Every organizational year end brings a set of recurring tasks for your HR team. We've provided guidance on completing a range of typical annual activities in Sage.
For other suggestions on keeping your Sage People system in good shape, check out System review.
Actions before year end
Your holiday year can coincide with a traditional holiday period. Consider taking your holiday and absence WX Service offline for some days then. A break in the service gives you time to make any holiday and absence-related changes. Create an HR Noticeboard message for your WX Service landing page to say the holiday and absence WX Service is unavailable for a brief period.
Accrual balance reporting
Run the Accrual Balances report and any other associated annual leave reports.
Schedule the Accrual Balance report to run daily, starting a few days before year end. This ensures the report is generating correctly.
You can also give managers access to the Accrual Balance report using WX Reports. The report shows remaining holiday balances for employees. It lets managers help ensure users book remaining holiday in line with your organization's carryover policy.
Example
If your holiday year starts on January 1, schedule the Accrual Balance report to run so that you have a copy of the report on December 31. The report shows the year-end balances for your employees. From midnight on January 1, depending on your holiday carryover rules, the year-end balances carry forward. It becomes the start of year carryover balances for the new holiday year.
More information
Absence and Vacation | Set up accrual balance reports
Report and dashboard subscriptions
How to set up WX reports based on the Accrual Balance Object
Actions after year end
Generate accruals
Are you changing the Absence Accrual Rules your organization uses? Changing seniorities or carry over limits? If so, generate accruals in the new holiday year because you can't do so in advance by using a future date. Test your sandbox first to make sure you're confident with the process.
More information
Creating absence accruals automatically
Public holidays
Check your Work Days Patterns correctly identify public holidays for the coming holiday year. If your organization operates in more than one country or uses more than one policy, check the Work Days Patterns you assign to all.
More information
Work Days Patterns | Editing work days patterns
Work Days Patterns and Work Schedules
Year end checks
Update policies and procedures
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Ensure advice and guidance for employees reflects the latest legal requirements
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Update or create internal policies and ensure the updates are available through the WX self-service portal
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Check your audit trail for disseminating information. Use Sage People Internal Communications with read confirmations to track compliance with reviewing important changes
Internal Communications
Do you have a communications plan to keep announcements, information, and documentation up to date? A well-maintained and relevant WX self-service portal is one of the key fundamentals in helping to drive employee engagement.
More information
Internal Communications | Set up Internal Communications
Creating a new Internal Communication from a WX Process
Using confirmation for WX Internal Communications
HR Noticeboards
Check your current HR Noticeboards are up to date and relevant. Review any usability issues users raised during the year. Add or update HR Noticeboards to help your employees navigate the WX self-service portal successfully.
More information
Snapshot reports and field history
Do you use snapshot reporting? Check for appropriate frequencies, and add new important fields you created within the year to ensure they'are available for point-in-time reporting.
Check how you're using your 20 tracked fields on key objects such as Team Member and the Employment Record. Update the field selections if there are any values you need to change.
More information
Clean up employee data
Make sure all your Team Member data records are up to date. Have there been changes to organizational structure within the year? Have you added new, particularly mandatory fields to Sage People? Have you started collecting new information, such as preferred personal pronouns? Use list views and reports to check if you have any gaps or errors in the data. Start the year on a sound data footing.
More information
Employee satisfaction
Do you use surveys to gather information about employee well-being and satisfaction? Consider using Sage People Pulse Surveys to collect feedback.