Objective
The Time Off solution offers the following standard reports:
Absence Overview
Absence Frequencies and Duration
Employee Time Overview
Employee Timesheet
Time Account Overview
Time Account Snapshot
Time Pay Types Overview
Time Collector Template
Time Account Payout
Reporting of Planned Working Time with Story Reports
You can access them by navigating to Report Center and searching for the appropriate report. If Report Center is not enabled, access the Analytics area and search the Report Menu.
Now, let’s look at the Absence Overview report in detail and understand how to use it.
With the Absence Overview, you can view summarized absences by department and employee within the selected timeframe. The default is for all this information to be shown.
To move to more detailed information, where you can view the absences of individual employees, select the right pointing arrow and choose Absence Details.
You can restrict the data displayed in the Absence Overview by date or by filter.
Let’s look at the Time Account Overview Report in more detail and learn how to use it.
In the Time Account Overview, you can see the current balances per department and time account, taking account of both positive and negative bookings.
To pass to more detailed information, select the right pointing arrow next to the report header and choose Time Account Overview (per Employee).
Now, let’s look at the Time Account Snapshot Report in detail and learn how to use it.
The time account snapshots provide an overview of employee’s time accounts including time off earned, days taken and planned, and the balance. The balance is calculated by deducting time off taken and planned from the time off earned.
Each employee’s time account is specified by the time account type and the start and end date of the bookable period. The information is given either for hours or for days, depending on how the time account is managed and how the respective time account type is set up.
Earned = Sum of the following, up to the selected day (default = today)
All Accruals and Entitlements
Manual Adjustments (deduction and adding)
Carryforward values from period-end processing (negative or positive)
All recalculation values, for example, those values arising from an FTE change (negative and positive)
Bookings after the selected day aren't considered.
Taken = Sum of all taken leave up to and including the selected day. The default selection is today, but you can enter a different one.
Balance = Sum of Earned – Sum of Taken
Planned = Sum of all leaves planned for the future.
The default start date for the calculation is today, but you can enter a future date. If you do, here's what effect it has:
Earned: All bookings up to the selected future date are considered. If the time account type is set up with Simulation = YES, accruals up to the selected future date are simulated and added to earned.
Taken: Leaves are assigned to taken and planned based on the selected date. The report assigns data to either Taken or Planned, depending on when you run the report. Here is an example of how this works.
For example, an employee has booked five days of vacation for the second week of May.
You run the report on March 1. If you select 31.12.XX as the end date for the report, the five days in May are shown under the employee’s Planned Days.
You run the report on June 1: The five days are now in the past, so they appear under Taken Days.
The Time Account Snapshot Details shows each employee’s time off bookings in the specified period and for each of the employee’s time accounts. The following details are shown:
Organization details
Employee name
Time account type, along with the corresponding bookable period (start date and end date)
For each booking, the report shows:
Booking type
Booking amount
Booking date
Approval status
For bookings of type employee time (time-off requests), a row is shown for each day.
The following date option applies to both pages of the report:
You specify the relevant date range (On Start Date) to determine which time-off postings must be considered in the report.
FROM DATE: From which date onwards bookings must be included in the report.
TO DATE: Bookings until this date must be considered.
You can select the List Report filters for company, department, personal data, cost center, Person Id, and time account type. The report is sorted by department, employee name, time account type, and bookable period.
For all accounts with a valid bookable period within the selected period, the report output shows, the totals of each employee's earned, planned, and taken time off.
In this section, let’s look at the Absence Frequency and Duration Report and how to use it.
The overview of Absence Frequency and duration provides a listing of how many absences there have been over a given period and the total duration of those absences.
The report in the preceding figure shows that Michael Krueger was absent four times (twice for half a day each, once for one day, and once for three days).
You can use this information to calculate the Bradford Factor, but you can't do it in the report itself. Use the Microsoft Excel download facility to download the report data to a Microsoft Excel file and set up that file to calculate the factor.
In this section, let’s look at the Employee Times Overview and how to use it.
Employees record absences in Employee Central Time Off in the form of time types. With the Employee Times Overview, you can generate a list of attendance and absence time types recorded by employees. You can display and filter the report with various fields including person id, company, manager, and so on. You can also set the time dimension to analyze preset times such as current year or last quarter. Also, you can choose your own custom time.
In this section, let’s look at the Time Account Payout and how to use it.
You can use the time Account Payout report to view information about the payouts made from time accounts that have been set up to make this payout possible. This report shows that four payouts have been for two different employees so far in 2018.
Sometimes, you need to change an employee's job information, for example, to one of the time management attendance objects such as the work schedule or time profile that can lead to a recalculation of absences or attendances, accrual recalculations, and so on.
Changes to actual absences or temporary changes to time information can also result in recalculations.
Changes to an employee's time data or job information normally trigger a response in Time Management. Depending on the change, different business processes have to be re-run to adapt and re-evaluate existing data in Time Off and Time Sheet.
The recalculation process must be switched on by configuration and is always initiated by a recalculation-relevant change in data.
Example: The administrator retroactively changes the work schedule assignment in an employee's job information. This change means that absences already recorded and simulated are out of date and need to be corrected, taking account of the new work schedule.
The recalculation process is based on the Time Management Recalculation Event (TMRE) object. Each recalculation process is controlled by TMRE objects of its own type. The triggering data change creates a TMRE instance of the initial recalculation type and this TMRE then starts the recalculation for an employee. At the end of the first recalculation process, a TMRE is created for the following process step, which in turn, triggers the recalculation for its recalculation process until the last recalculation process is performed and recalculation ends.
The exact number of recalculation processes can vary depending on the triggering data change. Relevant recalculation processes are, however, always performed in the same order as a chain of independent recalculation processes. Each recalculation process provides error resolution capabilities and can be restarted independently from the other process parts.
Automatic recalculations can be activated o be triggered for changes within the Holiday Calendar object. If you activate recalculation in the Time Management Configuration object, you also have the option to activate Automatic Recalculation after Holiday Calendar Changes. For each change within the Holiday Calendar object, a Time Management Recalculation Event will be created, which recalculates all time data for all employees with this Holiday Calendar assigned.
Recalculation is processed as an Employee Central Time Management Event-based task by default.
See the separate guide on Recalculation in Employee Central Time Management for further details.
You can create a Story report with the planned working time data.
The Planned Working Time table in the Time Management schema allows you to create reports on the planned working time of the employees for specific periods, considering the work schedule information, temporary time information, and holidays.
The Planned Working Time table includes the following fields:
In the following figure, Start Time, End Time, Flextime Bandwidth Time, and Night Shift Bandwidth Time are all fields of String-Type and are applicable for Clock Time users only.
