llness monitoring for the netherlands white paper

7/31/2019 Llness Monitoring for the Netherlands White Paper

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Illness Monitoring (Poortwachter) for the Netherlands

An Oracle White Paper

December 2011

Illness Monitoring (Poortwachter)for the Netherlands


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Disclaimer

The following is intended to outline our general product direction. It is intended for information

purposes only, and may not be incorporated into any contract. It is not a commitment to deliver

any material, code, or functionality, and should not be relied upon in making purchasing

decisions. The development, release, and timing of any features or functionality described for

Oracles products remains at the sole discretion of Oracle.


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Table of contents

Executive Overview ........................................................................... 4Introduction ....................................................................................... 4Setup ................................................................................................. 5

Setup Follow-up Action Lists ......................................................... 5Setup Absence Types ................................................................... 7Setup Follow-up Action Participants .............................................. 8

Process and Monitor .......................................................................... 9Monitor Follow-up Actions ............................................................. 9Process Follow-up Actions .......................................................... 10Manage Attachments ................................................................... 11

Conclusion ...................................................................................... 14


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Executive Overview

In the Netherlands there are strict regulations in regards to tracking and monitoring follow-up

actions in case of long-term illnesses. This is covered under the "Wet Poortwachter" act.

PeopleSoft HCM does support the ability to track illness, as well as generate a long-term

illness report, but in order to better support this legislation customers require the ability to track

follow-up actions supported by time-driven workflow notifications.

Introduction

These new capabilities have been delivered in two phases:

HR 9.1 Bundle #3: This bundle contains new transactions that allow the user to setup a list of

follow-up actions per absence type, generate, track and monitor follow-up actions associated

to an absence event and a workflow configuration to notify the relevant users for specific

actions based on the duration of an absence. The setup is seeded based on the current

action list for the Dutch act "Law Poortwachter", but can potentially be used for any kind of

absence.

HR 9.1 Bundle #8: This bundle contains additional capabilities to upload and download

attachments embedded in the existing functionality for tracking and monitoring follow-upactions for long-term illnesses. Furthermore the Long-term Illnesses Report has been

updated to include information about the follow-up actions.

Target Audience

These features described in this document are primarily intended at PeopleSoft HumanResources customers from the Netherlands. However, they may be utilized by any PeopleSoftHuman Resources customer.


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Setup

Absence setup transactions are added/modified under Set Up HRMS > Product Related >Workforce Administration > Absence:

Follow-up Action Item NLD (New)

Follow-up Action List NLD (New)

Follow-up Participants NLD (New)

Absence Type Table (Modified)

Setup Follow-up Action Lists

A pre-populated setup is provided with follow-up actions specific to the Dutch law WetPoortwachter, identified by NLxxxx:

Figure 1. Follow-up Action Item NLD transaction

TheAbsence Duration indicates the timing as of the (original) begin of the absence when the actionitem is due. This can be specified in Weeks or Days.


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The Notification Days indicates how many days prior to the Due date (based on the AbsenceDuration) notifications are sent to the participants for this action item.

The Comments are included in the notification message.

Also a specific comment per participant can be recorded under the Details.

For the Participants a predefined list of roles is provided:

Absence AdministratorAny Administrator can be associated to this role

Case ManagerThe Case Manager can be associated to each specific Absence case.

Health Service ProviderA contact from the ARBOdienst

HR Administrator - Any Administrator can be associated to this role

EmployeeThe employee specific to the Absence case

Manager -The employees manager

Supervisor -The employees supervisor

The Notification Channelcould be either Email, Worklist, Both or None.

TheTemplate Name refers to a pre-defined format of the notification message.A pre-defined template HR_ACTION_LIST_NLD is provided and can be customized via:PeopleTools > Workflow > Notifications > Generic Templates.

The Action Items are grouped by setting up the Action List:It is important to setup the appropriate order based on the timing that the action becomes relevant.

Figure 2. Follow-up Action List NLD transaction


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Note: While the existing setup is specific for Dutch Sickness events, the functionality can beused for other types of absences. This functionality is not limited to the Netherlands.

Setup Absence Types

Once the Action List is defined, it can be associated to one or more Absence Types:

Figure 3. Absence Type setup transaction

Note: Customers using Global Payroll and/or Absence Management would need to associatethe relevant Absence Take to the Absence Type in order to trigger the same functionality.

