PFC - HCM - 026 - FDD - Absence - 1.1

Petrofac
Human Capital Management – Absence

Foundation Design Document – Oracle HCM Cloud – Absence
April 2019
Version 1.1
Approval
Name Position Signature
Russell Gomes Global HCM Business Lead
Oracle Consulting (OC)

Document Control
Change Record
2
Date Author Version Change Reference
25-Mar-2019 Sahil Mahajan 0.1 Initial Version

31-Mar-2019 Vimala Muthuswamy 1.0 Reviewed and Baselined for Release
23-Apr-2019 Vimala Muthuswamy 1.1 Add an open item for SSP after the
Walkthrough Session
Reviewers
Name Position
Vimala Muthuswamy HCM Lead Consultant
Distribution
Copy Name Location

No.
1 Library Master Project Library in Oracle Beehive

2 Library Master Project Library in Petrofac SharePoint
3 Kenny Richardson Project Manager
4 Russell Gomes Global HCM Business Lead
5 Saji Krishnan Global HCM IT Lead
P Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 2 of 20

Table of Contents
Document Control.................................................................................................................................2
Introduction...........................................................................................................................................4
Objective...........................................................................................................................................4
Related Solution Design Documents..................................................................................................4
References.........................................................................................................................................5
Process Overview..................................................................................................................................6
Absence Planning to Continuity.........................................................................................................6
Oracle Modern Best Practice.........................................................................................................6
Seeded Oracle Roles......................................................................................................................7
Process Descriptions..........................................................................................................................7
Business Process: Define Absence & Leave Plans..........................................................................7
Business Process: Create Absence Rules & Controls......................................................................9
Business Process: Enable Employee Self Service.........................................................................10
Business Process: Track Absence Balances..................................................................................11
Business Process: Monitor Absence Trends & Analysis...............................................................12
Key Design Considerations..................................................................................................................13
Integration Points................................................................................................................................16
Absence to OTL................................................................................................................................16
Reporting.............................................................................................................................................17
Standard Metrics.............................................................................................................................17
Standard Reports.............................................................................................................................17
Additional Reports...........................................................................................................................17
Security................................................................................................................................................18
Open & Closed Issues..........................................................................................................................19
P Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 3 of 20

Introduction
Objective
The purpose of this document is to:
 Describe the high-level features available in Oracle HCM Cloud to support the Absence
Planning process, as available in HCM Cloud Release 13 (version 19A);
 Provide an overview of the standard Oracle Modern Best Practices associated with the
Absence Management solution set;
 Highlight any key design considerations that Petrofac should be prepared to assess in
preparation for implementation of HCM Cloud for Absence Management;
 Highlight any material areas where current Petrofac operating processes may need to be
challenged in order to align with standard HCM Cloud processes.
 This document will serve as a baseline for what functionality will be used in solution;
 The foundation design document is based on Action Log, Key design decisions and
Questionnaires gathered from Petrofac during the Familiarization Sessions;
The content of this document is based on the standard flows and embedded business processes
within Oracle HCM Cloud Absence Management, as validated in a workshop conducted by Oracle
Consulting Services for Petrofac.
Oracle HCM Cloud is delivered via the underlying Oracle Cloud Applications suite. Oracle Cloud
Applications have been designed around business process best practices and are open-standards-
based business applications.
Related Solution Design Documents

Global Absences is part of the integration Global HCM suite of modules. We recommend that in
order to understand the overall solution and also to understand the linkages of Global Absences with
other modules, reviewers of this document also go through following documents:
 Foundation Design Document – Core Hr

 Foundation Design Document – Time and Labour
 Foundation Design Document – Payroll
 Foundation Design Document – Compensation
Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 4 of 20

References
Reference Description Version
Oracle Modern Any reference to best practices is intended to refer to Oracle Modern Best Practice N/A
Best Practice processes [OMBP]. Visit the official Oracle Modern Best Practice business process
repository for an exhaustive overview of our detailed processes. The repository can be
found here. [https://www.oracle.com/applications/modern-best-practice/hr-and-
talent-management/index.html]

