tm0451 absence management for leave administrators training manual issue 2

8/13/2019 TM0451 Absence Management for Leave Administrators Training Manual Issue 2

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Contents

.................................................................................................................................................I

Introduction........................................................................................................................................................................ 3

Purpose of the training manual.........................................................................................................................................3Contacts............................................................................................................................................................................3

Starting and Logging On..................................................................................................................................................3Features of the sun-e-HR Home Page..........................................................................................................................5

Preferences...................................................................................................................................................................6enu Path to the HRS !pplication.............................................................................................................................. "

#sing the $a%igator&s Functions Region.....................................................................................................................'#sing enus................................................................................................................................................................(

#sing the )ool*ar...................................................................................................................................................... +,

Changing Responsi*ilities..............................................................................................................................................++)o change responsi*ilities in the form-*ased application select one of the folloing methods/..................................++

0uer1 )ools....................................................................................................................................................................++

Performing 0uer12*124ample and 0uer1 Count................................................................................................... ++ate )racing.................................................................................................................................................................+7

Setting 8our ffecti%e ate.......................................................................................................................................+7Further 9nformation........................................................................................................................................................+5

List of :alues.............................................................................................................................................................+5

;uttons.......................................................................................................................................................................+5

Leave.................................................................................................................................................................................. 16

Capturing of Lea%e ........................................................................................................................................................+6

Pa1 Out of !ccumulated Lea%e.....................................................................................................................................


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The first step to access sun"e"H will be to register on http%22www.sun.ac.1a2useradm. Thesun"e"H system logon has been synchronised with 3ovell logon &4es!top #omputer Logon*.Once you have registered5 your username and password will be the same as your &3ovell*networ! logon.

To log on to the sun"e"H system5 you need to access the Stellenbosch University intranet siteon the following web site%

UL% http%22admin.sun.ac.1a2sun"e"H

To navigate to the above UL via the intranet%

Access the Stellenbosch University intranet site.#lic! on the 67or Staff8 &69ir :ersoneel8* lin!#lic! on the 6sun"e"H8 lin! under 6Online Services8 &6Aanlyn 4ienste8* to open the sun"e"H logon screen &7ig. )*.

;our sign


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This portlet contains a customi1ed list of fre$uently


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Time1one < @n Oracle Applications 7ramewor! HTML


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Fig. )

Using the (a)igator0s !unctions Region

The forms that you can navigate to are displayed in a naigation list on the left


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#hoose Open.

*uggestio

n

Alternatiely, you can double+clic

directly on the form of interest toopen it. However, do not double

click on the Open button. All

buttons re-uire only a single clic toactiate using a double clic !illactiate the action t!ice.

To open a form using an LO3 indo: Use the !eyboard shortcut &usually #trl L* to open the LO9 &List of 9alues* window

&7ig.-*. Select the form from the list and choose O4 or first reduce the list by entering a

partial form title.

Fig. /

Using &enus

Fig.0

sun"e"H Applications use a Multiple 4ocument @nterface &M4@*. All windows are displayedinside a single container window5 with a single toolbar5 menu5 message line5 and status lineattached to that window.

Pulldon &enu

The pulldown menu bar includes the following menus% 7ile

/dit 9iew 7older Tools *pecial A 2 3only isible !hen actie4

=indow Help

Use these menus to navigate through a form5 to edit or retrieve data5 or to perform various

other actions.

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Using the Tool$ar

" The (e icon opens a new record in theactive form.

" The !ind icon displays the 7ind windowto retrieve records.

" The Sho (a)igator icon displays the3avigator window

" The Sa)e icon saves any pendingchanges in the active form.

" The (e1t Step icon updates the :rocesswor!flow in the 3avigator by advancingto the neCt step in the process.

" The Responsi$ilit' icon opens theresponsibility window

" The Print icon prints the current screenthat the cursor is in. @n some cases itmay print a report associated with thecurrent data.

" The Close !orm icon closes all windowsof the current form.

" The Cut icon cuts the current selection tothe clipboard.

" The Cop' icon copies current selection tothe clipboard.

" The Paste icon pastes from the clipboardinto the current field.

" The Clear Record icon erases thecurrent record from the window but notfrom the database.

" The .elete icon deletes the currentrecord from the database.

" The *dit !ield icon displays the /ditorwindow for the current field.

" The 5oom icon invo!es customeruttons can appear on any form within the 7orms"based application. The buttons can either Sa)e0 icon to save your wor!.

