HRIS ABSENCE TRACKINGHRIS ABSENCE TRACKINGTraining Overview SessionTraining Overview Session

ABSENCE TRACKING PROJECTABSENCE TRACKING PROJECT** OVERVIEW **** OVERVIEW **

As of November 1, 2007, U of T will

implement Phase 1 of a mandatory University wide requirement to record absences for all monthly paid appointed Professional / Managerial and Confidential administrative staff at U of T in 2007/08.

HRIS will be the central repository for this

information.

ABSENCE TRACKING PROJECTABSENCE TRACKING PROJECT** OVERVIEW **** OVERVIEW **

This project will allow us to: Standardize & streamline the absence tracking

process across the U of T. Provide better HR Employee Self Services for our

employees New vacation tracking and entitlement reports

available through ESS. More comprehensive information on absences

listed on pay statements. Help measure the vacation liability at the U of T and

provide input into University financial reports. Assist the U of T with pandemic and emergency

planning.

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ABSENCE TRACKING PROJECTABSENCE TRACKING PROJECT** OVERVIEW **** OVERVIEW **

Future Phase: Roll out to other employee groups. Ability for employees to request vacation days via

ESS. Ability for managers to approve vacation requests

via MSS. Attendance/absence reports via the web for

managers. Coding on HRIS for pandemic planning for

administrative and academic staff.

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FEATURES OF PHASE 1FEATURES OF PHASE 1

Target Date: November 1, 2007 Use HRIS to record absence information Provide a vacation tracker & entitlement report for

employees via ESS______________________________________________________________________________________________________

Three methods will be available to enter absence information into HRIS:

IT2001 to record absences for a single person.

A fast entry screen for a group of employees.

A spreadsheet template to upload information automatically into HRIS.

HRIS SYSTEM CHANGESHRIS SYSTEM CHANGES IT0007 (Planned Working Time) has been

changed to a new APPT work schedule for all PM/Conf. and USW appointed staff.

HRIS SYSTEM CHANGESHRIS SYSTEM CHANGES IT9007 Planned Working Time – Part Time has been created to capture PM/Conf. Part-Time

Work schedules. Enter the hours the employee works per day to fulfill his work week. (Applies to Part-Time Staff Only)

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HRIS SYSTEM CHANGESHRIS SYSTEM CHANGES IT0041 Date Specifications has a new date type 01 – Vacation Start date created for both PM/ Conf.

and USW appointed staff. This date type will be used to calculate vacation accrual for PM/Conf. staff.

Cont…Cont…

HRIS SYSTEM CHANGESHRIS SYSTEM CHANGES IT0416 Vacation Payout in Lieu has been created to facilitate pay

out of vacation. Note: Amount to compensate must be entered in hours.

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OUTPUT DETAILSOUTPUT DETAILS All Sick and Vacation Absences entered will appear on the

employee’s pay statement as well as all Vacation Pay outs entered.

Here is an example:

OUTPUT DETAILSOUTPUT DETAILS PM/Conf. Employee’s will now be able to run

their own up to date vacation tracker anytime via ESS. HRIS users can access the same tracker via an HRIS Report found on the HRIS reporting tree at:

Human Resources >> Information System >> Time Management >> Absence >> Vacation Tracker

The vacation tracker will allow users to see their vacation taken, vacation accrual and current balance in real time.

Here is an example of the vacation tracker:

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OUTPUT DETAILSOUTPUT DETAILS HRIS users can also run an monthly absence summary

report to track absences.

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IN CLOSINGIN CLOSING

The current process for vacation pay upon termination for USW staff still applies for both FT and PT staff.

(nothing here has changed)

For more information on the above process or the new absence tracking process for PM/Conf. please visit the HRIS website at:

http://www.ams.utoronto.ca/training/hris.htm