This is a detailed step-by-step guide on accommodating changes in Time Off settings while ensuring that the changes made in Settings do not affect the integrity of Time Off values, like Balances, Carryover Dates, and more. 

This guide will group various setup changes under different topics, like Changing Cycles (moving from one cycle to another), Changing Policies, and so on.

Changing a Site's Cycle type after records have been created

This section will address how to ensure that Time Off tracking is not affected when changing a given cycle (say, Annual Cycle) to a different cycle (say, Monthly Cycle) in the middle of that cycle, without disrupting the continuity due to cycle change.

Changing an Annual Cycle to Monthly Cycle 

When a given site (with a Time Off cycle set to Annual) wishes to instead track Time Off based on a Monthly cycle, the following steps should be taken:

Example: Current cycle is set to Annual (calendar: 01/01 - 31/12) and the customer wishes to change the cycle to a Monthly cycle.

Checkpoint: a point in time in Time Off tracking where there is a balance calculation update. This typically happens at the start of the cycle.

For an annual cycle (calendar), the last checkpoint will be the start of the year 01/01 (for the current year), so changing the checkpoint to a Monthly cycle requires the creation of a new checkpoint in the system for the first monthly iteration of the cycle.

Therefore, changing to a new cycle is all about timing

Example: if today is 22/03/2020, changing the annual cycle to monthly cycle means that a new checkpoint needs to be created for the beginning of next month -  01/04/2020.

Follow the following steps:

  1. Navigate to Site > Settings > Time Off. 
  2. Keep the Annual cycle, but change the Activity Period from Calendar (Jan - Dec) to the Month when you'd like the new Monthly cycle to start. In this example, since the first monthly accrual is supposed to happen on 01/4, change the Activity Period to Apr - March.

Then, save the Settings:

This creates a new checkpoint that starts on 01/04, and will create a short cycle that accounts for the gap between the original cycle start date (01/01) to the new checkpoint. This means that a short cycle (01/01 - 01/04) will be created, and the balance will be updated.

Thus, you end up with the following:

  • An Annual Cycle 01/01/2019 - 31/12/2019
  • A short Annual Cycle from 01/01/2020 - 31/03/2020
  • New monthly cycles starting from 01/04 (01/04/2020 - 30/04/2020, 01/05/2020 - 31/05/2020 and so on).

3. After doing so, extend the carryover Max days/hours limit to 999 for every policy that is set to "Yes, Allow to Carry Over" so no carryover days will be discarded in the transition from Annual to Monthly cycle.

Note: keep a note of the original Max days/hours value for each policy, so that you remember to revert them back to their original values (from 999) after the cycle is changed to a personal cycle.

On the day the new monthly cycle is supposed to start (in this example, 01/04):

4. Change the carryover "Max days/hours" from 999 back to its original value.

5. Change the cycle from Annual to Monthly under "Balance Closing Frequency."

  • Set the "Annual Carryover and grant date" (can be kept as January 1st)
  • Set the "Activity Period" to the desired date range.
  • Set the closing date delay (cutoff) for the Monthly cycle.

Changing an Annual Cycle to Personal Cycle (based on employee's start date)

This section addresses changing an Annual Cycle to a Personal Cycle (based on the employee's anniversary). It's best when this change occurs just before the end of the month, so that any employee who celebrates an anniversary immediately in the following month can already be affected by the new (Personal) cycle.

Example: A given site who currently runs on an Annual Cycle (calendar) wishes to move to a personal cycle. Today it is 27/01/2020. Based on the above guideline, an ideal transition time would be just before February 1st. 

  1.  On 31/01/2020, change the Annual Cycle from Calendar to February - January.
  2.  To create a checkpoint on 01/02/2020, zero out the Closing days delay value.

3. To ensure that no carryover days/hours are discarded due to the cycle change, change the carryover value (if enforced) to 999 for all policies to which employees are assigned.

Note: keep note of the current "Max days/hours" value for each policy so that you remember to revert back to the original settings after the cycle is changed to a personal cycle.

4. A day later, as per the updated Annual cycle (Feb - Jan), a new checkpoint will be created on 01/02/2020, thus creating a "bridging" cycle between 01/01/2020 - 31/01/2020.

5. At this point, revert all policies whose carryover value was changed (to 999) back to their original values.

6. Change the cycle "Activity Period" to "Starts every employee anniversary". 

That's it! From now on, a cycle will be created based on the employees' anniversary with a "bridging" cycle up to the employee's anniversary.

Examples based on the setup discussed above:

  1. John's anniversary is on 15/02. He will thus have the following cycles:
  • 01/01/2019 - 31/12/2019  (original Annual cycle - calendar)
  • 01/01/2020 - 14/02/2020 ("bridging" cycle)
  • 15/02/2020 - 14/02/2021 (Annual cycle based on employee's anniversary).
  • 15/02/2021 - 14/02/2022  
  • and so on...

John's audit before changing the cycle settings (assigned to Annual cycle - calendar)

John's audit after changing the cycle settings (assigned to annual cycle - Feb-Jan)

John's audit after changing the cycle settings (assigned to Annual cycle - Personal cycle)

 2. Clair's anniversary is on 29/1 (meaning her anniversary of the 2020 cycle happens before the change in cycle). She will thus have the following cycles:

  • 01/01/2019 - 31/12/2019 (original Annual cycle - calendar)
  • 01/01/2020 - 31/12/2020 (still an Annual cycle - calendar, because the cycle change occurred after the employee's anniversary)
  • 01/01/2021 - 29/01/2021 ("bridging" cycle)
  • 28/01/2021 - 27/02/2022 (Annual cycle based on employee's anniversary).
  • 28/02/2022 - 27/01/2023
  • and so on...

Clair's audit before changing the cycle settings (assigned to Annual cycle - calendar)

Clair's audit after changing the cycle settings (assigned to Annual cycle - Feb-Jan)

Clair's audit after changing the cycle settings (assigned to Annual cycle - Personal cycle)

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