Calculating Flexible Service and Viewing Results

This chapter provides an overview of calculating flexible service and discusses how to:

Run the flexible service calculation process.
View flexible service calculation results.
Run the Service Calculation report.

Understanding Calculating Flexible Service

This section discusses:

Service Calculation process.
Processing modes.

Service Calculation Process

After you set up service parameters and flexible service control tables, and assign workers to calculation groups, you are ready to run the flexible service calculation process from the Service Calc Process (service calculation process) page. Run this background process on a periodic basis, for example, at the end of a service year or a service computational (calendar) period to calculate the accrued service record for each worker.

Calculating flexible service is a two-step process:

Calculate service credits in Normal Run processing mode for a specific time period, such as a semester or fiscal year.

You can calculate service credits for:
- A specified calculation group or an individual worker.
- All service types within the calculation group or just one service type.
  
  View the results using the Flexible Service Summary page. Normal Run mode produces the results in a temporary file, which enables you to rerun the process until you are satisfied with the results.
  
  Note. After you run the process in Normal Run mode, you should view any messages about the batch processing using the Message Log and View Periodic Results pages. Viewing messages enables you to ensure that the worker's service credits are properly processed before committing them to history in Update to History mode.
Run the service calculation process in Update to History mode.

Update to History mode uses the temporary file that was created in Normal Run mode and applies it to the worker's service history. View the results on the Svc History (service history) page. After this data is committed to history, the temporary file that was created in Normal Run mode is deleted.

Processing Modes

Before you run flexible service calculations, you should understand the three processing modes, how these modes differ, and when to use each one.

Normal Run

Normal Run mode calculates accrued service credits for a specific time period and stores the results in a temporary file. Enter the time period for which you want to process service credits on the Service Calc Process page, when you enter the from and to dates. Use Normal Run mode on a periodic basis. For example, in a 10-month calendar year with two calendar periods of five months each, you might want to run the process after each 5-month calendar period.

Normal Run mode doesn't affect a worker's existing service history data. View the temporary data using the Flex Calc. Summ. page, or print the Service Calc Report (service calculation report) for a listing of the service calculations. You typically create the temporary file from Normal Run mode for a specified period of time, and then commit this data to history by running the process in Update to History mode for the same period.

Note. To process a single worker, you should run the process in Normal Run mode for that worker only and then run the process in Update to History mode for all workers within a calculation group at the same time.

Update to History

Update to History mode commits calculated service credits to history. Update to History mode takes the temporary file created in Normal Run mode and applies it to the worker's service history. For each worker, the process creates a service history record for each calendar period that falls within the processing from and to dates that you entered on the run control page. After the data is committed to history, the temporary file created in Normal Run mode for that processing period is deleted.

Because Update to History mode commits to history the data generated in Normal Run mode, you must use the same run control ID that you used in Normal Run mode so that the processing dates and calculation group are identical for both batch processes. By using the same run control ID, you ensure that the processing dates are the same.

Delete_Rebuild History

Delete_Rebuild History mode deletes previously saved service history data and enables you to delete service credits that have been committed to history for the time period (the from and to dates) specified on the run control page.

This processing mode recreates the service credits, in a temporary file, for the time period and calculation group that you specified. The existing history data for the same time period is then flagged. The batch process uses this flag in a later process to identify which history data to delete.

However, the history data isn't deleted until you decide to delete it. You can compare the newly created temporary file against the existing flagged history data. If the new temporary data is correct, run the process in Update to History mode for the same time period and calculation group. This deletes the flagged history data and recreates the history data from the temporary file that was created in Delete_Rebuild History mode. You won't use this processing mode often.

If the history data becomes corrupt, Delete_Rebuild History mode enables you to rebuild a worker's service history. For example, if any manual adjustments to the service history data on the Svc History page were incorrect and not noticed until after running several processes in Update to History mode, you can rebuild the history data.

Note. Delete_Rebuild History mode does not reaccrue manual adjustments that were entered on the Svc History page. You must reenter these adjustments after the data is committed to history again. However, the system will recalculate all startup credits.

If you want to set up your run control page but you don’t want to run the process until later, select the [none] value to save the run control page.

Running the Flexible Service Calculation Process

This section provides an overview of the calculation process and discusses how to specify time periods and calculation groups for processing.

Understanding the Calculation Process

The service calculation process enables you to process one or all service types within a calculation group. You can process one worker rather than all workers within the calculation group.

Suppose your organization has set up a calculation group called CLER (clerical workers). This group includes three service types: UNION, AWARD5 (five year service award), and SENIORITY. When you run the flexible service accrual process for this calculation group, each worker who is assigned to the calculation group—who doesn't have exceptions listed on the Service Detail page—accrues service for all three types, beginning at the from date established on the run control page.

