Trần Lê Phúc Thịnh

ABSENCE
ADMINISTRATION
TRẦN LÊ PHÚC THỊNH

THINHTLP@UEH.EDU.VN
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2 MODULE OVERVIEW

• Absences represent time during which a worker is absent from work. Managing worker absence
information helps a company identify its capacity cost and consumption about people assets so that it
can gain control over its human asset capacities.
Objectives
• The objectives are:
• Explain basic absence management principles.
• Enable absence registration.
• Clean up absence transactions.
• Differentiate between absence registrations and absence requests.
• Describe the approval process.
• Review the absence reports and statistics.
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3 INTRODUCTION

• Absence management is set up through the following processes:

• Set up absence groups
• Set up absence codes
• Set up absence validation rules
• Assign workers to the absence setup
• Set the absence start date for the worker
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4 ABSENCE ADMINISTRATION

• To maintain absence information for the organization, periodically, absence administrators

must complete the following tasks:
• Maintain absence validation rules
• Set up absence information for new workers
• Register or request absences for workers
• Approve or reject absence requests and registrations
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5 ABSENCE VALIDATION RULES

• For each absence code (reason for a worker's absence), you can create rules that specify how the absence
code can be used. If you are an absence administrator, you might have to maintain the absence validation rules.
• You can create rules based on the following:
• Maximum in a series – Maximum number of consecutive days (in a series) that the workers are allowed to have
absences.
• Maximum days in a period – Maximum number of total days that the workers are allowed to have in a period.
• Maximum series in a period – Maximum number of times a worker is allowed to have consecutive absences (days in
a series) in a period.

• Use the Absence administration form to view a list of workers who have violated the absence validation
rules that you set up.
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6 ENTER ABSENCE REGISTRATIONS AND

REQUESTS FOR WORKERS
• If some workers do not have access to Microsoft Dynamics AX or the Enterprise Portal for Microsoft
Dynamics AX, a manager or an absence administrator must enter absence registrations for those
workers in Microsoft Dynamics AX.
• Absence administrators can register past absences on behalf of another worker by using the Register
absences for multiple workers form in the Home module. The absence administrator must be
assigned as the person in charge of the worker's absence setup and have one of the following roles:
• HR Compensation & Benefits Manager
• HR Assistant
• Payroll Administrator
• Manager
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7 SET UP ABSENCE INFORMATION

• To set up workers to enter absences, you must create the following codes:
• Absence setup – Periods in which to register absences
• Absence codes and groups – Validation rules (optional)
• Absence status – Preparation for the Absence status report

• Absence setups are assigned to workers. Then, workers assign absences codes when they
enter any absences.
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8 ABSENCE SETUPS

• Sometimes, for companies or for groups of workers in the same company, you must have
multiple absence period frequencies, multiple absence administrators, and different
working times to track workers’ absences. To have this differentiation, you can create
absence setups. Click Human resources > Setup > Absence > Absence Setup.
• For each absence setup, you can specify the following:
• The period in which a worker can register the absences
• Who approves the absences
• Whether the absences are entered in days or hours
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9 ABSENCE CODES

• Absence codes indicate the reasons for workers’ absences and apply validation rules to
the reasons. Click Human resources > Setup > Absence > Absence codes.
• For each absence code, you can specify the following:
• Text color and the background color
• Absence group
• Validation rules
• Payroll information
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10 ABSENCE GROUPS

• Absence groups are logical groups of absence codes. They are especially useful to manage the
different types of absence codes. Absence groups are used together with absence codes to
form a basis for absence reporting. Click Human resources > Setup > Absence >
Absence groups.
• For example, an absence group titled Personal might include the following absence codes:
• Dentist
• Doctor
• Funeral
• Wedding
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11 SET UP ABSENCE INFORMATION FOR

WORKER
• You must specify absence information for the worker before you can enter, transfer, or
approve absence registrations or requests for that worker.
• Use the Absence area in the Worker form to specify the following absence
information for each worker whose absences should be tracked.
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12 ABSENCE SETUP

• The absence setup for the worker determines who the absence administrator for the
worker is, the length of the worker’s absence periods, and whether the worker’s
absences are tracked in days or hours.
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13 ABSENCE DATE

• The absence date is the earliest date when the worker can submit an absence
registration or absence request. For example, if Alicia Samuel is hired on September 9,
2011, but her employment agreement indicates that she cannot be absent from work
until October 15, 2011, you would enter 10/15/2011 as the absence date.
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14 WORKING TIME

• For each day of the week, enter the number of working hours that the worker is
expected to work in the Working time field group. The total hours for each work
week are automatically calculated in the Total working hours field. The total number of
work days for each week is automatically calculated in the Work days field. This
information is used for reporting and, if the workers absences are hour based, then you
must also calculate the default hours for the absence registrations or for the requests
that you create.
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15 MANAGE ABSENCES

• To record absences, the absence administrator first creates or generates an absence

journal for a worker. Then the user or the absence administrator registers that absence.
After it is registered, you can transfer the absence for approval
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16 MANAGE ABSENCES
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17 CREATING AN ABSENCE JOURNAL

• Absence journals contain absence registrations for a specific worker for a specific
absence period. The absence period is defined by the absence setup that the worker is
assigned to. Before you can register an absence for the worker, you must create an
absence journal for the worker.
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18 REGISTERING AN ABSENCE

• You can register past absences and you can request future absences. For both past and
future absences, you can create open-ended absence transactions for workers whose
working time is measured in hours. An open-ended absence transaction does not have an
ending date. If you are an absence administrator, you can also register absences for the
workers whom you are the absence administrator.
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19 LAB: ENTER AN ABSENCE

• Scenario
• Nhân viên ABC trong đơn vị bạn vừa mới được tuyển dụng ngày hôm nay và sẽ được bắt
đầu hưởng chế độ nghỉ phép. Nhân viên này có chế độ làm việc hưởng lương theo tháng
và 1 năm có 12 ngày phép. Nhưng vì là nhân viên mới nên nhân viên ABC chỉ được nghỉ
tối đa 2 ngày liên tục trong 1 đợt nghỉ và 1 năm chỉ được nghỉ tối đa 6 đợt.
• Là 1 nhân viên quản lý nhân sự, bạn hãy tạo ra một chế độ nghỉ phép phù hợp với các
nhân viên theo kiểu này và đặt tên là ####_TestAbs (#### là 4 số cuối MSSV).
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20 LAB: ENTER AN ABSENCE

• Scenario
• Nhân viên ABC của đơn vị bạn muốn được nghỉ phép vào ngày cuối của tháng này vì phải
tái khám bệnh. Nhân viên này chưa có tài khoản để đăng ký trên hệ thống,. Bạn là người
quản lý nhân sự sẽ giúp nhân viên này đăng ký nghỉ phép vào ngày cuối tháng này.