1. What is a Donation Plan
In this article, we will learn how to configure a Donation Plan step by step. Donation plan is one of the six absence plan types offered by Oracle cloud. As its name suggests, using donation plan employees can donate their accrual plan balances to others colleagues. Manager and Administrator can also donate leaves on behalf of employees. Employees may choose to donate all or a portion of their accrued leaves. However, they would be able to do so only if they are already enrolled to any accrual type plans. So, before you proceed further make sure you have already configured an accrual plan. If you need any guidance in configuring accrual plan, please refer to this article » Fusion Absence Management : Explained with examples
2. Learn Donation Plan With a Business Requirement
Before we initiate our setup steps lets understand the business requirement so that it would be easier to understand the motives behind the steps we follow later
- Business needs a donation plan where employee can donate leave in days.
- Employee should not be able to donate more than 5 days at a time.
- Employees shouldn’t be able to store more than 10 days of donation.
- Recipient identity should be restricted. While donating the leave donor should not know the actual recipient name.
- Managers and administrators should also be able to donate on behalf of employees.
- There shouldn’t be any approval required for Donation Plan.
3. Steps to Setup a Donation Plan
Now we have requirements in place, lets start setting them up .
3.1. Configure the Donation Plan
Navigation: My Client Groups » Absences » Absence Plan
You are on Absence Plans page, click on the Create button from the search result section, which will bring a pop up window: Create Absence Plan. Enter Details as follows
- Effective As-of Date: 1/1/1951
- Legislation : Your Legislation
- Plan Type : Donation
Once you enter these details click on Continue Button.
You are on Create Absence Plan page, ensure Plan Attributes tab is active. Under the General Attributes section enter following details.
- Plan : Donate Leaves (Or you can select any other name of your choice)
- Legislative Data Group : US Legislative Data Group (Or your legislation)
- Description : This plan allows user to donate leaves in days
- Plan OUM : Days
- Status : Active
Please note that by default Plan OUM is set to Hours, which we are changing here to Days. The unit of measure of a donation plan can only be Hours or Days. The reason we are changing it to Days is that the unit of measure of accrual plan we have setup in this article is also Days. As we know a donation plan takes leaves from an accrual plan and pass it on to other colleague so the unit of measure for a donation plan and accrual plan should be always same. If in your pod you have accrual plan with OUM Hours then do not change the OUM of the Donation plan you are configuring. Keep it Hours only.
Your setup should look like this.
Click on the Plan Rules tab and change the Ceiling Rule to Flat Amount and in the ceiling value enter 10 days. This will ensure that no one has more than 10 days of donated leaves. This was one of the business requirement.
Now click on the Entries and Balances tab. On this screen, ensure that Balance transfer across plans is selected, optionally you can also enable Other adjustment.
Click on Save and Close.
We have completed our Donation Plan configuration but at this point of time Donation Plan is still not ready to use as it still does not know from which accrual plan to take balance, so we have to amend our existing accrual plan “Annual Vacation” that we configured in our previous article. To get this done
3.2. Amend Accrual Plan to Support Donation Plan
We have configured our accrual plan using this article » Fusion Absence Management : Explained with examples but we need to tweak the setup a bit so that it supports donation.
Navigation : My Client Groups » Absences » search for plan Annual Vacation (Or you can search any other accrual plan that you have configured or present in your instance)
Click on the plan name (Annual Vacation) and you will be on page View Plan Annual Vacation. Click on the Entries and Balances tab. Click on the Edit button and select Correct option. Now scroll down to Donation section. On this screen click on all below check boxes as our requirement says that administrator and manager should also be able to donate leave on behalf of worker.
- Enable for administrator
- Enable for manager
- Enable for worker
For the Donation Rule select value “Flat Amount” and other details as follows. This will fulfil our other requirements that says worker can donate maximum of 5 days at a time.
- Minimum : 1
- Maximum : 5
- Increment : 1
Now click on Save and Close. Now our Donation plan (Donate Leaves) is ready to use.