Process Overview
Absence Planning to Continuity
Oracle Modern Best Practice
The Absence Management application allows you to define and manage local absence rules
following a global structure. Employees can schedule and maintain their absence requests and have
insight in their balances and absence history. Managers have this insight for their direct reports and
can administer leaves on behalf of an employee and are part of the approval chain where
appropriate. Improved insight in absences has a positive impact on the continuity of business
processes. HR Specialists are the administrators of Absence Management: They enter absences
when needed, manage absence enrollments, adjust balances and can be part of the approval flow.
Absence Management enables simplified absence transactions for employees, managers, and
administrators. The user interface hides the complexity of the rules behind the absence types and
allows employees to request and maintain their absences easily. Absence Management allows
implementers to create absence types by the configuration of absence validations, carry over rules,
administrative tasks, and display attributes that will result in transactions for absence requests or
recordings.

The processes covered in the High-Level Solution Design are:
 Define Absence & Leave Plans

 Create Absence Rules & Controls
 Enable Employee Self Service
 Track Absence Balances
 Monitor Absence Trends & Analysis
Seeded Oracle Roles

The roles involved in the Absence Planning to Continuity process:
Role Description
Human Resource Specialist Can view and edit all HR data for all employees. For the Absence
Planning to Continuity process specifically they can:
 Process absence transactions within their span of control
 Register absences for employees
 Perform approvals
 Maintain absence adjustments
Line Manager Can view all non-confidential data for their own direct and indirect
reports. For the Absence Planning to Continuity process they can:
 Review team availability
 Approve absence requests
 Register absences on behalf of a direct report
Employee Can view their own data only. For the Absence Planning to Continuity
process they can:
 View leave taken and remaining balance
 Request absences
Process Descriptions
Business Process: Define Absence & Leave Plans
Absence Management provides the structures to register all types of absenteeism, like holiday or
vacation leave, sickness, special care or family leave and parental /maternal leaves. For each of the
countries where staff is employed local definitions of absences would be configured. Regardless of
the number of countries or regulatory geographies, best practice is to harmonize absence processes
across the company.

Oracle HCM Cloud Absence Management uses multiple configuration components to enable
effective administration as depicted in the below diagram.
Absence types are the actual elements used by employees, line managers and HR Specialists to
request or register time away from work or an absence. The behavior of the absence type in terms
of approval, restrictions, data components and rules are defined during the configuration. Absence
types are defined within the span of one legal employer.
Absence patterns contain a predefined set of rules to be used as a starting point to create an
absence type. Delivered patterns are generic, illness/injury and childbirth/placement.
Absence plans are used to set the rules governing a specific accrual for time off from work. Typical
plans include accrual for holiday/vacation and sick leave. Accruals can be front loaded at the
beginning of the year or another time like an anniversary date, or assigned incrementally per period.
Action items can be used to register authorization for certain absence types, e.g. a doctor’s
certificate as proof of sickness leave.
Absence reasons are an optional attribute to the absence record which permits a higher granularity
to absence reporting. Please be aware that there are legal limits in some countries to the
registration of reasons for sickness.
Absence categories are mainly used to group absence types for reporting and analyzing purposes.

Business Process: Create Absence Rules & Controls
Petrofac policies and legislative rules set the boundaries for employee’s absence and leave
administration. Specific rules and controls can be configured using the capabilities of absence types
and absence plans. These structures provide validation rules, calculation formulas and display
options to cater for Petrofac requirements.
Eligibility profiles are used to determine whether employees are enrolled or eligible for specific
absence plans/types. Every employee can only request an absence for which they are eligible. For
instance, profile settings might prevent Birthed or Placement leave requests until the child has been
registered as a Contact. Manual enrollment is possible in addition to automatic enrollment.
Work Schedules
The availability of an employee is determined automatically using the absence entries for that
period, their current work schedule and any calendar events associated to the work schedule. The
system searches to determine whether an employee has been assigned to a specific work schedule.
If no specific assignment is found the system determines whether a work schedule assigned to part
of the organizational structure should be applied to an employee. Work schedules attached to one
of the associated work structures in the following order: position, job, department, location, legal
entity or enterprise.
Work schedules are a key element in the calculation of the duration of an absence period. The
duration is the difference between start and end date (time) minus any calendar events and non-
working days.
Work schedules (as well as calendar events and absences) are also used to track availability of team
members. Managers can view their team’s availability using standard reporting.
Refer attached file for more details
Accrual Calculation
Absence plans are used to define the entitlements/accruals for different types of for time off. Oracle
HCM Cloud has multiple plan types to accommodate a wide variety of requirements. The accrual
type plan enables employees to accrue time for paid leave; like vacation. For a qualification type
plans, like maternity leave, employees need to qualify first to receive payments. The “No

