Policies and Eligibility conditions

Policies and Eligibility conditions

EazeWork HRMS provides the option of creating policies which can be different for different groups of employees. These policies are based on eligibility conditions which are based on parameters like Level, Department, Division, Office Location, Work Location, Gender, Employment Status,  Employee Type, Work Nature, Work Status.

Managing Policies

The following policies can be created -
1. Notice Period Policy : allows different notice period for different groups of employees, this can be created by Application Administrator
2. Probation Policy : different probation periods can be defined, this can be created by Application Administrator
3. Leave Policy : leaves can be made applicable to different groups of employees, this can be created by Application Administrator
4. Leave Value Formula : within the same leave the accrual logic can be different for different groups of employees, this can be created by Application Administrator
5. Calendar Mapping : employees can be mapped to different calendars, calendar creation is done by Application Administrator, change of calendar of employees can be done manually by Managers or HR Manager if they are mapped to employee calendar otherwise their mapping will be based on eligibility conditions and priorities specified in calendar setup by Application Administrator
6. Expense Policy : expense claim heads can be designed with different policies for different levels of employees by Application Administrator
7. Work From Home Policy : Application Administrator can give different numbers of work from home in a period to different groups of employees and can also specify that only a specific groups of employees should be able to apply for Work From Home
8. Tour Policy : Application Administrator can specify that only a specific groups of employees should be able to apply for Tour

Changes in policy mapping

Whenever a parameter which is mapped to an employee and is also in use in a policy definition, any change in parameter with an effective date changes the mapping of employee to the policy. Impact on each of the process where the policy is explained below.
In the impact column the scenario is explained using Department or Level though the impact could be due to change in any parameter used in the policy definition.
PolicyImpact
Notice Period Policy

1. Change of department from past date - notice period policy will be changed for employees whose separation is not in process, for in process separation cases there will be no change in mapped notice period
2. Change from future date - these changes will be implemented on the date of change of the parameter
Refer to the article on Separation Setup for more details on how to setup notice period policies.

Probation Policy1. Change of department from past date - probation policy will be changed for all employees who are still not confirmed, if record is in-process the new policy will be implemented on it also
 2. Change from future date - these changes will be implemented on the date of change of the parameter
 Refer to the article on Probation Setup for more details on how to setup probation policies.
 Leave Eligibility1. Change of department from past date - if leaves are accrued on a periodic basis and department is changed from a back date due to which an employee is no longer eligible for the leave, then
a) leaves which have already accrued will not be removed
b) new leave accrual will be based on the effective date of change
2. Change from future date - these changes will be implemented on the date of change of the parameter
Refer to the article on Managing Leave Criteria for more details.
Leave Value FormulaSame as Leave eligibility
Calendar mapping1. Change of department from past - on change of department the "Eligibility calendar" will also be changed from tomorrow (not from past)
2. Change of department from future - "Eligibility calendar" will be changed from the date of change of parameter
3. Only "Employee calendar" can be changed from past
Refer to the article on - Updating employee calendar for more details
 Expense PolicyChanges in expense head eligibility condition will lead to conversion of all submitted / approved expense vouchers to draft status. The changes are done from today, they cannot be done from future or past. Refer to the article on Expense Head Setup for more details.
 Work From HomeChanges in Work From Home eligibility are implemented immediately. There will be no change to in-process or completed requests. Refer to the article on Work From Home Setup for more details.
TourChanges in Tour eligibility are implemented immediately. There will be no change to in-process or completed requests. Refer to the article on Tour Setup for more details.

Eligibility Conditions

Eligibility conditions are used while releasing a process. Some examples are given below -
1. Publishing of Policy Documents : policy documents published by HR Manager on the portal can be shown to selected group of employees, refer article on "Managing policy documents" for more details. The feature for publishing policy documents should not be confused with the policies which are being explained in this document. If eligibility condition is changed the visibility condition of document is changed immediately.

2. Training Eligibility : when a training is being published the Training Manager can specify criteria through which only the defined group would be eligible for training. Once a training is released its eligibility condition cannot be changed.

3. Performance Cycle : when Performance Manager creates a Performance cycle he can specify the criteria which would be used to map employees to the cycle. Once a Performance Cycle is in use its eligibility condition cannot be changed.

4. Leave Encashment : when HR Manager releases the Leave encashment process an eligibility condition can be used to allow a target group of employees to participate in the process. Once the process is released its eligibility condition cannot be changed.

5. Surveys / Polls / Events / Announcements : when HR Manager releases employee communication through Surveys / Polls / Announcements or plans and publishes and Event, an eligibility condition can be used to send the communication to a target group of employees.

6. Document mapping : different types of letters are generated from EazeWork HRMS, for example you can different formats for Appointment Letter, eligibility conditions can be used to manage these multiple formats. Documents once generated and confirmed cannot be deleted even if the eligibility condition changes.

7. Custom emails  : custom emails can be sent by Application Administrators, sending of these emails can be managed through a set of eligibility conditions


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