The batch process verifies the service types within the calculation group to determine which service types to process. It then checks for worker exceptions that were entered on the Service Detail page to determine which service types to process.

The system processes each flexible service type in the calculation group that you select as follows.

Determine an Worker's Eligibility for a Flexible Service Type

To determine the eligibility criteria for processing, the batch process first establishes whether the worker has a service detail record. The system processes all service detail records for all service types, except those records that have the override calculation option selected on the Service Detail page. If the worker has no service detail record, the system searches job history records within the specified time period and checks the eligibility criteria that is defined for the service type on the Calculation Group page to determine the worker's eligibility. (When you assign a service type to a calculation group, you define the eligibility criteria as full time or part time and as permanent or temporary.) If the worker is eligible, the process continues for that worker.

Note. The system searches for a partial eligibility period; for example, a worker may have changed from part time to full time and become eligible for service accrual halfway through the service accrual processing period. The system calculates service for the partial period that the worker is eligible.

Run a Service Calculation

The system calculates service based on the from and to dates that are specified on the Service Calc Process page. It creates a service history record for the worker for each calendar period that falls within the specified from and to dates:

The system searches the worker's job history for a calendar period to determine the service credit and uses the elapsed time method by measuring the time between two dates.

In the case of job history, the system measures the time between the effective dates of two job records and applies the service and eligibility rules included under the worker's flexible service type.
After the accrual process runs for a flexible service type for a worker, the system performs Proration by FTE process on the calculated service if prompted to do so by the proration limits established on the Service Definition page.
The system writes the service history to a temporary flexible service history file based on the calendar periods that you set up on the Calendar page.

This temporary file is different from the final service history file.

Update Flexible Service Detail and History

The batch program processes workers by selecting their service history for each flexible service type from the temporary service history file. If a worker already has a service detail record, the process adds the total calculated service amount to the Service field and updates the Last Proc Date (last processed date) field to indicate the to date of the accrual process.

Note. The system rounds the service amount to two decimal places. The system also converts the service amount to number of years, months, and days format using the conversion rules that are set up in the service definition for the flexible service type. The worker service history is updated with the new service details from the temporary file.

If a worker doesn't have a service detail record, the system creates a record and the service history details.

After the process has updated the worker records, the worker's service details are purged from the temporary service history file.

Page Used to Run the Flexible Service Calculation Process

Page Name	Object Name	Navigation	Usage
Service Calc Process	RUNCTL_EGPP02	Workforce Administration, Flexible Service EG, Calculate Service, Service Calc Process	Specify time periods and calculation groups.

Specifying Time Periods and Calculation Groups for Processing

Access the Service Calc Process page.

Run

Click this button to calculate time periods and calculation groups.

From Date and To Date

Enter the time period for the calculation. These dates must match a computational period of the calendar that is used by the calculation group that you are processing. The from date must match a period begin date in the calendar, and the to date must match a period end date.

For example, you might want to calculate tenure for an academic year that consists of two computational periods, January 1, 2000 to June 31, 2000, and July 1, 2000 to December 31, 2000. Therefore, enter 01/01/00 as the from date and 12/31/00 as the to date. The process creates a service history for each computational period.

Calculation Name

This field is automatically populated from the run control ID that you entered. It is used internally by the batch process.

Calc all Service Types (calculate all service types)

Select to accrue credits for all service types within the calculation group that is being processed.

Service Type

Select the service type for which you want to accrue service credits.

This field is unavailable if you selected the Calc All Service Types check box.

Service Date Processing Type

Periodic Processing Mode - EG

Select the mode that you want to use:

Delete & Rebuild History: This mode deletes the worker's service history and rebuilds it. Use this to regenerate service for an individual worker (or all workers) within a calculation group. When you select this value, the system selects the Delete & Reload History check box.

Warning! This mode removes all service history that is based on the calculation group or worker that you specified.

Normal Run: When you select this value, the system selects the Delete old Calc Results (delete old calculation results) check box.

Update to History: When you select this value, the system selects the Commit to History check box.

Viewing Flexible Service Calculation Results

This section discusses how to:

Review the message log.
Review Normal Run results.
View service history information.
View service detail information.

Pages Used to View Flexible Service Calculation Results

Page Name	Object Name	Navigation	Usage
Flex Calc. Summ.	EG_CLC_FLX_SUM	Workforce Administration, Flexible Service EG, Flexible Service Summary, Flex Calc. Summ.	Review normal run results.
Svc History	EG_SVC_HIST_FLX	Workforce Administration, Flexible Service EG, Service History, Svc History	View service history information.