Entitlement” type plan is used to track absences where there is with a limited amount of time
allotted per period (e.g. paid sickness has maximum of 10 days a year).
During the implementation rules for enrolment, termination, frequency, waiting or vesting periods,
limits and carry-over are set. Furthermore, the rules to calculate the entitlement/accrual are set.
These rules may vary between groups of employees. The accrual, termination and other absence
rule calculations can use data like years of service, age, part time or FTE (Full Time Equivalent)
percentage, level in the organization, etc.
Business Process: Enable Employee Self Service

Employees and managers utilize the self service capabilities of Oracle HCM Cloud to register and
maintain employee absences. Employees can request time for any absence they are eligible for and
for which employee self-service is enabled. The request triggers an approval process which is routed
according to Petrofac’s requirements.
Managers and HR Specialists can enter absences on behalf of an employee, if the employee isn’t able
to do so. The typical approach is to have employees request all absences themselves.
Line Manager Request Absence on behalf of employee

Employee requests their own Absence
Note: Multiple levels of approval hierarchy can be configured.
Absence Approvals
Data entry of absences can trigger an approval process and can be set according to Petrofac
requirements. Once the approval has been initiated the approver has all standard approval
functionality at their disposal: approve, reject or request more information. Refer the Key Design
Considerations Section below for the approval rules
Business Process: Track Absence Balances

The absence balances of employees are calculated throughout the year to give employees, managers
and the organization accurate information on accrued, taken and outstanding absence. All groups
can see an up to date balance at any time in the manage absence records pages. An employee can
also see the effect on his balance when requesting absence and decide if he wants to go through
with the request or not.

Business Process: Monitor Absence Trends & Analysis
Within Fusion HCM Absence Management there are reports that can give insight to the organization
regarding absence trends. For an employee, their own absence history is available and managers can
see the absence history for their direct reports. On a higher level, dashboards are available for HR to
see gain insight and analyze absence trends at an aggregated level and empowering HR to take
actions where needed.

Key Design Considerations
As part of the review of Absence Management, a number of key design considerations were
highlighted, which should be reviewed in preparation for and as part of the initial stage of an HCM
Cloud (Absence Management) implementation for Petrofac. These are outlined below:
 All employee will have access to Fusion cloud so that absences can be entered in system, if
employee doesn’t have access then HR/Line Manager will enter the details in system on
behalf of employee.
 Public holidays will be maintained based on location/country. Recalculate Absences process

must be run for Public Holidays that are not fixed in the beginning of the year.
 Defining work schedule is pre-requisite for using absences if working days needs to be used
for absence duration calculation. It is used to calculate the duration of actual days away
from work.
 Every employee will be attached to a Work Schedule which will derive absence duration.
o If absence duration is in “Days” or “Hours”, then duration will be calculated only for
working days as per schedule attached. It will not include any off days and public
holiday days for duration calculation.
o If absence duration is in “Calendar Days” then duration calculation will include all
days as per calendar. Work schedule will not be considered for duration calculation.
The duration calculation will include any off days and public holiday days for
duration calculation.
 All countries will follow the same approval hierarchy for same absence type. All absence
approvals are harmonized. The following are the high level approval flows:
o Employee initiated requests will follow the below levels

1. Line Manager
2. HR Business Partner (Approval)
3. HR Shared Services (FYI)
o Manager initiated requests will follow the below levels

