This activity defines the basic setup for the probationary or trial period generally associated to new employments. The Probation Setup page is used for this purpose.
A Default Probation Setup must always be present in the system. The first Probation Setup created will be set as the Default. If more Probation Setups are added, the Default can be changed to another setup if needed. The Default Probation Setup is global and cannot have any Companies assigned to it. Companies can only be linked to non-default Probation Setup, and each Company can only be associated with one Probation Setup at a time. Additionally, a Company cannot be removed from a Probation Setup if any individual within that Company currently has a Probation Status assigned from that setup.
Once a Probation Setup is created by adding general information, the system will automatically add predefined Probation Statuses to the setup. The predefined statuses include Successfully Completed and Employment Termination Recommended. These statuses are flagged and cannot be removed. They do not have default durations associated with them as they are end statuses. As a result, for the system defined statuses, a Valid To date is not required in an individual’s Probation Status record.
For statuses created apart from the system-defined statuses, the Default Duration in Months is mandatory. This duration is used to calculate the start and end dates for an individual's Probation Status.
Probation Information is maintained in the Personal File under the Assignment section and can be managed by Company, based on a Person’s employments. In the Employee File, Probation Information is stored in the Employment Information section under Employments and is read-only.
For an initial Probation Status, the system suggests the active Employment’s Start Date as the Valid From date except if a system-defined Probation Status is used. For system-defined Probation Statuses, the system automatically sets the Valid From date to the system date. The Valid To date for non-system-defined Probation Statuses is calculated by adding the duration of the Probation Status to the Valid From date. For system-defined Probation Statuses, the Valid To date is always left empty. However, the option is available to specify a Valid To date if required.
Each Probation Status change for an individual is recorded as a new entry in the Personal File. When the status is changed to any other status, excluding Successfully Completed or Employment Termination Recommended, the Valid From date is set to the day immediately following the Valid To of the previous Probation Status. When changing from a system-defined status to another non-system-defined status, the system sets the Valid From date of the Probation Status to the system date. The Valid To date for the new Probation Status is calculated by adding the duration of that status to the Valid From date. This method of calculation is consistently applied to any subsequent statuses added. Overlapping validity periods for the same Probation Status are not permitted.
During the creation of a new Employee, the option to add a Probation Status is available as an optional field under the Employment step. Based on the selected Probation Status, the system automatically calculates the validity period and stores the information in both the Personal File and the Employee File.
Probation Status changes can also be managed through the Manager Requests for Employment Lifecycle Changes process. Once the request is approved, the Probation Status change is recorded as a new record in both the Personal File and the Employee File.
This activity creates the basic data for the Probation Setup, including the associated Probation Statuses, which will be used to manage and track probation periods of individuals.