| |
Required Level : Standard
Required Module : Human Resources
Required Version : 3.36 or later
Leave is becoming an increasingly complex item to manage. The
variety of leave types is exploding (Paid, Sick, Study and so
on.) The different ways of earning, and using leave (even within
one company) are getting so complex that knowing who can take
leave, and when, and how much is something of a black-art. The
Leave Accruement features in TNA 4 are designed to overcome
these difficulties.
- Leave Types : You're probably
familiar with simple leave types, like Paid, Sick and Unpaid
leave. TNA 4 allows you to create your own leave types -
up to 250 of them if necessary. (I hope for your sake that you
don't need that many...)
- Leave Scales : A leave scale is a set of rules that determine
how you Earn leave. For example you might get 1.5 days
of leave for each month worked. Or 1 day of leave for every
10 shifts completed and so on. TNA 4 allows for an
unlimited number of leave scales to be entered.
Using these two concepts together,
in the context of employees, we allow you to set a particular
employee, to a specific scale, for a particular leave type.
Example :
Frank earns 1.5 days per month of paid leave.
Setup : Frank, Paid Leave, Scale of 1.5 days per month.
Of course Frank's scale for Sick
leave might be (and probably is) completely different.
Example :
Frank earns 1.5 days per month of paid leave and 10 days a year
of sick leave.
Setup : Frank, Paid Leave, Scale of 1.5 days per month.
Frank, Paid Leave, Scale of 10 days per year
To round off the issue it's also possible for Frank's scale to change.
He might be promoted. Or transferred. So a crucial part of this
is the Date.
- So put it all together, leave rules for earning leave are
a combination of Leave Type, Employee, Leave Scale and Start
Date.
In order to simplify the configuration of leave a Leave Jump-Start
has been added to the Configuration module. You'll
find it in this module, in the Jump-Start menu, and it's
cunningly called Leave. This breaks the process down
into 5 basic steps;
1. Select Leave Features to Use
The first step is to select which leave features you want to use,
and which ones can be turned off.
Public Holidays : This refers to national, or state holidays.
If your company extends beyond a single nation, or state, then
you can choose to use Different Public Holidays in different
States. A more detailed look at this feature is available
here. For the
rest of this article we'll assume that you are using Leave
Accruement, and that that feature is ticked on.
2. Enter Public Holidays
Assuming the Public Holidays feature is turned on, you can now enter
public holidays. You may find your system is already pre-configured
with your holidays. If not enter them here.
3. Create Leave Types
Different Leave Types can, and do behave differently. Thus it is
necessary to carefully set up the available leave types giving careful
consideration to the various settings. A detailed description
of each setting is available here.
4. Create Leave Scales
Leave Scales can also come in all shapes and sizes. For a
detailed discussion of each option see the document here.
5. Assign Leave Scales to Employees
At first glance this screen may appear to be a bit overwhelming.
It is designed to allow you to allocate employees to as many scales
as necessary, with a minimum of fuss, but at the same time it does
make it full of information. For a full discussion of this
window see here.
Once configured properly leave is managed in the User module.
Using this module you are able to put employees on leave, monitor
the leave they are earning, and spending, and also change the
scales they are on. This is done either on the individual
level, or with many employees at the same time.
In the User Module, go to the Query or Edit menu,
to the Information about Employees option. Select the employee
to manage from the list, and click on the Leave button.
As you can see the screen has 5 different setting options. On the
first tab (displayed above) is the Leave Summary. You can
enter any date range you like, but be aware that if the To-Date
is in the future then future leave will not be included in the
summary.
Because the leave calculation can take a few seconds to do, you
first set the date-range that you're interested in, along with
the leave types you are interested in, and then click on the Calculate
button. This summary is particularly useful to see the overall
Leave Status for an employee.
The next two tabs allow you to view, and manage, the leave taken
by the employee. You can choose to do this as a list of information,
or via the handy calendar screen. Again you can choose to
display, or not display, any combination of leave types.
Aside : You'll notice there are 4 leave types added to the bottom
of the list, that aren't leave types in the normal sense.
These allow you to view public holidays, as well as pending, or
unapproved leave. On the calendar you can also see days
when an employee was Absent Without Leave (AWOL).
The Leave Earned tab displays leave as it is earned by the employee.
The type of leave, and the amount of leave (and when it is earned)
is set by the Leave Scale rules. Remember leave is not allocated
to an employee, until it has been earned, so future leave is not
displayed here. You can use this tab to manually enter,
or remove leave from an employee. If the leave is being removed
then enter a negative number for Earned.
Tip : If an employee cashes in leave for example, this would
be the place to come to add the necessary adjustment.
Lastly the Leave Scales tab shows you the current scales assigned
to the employee, and also allows you to change the scale of leave
that an employee is earning.
|