2. HR Shared Services (FYI)
o HR initiated requests will follow the below levels

1. Line Manager (Approval)

 Absences can be entered back dated; corrections to dates can be done for back dated
absences; absences can be withdrawn by the employee. Approval flow will be same as
mentioned above.
 Public holidays will be location specific for UK, there will be two nodes which will be defined
Scotland and England. All locations will be tagged to either of these nodes.
 For UK If a location doesn’t allow/follow public holiday then node will not be attached for
that specific location.
 Offshore locations in UK will not have any public holiday.
 Public holidays will be country specific for UAE and all other countries except for UK.
 Absence Types, Accrual Rules and Validations are mentioned in detail under the following
location in the Project Library. The below table provides the snapshot of the files
consolidated:
S No Country Comments
1 Algeria
2 Australia Pending – Petrofac to provide details
3 Azerbaijan No Leaves. Only R&R.
4 Bahrain No Leaves. Only R&R.
5 China
6 Germany No Leaves. Only R&R.
7 Great Britain & Northern Ireland Pending – Oracle to review the file provided
8 India
9 Iraq
10 Italy
11 Kazakhstan No Leaves. Only R&R.
12 Korea, Republic of (South) Pending – Petrofac to provide details
13 Kuwait 1. Carry forward for local hires to be finalized
14 Malaysia Pending – Oracle to review the file provided
15 Mexico Pending – Petrofac to provide details
16 Netherlands No Leaves. Only R&R.
17 New Zealand Pending – Petrofac to provide details
18 Oman
19 Qatar No Leaves. Only R&R.
20 Russia
21 Saudi Arabia
22 Singapore
23 Thailand No Leaves. Only R&R.
24 Tunisia No Employees. No Leaves.
25 Turkey
26 Turkmenistan
27 United Arab Emirates
28 United States

Detailed files for each country are kept under the below locations:
 Oracle Beehive: https://stbeehive.oracle.com/content/dav/st/Petrofac%20Cloud
%20Transformation/Documents/02-Focus%20Phase/01-HCM/04-Config%20Workbook/
30%20Absence
 Petrofac SharePoint:
https://petrofaconline.sharepoint.com/:f:/s/ERP_2.0_PMO/EjdgT4xLtDtEuB9zzvS1P-
8BmyAnqHcjutioGSBxHMYl-g?e=bsotOE

Integration Points
Oracle HCM Cloud will be embedded in a landscape of other Oracle Cloud applications and
surrounding external applications/systems. Oracle Cloud applications for HCM, ERP and SCM share
common data components like departments, locations, jobs, employees, cost centres, etc. across
these applications. They are an integral part of the Oracle solution and will not be described in this
section.
Oracle Absence Management Cloud has a native integration with Oracle Time and Labor Cloud. This
means that absence records can flow from Absence Management into a time card, depending on
configuration of Time and Labor templates, without the need of any additional configuration or an
interface as long as the UOM in the time card and absence are same.
Absence to OTL
Absence Records will be interfaced through a custom PaaS solution from Oracle Absence
Management Cloud to Oracle Time and Labor Cloud. Absences in Days will be converted to Hours
based on the Work Schedule of the employee and updated in the time card against the employee’s
Leave Project.

Reporting
Standard Metrics
The following standard metrics are provided as part of Oracle Cloud to support Absence
Management processes as Key Performance Indicators (KPIs), delivered via the Oracle Transactional
Business Intelligence tool.
Subject Area Metric Description
Workforce Management Leave Duration Total number of absence Days/hours across all the
– Absence Real Time absences of the worker.
Workforce Management # of Absences Number of Absences taken by worker

– Absence Real Time
Standard Reports
The following standard reports are provided as part of Oracle Cloud to support the Performance
Management processes, delivered via the Oracle Transactional Business Intelligence (OTBI) or
Business Intelligence Publisher (BI Publisher) tools.
Report Name Report Description Type
Absence Overview Report providing Period filters and showing the Absence OTBI
Overview by Business Unit
Absences for Today and Displays the number of absentees as of today and OTBI
Tomorrow tomorrow.
Additional Reports
The additional Reports that must be created to support the Absence Management processes, would
be delivered via the Oracle Transactional Business Intelligence (OTBI) or Business Intelligence
Publisher (BI Publisher) tools. Refer the Report Catalogue in the Project Library for the list of Custom
Reports identified.