Fig. 1>

;ou will get a system error in cases where there is not enough days to be ta!en.

The following Leave Types Accrue in #alendar 4ays%

a* All Leave Types for Security :ersonnel.b* Sic! Leave for all appointments.

The remainder of leave types Accrue in wor!ing days.

:eople on the Old Leave :ac!age can apply for all leave types eCcluding SU3 Annual Leave&will get a system error*. Temporary personnel cannot apply for Accumulated Leave to be paidout.

Pa' Out of Accumulated Lea)e

Path: !ast Path


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Ad%ustment of Lea)e ;alances

Ad?ustment of Leave >alances is done at H. @f there is a problem with someone8s Leave>alance contact the H 4epartment to do the ad?ustment.

3ie Lea)e ;alances AccrualsB

The system allows you to view the leave balances via the Oracle Application. The feature willbe rolled out on Self"Service in due course. @n the meantime this is where you can find theinformation.

Path: !astPath


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< this is the yearly accumulated Annual Leave &MaCimum of )E5 )' and + dayscarried over from the previous year*. 7or future years this will also include thealready accumulated balance. &7ig ()*.

Fig. '1

c) SU3 3on Accumulated Annual Leave Ta!e on >alance &the balance coming overfrom the old system to Oracle < once off*5 SU3 :TO 3on Accumulated Annual Leave#arried Over &leave not ta!en the previous year < must be ta!en before Quly of theneCt year*. :oints b and c forms the leave balance at the end of the previous yearthat is split into Accumulated &)E5 )'5 + days* and 3on Accumulated Leave &must be

ta!en before Quly* &7ig ()*.d* SU3 Accumulated Annual Leave #ommuted Q9 &Accumulated Leave :aid out*.

e* SU3 Accumulated Annual Leave #ommuted Q9 3on TaCable &Accumulated Leave:aid out < persons -- years and older*.

f* SU3 Accumulated Annual Leave Ta!en &Accumulated leave Ta!en*.g* SU3 Annual Leave #ommuted &Annual Leave :aid out < Only on esignation5 person

going on pension or at a person8s death*.h* SU3 Annual Leave #ommuted 3on TaCable &Annual Leave :aid out < Only on

esignation5 person going on pension or at a person8s death < persons -- years andolder*.

i* SU3 Annual Leave 7orfeited &Annual leave forfeited due to Unpaid Leave*.?* SU3 Annual Leave Ta!e On >alance urrent year8s balance at time of data

conversion from old system to Oracle*

!* SU3 Annual Leave Ta!en.l* SU3 :TO 7orfeited 3on Accumulated Annual Leave &3on Accumulated Annual Leave

not ta!en before ) Quly*.m* SU3 Statutory Leave #ommuted &Annual Leave :aid out < Only on esignation5

person going on pension or at a person8s death*.n* SU3 Statutory Leave #ommuted 3on TaCable &Annual Leave :aid out < Only on

esignation5 person going on pension or at a person8s death < persons -- years andolder*.

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2) @f you ta!e - days Annual Leave during March (''- &7ig (* the calculation todetermine the Annual Leave balance will be as follows.

Fig. ')

a* 3et /ntitlement is D.- days accrued till ) March (''- &.)E, * plus)-.)E days 3on Accumulated Annual Leave &(''* plus )E daysAccumulated Leave minus - days Annual Leave ta!en%D.- I )-.)E I )E < - F -.EE

The -.EE days will be reflected under 3ett /ntitlement.b* To get the Annual Leave balance till ) March (''- you ta!e the 3et

/ntitlement minus SU3 :TO Accumulated Annual Leave #arried Over F

Annual Leave balance &:rovided no pay outs of SU3 Accumulated Leave hasbeen re$uested* &7ig. (-*% -.EE < )E F )D.EE days

Fig. '/

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Accumulated Lea)e ;alance Calculations

To determine the Accumulated Leave >alance the following #alculations must be done.

)*@f you Ta!e or buy )' days &7ig. (E* of your SU3 :TO Accumulated Annual Leave#arried Over the Accumulated Leave balance will be calculated as follows.

Fig. '0

SU3 :TO Accumulated Annual Leave #arried Over minus SU3 Accumulated

Annual Leave #ommuted Q9 or SU3 Accumulated Annual Leave Ta!en e$ualsAccumulated Leave >alance.

