Introduction

The Leave manager is a streamlined tool designed to help users effectively manage and review leave requests. By navigating to Tools > Leave Requests, users can access a comprehensive interface that allows them to filter, view, and manipulate leave data based on various parameters. This document provides an overview of the functionalities, best practices, troubleshooting tips, and the latest updates made to enhance user experience, such as the addition of an Email column to facilitate communication.


A. Problem statement

Users of the Leave manager face challenges in efficiently sorting and viewing leave request data due to limitations in filtering options and data display. Difficulty in accessing specific details quickly and effectively can lead to increased time spent managing leave requests, potentially impacting workflow and productivity.


B. Solution

To address these challenges, the Leave manager has been equipped with robust filtering options and a detailed list of columns that provide all necessary information at a glance. Enhanced features such as the addition of an Email column further streamline communication processes by making requestor contact information readily available. These improvements ensure a more efficient and user-friendly experience, significantly reducing the time and effort required to manage leave requests.


Leave Module Steps: 


The Leave manager makes it easy for a user to review their leave history. It can be accessed by going to Tools > Leave Requests.

 


Filters


The filters at the top of the page provide a way to easily sort through the leave listed.



The filters begin with a time filter. This is based on the current date of access. The second filter is a user filter. This is available only with unrestricted Search access to the leave document type. It will show results for only the user selected in the box, or all users if the (all) option is chosen. Items I Affected will remove the current list of items and replace it with items that the user who is currently logged in has affected. This equates to any leave items that have been approved, rejected, returned, or touched via the workflow.


 

List Columns

The Leave manager view will list all leave requests depending on what type of permissions are given to the user. 



(Continued to the right)



(Continued to the right)




Starting from left to right, columns will list:


Employee ID - This shows the requestor's Employee ID.


First Name - The requestor's first name.


Last Name - The requestor's last name. 


Department - The department the requestor put the leave request toward.


Reason - The reason the leave request was created.


Reason Detail - More information in regard to Reason; i.e. Self, Conference, Dog or Cat.


Start Date - The starting date the leave request will cover.


End Date - The final day the leave request will cover.


Comment - Short note written by requestor.


Amount - Amount numerically being used; depends on what unit is used.


Unit - The unit covering the amount above. By default, this is normally in Day(s).


Req Amt - If the leave request will be Professional, a cost may be associated with the leave. The cost will be tied to a vendor with an account code. The amount of that cost will be listed here.


Submission Status - The status of the leave request. If a leave request was started and saved as a draft, then Draft will be shown. If submitted to a workflow, the queue to which the leave request was sent for approval will be listed (Treasurer, Payroll). If a leave request has been successfully sent and approved, then Completed will be shown.


Substitute - If a substitute is listed as required on the leave request, this will show Yes/No.


Submitted Date - The date the leave request was submitted. 


Email - This will list the requestor's email, which is handy if a leave request is printed and an approver needs to reach out to the requestor.


Reporting


Clicking the View Report button in the upper right corner will open a window which allows access to a reporting option of all leave submitted to USPS. This is tied to the departments to which you have access. If you do not see an employee/department that should be on your report, you will need to contact your site admin to give additional permissions.



Filter:

Start Date - Shows any leave that has a leave line with the given date.

Submission Date - Shows any leave based off the date submitted of the leave request.


Show:

Detailed Lines - Breaks down by leave lines. This is helpful when a leave request has multiple days spread across multiple pay periods.

Requests - Shows as normal leave request.


From - Starting date for report.

To - Ending date for report.

 

Locking USPS


In the event your ITC needs to back up your information, you will need to lock our system out of USPS so that it does not interfere. To do this, simply click the Lock USPS button in the top right corner. This will lock our system out for the duration in the drop down. In the event the ITC is still seeing a Strategic account logged in, they will need to manually log the accounts out after the system is locked. If you would like to resume working before the time expires, you can simply click the Unlock button. Otherwise, it will automatically unlock after the allotted time. 



Creating/Modifying


To create a new leave, simply click the Add button. This will open the leave form. To learn more about how to use the leave form, click here.

Your ability to edit a leave will depend on your rights and the status of the leave: 


  • If you do not have edit rights for leave, you will only be able to edit the leave while the status is Draft or Not in Workflow. If you need to edit a leave once it has entered workflow, you will need to choose the Recall option to pull it out of the approval path for editing. Once resubmitted, it will need to pass through all approvals again.
  • If you have rights to edit and it is in your workflow queue, you can edit the leave.
  • If you have rights to edit but it is not in your workflow queue, you will not be able to edit.
  • If you are an Admin and have edit rights, you can edit the leave anywhere.
  • If a leave line has been submitted to USPS, you will not be able to edit regardless of rights.


Your ability to delete a leave will also depend on your rights and the status of the leave:


  • If you do not have delete rights for leave, you will only be able to delete the leave while the status is Draft. 
  • If you have rights to delete and it is in Draft, Not in Workflow, or (Un-Queue) status, you can delete the leave.
  • If there are any lines that have been submitted to USPS, the leave will not be able to be deleted, but individual lines may still be deleted.
  • You can also recall an item from workflow, which will then allow you to delete the leave, removing it from workflow and your manager table. 


Adding Email Column

  1. An Email column has been introduced at the end of the existing grid. This ensures that users can visibly identify the email addresses of leave requestors directly from the interface.
  2. Guarantee that this new column is also included in the export functionality of the grid. This ensures that when clients export the data, it contains all necessary information (including the email addresses), facilitating seamless external communications and record-keeping.


C. Best Practices

  1. Utilize Filters Effectively: Use the time, user, and item filters to streamline the display of relevant leave requests, enhancing your ability to make quick decisions.
  2. Familiarize with List Columns: Understand what each column represents to efficiently extract relevant information without needing to delve into each request individually.
  3. Regular Reporting: Make use of the reporting function to keep track of leave patterns and make informed decisions about manpower and resource allocation.
  4. Secure and Control Access: Regularly update and control access permissions to ensure sensitive data is only accessible to authorized personnel.


D. Troubleshooting

  • Issue with Filters Not Displaying Correct Data: Ensure that you have the necessary permissions and that there are no active locks affecting data visibility.
  • Errors in Data Export: Check if all columns, including the newly added Email column, are selected for export. Reset your export settings if issues persist.
  • Problems with Editing or Deleting Leave: Verify the status of the leave request and your user permissions. If you're unable to perform the desired action, consult with your admin for rights adjustments or technical support.


Conclusion

The enhancements and features integrated into the Leave Manager make it an indispensable tool for handling leave requests efficiently. By understanding and leveraging the capabilities of this tool, users can greatly enhance their productivity and maintain seamless operations. Users are encouraged to explore these functionalities to optimize their workflow and ensure effective leave management within their organizations.