How to Setup Absence Management

Absence Management:
Oracle provides seeded functionality which can capture leave related
information and provide extensibility so you can make changes as per your
requirement. Absence management is provided in self service (OA framework
pages) as well as from core HR (Oracle forms)
Accrual Plan:
Oracle Provides Accrual plan Functionality for calculating leaves balance
calculation and Balance Carry Over calculations
The following points should be taken into consideration for calculation Balances
1.

Opening Balance : Some of the Organization Provides Yearly opening balance to employee. We
need to store these opening balances in an Element

2.

Leave Adjustment: There are cases in which adjustments are made because of redundancies in
calculation of leave balance. In such cases we need to store these adjustments
in an element and make the use of the same.

3.

Leave Encashment:
Organizations provide policy for encashment of leave when Leave balance
exceeds a given amount. In order to capture these details, we need to have an
element for the same

How to Setup Absence Management

1) Create New Element for Absence

Navigation: HRMS Super User Total Compensation Basic Element

Description
Element Name: Vacation Leave
Description: These Element Capture Days for Individual Annual Leave
Primary Classification: Information
Type: Nonrecurring
Input Values

Days Day
Pay Value Money
Future 1 Character
Future 2 Character

2) Create Element Link

Navigation: HRMS Super User Total Compensation Basic Link

3) Create Absence Reason (Optional)

Navigation: HRMS Super User Other Definitions Application Utilities
Lookups
Search for Type ABSENCE_REASON
Code: VN
Meaning: Vacation Leave
Description: Vacation Leave
From: 01-JAN-1950

4) Create Absence Category

Navigation: HRMS Super User Other Definitions Application Utilities
Lookups
Search for Type ABSENCE_CATEGORY
Code: VL
Meaning: Vacation Leave
Description: Vacation Leave
From: 01-JAN-1950

5) Create Absence Type

Navigation: HRMS Super User Total Compensation Basic
Types

Absence

6) We are done with the Setup, now create vacation leave for an
employee and test the same
Navigation: HRMS Super User People Enter & Maintain Search for Any
Employee Others Absence

7) Once the Absence is confirmed, the element will be attached along

with the No of days to the corresponding employee in Employee
Element Entries
Navigation: HRMS Super User People Enter & Maintain Search for Any
Employee Assignment Entries

How to Setup up Leave Accrual Plan

Accrual Plan:
Oracle Provides Accrual plan Functionality for calculating leaves balance
calculation and Balance Carry Over calculations
The following points should be taken into consideration for calculation Balances
1. Opening Balance : Some of the Organization Provides Yearly opening balance to employee. We
need to store these opening balances in an Element
2.

Leave Adjustment: There are cases in which adjustments are made because of redundancies in
calculation of leave balance. In such cases we need to store these adjustments
in an element and make the use of the same.

3.

Leave Encashment:
Organizations provide policy for encashment of leave when Leave balance
exceeds a given amount. In order to capture these details, we need to have an
element for the same
How to Setup Leave Accruals

1) Create New Element for Opening Balance

Navigation: HRMS Super User Total Compensation Basic Element

Description

2) Create New Element for Adjustment Days

Navigation: HRMS Super User Total Compensation Basic Element
Description

3) Create New Element for Leave Encashment

Navigation: HRMS Super User Total Compensation Basic Element
Description

4) Create Link for all the three Elements created Above

Navigation: HRMS Super User Total Compensation Basic Link
5) Define Accrual Plan
Navigation: HRMS Super User Total Compensation Basic Accrual Plan

6) Go to Accrual Bands to define the No of Leaves employee could avail

during the Year

7) Go to Net Accrual Calculations to record the leave calculation

8) When one creates an accrual plan, system automatically generate below said
elements and their corresponding links too (Create Links Manually if not created
Automatically)
Vacation Leave Plan
Vacation Leave Plan Carried Over

Vacation Leave Plan Payroll Balance

Vacation Leave Plan Residual
Vacation Leave Plan Tagging

9)

Register Employee with the Accrual Plan

Navigation: HRMS Super User People Enter &Maintain Search for an
Employee Assignment Entries Add Vacation Leave Plan on Effective
Date

10) How to View Employee Accruals

Navigation: HRMS Super User Fastpath Accruals

Now in the Above Scenario we are using the seeded Formula

PTO_PAYROLL_CALCULATION, this would calculate as per the accrual bands set
for the said duration of Service.
Requirements could vary as per each of the clients; we have created a scenario
wherein we would be taking the Accruals as per the contract type of the
employee
1. The Total Accruals are stored in User Tables
Navigation: HRMS Super User Other Definitions Table Structure / Table
Values
2. Create New Function which would return, Leaves Accrued as on
Effective Date
CREATEORREPLACEFUNCTIONAPPS.xxx_get_leave_accrual_f(
p_business_group_idNUMBER,
p_assignment_idVARCHAR2,
p_calculation_dateDATE,
p_contract_start_dateOUTDATE,
p_contract_end_dateOUTDATE
)
RETURNNUMBER
AS

l_err_msgVARCHAR2(500):=NULL;
l_person_idNUMBER:=NULL;
l_hire_dateDATE:=NULL;
l_nationalityVARCHAR2(250):=NULL;
l_contract_typeVARCHAR2(250):=NULL;
l_yearly_accrualNUMBER:=NULL;
l_per_day_accrualNUMBER:=NULL;
l_accrual_start_dateDATE:=NULL;
l_calc_start_dateDATE:=NULL;
l_accrual_total_daysNUMBER:=NULL;
l_net_accrualNUMBER:=0;
BEGIN

