PTO Data Conversion

Problem
HOW DO I LOAD PTO EMPLOYEE VACATION & SICKNESS LEAVE BALANCES FROM A PREVIOUS SYSTEM?

Solution
Check the Accrual Plans
- Total Compensation -> Basic -> Accrual Plans

For each Plan Oracle generates three elements:
1. "Plan Name"- this represents the plan. An entry for this recurring element is given to each assignment in the plan;
2. "Plan Name" Carried Over - this is used to hold any PTO carried over from one term to the next;
3. "Plan Name" Residual - this is used to hold any unused PTO that cannot be carried over.

Oracle created 2 other elements to initialise the Accrual Plan:
‘Leave Entitlement Initialise’
‘Leave Accrual Initialise’

- Create Links to these Elements as appropriate. Datetrack to the start date of the element

To enroll an employee onto a plan, you need to give them an entry for the element. This element is one of the 3 elements generated when you define the plan. It is a recurring element so you will start the entry on the date the employee joins the plan and it will not be end dated until the employee leaves the plan. To load the PTO Employees from the previous system you need to give then an entry for the ‘Leave Entitlement Initialise’ and ‘Leave Accrual Initialise’ elements.
The input value Continuous Service Date should be populated only if the plan should calculate the participant’s length of service from a date other than the hire date. The calculation of the accrual will start always from the Start date of the Plan.

To load the Element Entries use the BEE.

Create a BEE Header for each Plan
For example:
Batch Name: ‘Annual_Leave_Plan’
Action If Entry Exists
Create new Entry Enabled
Reject If future change Enabled

Create a BEE line for each element.

In NZ these elements are called “Accrual Adjustment Element” and “Entitlement Adjustment Element”.
They have the same purpose of the Australian ones, just different names.

Attention:
· Effective Start date: start date of Pay period of Go-live
· Date Earned: Null
· If you are using the api to create the bach and if the format of an element input is Date, you need to load the value in varchar format with a specific mask: "to_char(start_date,'yyyy/mm/dd')"
· The api used by the BEE Transfer process doesn’t put the default values. You need to pass to populate all input values with a default when there is no data in the old system
· The BEE Transfer process doesn't put a value for input_value defined as NOT USER ENTERABLE
· Where an input_value has a QC, you have to create the BEE Lines with the meaning and not the code


Check the results in
- View -> Employee Accruals

N.B.
HRSS doesn't support ‘Leave Entitlement Initialise’ ‘Leave Accrual Initialise’ in the balance calculation