Reporting No-Show for New Hires

[Dharmin_Thakkar]

Greetings,

A new feature for No-Show for New hire was introduced in 1911.

 

What is it?

A new ‘Take Action' Report No-Shows which calls a UI (resembling a simplified version of the termination screen). When saving the new ‘Action’ a new Job Information record is created which begins on the exact date of the hire: On the hire date a new intra-date event is created which makes sure that the newly hired has not a single active day in the system. If the ‘no-show’ action takes place before the hire date the user will never be synched ‘active’ in the User-sys-Info. In case it takes place on or after the hire date it will be inactivated retrospectively.

 

Why is it important?

It is a common phenomenon that previously hired employees to ignore their signed contracts and do not show up to start their new employment. Current workarounds (typically a termination after the fact becomes known) leaves one big problem, the employee will have at least one active day after termination was executed which is a distortion of what really happened and might cause severe problems especially in the payroll.

Below are the steps to be followed to configure this feature.

Step 1:

You need the correct permissions for this action. User Permissions>Employee Data >HR Actions >Report No-Shows.



 

Step 2:

You have to add a new picklist value for the Event picklist with “NS” as external code and “No Show” as the label.



Step 3:

You have to add a new picklist value for the Employee-Status picklist with “RNS” as external code and “Reported No Show” as the label.



Step 4:

You have to create the new event reason in Admin Center > Manage Organization, Pay, and Job Structures and assigned it to the No Show event. For employee status, select 'Reported No Show'.



Step 5:

You have to give correct permissions for the event reason: User Permissions > Employee Data > Event Reasons.



Step 6:

Assuming today is 28th November 2019 and employee is hired on 22nd November 2019 i.e No-show action takes place after the hire date. A new record will be created in Job information with an effective date as the employee's hire date (22nd November 2019) even if the No-Show action is triggered on 28th November 2019.

Employee Hired on 22nd November 2019.



Employee Export file (UDF) where employee is active



Take action > Report No-shows





A record gets added in Job information with effective date as the hire date of an employee.



Employee Export file (UDF) where employee is now inactive.



 

Results:

Job Information and employment details are updated.

This information is passed on to time management and benefits for further processing.

Next Steps:

Any time account or accrual account must be rolled back and initialized.

If Position Management is enabled and the no-show employee is assigned to a position, then the field <deactivate position> must be set to Yes to release the position for new assignments.

Note:

The Take Action  Report No-Shows action is available only for a period of 30 days after the hire date of the employee.

If the no-show is a manager, and already has direct reports assigned, the admin can reassign those employees in the same way as in the Termination page.

You can also use the rule context in the BCUI for the no-show employees where rules are triggered for Job Information in that context.

Limitations:

This is not supported for contingent workers.

Do not use this feature if you use Employee Central Payroll.

 

Regards,

Dharmin

[SigneML]

Hi Dharmin,

Thank you for this walk through - very helpful and easy to read.

A comment: "the field <deactivate position> must be set to Yes to release the position for new assignments" - You mean the field should be set to "No" so the position is not deactivated, right?

Do you by any chance know how this behaves with replication to SAP ERP? I suspect it will not (yet) work.

KR Signe.

[Dharmin_Thakkar]

Once 'No Show' is assigned to employee, the employee will be inactivce status but the position will be still assigned and 'To be Hired' in position will be 'No'. To release this position we need to manually navigate to the position and change 'To be hired' status to 'yes' to free up the position to the next incumbent.

Also, I heard that No Show topic is on roadmap for ERP Integration (BIB) for 2005 release, but so far no concrete planning for ECP.

 

[former_member26993]

Highly appreciated for this clear and concise walk through dharmin.thakkar

[ngautamr]

Thanks for the detailed information dharmin.thakkar .

Does this scenario work in Integration to SAP ERP with BIB active, while we replicate the data from EC to ERP?

Regards

Gautham.

[Janek]

Hi,

I have this same question as gauthamreddy.n2.

Is there any plan to replicate No Show event to SAP ERP (on this same date)?

[ngautamr]

Hi Jan

This is available as of last release where we can replicate to ERP with the same.date.We have done it and it's working as expected but some limitations of this functionality are still there in EC side.

Regards

Gautham

[former_member660297]

Hi,

 

Are you able to share / advise the reason why this process cannot work with Employee Central Payroll ?

Accurately recording that someone did not show, rather than showing for 1 day would be a good development for EC Payroll....

[mhoehener]

very interested in this as well

[former_member31548]

Thanks, very helpful.

Any idea why at step 4, the Event NS - No Show does not appear in the dropdown when I try to create the event reason NOSHOW? followed steps 1, 2 and 3 exactly as you mentioned above.

For employee status, the Reported No Show appears in the dropdown and I can select it, but not the Event. Any suggestions?

Thanks again!

[AlanWaters]

Hi there,

If I remember correctly, I think it's because the No Show event in EC is on the same date as the hire, but you cannot have two actions on the same day with different statuses (active / withdrawn) in ECP.

Happy to be corrected if this is not the reason.

Thanks.

[Bob]

Hello, same question on my side.

How to report a no-show in the Job History UI after period of 30 days after the hire date?

Thank you,
D.A

[RGogan]

Hi Dharmin,

 

Thank you for the article, was very useful:)

 

2 questions from my side: the field "Deactivate Position" can be set up to the default value "Yes"? And can be changed to a read only field?

 

Thank you,

Ralu:)

[Boskizus31]

Hello dharmin.thakkar

Such a nice article you have here. Congratz!

 

Quick question: when checking "Limitations" section, I went through SAP Help Portal to understand why "Report No-Show" feature should not be used on a Employee Central Payroll (ECP) scenario. All I could find was this "Manage Onboarding initiated Manually: Test Script" SAP Public Guide mentioning on 4.16 Report Employee as No-Show (Optional)" subsection the following:

«A new Job Information record on the exact hire date is created. The Employee Status has changed to Reported No-Show. The newly hired employee had no active day, at least retrospectively, in the system. Problems for follow-up HR processes as well as payroll are thus avoided.»

Therefore, I would like to confirm if you still think RNS should not be used while having ECP. If you could ellaborate that would be great.

 

Thank you in advance.

 

Best regards,

 

Cc: vmisty75, mhoehener, and alan.waters_teleflex.com.

[AGregg]

Hi All,

I was testing this feature and determined if the Employee Status in the Event Reason build is set to Terminated instead of Reported No Show, under Admin Center > Manage Organization, Pay and Job Structures > Event Reason

The candidate is eligible for Rehire, if set to 'Yes' Okay to Rehire.  If the end user attempts to Add New Hire instead, the Accepts Match button appears as well, if the end user is not aware the record exists for the Rehire process.

We are in the process of implementing ECP and I am confirming if this Employee Status is okay to indicate instead of Reported No Show.  I believe it would be fine as it is only changing the status from Active to Withdrawn in ECP.  Note: This guidance has not been fully tested and may vary depending on your business need.