The Calendar triggers option may be used to set up calendar absence detection trigger records. The records are used to either display a warning or to generate an EMail message to the employee, their direct or senior manager or the Human Resources/Payroll departments at the point of data entry or are used to report on absence using the Calendar reporting option.
Standard functionality exists that allows you to create and maintain records.
To access Calendar triggers
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the System maintenance option.
The SYSTEM MAINTENANCE menu is displayed.
Select Calendar triggers option.
The Calendar triggers form is displayed.
The Calendar triggers form is displayed when you select the Calendar triggers option from the SYSTEM MAINTENANCE menu.
Code: The two digit unique identifier to the calendar trigger record.
Description: The fifty character description that is used when reporting within calendar trigger messages, EMails and reports.
Count type: What is being counted when checking the absence level. Choose from one of the following:-
S: Sickness calendar codes
H: Holiday calendar codes
N: Non working calendar codes
P: Payment generating calendar codes - this is only available if the system parameter called Payment rate generation used is ticked.
U: User defined calendar code used
M: Any matching calendar code
Tip : Click on the Drop down
to select.
User defined codes: This field is only used when the count type is set to U. It allows you to define a list of codes that are to be used for the absence detection test. Codes are entered without commas and validated against the calendar code database used by the human resources company.
Count range: This is used to define over what date range a count is performed for codes that match the criteria specified in the fields called count type and user defined codes. Choose from one of the following:-
Y: Within the tax year - if there is a payroll record
P: Within the tax period - if there is a payroll record
C: Within calendar year
M: Within calendar month
U: Within user defined year
R: Within rolling period
D: Duration of equivalent status
S: Since the last occurrence
Rolling type: This field is only used when the count range is set to R. Enter the type of period to be used in the rolling period check. Choose from one of the following:-
D: Days
W: Weeks
N: Months
Y: Years
Rolling count: This field is only used when the count range is set to R. Enter the number of the rolling types that are to be used in the rolling period check.
Day: This field is only used when the count range is set to U. Enter the starting day between 1 and 31 of the user defined year. For example, this may match the company financial year.
Month: This field is only used when the count range is set to U. Enter the starting month between 1 and 12 of the user defined year. For example, this may match the company financial year.
Non working link: Tick this field if you only want to count days that are directly before or after non working days. Non working days are the defined bank holidays for the employee based on their region and days defined by the payroll record as non qualifying days for Statutory Sick Pay (SSP) purposes. If the employee has no payroll record on the system or if the SSP qualifying mask is all blank it will be assumed the non working days are Saturday and Sunday.
Matching day: Either enter between 1 for Monday to 7 for Sunday if an exact day of the week only is to be checked otherwise leave as 0 to indicate that no specific day check is required.
Service type: Either choose a type of service length if the absence trigger test is to be only performed on selected employees based on their service length or leave this blank. Choose from one of the following:-
Blank: No service check
D: Days
W: Weeks
N: Months
Y: Years
Service start count: This field is only used when the service type is non blank. Enter the lowest number of the service types required for the calendar record to be used in the absence trigger test.
Service end count: This field is only used when the service type is non blank. Enter the highest number of the service types required for the calendar record to be used in the absence trigger test.
Trigger days: Enter the number of days counted or days since the last occurrence for count type S or duration for count type D that is to be used as the trigger point for a warning, EMail or report line to be issued.
Entry check: Tick this field if the calendar data is to be checked for this absence trigger rule on data entry.
Warning: The more calendar triggers that you have set up with the entry check field ticked the slower the calendar entry process will be.
Mail employee: Tick this field if an EMail is to be sent to the employee advising them of the absence trigger being exceeded. The EMail address is declared on the employee record.
Mail direct manager: Tick this field if an EMail is to be sent to the direct manager of the employee advising them of the absence trigger being exceeded. The used id for the local EMail address is declared on the Static 2 TAB of the payroll record. This option is not available if the payroll module is not used.
Mail senior manager: Tick this field if an EMail is to be sent to the senior manager of the employee advising them of the absence trigger being exceeded. The used id for the local EMail address is declared on the Static 2 TAB of the payroll record. This option is not available if the payroll module is not used.
Mail HR/Payroll: Enter a comma separated list of EMail addresses to be sent an EMail advising them of the absence trigger being exceeded.
Confirm mail: Tick this field if a user is to be prompted to confirm the sending of an EMail if this trigger rule is exceeded and the Entry check field is ticked.
Display warning: Tick this field if a user is to be shown an on screen warning if this trigger rule is exceeded and the Entry check field is ticked.
PUSH BUTTONS:
Exit: Returns you to the Human Resources System maintenance menu.
Help: Allows you to view this HELP file.
Delete: Allows a calendar trigger record to be deleted once the code has been entered.
Create: Allows a calendar trigger record to be created.
Amend: Allows a calendar trigger record to be amended once the code has been entered.
Save: Allows a calendar trigger record to be saved once the code has been entered.
Cancel: Allows any changes made to a calendar trigger record to be cancelled.