Security
The following roles have been identified to support the Absence Management processes for
Petrofac.
Role Name Description
Employee This is an Auto Provisioned Role Attached to all Employees
Line Manager This is an Auto Provisioned Role which is attached to the Managers
having Employee’s reporting under them.
HR Business Partner This is an Auto Provisions role based on the Area of Responsibility
tagged in the Core HR record.
HR Shared Services This is an Auto Provisions role based on the Area of Responsibility
tagged in the Core HR record.

Open & Closed
Issues
This section is used to summarise any issues
relating to HCM Solution Sets and responses to
these questions when known.
ID Topic Question Status Response
ABS 01 Absence Rules Policies to be provided for Open Pending with Petrofac
1. Australia
2. South Korea
3. Mexico
4. New Zealand
ABS 02 Absence Rules Policies to be reviewed for Open Pending with Oracle
1. UK
2. Malaysia
Copyright © 2018, Oracle and/or its affiliates. All rights reserved. This
ABS 03 Absence Rules Finalised Policies to be Opendocument is provided
Pending with Oraclepurposes only and the contents
for information
uploaded in Share Point hereof are subject to change without notice. This document is not
warranted to be error-free, nor subject to any other warranties or
ABS 04 R&R Rules R&R Design to be finalised Openconditions, whether
Pending withorally
expressed Oracle
or implied in law, including implied
warranties and conditions of merchantability or fitness for a particular
ABS 05 Shift Schedule For countries other than UAE Openpurpose. We specifically disclaim
Saeed and any liability with respect to this
Carole
and UK - Public holiday and document and no contractual obligations are formed either directly or
shifts/patterns/schedules to be indirectly by this document. This document may not be reproduced or
finalised transmitted in any form or by any means, electronic or mechanical, for any
purpose, without our prior written permission.
ABS 06 Statutory Absences Statutory Absences and the link Open Pending with Oracle
to payroll must be explained in Oracle and Java are registered trademarks of Oracle and/or its affiliates.
the Payroll Foundation Design Other names may be trademarks of their respective owners.
Document
AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks
or registered trademarks of Advanced Micro Devices. Intel and Intel Xeon
are trademarks or registered trademarks of Intel Corporation. All SPARC
trademarks are used under license and are trademarks or registered
trademarks of SPARC International, Inc. UNIX is a registered trademark
licensed through X/Open Company, Ltd. 1212
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Petrofac

Human Capital Management – Absence

Name Position Signature

Russell Gomes Global HCM Business Lead

Oracle Consulting (OC)

25-Mar-2019 Sahil Mahajan 0.1 Initial Version

Vimala Muthuswamy HCM Lead Consultant

Copy Name Location

1 Library Master Project Library in Oracle Beehive

P Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 2 of 20

P Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 3 of 20

Related Solution Design Documents

 Foundation Design Document – Core Hr

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 4 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 5 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 6 of 20

 Define Absence & Leave Plans

Seeded Oracle Roles

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 7 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 8 of 20

Refer attached file for more details

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 9 of 20

Business Process: Enable Employee Self Service

Line Manager Request Absence on behalf of employee

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 10 of 20

Note: Multiple levels of approval hierarchy can be configured.

Business Process: Track Absence Balances

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 12 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 13 of 20

 Public holidays will be maintained based on location/country. Recalculate Absences process

o Employee initiated requests will follow the below levels

o Manager initiated requests will follow the below levels

o HR initiated requests will follow the below levels

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 14 of 20

 Offshore locations in UK will not have any public holiday.

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 15 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 16 of 20

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 17 of 20

Subject Area Metric Description

Workforce Management # of Absences Number of Absences taken by worker

Report Name Report Description Type

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 18 of 20

Role Name Description

Employee This is an Auto Provisioned Role Attached to all Employees

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 19 of 20

ID Topic Question Status Response

Oracle Consulting Services | Petrofac | 25-Mar-2019 | Page 20 of 20

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