Set Up HRMS > Product Related > Global Payroll & Absence Mgmt > Elements > AbsenceElements > Absence Takes NLD


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Figure 4. Absence Takes NLD transaction

Setup Follow-up Action Participants

On the Action Item setup it can determined which roles are participating in an action. On the ActionParticipant setup it can be determined which users are associated to each role by company.Except for the Employee, which is directly retrieved from the absence event, for each participant role aUser List can be specified that will be used to retrieve the users associated to that role.

Figure 5. Follow-up Action Participants transaction

The User Lists can be defined under: Set Up HRMS > Common Definitions > Approvals > Maintain

User Lists. The User Lists used in this feature can be defined by Role, SQL or Application Class.

Three sample User Lists will be provided to demonstrate the usage of each of the different types (Role,SQL or App Class), but it is expected that during implementation of this feature, company specificUser Lists are defined to retrieve the appropriate users for each of the participant categories.


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Process and Monitor

New absence transactions have been added under Workforce Administration > Absence and Vacation

> Process Absence Data NLD to create and maintain the follow-up actions by employee: Monitor Follow-up Actions

Create Follow-up Actions

Monitor Follow-up Actions

A new transaction has been introduced to track the follow-up actions per absence case.Based on the Original Begin date the action list is created and the action dates are determined based onthe absence duration from the setup.

Figure 6. Monitor Follow-up Actions transaction


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Note: The employee action list will be automatically generated by the process, once the firstaction for the absence requires a notification. So, depending on the timing of the first action, itis determined as of which absence duration an action list will be created.

The Original Begin date will be defaulted with the absence begin date and can be updated in case thebegin date was corrected on the absence after the action list was generated.

The Case Manager can be assigned. This person will be notified for those actions that the CaseManager has been specified as a participant.

The administrator can add Comments per action list, as well as per action item under the Details.Besides the administrator can add multiple Notes for each action item.

The Briefing Statushas the following values: Not Started, Notified, In Progress, Cancelledand Completed. The process will update the values to either Not Started, Notified or Cancelleddepending on the situation (see next section for further explanation). The administrator will need toupdate the status to reflect whether an action is in progress or completed.

The Status Date will be set by the process once a status changes, or can be set by the administrator.

Process Follow-up Actions

A new transaction has been introduced to create and update the follow-up lists per absence case.This process can be ran adhoc, but can also be scheduled as a nightly batch.

Figure 7. Create Follow-up Notifications transaction

The From Date andThru Date will determine the time period in which new or ended absences willbe picked up for processing, as well as actions that are due in that period. In case the Thru Date is notspecified, the program will use the current date.


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The Company can be specified to limit the processing to the employees within a specific organization.

The following actions will be processed:

Begin of AbsenceA new action list will be created once the 1st

action requires a notification Return of AbsenceA new action item will be inserted to reflect that the employee has

returned from leave

Recurrence of AbsenceA new action item will be inserted to reflect that a recurrence hasoccurred, the action dates for the actions that had not started will be recalculated based on theduration the employee had been recovered

Action DateWhen a new action requires notification a message is generated and the statusis updated to Notified

Closure of AbsenceAfter 4 weeks (28 days) after return of absence, a new action item willbe inserted to reflect the closure of the action list and the pending action items will be set toCancelled.

Manage Attachments

On the transaction for monitoring the follow-up actions, additional details can be tracked per ActionItem. On the Details page we have added the capability to up- and download attachments, notes orprovide a URL to an internal or external website.

Figure 9. Action Item Details transaction

To enable this feature we have implemented the common Attachment Framework, which is generallyavailable as of HRMS 9.1.

The links, as shown above in the screenshot, can be enabled by defining attachments, which can be aURL, an Attachment or a Document Definition (allows the user to upload a file).


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Figure 10. Define Attachments transaction

Once the attachments have been defined, they can be associated to the appropriate Follow-up Action.

Figure 11. Maintain Definitions transaction

Note: it is possible to associate attachments to one, multiple-, or all actions.


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Along with the changes to the online transaction, the Long-term Illnesses Report has been updated, toshow the previous- and next follow-up action items for any current long-term illness.

Figure 12. Long-term Illness Report.


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Conclusion

The delivered features for Illness Monitoring in the Netherlands were developed based on feedback from

various User Group meetings in the Benelux. They address important business needs of Dutch companies,and may be useful as well to Human Resources departments of other countries.


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White Paper Title

December 2011

Author: Paul Smit

Oracle Corporation

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