Request leave or other activies.

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Activity and Leave Request

Introduction. 1

Activity Request 3

Requesting activity for yourself 3

Requesting activities for others. 8

Troubleshooting Requests. 12

Activity Lockdown is in effect 12

Annual Leave Threshold Would be Exceeded. 13

Extra Pay (Lieu time) Bank Payout 15

Requesting Lieu time Bank Payout for yourself 15

Requesting Bank Payout for others. 16

Viewing Requests. 19

Introduction

How to make requests for Leave; although any activity can be requested e.g. a person may request some Lieu time off for themselves but equally, HR may request a number of people to attend a seminar. We have shown these 2 items separately because the selections for each will be slightly different. However, in each case, the process follows the same 3 distinct actions:

· Request

· Authorize/Reject

· Apply

In order to automate the process as much as possible, the following Maintenance areas should be addressed:

· System Maintenance > System Control Parameters > Annual Leave Threshold %.

· General Maintenance > Organization Structure > Annual Leave Threshold %.

· General Maintenance > Skills Authorization.

· Personnel Maintenance > Position > Supervisor

Request

Identify all the details about the request. Requests may also occur as a result of:

· Setting Trial Dates in Witness Management.

· Setting Course Dates in Training Management.

· Duties > Annual Leave Selection for the next year.

Authorization

The designated authorizer picks up the request and actions it. The authorizer may authorize or reject the request.

At this stage, the authorizer can check the claim against leave already booked to ensure force policy on maximum leave allowances is not breached.

If the request is rejected, the claim is returned to the claimant with an explanatory note.

Apply

The designated authorizer applies the authorized request to the Duty Plan

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Activity Request

Create an ‘Activity Request’ for yourself and/or others. Details about personnel, dates, and start/end time for part-day activities are all identified here e.g. half a day’s leave, and designated authorizers.

Requesting activity for yourself

· Select Duties > Activity Request

· Click Submit

· Click Show my requests button on your home page

· Click Make a new request.

· Select New Request

· Click Next.

All available time banks are listed with the balance as at the selected Date From. Review a time bank by selecting it and clicking on Show time bank. Some activities listed in the time banks 'share' a bank. In the above example, Annual Leave and Registered Annual Leave both come from the same bank and therefore there is 200:00 hours available for both activities combined; i.e. if Annual Leave is selected and it is authorized and applied, that will also reduce the amount of time available for Registered Annual Leave.

The balance as at the selected Date from, for the currently selected activity is also displayed under the Date to, field. It will be green if there is time available or red if there is not time or negative time available, e.g.

· Select Activity from the drop down.

· Select Date from and Date to of the request.

· Select any Time from and Time to of those dates required (e.g. if a half a days Annual Leave is requested, enter the times of the shift to be taken off).

· Click Next to verify the request.

The system may be configured to disallow any request for time from a time bank that would result in that bank going negative. If it is, a page like the above example will be shown and that request for time off cannot proceed. The amount of time off requested is shown underneath the balance of the time bank for that activity with an error message indicating insufficient time in the bank. It is necessary to click on Back to return to the previous page and select a different activity.

If there is sufficient time available, or the system is configured to allow negative time banks, then the following verification page will be displayed instead.

To complete the request:

· Select Authorizer if not already provided by default, or is different to the usual Authorizer.

· Select any skill Authorizer as necessary.

· Click Submit.

· A confirmation message ‘Activity request inserted’ will be shown.

· Click Next Request if further requests are to be made, otherwise

· Click Home to return to the Home Page, or

· Click Close to close the window if applicable

Whenever leave requests are made that involve a single date (‘date from’ is the same as ‘date to’), the partial shift option is available and, if used, a check is made to ensure that the entered times fall completely within any working time on that day. If it doesn’t, an error message is displayed and the user cannot submit the request. Select Activity group from the drop down.

Whenever leave requests are made that involve multiple dates (‘date from’ is different to ‘date to’), the partial shift option is no longer available and the request will apply to all full shifts in that range.

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Requesting activities for others

Requests for others may be made here e.g. sickness, to attend court or a training course.

· Select Duties > Activity and Leave Request

· Select the people to request

· Select the first Person from the drop down to request the activity/dates for.

· Select New Request.

· Click Next.

· Select Activity Group from the drop down.

· Select Activity from the drop down.

· Select Date from and Date to of the request.

· Select any Time from and Time to of those dates required of request if applicable.

· Click Next.

Completing the request:

· Select Authorizer if not already provided by default, or is different to the usual Authorizer.

· Select any skill Authorizer as necessary.

· Click Submit.

· A confirmation message ‘Activity request inserted’ will be shown.

· Click Next Request if further requests are to be made, otherwise

· Click Home to return to the Home Page, or

· Click Close to close the window if applicable

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Troubleshooting Requests

Activity Lockdown is in effect

A message to say:

Selected activity is subject to lockdown

Means application of the selected activity is NOT allowed on the dates requested. One or more of those dates have been locked e.g. because of an event or Project/Locations.

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Annual Leave Threshold Would be Exceeded

A warning to say:

Approving this request would result in the annual leave threshold being exceeded on (n) day(s) during the requested period

Means the maximum number of personnel permitted to take Annual Leave has been reached. It applies either to your part of the organization or the skill set you are responsible for.

To see who is already taking leave in the requested period:

· Click Number already booked/requested . “Already booked” means the leave is approved and has been booked on the Duty Plan; “Approved annual leave” means the leave is authorized but not yet applied.

· Click Close returns to the authorization window.

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Extra Pay (Lieu time) Bank Payout

Select time from the Extra Pay (lieu time) bank for payment. Uses 'Activity and Leave Request/Authorization' process with an additional option to request and authorize payout requests. (See Activity Request Authorisation for authorising details).

A System Administrator may set a control parameter for the default Lieutime Payout Authorizer which if not set, then defaults to person’s immediate supervisor.