Create Calendar Group for Centralized Absence Processing

Purpose: Use this document as reference for how to create absence calendars in ctcLink.

Audience:  Absence Administrators.

You must have at least one of these local college managed security roles:

  • <there are no college-assignable roles>

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Creating Absence Calendars is a 3 part process:

  1. Create Period ID’s - Period Id creation is an automatic process. Create period Id’s for Entitlement and Take.
  2. Create Absence Calendars - Absence calendar is an automatic process. For each Company we have to create 8 absence calendar (4 Pay groups X 2 run types =8 Absence calendars)
  3. Create Calendar Groups - This is not an automated process; each calendar group is created manually. For each company we have to create a calendar group for entitlement (12 months) and Take (24 months), (i.e.) 36 calendar groups.

Create Calendar Group for Centralized Absence Process

PART 1 - Create Period ID's

The Automatic Period Creation process will create period ID’s for the type of Calendar you are creating, i.e.: ENT & TAKE.

Navigation:  Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework Calendars > Automatic Period Creation

ENT Period IDs Creation

  1. The Automatic Period Creation search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Run Control ID.
  4. Select the Add button.
  5. The Automatic Period Creation page displays.
  6. In the Period Creation Parameters section, make the following selections:
    • Frequency ID = M (monthly)
    • Unit of Measure = Number of Months
    • Begin Date = mm/dd/yyyy (Calendar year Begin Date)
    • End Date = mm/dd/yyyy (Calendar year End Date)
    • Period ID Prefix = ENTYYYY (ENT) (Use calendar year for which you are creating new calendars)
    • Period Frequency Suffix = M (month)
    • Sequence Number = 1
    • Units in Period = 1
  7. Select the Run button.
  8. Once the process is run to success and posted, result verification follows.
  9. This process will create 12 Period ID’s for ENT calendars (Entitlements are run monthly).

The process to create period IDs for ENT calendars is now complete.

View Results for ENT Period IDs

You must have at least one of these local college managed security roles:

  • ZD Absence Mgmt Local Config
  • ZZ SS ABS Administration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework > Calendars > Periods

  1. The Periods search page displays. Enter applicable search criteria.
  2. Select the Search button. The Search Results display.
  3. Select a Period ID to review details.
  4. The Periods page displays the chosen Period ID details.

The process to view the ENT period IDs created is now complete.

TAKE Period IDs Creation

The Take calendar creation process is the same as the ENT process with adjustments to the Period Creation Parameters.

Navigation:  Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework Calendars > Automatic Period Creation

  1. The Automatic Period Creation search page displays.
  2. To create Period IDs for the TAKE calendars, select the Add a New Value tab.
  3. Enter the Run Control ID.
  4. Select the Add button.
  5. The Automatic Period Creation page displays.
  6. In the Period Creation Parameters section, make the following selections:
    • Frequency ID = S (Semimonthly)
    • Unit of Measure = Semimonthly
    • Begin Date = mm/dd/yyyy (Calendar year Begin Date)
    • End Date = mm/dd/yyyy (Calendar year End Date)
    • Period ID Prefix =TAKYYYY (TAK) (Use calendar year for which you are creating new calendars)
    • Period Frequency Suffix = S = (Semimonthly)
    • Sequence Number = 1
  7. Select the Run button.
  8. Once the process is run to success and posted, result verification for the TAKE calendar creation will follow.
  9. This process will create 12 Period ID’s for TAK calendars (Takes are run semimonthly).

The process to create period IDs is now complete.

View Results for TAKE Period IDs

Navigation:  Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework > Calendars > Periods

  1. The Periods search page displays. Enter applicable search criteria.
  2. Select the Search button. The Search Results display.
  3. Select the Period ID.  The Periods page displays the select Period ID details.

The process to view the TAKE Period IDs created is now complete.

PART 2 - Create Absence Calendars

Use the Automatic Calendar Creation page (GP_AUTO_CAL1) to run the Automatic Calendar Creation process to create a set of calendars.

NOTE: Calendars need to be created for each pay group within each company for ENT and TAKE for all the run type.

