HRP Portal Absence Entry SETUP Whole Process

Steps to Setup Employee Groups for Absences

1. Navigate to Board Control\General Tables\Employee Group Maintenance
2. Search for the desired Employee Group
3. The field ‘WEB Absence Indicator’ select ‘Yes’
   1. ‘Yes’ will allow the Employee Group to gain access to the Web Access Transaction processing
   2. Selecting ‘Yes’ will make the field ‘WEB Absence Approval Type’ mandatory 

1. The field ‘WEB Absence Approval Type’ select from the dropdown menu either ‘L’ for Location Approval or ‘G’ for Group Approval 
   1. Selecting ‘L’ indicates that all employee WEB Transactions from this specific Employee Group will be entered and/or approved by an authorized supervisor for the specific work location
   2. Selecting ‘G’ indicates that all employee WEB Transactions from this specific Employee Group will be entered and/or approved by an authorized supervisor for the specific Employee Group

1. Save the changes made on this Screen
2. Navigate to Board Control\General Tables\Site Configuration
3. Under the section ‘WEB Application Parameters’ fill in the fields with desired amounts for Absences
   1. The field ‘Oldest WEB Transaction allowed to be Entered (days)- Absence’ represents how far in the past an Absence can be entered in the WEB
   2. The field ‘Future WEB Transactions allowed to be Entered (days)- Absence’ represents how far in the future an Absence can be entered in the WEB
   3. The field ‘Maximum number of WEB Transactions in a Batch- Absences’ represents the maximum number of WEB transaction that will be included in one batch at the time of import into IPPS
   4. The field ‘WEB Transaction Retention- Main Table (days) Absence’ represents how long a WEB entered Absence will remain in WEB Transaction table after being imported in IPPS
   5. The field ‘WEB Transaction Retention- History Table (days)- Absence’ represents how long a WEB entered transactions will remain in the WEB Transaction History Table

1. Navigate to Board Control\General Tables\Web Absence Timesheet Authorization Maintenance
   1. Please Note from the fields ‘Location Code’ to ‘Job Code’ is for Authorize Absence Supervisors for an Employee Group or Location and the fields from ‘Authorization Location’ to ‘Authorization Description’ is for Authorization Absence Supervisor for Employee’s Home or Absence location

1. Create a record for a Supervisor by filling out the ‘Location Code’, ‘Authorization Order’, ‘Job Code’ and ‘Absence/Timesheet’ fields
   1. In the ‘Location Code’ field enter an active and valid ‘Location Code’ where the desired supervisor(s) are currently working
   2. In the ‘Authorization Order’ field enter a number between 0 to 99 to determine the order in which the Supervisors are displayed on the ‘Send For Approval To’ list  
   3. In the field ‘Job Code’, enter a valid Job Code for the desired Supervisor(s)
   4. In the field ‘Absence/Timesheet’ select either ‘A’ for Absence of ‘T’ for Timesheet as desired

1. Fill in the ‘Authorization for Location’, ‘Authorization for Group’ and ‘Auth Level’ fields based on the desired Employee Group for the Supervisor to Approve 
   1. For the field ‘Authorization for Location’ enter an active, valid Location Code that exists.  K212 Portal users will have access to enter and/or authorize Absences for any employee working at this Location (use this if under Board Control\General Tables\Employee Group Maintenance the field ‘WEB Absence Approval Type’ is selected as ‘L’) (‘Authorization for Group’ field should be set as ‘N/A’)
   2. For the field ‘Authorization for Group’, enter an active Employee Group code.  K212 Portal users will have access to enter and/or authorize Absences for any Employee in this Employee Group (use this if under Board Control\General Tables\Employee Group Maintenance the field ‘WEB Absence Approval Type’ is selected as ‘G’) (‘Authorization for Location’ field should then be set to ‘N/A’)
   3. For the field ‘Auth Level’ select ‘F’ (Full Access), ‘A’ (Approve Only) or ‘E’ (Enter Only) as desired 