)E " )' F E

(* 7or further clarification please note

a) &&)(.EE, days accrued till Apr '- &.)E, * plus )-.)E days 3onAccumulated Leave ('' plus )E Accumulated days ('' F Total*ntitlement 88@)(.EE, I )-.)E I )E F DEFE

b) Total /ntitlement minus - days ta!en in March minus )' daysAccumulated days ta!en or bought in April F (et *ntitlement E8April 88@.+ < - < )' F FFE &7ig. (,*

c) 3et /ntitlement minus E days Accumulated Annual Leave days left&)E")'* F Annual Lea)e $alance E8 April 88@

(+.+ < E F FE

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Fig. '5

@f you want to !now what a person8s leave balance will be in the future or past clic! on the

calendar icon at the top right on the toolbar. The following screen will appear%

Fig. '

;ou can type in the date in the /ffective 4ate field you want to go to in the future or past or

reset the date bac! to today8s date &7ig. (+*.

Always remember that if you want to see what someone8s balance will be at the end of Qulyyou must type in ) Quly &always the end of the month* or that month8s accrual will not beincluded.

@f your cursor is in the 3ame field in the top left hand corner and you press the down arrow on

your !eyboard you will get to the accrual screens of the other leave types such as Sic! Leave5#ompassionate leave etc. &7ig. (D*

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Fig. '>

@f you want to determine the balance of the other leave types such as Sic! Leave

#ompassionate leave and Study Opportunity it is $uite simple e.g. ;ou ta!e SU3 :TO Sic!Leave Accrual minus SU3 Sic! Leave Ta!en F Sic! Leave >alance &7ig. '*.

SU3 :TO Sic! Leave Accrual F )(' minus SU3 Sic! Leave Ta!en ( F Sic! Leave >alance ))+as referred under 3ett /ntitlement. &7ig. '*

Fig. (alance eport is processed to get a staff member8s leave balances.

#lic! on Submit :rocesses and eports and clic! Open &7ig. *

Fig. ()

@n the Submit a 3ew e$uest screen &7ig. -* ma!e sure that the Single e$uest option isenabled and clic! 6O8.

Fig. (/

@n the Submit e$uest screen clic! on the List of 9alues button in the un this e$uest=indow &7ig. E*. The name of the eport will appear in the 3ame field and a :arameter

=indow will open &7ig. E*.

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Fig. (0

Type the staff member8s Surname who8s Leave >alance you want in the /mployee field and#lic! 6O8 &7ig. ,*.

Fig. (5

A List of 9alues with people with that surname in your department will appear &7ig. +*.#hoose the correct name and clic! 6O8.

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Fig. (

Type the date in the /ffective 4ate field and clic! 6O8 &fig. ,*. This is the date on which theperson wants to see his2her leave balance. @f they want to !now what their leave balance is at

the end of Quly (''-5 you must type in )"Quly"(''-. @f you type in '"Quly"(''- thecalculation will be done till the end of Qune (''- < it must ala's $e the end of the month

of hich 'ou ant the lea)e $alance #lic! the Submit button to start processing thereport. &7ig D*

Fig. (>

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The e$uest screen will appear &7ig. '* with the headings e$uest @45 3ame &3ame of theeport*5 :hase5 Status and :arameters. The :hase field shows you whether the eport is:ending5 unning or #ompleted. The Status field shows whether the eport completed 3ormalor if there was an /rror. @f there was an /rror the bac!ground of the :hase and Status fieldswill be ed. @n this case write down the e$uest @4 and phone the Sun-e-HR SupportCentre. To see in what :hase your report is clic! the efresh 4ata button &7ig. '*. ;ou canclic! it repeatedly until the :hase changes to #ompleted.

Fig. )ulletin.

Human esources emphasi1e accurate and responsible management of Leave Administrationand therefore there is an audit trail of every Leave Transaction that is captured on the system.

The internal auditors of Stellenbosch University deem leave as a crucial ris! to the Universityand therefore include this as an important aspect in their annual audit. &As they say 6Leave F

Money8*.

*(=O/ TH* ORACL* L*A3* A.&I(ISTRATIO( APPLICATIO( *P*RI*(C*
http://www.sun.ac.za/ekampus/sun-e-HRhttp://www.sun.ac.za/ekampus/sun-e-HRhttp://www.sun.ac.za/ekampus/sun-e-HRhttp://www.sun.ac.za/ekampus/sun-e-HR

tm0451 absence management for leave administrators training manual issue 2

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