Tech Note ID: Leave Approval Web Module-101 Subject: Leave Approval Web Module Basics in Timeware Primetime

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Dominick Nicholson
5 years ago
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1 Tech Note ID: Leave Approval Web Module-101 Subject: Leave Approval Web Module Basics in Timeware Primetime Background: Timeware Primetime is a workforce management system that governs the business of employee time and activity tracking. The overall system architecture includes user interfaces and tools from various sources. One source is called Leave Approval Web Module or in short LAM. This module is completely web based and includes as main functionality the Submitted Leave Requests Review and Approval, the Response Messaging and the Processed Leave Requests Review. LAM General Overview: Once the leave requester user submits a new leave request from the "Self Service Web Module" (SSM) A new leave request arrives to the destined approver(s) and contains the appropriate notification message that includes the LAM web link The approver clicks on the link which opens the LAM login page The approver logins to the LAM with his unique user name and password combination The approver should have a "write" access security to the LAM so to be able to approve The LAM "New Leave Requests" page initially opens where loaded the Leave Request(s) submitted by the requester user The approver can review and approve (accept/deny) one or many between the submitted leave requests records For each leave request to approve, the approver can also include (optional) a brief response message for the requester On successful leave request Acceptance: An appropriate leave time charge is created The appropriate response message is sent to the requester 's and to Primetime The response message also includes the approver brief message if exists On successful leave request Deny: The appropriate response message is sent to the requester 's and to Primetime The response message also includes the approver brief message if exists The approver can also review the already Processed leave requests by instantly accessing the LAM "Processed Leave Requests" page Once Done, the approver can Either close the current page and logout Or just close the LAM web page 1

LAM "New Leave Requests" page Overview: The LAM "New Leave Requests" page mainly contains the following components : The Current Date and Time The Notification area that notifies the approver with

2 LAM "New Leave Requests" page Overview: The LAM "New Leave Requests" page mainly contains the following components : The Current Date and Time The Notification area that notifies the approver with all appropriate messages, especially if the approve is successfully done or not The table of submitted leave requests that contains all leave requests submitted by the requester user and from where the approver selects which leave request to approve The selected leave request detail and approval section that contains the following components: Request For : the requester full name Leave Hours : the request computed leave hours based on the requested hours or the requested day(s) verses the standard daily hours Leave Balance : the leave job's available balance (accrual balance or pto balance) Leave Balance Restriction : shows if the leave is restricted ([Restricted]) to balance or not ([Not-Restricted]) The Leave request submitted info as for the Leave Job, the requester Comment, the request Issue Date, the leave Start Date and the leave Unit, Amount and Fraction The Status dropdown from where the approver selects between "Accepted Request" so to accept the request or "Denied Request" so to deny the request Response Message (optional) : includes the approver brief response message for the requester The refresh button so to refresh the info The save button so to complete the approval process The "Processed Leave Requests" Tab that shows the requester's already Processed leave requests records The Transaction timeout that shows specifically at what time the LAM page current session will timeout or ends The Page Name 2

3 Leave Request Approval Operating Procedure Leave Request Approval Sample Procedure : The Requester user submits a new leave request from the "Self Service Web Module" (SSM) side by Logging In to the SSM and access its Leave Request application window Adds a new record 3

4 Edits from the detail section the leave request appropriate info Clicks on the Save button so to submit the leave request Please note: for more info about the SSM Leave Request process, please refer to the SSM manual " Self Service Web Module -101 How The Web Module Is Used In Timeware Primetime" Leave Request section. 4

5 On successful new leave request submission, a new leave request notification arrives to the destined approver(s) and contains the appropriate notification message that includes the LAM web link Concerning the LAM web link "<host_ip>" (i.e. : ) it is the public IP address of the Host Server The approver clicks on the link and the LAM login screen loads 5

6 Each approver must identify themselves to the LAM via their unique user name and password combination. Once the user name and password are entered, the user may click on the Login button to initiate user authentication. Please note: User name & password information should be given to each user by the system administrator, and upon successful login the user may change their password. Upon successful authentication, the Leave Approval "New Leave Requests" window opens up for the approver Please note: access to the LAM application is governed by the logged in approver access security policy. If "no access" policy then after successful login the Leave Approval window won't open and also approver can't change password. if "read only" policy then after successful login the Leave Approval window opens but no changes can be made. if "write" policy then after successful login the Leave Approval window opens and approver can make all appropriate changes. 6

