NCS E-LEAVE USER MANUAL

Transcription

1 USER MANUAL NCS E-LEAVE USER MANUAL [NCS E-SYSTEM] Revision June 2015 PURPOSE = = = = = = = = = = = = = = = = = = = = = = = = = = = = Describes the details of using the NCS e-leave system for both employees and supervisors. = = = = = = = = = = = = = = = = = = = = = = = = = = = = SCOPE: For Employees and Supervisors Primary Authors : Chong Zhi Wei Key Contributors : Kenny S. Kembaren

2 NCS DOCUMENTS TRACKING DOCUMENT REVIEW BY ROLE NAME REVISION DATE ISD Tan Wei Lin 4 31/March/2015 ISD Ang Pei Shan 4 31/March/2015 FINAL DOCUMENT REVIEW BY ROLE NAME DATE REVISION HISTORY REVISION NO. INDEX [E.G. I(A)] DESCRIPTIONS OF CHANGES CHANGED BY APPROVED BY DATE UPDATED (DD/MM/YYYY) 0 - Document Creation 1 - Document update Jing Diing Charmaine 22/Jun/ Rewrite user manual, update to latest version with higher resolution screenshots Zhi Wei KennyK 24/Dec/ Added more screenshots of Zhi Wei Charmaine 9/Feb/ Review document grammar Wei Lin/Pei Shan Rebeecca 31/Mar/ P a g e

3 NCS TABLE OF CONTENT TABLE OF CONTENTS DOCUMENT REVIEW BY FINAL DOCUMENT REVIEW BY REVISION HISTORY GLOSSARY OF TERMS EXECUTIVE SUMMARY PURPOSE AND SCOPE E-LEAVE LOGIN LOGGING IN FORGOT PASSWORD APPLYING LEAVE LEAVE APPLICATION FLOW (MC) LEAVE APPLICATION FLOW (OTHERS) APPLY LEAVE STEP BY STEP LEAVE APPROVED SICK LEAVE MC NOT RECEIVED SICK LEAVE MC RECEIVED VIEW LEAVE HISTORY/LEAVE CANCELATION VIEW LEAVE HISTORY LEAVE CANCELATION CHANGE PASSWORD NCS PUBLIC HOLIDAY LOG OUT REMINDER SUPERVISOR: APPROVE LEAVE LEAVE NOT ROUTED THROUGH CUSTOMER LEAVE ROUTED THROUGH CUSTOMER LEAVE AUTOMATICALLY ACKNOWLEDGED AFTER THREE DAYS APPROVING LEAVE LEAVE CANCELLED LEAVE APPROVAL REMINDER P a g e

4 NCS TABLE OF CONTENT 12. SUPERVISOR: SUBORDINATES LEAVE HISTORY SUPERVISOR: LEAVE REPORT EMPLOYEE LEAVE SUMMARY REPORT TEAM LEAVE SUMMARY REPORT CUSTOMER: ACKNOWLEDGE/REJECT LEAVE P a g e

5 NCS LIST OF FIGURES/DIAGRAMS/CHARTS/TABLES LIST OF FIGURES/DIAGRAMS/CHARTS/TABLES Figure 1 : Login Screen Figure 2 : Login Information Figure 3: NCS Connect Main Screen Figure 4: E-Leave Main Screen Figure 5: Forgot Password Link Figure 6: Forgot Password Submit Button Figure 7: Password Reset Confirmation Figure 8: Leave Application Flow (MC) Figure 9: Leave Application Flow (Others) Figure 10: E-Leave Menu Figure 11: Leave Balance Figure 12: Pick Leave Start Date Figure 13: Pick Leave End Date Figure 14: Calculate Number of Leave Days Figure 15: Choose Leave Type Figure 16: Enter Leave Reason: Figure 17: Apply New Leave button Figure 18: Submitted Leave Details Figure 19: Leave Approved Figure 20: Reminder - MC Not Received Figure 21: Notification - Sick Leave Received Figure 22: Leave History Figure 23: Leave History Sub Menu Figure 24: Leave History Table Figure 25: Leave Detail and Cancel Leave Button Figure 26: Leave Cancelled Confirmation Figure 27: Change Password Screen Figure 28: NCS Public Holidays Figure 29: Logout Link Figure 30: Direct Approval Figure 31: Leave Acknowledged by Customer Figure 32: Auto Acknowledged Figure 33: Supervisor Menu > Subordinate Pending Approval Figure 34: Subordinate Pending Approval Screen Figure 35: Leave ID Column Figure 36: Leave Detail Screen Figure 37: Supervisor Remarks Figure 38: Leave Cancelled Figure 39: Leave Approval Reminder Figure 40: Supervisor Menu > Subordinate Leave History P a g e

6 NCS LIST OF FIGURES/DIAGRAMS/CHARTS/TABLES Figure 41: Subordinate Leave History Figure 42: Subordinate Leave History Details Figure 43: e-leave Report Menu Figure 44: Employee Leave Summary Screen Figure 45: Employee Leave Summary Generated Report Figure 46: Team Leave Summary Screen Figure 47: Team Leave Summary Generated Report Figure 48: Customer Acknowledgement Figure 49: Customer Acknowledgement Screen P a g e

