The new time off module was designed to enable more flexibility in configuring time off that address the diversity in time off settings based on different markets and compliance needs. Among the various changes, the major change was the ability to:
- Pair a policy with a specific cycle.
- Set an approval settings per policy.
For more information about the functionality and set up please refer to the following articles:
Purpose of this article
This articles reviews the changes that may have occurred to customers whose time off settings were migrated to the new model and what are the operational procedures that needs to take place in order to address them.
Admins, Implementation, Customer Service.
About the change
The change in time off settings from the old time off settings required to group all time off settings into a single entity - the policy (where both cycles and approval settings can be defined per policy).
Since the new time off module allows you to set a unique cycle and approval settings per policy, this means that the migration needs to be able to generate copies of an existing policy in those cases:
- A policy is assigned to multiple groups of employees (from different sites - where each site has a unique cycle).
- A policy is assigned to multiple groups of employees with different approval settings.
Example: A company has 53 employees that are assigned to a sick policy called "Sick Policy".
- 43 of the employees (majority of the employees) are assigned to an Annual cycle (Jan -Dec)
- 5 employees - from the London site - are assigned to an Annual cycle based on Anniversary
- 3 employees - from Dublin and Copenhagen sies - are assigned to an Annual cycle (from Sep- Aug)
- 2 employees - from Hong Kong - are assigned to an Annual cycle (from Jul - Jun).
The end result of the migration would be that in addition to the "Sick Policy" (which will be assigned to the majority of employees (in this case 43 employees), additional 3 copies will be made, for each group listed above.
So "Copy 1 of - Sick Policy"
"Copy 2 of - Sick Policy"
and so on...
Handling duplicate policies
Via the Policy grid, we added a field called "Assigned employees" where you can see the amount of employees + employee name of the employees assigned to each policy.
- Select one policy type at a time from the "Policy type" filter
Once you have identified that there is a copy/copies of a policy do the following:
- If the copy of a policy points to a small group of employees that do not really require to have a unique policy (that resulted from setup/implementation mistake):
- Go to the people's time off grid, select these employees and un-assign them from the policy.
- Assign these employees to a different time off policy
- Delete this copy of policy, by clicking it from the grid and in the screen that pops up select "Delete" from the menu.
Please note: as long as all employees are not un-assigned from the policy, you will not be able to delete them. Also, you may have employees that are currently not assigned to the policy but are assigned to the policy some time in the future. You can tell that via the People's time off screen > if there is a value in "Next policy".
2. If a copy of the policy points to a group of employees that do have a unique policy with unique time off settings do the following:
- Click the policy name and from the action menu select "Edit" policy.
- When the policy wizard opens, simply edit the policy name and rename it to something that distinguishes this policy from its generic name. So, in the example below, I would rename the "Copy 1 of - Sick Policy" to "Sick Policy - London
- Keep clicking all the way to the last step (Summary) and click "Done" to save the changes.
Handling different approval settings when different employees are assigned to the same policy
Similar to the above mentioned steps, the system may generate copies of the same policy if there are unique approval settings which distinguish employees.
Example: In a given company 100 employees are assigned to the same Holiday Policy called "Holiday Policy"
However, there are several populations of employees, not only from different sites (which are assigned to different time off cycles) but also to have different set of approval settings.
Once the migration is conducted, the system will create copies of the Holiday Policy per each group of employees who have unique approval settings.
So as per the above example, 6 copies of "Holiday Policy" will be created. where in each the approval settings will be shown.
So 'Copy 1 of - Holiday Policy, approvers: Project Manager, HRBP
- Similar to the aforementioned guidelines, If there is no need to have a unique policy with approval settings for a given employee/s, simply delete the "copy of" (after un-assigning the employee and re-assigning the employee from the policy).
- If there is a need to keep the unique (copy of policy), via the wizard, edit the name of the policy to be more coherent. For example "Holiday Policy - London - Approval Indirect Manager).
- In the wizard step 4 > "Request and Approval" set the desired approval settings. For the sake of consistency and making sure that each new employee that is hired is assigned to the specific approver, we suggest that you set the approval to "Custom".
- Also we consider, when possible, to refrain from setting a specific approver (employee name) but to set a role as an approver.
For example, for "Copy 5 of - Holiday policy - approvers: Manager, Shirley McCave), consider replacing "Shirley" with a fixed role, if possible.
For more information about approval settings please refer to Approval on time off