Absence registration

One of the added values of Resource Management is that it provides a complete view on resource availability.

Future Absence Registration plans absences in the future (for example, time off or holidays. These absence entries lower the resource capacity on the planned dates and appear in the Resource Availability page as Capacity) Absence.

When you register a future absence such as a holiday, a resource task is created with an assignment for the resource. When the absence is actually consumed, select this resource task in the time sheet to confirm the actual dates and hours. Ad-hoc absences such as sick leave are only registered through the time sheet by using a common task of the type Resource.

Product video

Setup

Steps - Set up cause of absence

In the Cause of Absence table, mark the causes for which a resource task must be created:

1. Choose the  icon, enter Cause of Absence, and then choose the related link.

2. Check or uncheck the Create Absence Task column.

An absence task is typically created for those causes of absence that are planned in advance.

Steps - Set up resource capacity

To use resource absence planning, set the capacity per resource:

1. Choose the icon, enter Resource Capacity, and then choose the related link.

2. Select a resource.

3. Select Planning > Set Capacity.

4. Specify the period by selecting a From Date and a To Date.

5. Select a Work Hour Template to set the number of hours per day.

6. Click the Update Capacity action to start the calculation.

Steps - Calculate resource capacity

Alternatively, use the Calculate Resource Capacity task. This task assumes that work hour templates are set per resource.

1. Choose the icon, enter Calculate Resource Capacity, and then choose the related link.

2. On the request page, specify the period by selecting a From Date and a To Date.

3. Optionally select a resource or resource type.

4. Click OK to start the calculation. The task cycles through all resources (as per the filter). When it finds a Work Hour Template for the resource, it sets the capacity for the selected period.

Process

Steps - Request future absence

To request a future absence:

1. Choose the icon, enter Absence Entries, and then choose the related link.

2. On the Absence Entries page, select New.

3. On the Absence card, specify the following fields:

   Field	Description
   Document No.	Automatically assigned based on the number series set in Resource Setup.
   Resource No.	Select the resource code for which the absence is requested.
   Resource Name	Copied automatically from the Resource No.
   Posting Date	The date the absence request was made. Defaults to the work date.
   Cause of Absence Code	Select a cause of absence code. Only codes marked as Create Absence Task in the Cause of Absence setup are shown.
   Description	Automatically copied from the cause of absence code.
   From Date	Select the date on which the absence starts.
   To Date	Select the date on which the absence ends. Use the assist edit in the To Date field to open the Absence Details page where you can specify the number of hours per day. When nothing is specified, the resource capacity per day is used.
   Total No. of Hours	Calculated total number of hours for the absence, as described above.

Absence comments

To further explain the reasons for an absence request, use the comments sheet from the Absence card > Related > Comments.