BEGIN
SELECTper.person_id,
NVL(
hr_general.decode_lookup('NATIONALITY',per.nationality),
'XX'
)
nationality,
pps.date_starthire_date,
ppg.segment6contract_type
INTOl_person_id,
l_nationality,
l_hire_date,
l_contract_type
FROMper_all_people_fper,
per_all_assignments_fpaaf,
per_periods_of_servicepps,
pay_people_groupsppg
WHEREper.person_id=paaf.person_id
ANDper.person_type_idIN(1126,1127)
ANDpaaf.assignment_type='E'
ANDpaaf.assignment_status_type_idIN(1,2)
ANDpaaf.primary_flag='Y'
ANDpaaf.business_group_id=p_business_group_id
ANDpaaf.period_of_service_id=pps.period_of_service_id
ANDp_calculation_dateBETWEENper.effective_start_date
ANDper.effective_end_date
ANDp_calculation_dateBETWEENpaaf.effective_start_date
ANDpaaf.effective_end_date
ANDpaaf.assignment_id=p_assignment_id
ANDpaaf.people_group_id=ppg.people_group_id;
EXCEPTION
WHENOTHERS
THEN
l_err_msg:=SQLERRM;
debug_script_p('ExceptionEmployeeDetails:'||l_err_msg);
END;
IFl_contract_typeISNOTNULL
THEN
SELECThruserdt.get_table_value(p_business_group_id,

'LeaveAccruals',
'VacationLeave',
l_contract_type,
p_calculation_date)
INTOl_yearly_accrual
FROMDUAL;
ENDIF;
l_per_day_accrual:=ROUND((l_yearly_accrual/360),3);
l_accrual_start_date:=
TO_DATE('01JAN'||TO_CHAR(p_calculation_date,'YYYY'),
'DDMONYYYY');

IFl_accrual_start_date>l_hire_date
THEN
l_calc_start_date:=l_accrual_start_date;
ELSE
l_calc_start_date:=l_hire_date;
ENDIF;
l_accrual_total_days:=p_calculation_datel_accrual_start_date;
l_net_accrual:=ROUND(l_accrual_total_days*l_per_day_accrual,0);

p_contract_start_date:=l_hire_date;
p_contract_end_date:=TO_DATE('31DEC4312','DDMONYYYY');
RETURNl_net_accrual;
EXCEPTION
WHENOTHERS
THEN
RETURN0;
END;
/

3. Define the above create Function in the System as Database

Function
Navigation: HRMS Super User Other Definitions Formula Function
Define the Context Usage Parameters& Actual Parameters used in SQL Function

4. Define Fast Formula

Navigation: HRMS Super User Total Compensation Write Formula
/*
CREATED BY
PURPOSE

: BIJOY JOSEPH
: CALCULATE ACCRUAL PLAN

CREATION DATE : 01-MAY-2013

*/
ALIAS ASG_GRADE
AS GRADE
ALIAS ASG_EMPLOYMENT_CATEGORY
AS EMP_CAT
/* DEFAULT SECTION */
DEFAULT FOR LRATE
IS '0'
DEFAULT FOR GNONQAT
IS '0'
DEFAULT FOR GQAT
IS '0'
DEFAULT FOR BGROUP
IS 'NOT ENTERED'
DEFAULT FOR EMP_CAT
IS ' '
DEFAULT FOR ASG_GRADE
IS 'NOT ENTERED'
DEFAULT FOR ASG_NUMBER
IS '0'
DEFAULT FOR ACCRUAL_PLAN_ID
IS 0
DEFAULT FOR EMP_HIRE_DATE
IS '01-JAN-0001' (DATE)
DEFAULT FOR EMP_TERM_DATE
IS '01-JAN-0001' (DATE)

DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT

FOR
FOR
FOR
FOR
FOR

CALCULATION_DATE
IS '02-JAN-0001' (DATE)
SYSDATE
IS '01-jan-0001'(DATE)
SUS_DATE
IS '01-jan-0001'(DATE)
SESSION_DATE
IS '01-jan-0001'(DATE)
YEAR_START
IS '01-jan-0001'(DATE)

/* INPUT SECTION */
INPUTS ARE CALCULATION_DATE (DATE)
ACCRUAL_DAYS=0
L_CONTRACT_SD ='0001/01/01 00:00:00'(DATE)
L_CONTRACT_ED ='0001/01/01 00:00:00'(DATE)
ACCRUAL_DAYS =
AQS_GET_LEAVE_ACCRUALS(CALCULATION_DATE,L_CONTRACT_SD,L_CONTRACT_
ED)
EFFECTIVE_START_DATE = GREATEST(EMP_HIRE_DATE, L_CONTRACT_SD)
IF (EMP_TERM_DATE WAS DEFAULTED ) THEN
(
EFFECTIVE_END_DATE = L_CONTRACT_ED
)
ELSE
(
EFFECTIVE_END_DATE = EMP_TERM_DATE
)
EFFECTIVE_END_DATE = LEAST(EFFECTIVE_END_DATE,L_CONTRACT_ED)
ACCRUAL_END_DATE = CALCULATION_DATE
TOTAL_ACCRUED_PTO = ROUND(ACCRUAL_DAYS,0
)
RETURN TOTAL_ACCRUED_PTO,
EFFECTIVE_START_DATE,
EFFECTIVE_END_DATE,
ACCRUAL_END_DATE
5. Attach the Accrual Formula to the corresponding PLAN and test
various scenarios