Reviewing the Message Log

Review the messages that were produced by the Service Calculation process.

Reviewing Normal Run Results

Access the Flex Calc. Summ. page.

Review the results of running the flexible service accrual process in Normal Run mode. After you run the process in Update to History mode, the system deletes the data from the temporary file that was created in Normal Run mode and you can no longer view it on this page.

Note. When you run the flexible service accrual process in Update to History mode, the service details appear on the Service Detail and Svc History pages. The Service Detail page displays the total accrued service credits only, no details.

Calculation Name	Displays the name of the run control ID.
From Date and To Date	Displays the from and to dates that you entered on the run control page. These dates indicate the begin and end dates for this process.
Begin/End Date	The begin and end dates for which service credits were accrued. One line appears for each of the calendar period dates that fall within the from and to dates that you specified on the run control page.
Service Amt without Breaks (service amount without breaks)	Displays the amount of accrued service without breaks that counts toward flexible service.
Service Amt with Breaks (service amount with breaks)	Displays the amount of accrued flexible service with breaks that counts toward flexible service.
Service Adjustment	Displays the adjustment amount that you entered on the Svc History page.
Accrued Service	Displays the total amount of accrued service.
Accum Breaks (accumulated breaks)	Displays the total amount of breaks in service.
Action	Displays the job action code that contributed to the service accrual for the calendar period.
Total (#yrs/mths/days) (total number of years, months, and days)	Displays the total years, months, and days of accrued service that was earned.
Breaks	Displays the amount of breaks in service.

Viewing Service History Information

Access the Svc History page.

You can make manual adjustments to history data on this page. However, you can't make adjustments during the time between when the temporary file is created in Normal Run mode and the data to history is updated in Update to History mode. During this time, the fields on this page are unavailable. After the service data is committed to history, that is, after you run the process in Update to History mode, you can manually adjust the amount fields. The dates remain unavailable.

Ordinarily, you don't change previously earned service credits except to correct an entry mistake. For example, if you forgot to give a worker a startup credit for a service type, enter the adjustment here.

Note. Manual adjustments that you entered on the Svc History page are included in the next Update to History mode run.

Begin Date and End Date	Displays the service history begin and end dates that were calculated for this calendar period.
Service w/o Breaks (service without breaks)	View the amount of service that was accrued without service breaks.
Service Adjusted	View the amount of service that was adjusted.
Total Service Accrued	View the total amount of service that was accrued for the worker.
Accum Breaks (accumulated breaks)	View the total amount of breaks in service.
Action	View the job action from the worker's job record, such as LOA (leave of absence), that falls within the calendar period.
Reason Code	View the Reason Code that is associated with this job action that counts toward accrued service. Access the HR Action/Category page to define job actions and reasons that count toward service accrual.
Adj Rsn (adjustment reason)	View the reason for manual adjustments that were made on this page.

Viewing Service Detail Information

Access the Service Detail information page.

View the total accrued service credits after running the flexible service calculation process in Update to History mode. Use this page to establish startup credits for a worker and record worker exceptions to service accrual.

Note. Remember that values appear in the display fields only after the process has been initially run and service history exists. To view details of a worker's service history, use the Svc History page.

Running the Service Calculation Report

This section discusses the page that is used to run the Service Calculation report.

Page Used to Run the Service Calculation Report

Page Name	Object Name	Navigation	Usage
Service Calc Report	RUNCTL_EGPP05	Workforce Administration, Flexible Service EG, Calculated Service Report, Service Calc Report	Run the Service Calculation report (PER049). This report lists the results of the Normal Run batch process and includes all workers who have a temporary file (resulting from a process in Normal Run mode) that contains details about their accrued service credits.

Run	Click this button to calculate time periods and calculation groups.
From Date and To Date	Enter the time period for the calculation. These dates must match a computational period of the calendar that is used by the calculation group that you are processing. The from date must match a period begin date in the calendar, and the to date must match a period end date. For example, you might want to calculate tenure for an academic year that consists of two computational periods, January 1, 2000 to June 31, 2000, and July 1, 2000 to December 31, 2000. Therefore, enter 01/01/00 as the from date and 12/31/00 as the to date. The process creates a service history for each computational period.
Calculation Name	This field is automatically populated from the run control ID that you entered. It is used internally by the batch process.
Calc all Service Types (calculate all service types)	Select to accrue credits for all service types within the calculation group that is being processed.
Service Type	Select the service type for which you want to accrue service credits. This field is unavailable if you selected the Calc All Service Types check box.