3.3. Attach Donation Plan to Absence Type
Once workers receive donation they need a way to use those days and that would be possible only through absence type. We need to link our donation plan – Donate Leaves to a absence type. In this article( Fusion Absence Management : Explained with examples) we have already created an absence type “Avi Vacation” so we will use the same absence type here also. To amend the existing absence type follow below navigation
Navigation : My Client Groups » Absences » Absence Types » search for absence type “Avi Vacation” (or you can search your own absence type)
from the search result click on the absence type name and you would be on View Type Avi Vacations page. On this page click on Plans and Reason tab. In the Absence Plans section you will notice that accrual plan “Annual Vacation” is already linked. Click on Select and Add button and from the list of pan select “Donate Leaves”
- Plan : Donate Leaves
- Priority : 10
- Status : Active
Once you enter all these details click on OK button. Click on Save and Close button.
3.4. Enroll Employees to the Donation Plan
Although our Donation plan is ready to use but as of now no one is eligible to use it. We need to enroll or make employees eligible for the Donation plan. Please note Donor and Receiver both need to be enrolled for the Donation plan. Please pick two workers from your instance and complete these steps for both of them. For this article we are using below example employee
| Receiver | Donor |
| Employee : Pam Gardner | Employee : Darren Buxton |
To enroll a worker follow below navigation
Navigation : My Client Groups » Absences » Absence Records » Search Worker (Pam Gardner as Receiver) » Scroll Down to Plan Participation section.
Click on the Enrollment and Adjustment button and select value Add Enrollment. On the Window enter details as follows then click on Submit button.
- Select Plan : Select Donation Plan we have configured <Donate Leaves>
- Start Date : Plan Enrollment Start date <Mostly the hire date of employee>
- Recipient Alias : As per the requirement, this is to hide the identity of the receiver so when you are donating leaves, you will not know the actual recipients. But this filed is optional, if you do not enter any value actual name of the recipient would be displayed. In this exercise we are giving alias to Pam Gardner as “iavinash.com”.
- Ceiling Override : You also get to override ceiling amount for individual participants. You may choose to change the value or leave it blank so that the default value from plan is applicable.
Click on Submit button. Once you click on Submit button. You would see the plan name under the plan list.
Please note that this employee should also be enrolled to accrual plan (Annual vacation), if he is not, enroll him for the same. Now repeat these steps for Donor (Darren Buxton) also.
4. How to Use Donation Plan
Here we will walk through the steps followed by Donor (Darren Buxton) to Donate leave. Login as an employee and follow below navigation
Navigation : Me » Time and Absences » Donations
Existing Donations section displays any donation that you have made in the past. To initiate a new donation click on the Add button.
On the Details section choose the correct Date, and then you will see that the Plan name is automatically populated with our accrual plan. If the employee is eligible for more than one accrual plan and both those plans supports donation, you will have to select Plan name from the list.
After selecting Plan name, select recipient from the list, here you will see the alias “iavinash.com” rather than the actual name of the employee – Pam Garner. After selecting Recipient, you can enter Donation Amount.
Once you enter all these details, click on the Submit button. Based on the configuration in your POD it might go for approval. If you want to customize approval rule for donation plan, you can use process name “AbsencePlanBalanceDonationApproval”. You can also read this article to read more about configuring approval » Learn Oracle Cloud Approval Management (BPM & Transaction Console) with examples
4.1. Verify Balance is Received
Employee has donated his balance to colleague, now lets check if receiver (Pam Gardner) has received the balance/donation or not. Please follow below navigation for the same (Login as Pam Gardner)
Navigation : Me » Absence » Time and Absence » Absence Balance
On this screen you can see that Pam Gardner has received 5 days of donation from Darren Buxton. This confirms that setup is working fine.
Mass Enroll Workers to Donation Plan
In the earlier step “3.4. Enroll Employees to the Donation Plan” we saw steps required to enroll any workers to a donation plan. That step was for a single person but do we have any option to enroll large number of workers to a donation plan?
Unfortunately, as of 23D we dont have any option to mass enroll workers to a donation plan, but there is an idea raised already for this in the oracle customer community. You may wish to support the idea – 528891, so that we get this functionality at the earliest.
Donation Plan Questions and Clarifications
I am sure you may have several questions in your mind after reading this article, and I truly appreciate your curiosity. However, I have received complaints in the past that I do not promptly reply to your questions. To overcome this problem, we are collaborating with the hcmfolks platform, which is a community of Oracle HCM experts.
If you have any questions or clarifications regarding this article, please feel free to post them on the hcmfolks.com forum. There, experts and learners are eager to help each other out, and you will likely receive prompt and helpful responses. The forum is a great resource for getting answers to questions related to Oracle HCM, and I highly recommend it.