7 1. GLOSSARY OF TERMS TERM AL HR ID MC DEFINITION Annual Leave Human Resource Identity Medical Chit 2. EXECUTIVE SUMMARY The NCS e-leave system allows any NCS employee to apply leave from work through an online web application. This document is a step-by-step guide for all NCS employees on how to apply leave through the online NCS e-leave system. It also covers supervisors module where supervisor handles leave approval. Owner of the e-leave system is the HR department. 3. PURPOSE AND SCOPE This document provides the steps to NCS employee on how to apply leave through NCS e-leave system. It covers from which website to go to and step-by-step instruction for the web applications. Furthermore, it also covers the supervisors modules where instructions to approve or reject leave applications P a g e

8 4. E-LEAVE LOGIN To access to the NCS e-leave system, please login through the NCS Connect website at following address: Figure 1 : Login Screen 4.1 LOGGING IN To login, enter your username and password, then click on LOG IN button. Figure 2 : Login Information P a g e

9 After successfully logged in to the portal, go to e-leave web application on the left navigation bar as shown below: Figure 3: NCS Connect Main Screen You will be directed to e-leave system as shown below: Figure 4: E-Leave Main Screen P a g e

10 4.2 FORGOT PASSWORD If you forgot your password, you may use the Forgot Password function to retrieve your password. Click on the FORGOT YOUR PASSWORD? link located under the username field. Figure 5: Forgot Password Link Click on the link and you will see a pop up window appear as shown below. Enter your username and click on Submit button. Figure 6: Forgot Password Submit Button P a g e

11 You will get a new pop up message box telling you that new password has been sent to your . Figure 7: Password Reset Confirmation P a g e

12 5. APPLYING LEAVE 5.1 LEAVE APPLICATION FLOW (MC) The whole process must be completed within 14 days from MC date. Late submission of MC to HR will be considered as Unpaid/Annual Leave. Figure 8: Leave Application Flow (MC) P a g e

13 5.2 LEAVE APPLICATION FLOW (OTHERS) Employees must apply leaves such as Annual, Emergency, Unpaid, Compassionate and Complimentary via the system upon resume to work or before on leave. Late application will be considered as unpaid leave. Start END Apply leave in system upon resume to work/before on leave HR/Admin update accordingly and filing Approved in 3 days Pending for customer acknowledgement Autoacknowledgement after 3 w/days Not approved within 3 days Team lead/supervisor pass related supporting documents to HR/Admin within 7 w/days Team Lead/Supervisor approve Leave with related supporting documents/ remarks Auto notification to employee,cc HR and supervisor once leave approved Figure 9: Leave Application Flow (Others) P a g e

14 5.3 APPLY LEAVE STEP BY STEP 1. Go to Employee Apply Leave Figure 10: E-Leave Menu 2. Refer to leave balance acquired month-to-date. Figure 11: Leave Balance 3. Click on the button to select Leave From (leave start date) from calendar window. Figure 12: Pick Leave Start Date 4. Click on the button to select Leave To (leave end date) from calendar window. Figure 13: Pick Leave End Date 5. Click on Calculate Days for auto calculating of number of days for applied leave. Note: Kindly fill in manually if apply 0.5 day of AL. Figure 14: Calculate Number of Leave Days P a g e

15 6. Select desired Type of Leave. Figure 15: Choose Leave Type 7. Enter leave reason in Reason text field provided. Note: Kindly fill in manually morning half or afternoon half if apply 0.5 day of AL. Figure 16: Enter Leave Reason: 8. Click Apply New Leave below the reason field. Figure 17: Apply New Leave button 9. Leave record appears in data grid for user reference. Figure 18: Submitted Leave Details P a g e

16 5.4 LEAVE APPROVED Once the leave is approved, employee will receive an notification as shown below: Figure 19: Leave Approved P a g e

17 5.5 SICK LEAVE MC NOT RECEIVED If the MC is not submitted after the Sick Leave is applied, a reminder will be sent to the employee: Figure 20: Reminder - MC Not Received 5.6 SICK LEAVE MC RECEIVED If the MC for the sick leave is received, an will be dispatched to the employee: Figure 21: Notification - Sick Leave Received P a g e

18 6. VIEW LEAVE HISTORY/LEAVE CANCELATION 6.1 VIEW LEAVE HISTORY To view leave history, point on Employee side tab and select View Leave History. Refer to the shown data grid for past leave history. Figure 22: Leave History P a g e

19 6.2 LEAVE CANCELATION Leave cancellation function can use to cancel the leave which status is Pending Approval or before the commencement of leave applied. 1. Go to Employee View Leave History. Figure 23: Leave History Sub Menu 2. Click on desired leave ID cell in the data grid which user wish to cancel. Please contact HR after leave has been due. Figure 24: Leave History Table 3. Leave details window pop up for verification. 4. Click on Cancel Leave button for cancellation of the desired leave Figure 25: Leave Detail and Cancel Leave Button P a g e