1. Navigate to Board Control\Absence\Absence Reasons 
2. Find the desired Reason Codes that you would like to be displayed in K212 Portal for users to select
3. In the field ‘Web Indicator’ enter any value (can be either alphabetical or numerical) for the desired Reason Codes you would like to be displayed in K212 Portal
   1. K212 Portal uses the value in this field to control the display of the Absence Reasons available for selection by an employee when entering an absence on the K212 Portal Absence Entry screens.  If blank, the reason code will not be available for selection on the web

Steps to Enter an Absence in K212 Portal 

1. In K212 Portal Navigate to the Absence Module 
2. Select the desired Absence Entry Module 
   1. Board Entry is for Employees who work at the board with board level access entering for someone
   2. Employee Entry is for employees with employee level access entering an Absence for themselves
   3. Supervisor Entry is for the supervisor of an employee entering an Absence for their employees 
   4. Please Note: The process will be the same for all Absence Entry processes 

1. Select the ‘+New Entry’ icon, this will bring up a new page where users will enter an Absence
   1. Please when entering an Absence all of the mandatory yellow fields have to be filled out

1. To Start, select the position the Absence is for 
2. Fill in the ‘Absence Start Date’ and ‘Absence End Date’ fields with the appropriate dates for the absence 
   1. The Absence Start and End Date fields default to the current date
   2. Please Note: Absences can only be entered between the defined date range.  The date range is defined with the field ‘Absence can be entered From: To:’

1. The ‘Credit Loss in Days’ and ‘Override’ fields will automatically update
   1. The ‘Override’ field is an editable field 
2. Enter the appropriate supervisor to approve the Absence in the field ‘Supervisor to Approve’ 

1. Users can also enter information in the ‘Time’, ‘Duration’, ‘Replaced Employee’ and ‘Comments’ fields, however, these fields are not required
   1. If the Absence start and end date are the same date, users can enter a length of time for the absence in the either the fields ‘Time’ or ‘Duration’
   2. If the Absence end date is greater than the absence start date users can enter a length of time for absence in the ‘Duration’ field
2. Select ‘Save’
   1. Users will receive a notice if they would like to ‘Save’, ‘Save & Add New’ or ‘Cancel’, if users select ‘Save’ or ‘Save & Add New’ they will receive the notification ‘New Absence Record #XXXXXX was created’

Steps to Approve an Absence in K212 Portal

1. In K212 Portal, navigate to the Absence module 
2. Select the desired Absence Approval screen

1. In the Absence Approval Screen, search for the desired Absence status, fill in the mandatory Yellow fields and select ‘Search’
   1. This will bring up the list of available Absences to be approved  
   2. Please note in some cases users can search by Supervisor or Employee Id

1. Find the desired Absence for approval and select the menu icon
   1. This will show a variety of options including ‘Approve’, ‘Delete’, ‘Reject’, ‘Update’, ‘Detail’, ‘Profile’

1. Select on the ‘Approve’ option
   1. This will bring up a screen where users can add a note, however, it is not mandatory 

1. Select ‘Ok’
   1. Users will receive the notification ‘Item # XXXXXX status has been updated this indicates that the Absence was successfully approved 

Steps to Import Absence Batches

1. In IPPS navigate to Absence Management\Web Absence Transaction Import
   1. The page is used to import both Group Absences and Individual Absences from K212 Portal into IPPS
2. For importing Group Absences or Individual Absences under the tab ‘Transaction Status’ select ‘Pending’ and ‘Find’
   1. To import a Group Absence, at the bottom of the screen fill out the fields ‘Employee Group Code’, ‘As of End Date’ and ‘Absence Account’ with the desired information and Submit the Process.   Please Note not all of the fields have to be filled out in order to import an Absence, please fill out the information accordingly 
   2. To import an Individual Absence fill in the fields with the desired information for the Employee, change the field ‘Transaction Status’ to ‘A’ for ‘Approved’ and Save and Submit the Process 

1. Go to Absence Management\Employee Absence Transaction Entry
   1. This screen is used to maintain, enter and post Absence Batches
2. Find the Batch Number and Submit the Process