Implementation of Oracle Absence,Holiday,Leave Management and OTL Modules

Way Forward with Implementing Absence, Holiday and Leave Management

Version 1.0
By John Akinyode

Principal Mount Cedars Consultancy Services UK Tel: +44 (0) 845 056 8597 Mb: +44 (0) 7877 663 056 Email: oakinyode@aol.com

IMPLEMENTATION OF ORACLE ABSENCE, LEAVE MANAGEMENT AND OTL MODULES

IMPLEMENTATION OF ORACLE ABSENCE, LEAVE MANAGEMENT AND OTL MODULES

IMPLEMENTATION OF ORACLE ABSENCE, LEAVE MANAGEMENT AND OTL MODULES

Contents
1. 2. 3. 4. Background and Objective of This Document ..................................................................... 4 THE CLIENT Requirements ............................................................................................... 6 Requirement Fitment Assessment ..................................................................................... 8 Conclusion ..................................................................................................................... 10

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1. Background and Objective of This Document

1.1. Background THE CLIENT has engaged MCCS (John Akinyode) to assist in the implementation of Oracle Absence, Leave and Holiday Management for the HR Department. The objectives of the project is to improve the overall quality of services provided by THE CLIENT HR to its employees. Apart from the HR Absence, Leave and Holiday Management implementation, a strong focus shall also be placed on capturing the Absence, Leave and Holiday data through Time Sheet entries hence necessitating the need to implement Oracle Time and Labor (OTL) module. During the initial requirement gathering exercise, it has come to the attention of MCCS that the THE CLIENTs requirement in scope for this project borders more strongly on capturing Leave and Holiday data on an EXCEPTION basis as opposed to Time and Attendance entry for Project Time Keeping or Project Time Account purposes. Hence, MCCS approach is to focus more on delivering a Fit For Purpose, Oracle Absence Management Solution, integrated with OTL module. An essential component of our line of thought is that Absence/Leave Management in the three countries in scope i.e. UK, Ireland and France is highly legislation driven and consideration needs to be given to Oracle seeded provisions in the course of this implementation.

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IMPLEMENTATION OF ORACLE ABSENCE, LEAVE MANAGEMENT AND OTL MODULES

1.2. Objective of This Document The objective of this document is to present to THE CLIENT the two alternate approaches to implement the business requirements of the Absence and Leave Management module in view of the various legislations that need to be catered for, and giving serious consideration to the need to have a solution that is Fit For Purpose in meeting THE CLIENTs Immediate, Medium and Longer Term objectives. Our propositions are based on the following: Review of the current EMEA Business Group Set up The need to take advantage of the seeded legislation provision for Absence and Leave Management Module in Oracle HRMS. The need to set a platform that would stand the test of future requirements and create and an environment that is more easily manageable and upgradable in view of anticipated expansion within THE CLIENT in the long run.

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IMPLEMENTATION OF ORACLE ABSENCE, LEAVE MANAGEMENT AND OTL MODULES

2. THE CLIENT Requirements

THE CLIENT requirement is to be able to record various Leave types and Holiday Entitlement details, validating them against the appropriately defined Employee Work Schedules, Shifts and recognised Public Holidays across the different legislations in scope. THE CLIENT also requires that employee Leave and Holiday entries be input through a Timesheet style interface, using Oracle Time and Labor (OTL).

2.1. General Requirements and Systems Implementation Considerations The general requirements in this section comprise of specific requirements and systems implementation considerations are proposed in conformation to acceptable Industry practices for balancing between leveraging on existing MCCS IT Systems investments and adopting the best functionality for information processing and retrieval.

i.

Integrated, Real-time Accurate Information: The implemented solution should provide automation and integration of Absence,Holiday and Leave Management into core HRMS so as to ensure timely and accurate information from a single source. Workflow Driven Decentralized Processing: The implemented system should promote Absence,Holiday and Leave Management processing efficiency by making available decentralized, automated, workflow driven Absence,Holiday and Leave Management data entry, and online approvals. Catering for the Specific Requirements of the Various Countries in Scope: The implemented solution should cater for the specific legislation requirement of employees within the various countries in scope. Leave and Holiday Entitlement driven by Various Terms and Conditions for Identified People Groups: The implemented system should be an enabler for catering for Leave and Holiday entitlement based on negotiated or agreed terms and conditions for respective people groups. Real Time Data Availability: The implemented solution should provide to HR an enhanced and accurate visibility of Actuals throughout the year. Maintenance and Scalability: The implemented solution should require minimum non-value add maintenance support and should also be scalable for aligning with changing Business needs. Impact on One System Due to Changes Other Systems: The implemented system should have minimum impact due to changes in other systems.

ii.

iii.

iv.

v.

vi.

vii.

