Absence Management SystemHistorical Leave Data

Department of Human ResourcesMary Gilmore

Principal Analyst

Agenda

Purpose of the Absence Management System (System)

About the System Historical Leave Data Clean-Up Absence Management System screen

samples

Purpose of the Absence Management System

• DHR and CEO are implementing a Countywide absence management system.

• Countywide go-live is June 30, 2012.• Bring consistency to the process of managing employees on

leave.• Provide an automated “rules-based” system that applies the

most current Federal, State, and County policies.• Replace all current manual entry systems to become the

County’s system of record.

Absence Management System

• Instantly generate correspondence and leave packets to employees requesting leaves.

• Feature a comprehensive log to establish an audit trail of all actions performed over the lifetime of the leave.

• Send automatic tasks and reminders to Return-to Work Coordinators.

• Allow for document storage and management, reducing the need for physical paper files.

• Instantly generate department summary reports, eliminations the need for departments to produce and submit time-consuming monthly long-term leave reports.

Historical Leave Data Clean-Up

Department of Human ResourcesSilvia Quintanilla

Countywide Family and Medical Leave Coordinator

Reason for Leave Request

Absence Management SystemEmployee Profile

1250.00

Absence Management System Eligibility Review

Historical Leave Data• Report includes:

Employees on leave from July 1, 2011 through March 15, 2012 , recorded in the Countywide payroll system.

Long-term leave absences as of February 29, 2012.

• Leaves from March 16, 2012, through May 30, 2012, are not included in the pre-populated report and must be entered manually.

• Each department must review and complete the required information for each employee leave.

• Data must be accurate -- it will be used as the historical base for the Absence Management System, and will be used to determine eligibility for future leave requests covered by FMLA, Pregnancy Disability, etc.

Historical Leave ExampleNot Req.

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Emp. No.

First Name MI

Last Name Dept

Term Date

Pay Location

Leave Pgm

Leave Start Date

Leave End Date

12 Month FMLA Begin

12 Month CFRA Begin

PDL Begin Date Notes

Paid Hrs Sys

Paid

Hrs Adj

Unpaid Hrs Sys

Total Hours Used Add Date Entry Date

485018 CARLOS BARRA 100 004 FC 11/2/11 12/1/11 11/2/11 11/211

EMPLOYEE'S SERIOUS HEALTH 176.00 0.00 0.00 176 11/16/11 12/8/11

Leave # Segment

Continuous or

intermittent

Status Open/Closed

Anticipated RTW

ConfirmedRTW

Leave Reason

Designation

Family Member

Request Date

Closure Date

Medical Cert Start

Medical Cert End

Delivery Date (For Pregnancy or Bonding

4850181

A Continuous Appro-ved

Closed 12/1/11 12/1/11 EE Own Illness

FMLA,CFRA

12/1/11

Historical Leave Data Report Add Two Columns

• Add two columns to the right of the last column on your historical leave data report.• Add the RTW Coordinator employee number. • Add the RTW Coordinator first & last name.

Delivery Date(For Pregnancy or Bonding only)

RTW CoordinatorEmployee No.

RTW Coordinator First & Last Name