Vacation Management Module

This functionality is not used by all companies. You may not have a Vacation Mgt button on the Schedule tab in your instance of ARCOS. In addition to providing a centralized vacation-exception entry and tracking system, this module contains Vacation Limit Group (VLG) definition functionality, allowing you to set and maintain the number of employees that can be on specified exceptions at one time from a group or roster.

The sections in the Vacation Management module include:

• VLG Admin

  Allows you to define your Vacation Management Periods that will be used system-wide. In this section, you can also define the names of VLG groups to be used system-wide and enable the groups for the current location. For those VLGs enabled in the current location, you can set limits for Vacation Days and Personal Days.

• VLG List

  Provides a timeline-based view of the existing VLGs defined and enabled for the current location, displaying the Exception counts by day. You can access VLG details from this page that include the actual employees in the VLG and their qualifying exceptions for the period. Color-coding is used to indicate when a group is under the limit, at the limit or over the limit. Overridden limits are also clearly visible on the VLG List page.

• Employee Vacation Management

  Allows you to assign an employee from the current Level 4 location to a VLG list. It also allows you to view the employee’s hours totals, including Entitled Hours, Used Hours and Pending Hours.

Vacation Management reporting is also addressed by two reports: The Exception List Report and the Employee Reconciliation Report.

E-mail Alerts

Additional functionality includes the ability to send e-mail alerts when Vacation Management rules are violated. A VacMgtEmpAlert, for Vacation Management Employee Alerts, is triggered when a new HRI file is loaded that contains less entitled hours for an employee than was previously recorded or when modifications are made on the Employee Vacation Management page to the HRI Hours Entitled or Hours Adjusted field that causes the employee's total hours shown (total shown in the Diff* column, which is calculated by: [HRI Hours Entitled + Hours Adjusted] - [ARCOS Hours Total] to be a negative value. The VlgLimitAlert, for VLG Over Limit Alerts, is triggered by a modification to the VLG that causes an over-limit condition. For example, a new employee is added to the group that bring with him/her previously scheduled vacation and that addition puts the group over the limit. Another example of an action that would trigger a VLGLimitAlert is if the limits for the group are reduced. E-mail templates, located in the Sys Admin tab, E-mail/Alerts page under E-mail Template Admin, are provided and may be modified by the ARCOS user, to suit the recipients’ needs. The Alerts Admin section of this page allows you to enable employees to receive alerts and establish the alerts by location.

Schedule Exceptions

Schedule exceptions used by Vacation Management vary company to company, to view your company's Vacation Management exceptions see your company's Customer Configuration Guide.

Customer Configuration Guide

The Customer Configuration Guide lists all preferences and defaults that are specific to your company.

To view the Customer Configuration Guide

1. Click the black/white question mark in the upper right hand corner of your screen.

2. Click the Customer Configuration Guide link, instead of the Online Documentation link used to get here.

These exceptions require you to enter Vacation Management hours on the Schedule Record pop-up when you are scheduling them. All vacation and personal holiday event types display in green type on the Schedule pages.

Security Settings

There are several new security settings (Sys Admin>Security) that are linked to the Vacation Management module, controlling the ability to view or modify the VLG Administration pages, view the VLG list, and view or modify the Vacation Management associated functionality on the Employee page. See Vacation Management Functionality and Use  for a full explanation of these new security settings. Located in the Schedule section of the Security page are the following:

• Vacation Mgt - VLG Admin - provides view access to the Vacation Management module.

• Vacation Mgt - VLG Admin (Modify) - provides rights to modify the VLG Admin pages.

• Vacation Mgt - VLG List - provides view access to the VLG list.

• Vacation Mgt - Employee Page - provides view access to the Employee page.

• Vacation Mgt - Employee Page (Modify) - provides rights to modify the Employee pages.

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*Note: ARCOS documentation is a living document. For inconsistencies or missing features, contact ARCOS Support. Not all companies have all items in the Online Help.