit and Alternate Day Off must always be reported using Partial Days, All Days

19. Absence Management Self Reporter and Timekeeper Overview • Enter an End Date, OR Duration, click on Calculate End Date button • The “Calculate End Date or Duration” button triggers the system to calculate these fields based on the employee’s schedule.

20. Absence Management Self Reporter and Timekeeper Overview • Notes and comments about the absence request may be added in the “Requestor Comments” box. • Spell Check is available by clicking on the book and checkmark icon

21. Absence Management Self Reporter and Timekeeper Overview • There are two choices when the request page has been completed. • Save for Later – allows you to change, cancel, or submit your absence request at later date. NOTE: You will not receive reminders to submit your saved absence(s). • Submit – completes the transaction and forwards it to the Approver for approval. Cannot be altered after submitted.

22. Absence Management Self Reporter and Timekeeper Overview • The following confirmation is returned when the Save for Later button is used: • The following confirmation is returned when the Submit button is used:

23. Absence Management Self Reporter and Timekeeper Overview • Request Details page after choosing Save for Later • Note the Saved status • Current balance is shown, as of last accrual process (see disclaimer) Your Name Self Reporter’s Name

24. Absence Management Self Reporter and Timekeeper Overview • Use the Request Absence link at the bottom of the page to request another absence • View Absence Request History displays a summary of requested time or status of requests • Also accessible from the portal pagelet Your Name Self Reporter’s Name

25. Absence Management Self Reporter and Timekeeper Overview • Navigation inside SOLAR HR • Absence Status • Self Service > Time Reporting > View Time> Absence Request History

26. Absence Management Self Reporter and Timekeeper Overview • View Absence Request History page displays a summary of requests, with or without date parameters • Includes a Status column • Clicking on the absence name will display details • Note that the absences in Push Back and Saved status has an active Edit button allowing a change to the date, type of absence, or cancel the request. Your Name

27. Absence Management Self Reporter and Timekeeper Overview • Clicking on the Absence Name will display the Request Details page, including comments Your Name Self Reporter Approver

28. Absence Management Self Reporter and Timekeeper Overview • Leave balance history prior to July 2007 • Portal pagelet link - View My Absence Balance Hist • SOLAR HR menu path: • CSUN>Employee>View Absence Balance History 123456789 Your Name Department Name

29. Absence Management Self Reporter and Timekeeper Overview • Clicking on the Historylink displays transferred leave balance history prior to the conversion to Absence Management 123456789 Employee Name

30. Absence Management Self Reporter and Timekeeper Overview • Leave balance history beginning July 2007 • Portal pagelet link- View My Absence Balance • SOLAR HR menu path: • CSUN>Employee>View My Absence Balance The ‘i’ within a circle indicates additional details available 123456789 Employee Name Employee Name 123456789

31. Absence Management Self Reporter and Timekeeper Overview • Balance details page Employee Name 123456789

32. Absence Management Self Reporter and Timekeeper Overview • Recap…Enter Absence Request • Enter start date • Choose Filter by Type • Choose Absence Name • Choose Partial Days if applicable • Enter End Date or Duration • Click Calculate End Date or duration button • Comments if applicable • Save for Later or Submit

33. Absence Management Self Reporter and Timekeeper Overview • Self Reporting points to keep in mind… • Once submitted, a request can not be changed unless Approver pushes the request back • A Timekeeper can enter time on behalf of a Self Reporter, but absences submitted by a Timekeeper is automatically approved and therefore cannot be changed • Current balances in the balance or request pages are as of the last system processing • Payroll calendar deadlines apply • Check with your department to determine whether online requests replace any other request process

34. Absence Management Self Reporter and Timekeeper Overview • Questions on Self Reporting?

35. Absence Management Self Reporter and Timekeeper Overview • Timekeeper absence entry • Human Resources/Manager portal pagelet link • Enter Absence Requests Timekeeper Name Employee Name

36. Absence Management Self Reporter and Timekeeper Overview • Timekeeper search options include: • Search button • by Employee ID, Last Name, First Name • Column header sort, Name (first name) • Internet browser search function • Edit>Find(on this page) • Ctrl + F

37. Absence Management Self Reporter and Timekeeper Overview • Timekeeper Steps • Choose employee • Enter absence • Click on Submit • Response screen • Returns Request Details • Click on Request Absence to request another absence for same employee Notice “successfully approved”

38. Absence Management Self Reporter and Timekeeper Overview Information available to Timekeepers Multi-Reports - Multiple reports areavailable online to all Timekeepers and Approvers. • Available reports: • Reported Absences • Reported Absences Not Approved • Reported Absences Not Processed • Negative Balance • (coming soon) Excess Plus/Minus – Positive • (coming soon) Excess Plus/Minus – Negative • Excessive Hours In Single Day

39. Absence Management Self Reporter and Timekeeper Overview Click on Run Absence Reports link in Human Resources/Manager portal pagelet, OR SOLAR HR menu path: Global Payroll & Absence Mgmt > CSU Absence Mgmt > CSU – AM Inquiry > Multi Report

40. Absence Management Self Reporter and Timekeeper Overview • Enter selection criteria in the Absence Report Search box, and click the desired report name to create a view of the data • These options generate data by employee, by department, and/or by pay period

41. Absence Management Self Reporter and Timekeeper Overview Multi-reports – example of Reported Absences by Employee • Sorting available by clicking on underlined column label

42. Absence Management Self Reporter and Timekeeper Overview • Clicking on the download icon exports data into an Excel spreadsheet Page features: • Customize allows you to to order columns or add fields to sort order • Find allows you to search for a specific word or number through a search string prompt • View All consolidates all returned data on one scrollable page

43. Absence Management Self Reporter and Timekeeper Overview Absence Balance Inquiry Manager Self Service View Dept Absence Balances View employee or department absence balances from July 1, 2007 and forward. View Dept Absence Balance Hist View department leave balance history prior to July 1, 2007.

44. Absence Management Self Reporter and Timekeeper Overview • Under construction • Group ID selection instead of list when more than one deptID • Negative Balance Report is currently also capturing negative balances that are related to Excess Plus/Minus.  • Filter as necessary to view valid negative balances. • Excess Plus/Minus-Positive, coming soon • Excess Plus/Minus-Negative, coming soon, see Negative Balance Report • The Absence Balance page will show an "As of Date" of 7/2/2007 as opposed to 7/1/2007; does not affect accruals • Reported instances of Timekeepers not being able to pull reports by DeptID – working on fix.

45. Absence Management Self Reporter and Timekeeper Overview • Future enhancements: • Workflow • Approver “alert” on portal pagelet • E-mails to employees advising action taken on a request • Manage schedules – alternate schedules have been entered into system; will be maintained by Payroll for now (use Action Request Form to report changes in schedules) • Retroactive capability – online reporting of prior pay period adjustments

46. Absence Management Self Reporter and Timekeeper Overview • Questions?

47. Absence Management Self Reporter and Timekeeper Overview Additional questions can be forwarded to the SOLAR HR & Finance Support Team at x1000, press 2, E-mail SOLARHRFIN@csun.edu User guides will be available on the SOLAR Support website http://www.csun.edu/solarsupport/ Online training coming soon Thank you, and welcome to Absence Management!