HH.001.8 Process Absence Entitlement (Project Archive)
User Acceptance Test Overview
The information below is intended to provide colleges guidance on performing a User Acceptance Test on the Hire to Payroll business process. This step in the User Acceptance Test process will be executed whether a college uses TAM or not as each employee must be established with the appropriate absence entitlement. The term Absence Entitlement is a glamorous term for setting up an employee with the correct type of leave (e.g. sick leave, personal leave, etc.) for their job.
The high level flow for the Hire to Payroll process shows this step (HH.001.8 - Process Absence Entitlements) being executed concurrently with the other two steps (HH.001.6 Manage Time and Labor Enrollments) (HH.001.7 Manage Benefit Enrollments). In fact, an employee will need to have their Time and Labor Enrollment and Benefit Enrollment completed as part of the hire process and processing of absence entitlements will occur after the hire process is complete, but before the employee can submit an absence request to 'take' the leave they are entitled to receive (HH.001.9 - Enter and Process Absence Takes). All steps HH001.6 - HH.001.8 must be completed before HH.001.9 can be performed.
Coordination with other colleagues, such as those who manage hiring, benefit enrollment or process leave at your college in advance of commencing testing is key to success. Make sure to review with your testing team the types of entitles that are important for your college to test the 'earning' of the leave, and correspondingly, test the 'taking' of that leave the employee was entitled to receive.
The HH.001 - Hire to Payroll end-to-end test is considered complete when the job information, related time, leave and benefits are entered for the population of employees used in executing the test. The end result is employee data that will be ready and available for a payroll test. Actual execution of the payroll test is performed in a separate UAT HF.002 - Payroll to FIN (GL/AP).
Business Process Flow Diagram(s)
Self-Paced Training Materials (Advanced Prep)
To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.
- AB100 Absence Management
To register for these required courses visit the ctcLink Training Registration Page.
Instructor-Led Training Materials and Recordings
Instructor-Led Training Materials
Training Session Recordings
- Process Absence Entitlements Training Recording Part 1 (56:28) (Same recording referenced in HH.001.6 step)
Links to Quick Reference Guides - Steps in the Test Process
If a step notes that SBCTC Executes, please submit a ticket through Oracle Test Manager to notify the State Board to run the process and specify what date range to run the process for.
- HH.001.8.1 Run Identify and Caculate - (SBCTC Executes, see above)
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HH.001.8.2 Review Results
- Review Results
- College Testers validate leave accrual for a particular calendar and ensure that leave accruals are correct.
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HH.001.8.3 Correct Errors
- If accrual(s) are incorrect, please submit an Oracle Test Manager ticket. The Project team will resolve the issue and re-run the Absence process and return the ticket to the College Testers for validation.
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HH.001.8.4 Finalize Absence - (SBCTC Executes, see above)
- Once all accrual leave validations are completed please submit an Oracle Test Manager ticket to execute HH.001.8.4 Finalize Absence.
Minimum Test Case (Data) Scenarios:
College(s) will need to review the leave accrual rules provided to the ctcLink Project Team during configuration and ensure each rule is tested as part of the User Acceptance Test process. Examples for such rule scenarios are:
Scenarios for HH.001.8.1 - Identify and Calculate Absence Entitlements
- Process Vacation Leave, Sick Leave, Personal Holiday and Personal leave for Classified Employees.
- Process Vacation Leave, Sick Leave, Personal Holiday and Personal leave for Exempt Employees.
- Process Sick Leave, Personal Holiday and Personal leave for Full-time Employees.
- Process Sick Leave, Personal Holiday and Personal leave for Part-time/Adjunct Employees.
- Process Sick Leave for Hourly and Student Employees.
Recommended Error Test Conditions:
HH.001.8.1 - Identify and Calculate Absence Entitlements
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Error Condition: Leave processed, note accrual for employee who was terminated in the month prior.
- Expected Behavior: No leave will accrue.
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Error Condition: Leave processed, note accrual for employee with LWO more than 10days/80hrs in a month.
- Expected Behavior: No leave will accrue.
Previous Step in the High Level UAT Framework:
Next Step in the High Level UAT Framework:
Links to User Acceptance Test 'How To' Information:
Security Matrix Mapping Information
Security Roles Necessary for Testing
The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role Names needed to execute the User Acceptance Testing relevant to this UAT guide.
HH.001.8.1 - Identify and Calculate Absence Entitlements:
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
HH.001.8.2 - Review Results:
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll > Results by Calendar Group
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
HH.001.8.3 - Correct Errors:
Reviewing and resolving error conditions requires access to a number of pages as outlined below:
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll Info > Payee Iterative List
ROLENAME: This page is leveraged by ERP Support when called upon by colleges to review relevant errors.
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll Info > Processing Statistics
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
MENU: Global Payroll Absence Management > Absence and Payroll Processing > Prepare Payroll > Review Triggers
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
MENU: Workforce Administration > Self Service Transactions > Approvals and Delegation > Monitor Approvals
ROLENAME: ZZ Recruiting Admin
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll Info > Results by Calendar Group
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
MENU: Workforce Administration> Job Information> Job Data
ROLENAME: ZZ HR Employee Maintenance
ROLENAME: ZC HR Employee Maintenance (Correct Employee Job Data - HIGHLY RESTRICTED ROLE*)
HH.001.8.4 - Finalize Absence Run:
MENU: Global Payroll & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll
ROLENAME: ZZ SS ABS Administration (Administrator Access to Absence Processes)
* The roles that have correct history should ONLY be granted to a single individual who has a solid understanding of the impacts of making retroactive changes to data. Use of correct history can have detrimental impacts to key processes and should be done sparingly and with great caution.
At a minimum, these functions* should have the listed roles in order to ensure the ability to function within Time and Labor:
Function: Absence Administrator
Required Roles:
- ZD Absence Calc Results
- ZZ Abs Events and Adjs
- ZZ Abs Off Cycle Processing
- ZD Absence Mgmt Local Config
- ZD Absence Mngmt Reporting
- ZD FWL HCM View Pay
- ZZ SS ABS Administrator
- ZZ Shared Leave Mngmt
- ZD_DS_QUERY_VIEWER
- ZD_DS_QRY_TIMELABOR
- ZD_DS_QRY_ABS_MGNT
- ZD_DS_QRY_HRCORE
*Please note that these function names are generic and may differ from what is used at your institution.
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