Vacation Administration
COSMO Project Manufacturing includes vacation administration functionality that has been designed to fit in with the project structures. This enables vacation administration to be performed together with project planning.
The individual vacation requests are entered by line. Once the date details have been entered, the scheduled time is calculated automatically and set up in the calendar as scheduled time.
Setup
It is not necessary to create project lines to use the functionality of the vacation module. This is only needed if all processing should be done with COSMO Project Manufacturing as a common platform.
There is no binding structure for the lines; it is only important that a link is created to a COSMO Project Manufacturing WBS Position.
Resource Card
Settings for vacation administration are defined for a person on the Resource Card.
The fields on the Vacation FastTab are described in the following table.
| Field | Description |
|---|---|
| Vacation Entitlement Days/Year | Indicates the number of vacation days per year for which the employee is entitled. |
| Vacation Entitlement Available | Indicates the number of vacation days available for the employee, populated by posting the Entitlement values in the Vacation Entry process (see Vacation Entitlement Posting). |
| Application for Leave | Indicates the number of vacation days pending in the Application for Leave process (see Application for Leave). |
| Vacation Project No. | Provides the link to a vacation project in COSMO Project Manufacturing; used when Application for Leave is posted and project journal entries are created. |
| Vacation WBS | Indicates the link to the specific WBS position of the vacation project in COSMO Project Manufacturing; used when Application for Leave is posted and project journal entries are created. |
Vacation Processing
All vacation postings will be posted and recorded through an individual vacation journal. Two types of postings can be undertaken:
- Vacation Entitlement Posting – Typically used for annual vacation entitlement but can be used for special types of leave.
- Application for Leave – Each application for leave will be registered through the journal.
All leave-related postings can be registered through the menu processing in the journal. The vacation entries per person are then transferred to the Resource Card for each person.
Vacation Entitlement Posting
The initial entry of vacation entitlement for each person is registered and posted in the Vacation Entry page, accessed using Tell Me. Choose the 
icon, enter Vacation Entry, and then choose the related link. Choose the New action to start the vacation entitlement posting entries.
Note
This process should be done annually to register vacation entitlements.
Entitlement can be entered manually or through the Next Entitlement for All function, which automatically suggests the vacation entitlement for all resources with Type = Person. To use the Next Entitlement for All function, enter a line to be used as a template for the other resources. The following data will then be transferred to all other persons:
- Document No.
- Posting Date
- Start
- Finish
Once the template is entered, choose Functions > Next Entitlement for All on the Actions menu.
The Document No. is used as the basis for the administration of leave applications. Vacation entries can only be created if there is enough entitlement remaining for the document number.
Note
No link is set to the project because it is only used with the Application for Leave function (see Application for Leave).
Once all lines have been created and are ready for posting, choose the Post action.
The current entitlement can be reviewed in the Vacation Entitlement Available field on the Resource Card for each person.
Application for Leave
Applications for leave can be performed:
- per person from the Resource Card or in the Vacation Entry page
- in a batch for multiple persons/days in the Vacation Entry page
From the Resource Card, on the Actions menu, choose Functions > Application for Leave. The Vacation Entry page opens with the Person No. and Entry Type fields auto-populated with the <Resource No.> and Application for Leave, respectively.
The document number of the last open vacation entitlement is displayed in the Document No. field and the Description field indicates the description of the last open vacation entitlement and the remaining number of days.
The Start and Finish dates need to be entered, which will be the base for the calculation of Vacation Days of the relevant calendar for this person.
Vacation days can only be posted if they are scheduled and granted. To schedule the days, choose the Schedule Vacation action.
The scheduler will generate calendar entries, which can be manually amended (for example, for half days). In any case, the number of days entered must match the number of days scheduled.
Prior to posting, the Granted checkbox must be manually selected on the line if unselected.
Note
This entire process can also be done for multiple users and days directly in the Vacation Entry page, when opened using Tell Me.
By posting the vacation days, the available entitlement is deducted and indicated on the Resource Card.
Posted entries are accessible by choosing the value in the Vacation Entitlement Available field on the Resource Card.
Additionally, the vacation days are transferred to the resource's Time Entry project journal. The Project No. and WBS assigned to the Resource Card are automatically populated.
See Also
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