7 7 From the Leave Status dropdown, the approver may select "Accepted Request" to accept the leave request or "Denied Request" to deny the leave request

8 if the Leave Status is kept "Submitted Request", then on Save it shows a message that either Accepted or Denied status should be selected The approver selects "Accepted Request" status and enters a brief response message for the requester and clicks on the Save button 8

9 The leave gets successfully approved and entered as leave time charge (as what the notification area shows) From Primetime Attendance side, the leave is successfully added as a leave time charge 9

10 The Response message, that includes the approver brief message, is sent to the requester 's (also to Primetime) The approver clicks on the "Processed Leave Requests" Tab and views the requester's already Processed leave requests records 10

11 Leave Request Approval Procedure - [Not-Restricted] to Leave Balance : The approver selects a leave request with a leave job available leave balance and leave hours Not Restricted to the balance, selects "Accepted Request" status and clicks on the Save button The leave gets successfully approved and entered as leave time charge And the Leave Balance computation occurs where the accepted leave hours gets subtracted from the available balance 11

12 From Primetime Attendance side, the leave is successfully added as a leave time charge The Response message, that doesn't include the approver brief message (because was left empty on approval), is sent to the requester 's (also to Primetime) 12

Please note: for the current case where the selected leave job has available leave balance and leave hours Not Restricted to the balance, and for any upcoming leave acceptance, the leave

13 Please note: for the current case where the selected leave job has available leave balance and leave hours Not Restricted to the balance, and for any upcoming leave acceptance, the leave gets accepted and entered as leave time charge And the Leave Balance computation occurs Even If the leave hours becomes less than the available balance Or the balance becomes negative. 13

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Leave Request Approval Procedure - [Restricted] to Leave Balance : The approver selects a leave request with a leave job available leave balance and leave hours Restricted to the balance, selects

15 Leave Request Approval Procedure - [Restricted] to Leave Balance : The approver selects a leave request with a leave job available leave balance and leave hours Restricted to the balance, selects "Accepted Request" status, enters a brief response message for the requester (that it is accepted based on requester's standard daily hours (i.e. 8 hours per day)) and clicks on the Save button 15

The leave gets successfully approved and entered as leave time charge (as what the notification area shows) And the Leave Balance computation occurs where the accepted leave hours gets

16 The leave gets successfully approved and entered as leave time charge (as what the notification area shows) And the Leave Balance computation occurs where the accepted leave hours gets subtracted from the available balance From Primetime Attendance side, the leave is successfully added as a leave time charge (2 charges because the requester has 8 hours as standard daily hours) 16

17 The Response message, that includes the approver brief message, is sent to the requester 's (also to Primetime) Please note: for the current case where the selected leave job has available leave balance and leave hours is Restricted to the balance, and for any upcoming leave acceptance : if the leave hours is less or equal the available balance then the leave gets accepted and entered as leave time charge And the Leave Balance computation occurs if the leave hours is higher than the available balance (means leave hours exceeds the balance) then the leave doesn't get accepted but of course can be denied by the approver. 17

Requested Leave hours exceeds available leave balance : The approver selects a leave request with a leave job available leave balance and leave hours Restricted to the balance and leave hours higher

18 Requested Leave hours exceeds available leave balance : The approver selects a leave request with a leave job available leave balance and leave hours Restricted to the balance and leave hours higher than the balance, selects "Accepted Request" status and clicks on the Save button The leave doesn't get accepted and a message shows informing the approver that the leave hours exceeds the available balance 18

19 The approver can still Deny that leave request, so selects "Denied Request" status, enters a brief response message for the requester (informing him the reason why it is denied) and clicks on the Save button The Response message, that includes the approver brief message, is sent to the requester 's (also to Primetime) 19

20 Leave Request Approval Procedure - Charge Duplication Prevention : For any leave request that the approver is accepting, if the leave time charge already exists (same day, same leave job...) then the leave doesn't get accepted but of course can be denied The approver selects a leave request, "Accepted Request" status and clicks on the Save button The leave doesn't get accepted and a message shows in the notification area informing the approver that a similar time charge already exists 20

21 The approver can still Deny that leave request, so selects "Denied Request" status, enters a brief response message for the requester (informing him the reason why it is denied) and clicks on the Save button The Response message, that includes the approver brief message, is sent to the requester 's (also to Primetime) 21

22 The approver, and before logging out, clicks on the "Processed Leave Requests" Tab and views the requester's already Processed leave requests records The approver closes the Leave Approval window and logs out 22

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