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viii.

Compatibility with Future ERP Upgrades: The implemented solution should be compatible with future ERP upgrades so as to reduce risks associated with upgrades, thereby allowing THE CLIENT to rapidly leverage enhanced business functionality offered by future ERP upgrades. Rapid and Simplified Deployment: The implemented solution should be simple for acquiring/ building, thereby ensuring timely availability of functionality.

ix.

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3. Requirement Fitment Assessment

Our requirement fitment assessment for optimal solution for THE CLIENTs Absence,Holiday and Leave Management processes are assessed keeping into view THE CLIENT requirements/ perceived benefits from proposed solution. The Table 1.1 lists our comparative assessment of the following two available options to THE CLIENT, for the Absence, Holiday and Leave Management processes: 1. Separate the various countries into unique Business Groups: Discontinue the use of its existing EMEA Business Group and map the different countries into uniquely defined Business Groups. This will allow for the use of the seeded Absence, Holiday and Leave Management functionalities delivered by Oracle for the various countries. 2. Leverage Existing Set Up: Continue to use its existing EMEA Business Group setup and represent the various uniquely identified countries by using People Group,Custom Elements and writing Complex Fast formulas to simulate the seeded statutory elements, rules and requirements for the various identified legislations.

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IMPLEMENTATION OF ORACLE ABSENCE, HOLIDAY AND LEAVE MANAGEMENT

Table 1.1 Comparative Assessments of Available Options

Separate the THE CLIENT Requirement Leverage Existing Set Up Partial Partial various countries into unique Business Groups

Integrated, Real-time Accurate Information: Workflow Driven Decentralized Processing Catering for the Specific Requirements of the Various Countries in Scope Leave and Holiday Entitlement driven by Various Terms and Conditions for Identified People Groups Real-time and Accurate data availability (Seeded Reports) Maintenance and Scalability to changing Business needs Impact of change in one system due to changes in other system Compatibility with Future ERP Upgrades Rapid and Simplified Deployment

Partial

Partial

Partial

Partial

Partial

Legend

Complex

Available as Standard

High Risk

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4. Conclusion
Further to the comparative assessment of available systems options for automating THE CLIENTs Absence, Holiday and Leave Management process, this section provides final conclusive recommendations for each of the options which have been evaluated in this document.

1. Leverage Existing Setup: It is evident from analysis in earlier section of this document that the existing Business Group Setup cannot support THE CLIENTs Legislation specific requirement for Managing Absence, Holiday and Leave processes, using seeded functionalities provided by Oracle. If THE CLIENT decides to go down this route, complex Fast Formulas and Functions will need to be written to simulate the seeded elements and rules provided by Oracle for each this legislations. The risk this poses is that every time there is a legislative update across any of these countries, the formulas need to be manually updated, as opposed to simply applying Oracle update patches, hence living room for human error or oversight as the case might be. Overtime, the maintenance overhead using this approach will easily get humongous as THE CLIENT grows in future and needs of several countries need to be accommodated by manually creating elements. This will also hinder THE CLIENT from taking advantage of seeded reports provided and licensed by Oracle with the application.

2. Separate the various countries into unique Business Groups: It is evident from the analysis in earlier section in this document that the main benefit to be derived using this approach is the fact that it affords THE CLIENT to leverage the seeded statutory structures in Oracle HRMS or managing, Absence, Holiday and Leave Process. Even though this doesnt not eliminate the need for writing fast formulas, it completely eliminates the need to recreate custom elements and rules for which Oracle has already delivered as standard. It also affords THE CLIENT to take advantage of the seeded reports that come with the application.

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In addition, this provides a solid platform for future expansion as well as makes the Oracle environment scalable and easily upgradable with the availability of future enhancements .

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