Reminder for HR
Specialist of Absence Management - Release 2A
As HR Specialist of Absence Management, we must understand:
-
The Zero-Leave Balance Issue
-
What we must prepare BEFORE
GEMS 'Go-Live' day
-
What we must do BEFORE every
1st Working Day of the new month
A recommended work plan is provided at the
end of this message of which we, as HR Specialist of Absence
Management, can apply to our work.
Zero-Leave Balance Issue
On GEMS 'Go-Live' day,
the annual leave balance of every GEMS User (including us) will
be given a zero amount. If Self Service Users do not have an
entitled amount of annual leave assigned, they can not apply for
an annual leave take under the Self-Service functional page.
Preparation
BEFORE
GEMS 'Go-Live'
It is important that
we, as HR Specialist for Absence Management, prepare a list of
annual leave balance of all staff in our department before
'Go-Live' day. This will make it easier for us to make the
necessary annual leave adjustments for each staff when GEMS
'Go-Live'.
What to do
BEFORE
every 1st Working Day
A monthly batch process
will be activated on every 1st Working Day of the new month.
This monthly batch process will update all absence records in GEMS
with any changes made to it. Adjustments to
the annual leave balance of GEMS Users will need to be made BEFORE the
1st Working Day of the new month.
Key Points to
Remember
-
This affects all
GEMS users in rolled-out sites only.
-
Respective
HRS-Absences in each rolled-out departments MUST
update the leave balance for all staff before the next
absence batch process begins.
-
The absence batch
process will be done on every 1st Working Day of a
new month.
-
Any leave balances
entered after the 1st Working Day will only be reflected
after the following month’s batch process.
To perform adjustments to
annual leave balance, look for the quick guide named "Adjust
Absence Balance" for HR Specialist. In this quick guide,
It is recommended to only use the first method of adjustment titled
"Adjust Balance
of Absence Entitlements Before Processing Cycle".
A soft copy is available in the Project
Download link.
 
Recommended Work Plan
It is recommended that
we use the time available before 'Go-Live' day to prepare the a
list of annual leave balance for all staff in our department.
This ensures that there will be a list ready by 'Go-Live' day
where we may begin adjusting the annual leave balance of staff
in our department. It is recommended that we follow the work
plan illustrated in the calendar below:
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