Absence Management System Historical Leave Data Department of Human Resources Mary 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, 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 Resources Silvia Quintanilla Countywide Family and Medical Leave Coordinator

Reason for Leave Request

Absence Management System Employee Profile

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, 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 Example Not Req. Not Req. Not Req. Not Req Not Req. Not Req. Not Req Not Req Not Req Emp. No. First NameMI 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 DateNotes Paid Hrs Sys Paid Hrs Adj Unpaid Hrs Sys Total Hours UsedAdd DateEntry Date CARLOS BARRA FC11/2/1112/1/1111/2/1111/211 EMPLOYEE' S SERIOUS HEALTH /16/1112/8/11 Leave # Segment Continuous or intermittent Status Open/ Closed Anticipated RTW Confirmed RTW Leave Reason Designati on Family Member Request Date Closure Date Med ical Cert Start Medic al Cert End Delivery Date (For Pregnanc y or Bonding A Continuous Appro- ved Closed 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 Coordinator Employee No. RTW Coordinator First & Last Name