20 5. Notification pop up indicates leave cancelled successfully. Figure 26: Leave Cancelled Confirmation 7. CHANGE PASSWORD The change password feature allows user to change their password from time to time for security purposes. To access, point to employee menu and click Change password button. 1. Enter new password in New Password field by refer to password requirement. 2. Re-enter new password in Retype New Password field. 3. Click Change Password button to complete the process. 4. Re-login to the portal with new password. Figure 27: Change Password Screen P a g e

21 8. NCS PUBLIC HOLIDAY NCS public holiday is only meant for employees to refer NCS internal office holiday. On site employees will have to follow their attached workplace holiday calendar. To access, point to employee menu, and click NCS Public Holidays. Figure 28: NCS Public Holidays 9. LOG OUT Once you have completed the e-leave application, click Logout button which located at upper right corner. Figure 29: Logout Link 10. REMINDER Reminders for employees when applying leave from NCS Management: a) All types of leave are subject to approval with solid reason. b) Advanced leave application is not allowed. c) Submit photocopy document to supervisor for any compassionate/complimentary leave applied. d) Leave is required to apply not later than the next day of emergency/sick leave. e) MC is required to submit to NCS HR within 14 days to prevent any deduction of AL/Unpaid P a g e

22 11. SUPERVISOR: APPROVE LEAVE Once the employee has applied for a leave, the supervisor will receive an notify him/her there is a pending leave to approve. There are three types of notification received by supervisor LEAVE NOT ROUTED THROUGH CUSTOMER When the employee s leave is not routed through the customer, it will directly send to the supervisor. The supervisor will receive an shown as below: Dear Superior Name, Figure 30: Direct Approval P a g e

23 11.2 LEAVE ROUTED THROUGH CUSTOMER When the employee s leave is required route through the customer, supervisor will only receive the notification after the leave application has been acknowledged by the customer. The supervisor will receive an shown as below: Figure 31: Leave Acknowledged by Customer P a g e

24 11.3 LEAVE AUTOMATICALLY ACKNOWLEDGED AFTER THREE DAYS If there is no action from the customer to acknowledge or reject the leave application after 3 days, the system will acknowledge the leave automatically and the supervisor will received an notification as shown below: Figure 32: Auto Acknowledged APPROVING LEAVE To approve the leave, supervisor can go to Supervisor Subordinate Pending Approval. Figure 33: Supervisor Menu > Subordinate Pending Approval P a g e

25 A summary of leave pending for approval will be displayed. Figure 34: Subordinate Pending Approval Screen Click on the Leave ID to view the leave details and perform necessary actions like approve or reject the leave. Figure 35: Leave ID Column P a g e

26 The leave application details will be displayed as shown below: Figure 36: Leave Detail Screen You may enter your remark in Supervisor Remarks section. Click Approve or Reject button to approve or reject to approve or reject the leave application. Note: Leave without solid reason will be rejected. Figure 37: Supervisor Remarks P a g e

27 11.5 LEAVE CANCELLED When the applied leave is cancelled, the supervisor will receive an notification as shown below: Figure 38: Leave Cancelled P a g e

28 11.6 LEAVE APPROVAL REMINDER The supervisor will be notified by a reminder if there is any pending leave for approval: Figure 39: Leave Approval Reminder P a g e

29 12. SUPERVISOR: SUBORDINATES LEAVE HISTORY To view subordinate s leave history, go to Supervisor Subordinate Leave History. Figure 40: Supervisor Menu > Subordinate Leave History The Subordinate Leave History will be displayed as shown below: Figure 41: Subordinate Leave History P a g e

30 Click on the Leave ID to view the leave details. Figure 42: Subordinate Leave History Details P a g e

31 13. SUPERVISOR: LEAVE REPORT Supervisor is able to access to the reporting module of the e-leave system and retrieve the Leave Report for a specific employee or the entire team. Figure 43: e-leave Report Menu 13.1 EMPLOYEE LEAVE SUMMARY REPORT To view employee leave summary report, go to Reports Employee Leave Summary. Figure 44: Employee Leave Summary Screen P a g e

32 Enter employee name, select year and click Search and View Report button to generate a report as shown below: Note: You may check the Active checkbox to view only active employee report. Figure 45: Employee Leave Summary Generated Report 13.2 TEAM LEAVE SUMMARY REPORT To view the leave summary report of entire team, go to Reports Team Leave Summary. Figure 46: Team Leave Summary Screen Select a team and click on Search and View Report button to generate a report as shown below: Figure 47: Team Leave Summary Generated Report P a g e

33 14. CUSTOMER: ACKNOWLEDGE/REJECT LEAVE For external employee, if the leave application is required to route through the customer, an notification will be sent to the customer for their acknowledgement. The will contained an acknowledgement link. Figure 48: Customer Acknowledgement Leave details screen will displayed upon clicking the link provided in the . Figure 49: Customer Acknowledgement Screen Customer may click on Acknowledge button to inform NCS supervisor on whether to proceed to approve or reject the leave. If no action is taken, the leave will be automatically acknowledged by the system after 3 days P a g e