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HRIS ABSENCE TRACKING

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					HRIS ABSENCE TRACKING
Training Overview Session
 ABSENCE TRACKING PROJECT
                 ** 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 PROJECT
                         ** OVERVIEW **                 Cont…

   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.
ABSENCE TRACKING PROJECT
                    ** OVERVIEW **                 Cont…


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.
            FEATURES 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 CHANGES
   IT0007 (Planned Working Time) has been
    changed to a new APPT work schedule for
    all PM/Conf. and USW appointed staff.
     HRIS SYSTEM CHANGES
                                                       Cont…

   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)
     HRIS SYSTEM CHANGES
                                             Cont…

   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.
     HRIS SYSTEM CHANGES
                                            Cont…

   IT0416 Vacation Payout in Lieu has been
    created to facilitate pay out of vacation.
   Note: Amount to compensate must be entered in
    hours.
          OUTPUT 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 DETAILS
                                                    Cont…

   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:
           OUTPUT DETAILS
                                                 Cont…

   HRIS users can also run an monthly absence summary
    report to track absences.
                    IN 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

				
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