Navigation: Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework > Calendars > Automatic Calendar Creation

Create ENT Absence Calendar

  1. The Automatic Calendar Creation search page displays.
  2. Select the Add a New Value.
  3. Enter the Run Control ID. Select the Add button.
  4. The Automatic Calendar Creation page displays.
  5. In the Calendar Parameters section, make the following selections:
    • Calendar ID Prefix: Enter the Company code (Ex: 220)
    • Pay Group: Enter the Pay Group (Ex: C22ABS)
    • Run Type: Enter the Run Type (EX: 220 ENTITL)
    • Frequency: M (Monthly)
    • First Period ID: select the First Entitlement period ID (EX: ENT2020M01)
  6. In the Settling Payment Date section, make the following selections:
    • Days from Period End Date:
      • Number of days = 000
  7. In the If Payment Date is a holiday section, make the following selections:
    • Payment Date does not change
  8. In the Payee Selection section, make the following selections:
    • Active PLUS Payees with….
  9. In the Additional Criteria section, make the following selections:
    • Check the Positive Input box
    • Check the Pending Retroactive Changes box
  10. Select the Save button. Scroll up and select the Run button.
  1. Once the process is run to Success and Posted, verify results for the ENT absence calendar creation.
  2. View the results by navigating to:
    • Navigation:  Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework > Calendars > Calendars
  3. The Calendars search page displays.
  4. Enter the Pay Group.
  5. Enter the Calendar ID.
  6. Select the Search button. Review the results.

The process to Create ENT Absence Calendars is now complete.

Create TAKE Absence Calendar

  1. The Automatic Calendar Creation search page displays.
  2. Select the Add a New Value.
  3. Enter the Run Control ID. Select the Add button.
  4. The Automatic Calendar Creation page displays.
  5. In the Calendar Parameters section, make the following selections:
    • Calendar ID Prefix: Enter the Company code (Ex: 170)
    • Pay Group: Enter the Pay Group (Ex: F17ABS)
    • Run Type: Enter the Run Type (EX: 170 TAKE S)
    • Frequency: S (Semimonthly)
    • First Period ID: select the First TAKE period ID (EX: TAK2020S01)
  6. In the Settling Payment Date section, make the following selections:
    • Days from Period End Date:
      • Number of days = 000
  7. In the If Payment Date is a holiday section, make the following selections:
    • Payment Date does not change
  8. In the Payee Selection section, make the following selections:
    • Active PLUS Payees with….
  9. In the Additional Criteria section, make the following selections:
    • Check the Positive Input box
    • Check the Pending Retroactive Changes box
  10. Select the Save button.
  11. Scroll up and select the Run button.
  1. Once the process is run to success and posted, verify results for the TAKE absence calendar creation.
  2. View the results by navigating to:
    • Navigation:  NavBar > Navigator >Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Framework > Calendars > Calendars
  3. The Calendars search page displays.
  4. Enter the Pay Group and Calendar ID.
  5. Select the Search button. Review the results.

The process to Create TAKE Absence Calendars is now complete.

PART 3 - Create Calendar Groups

A calendar group identifies calendars to process together for an on-cycle run or the off-cycle groups to process for an off-cycle run.  Calendar groups must be created before running any absences processes for the year.

This is not an automated process; each calendar group is created manually.

Note: For Centralized Absence Processing we are going to create Global Calendars.

Create ENT Calendar Group

Navigation:  Global Payroll & Absence Mgmt > Absence and Payroll Processing > Define Calendars > Calendar Groups

  1. The Calendar Groups search page displays. Select the Add a New Value tab.
  2. Enter the Calendar Group ID for the group you want to create (GLBL <YY> <MONTH> < ENT>).
  3. Select the Add button.
  4. The Calendar Groups page displays.
  5. Enter a description/short description (Global 2018 JAN ENTITLEMENTS).
  6. In the Calendar List section, enter the Sequence number.
  7. Select a Pay Group and Calendar ID for each you want to add to the calendar group (Enter the Absence Pay groups for all the colleges and agencies.).
  8. To add a new row, select the [+] icon.
  9. Once you have added all the applicable Pay Groups and Calendar IDs, select the Save button.

The process to create an ENT calendar group is now complete.

Create TAKE Calendar Group

Navigation:  Global Payroll & Absence Mgmt > Absence and Payroll Processing > Define Calendars > Calendar Groups

  1. The Calendar Groups search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Calendar Group ID for the group you want to create (GLBL <YY> <MONTH> <TAK>).
  4. Select the Add button.
  5. The Calendar Groups page displays.
  6. Enter a description/short description (Global 2018 JAN A TAKE).
  7. Select the Process retro triggers box (this is NOT used for ENT calendars).
  8. In the Calendar List section, enter the Sequence number.
  9. Select a Pay Group and Calendar ID for each you want to add to the calendar group (Enter the Absence Pay groups for all the colleges and agencies.).
  10. To add a new row, select the [+] icon.
  11. Once you have added all the applicable Pay Groups and Calendar IDs, select the Save button.
  12. The process to create a TAKE calendar group is now complete.
  13. The 3 part process to create calendar groups for the centralized absence processing is now complete.

End of procedures.

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