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1.Introduction

  • Leave Management System (LMS) Module User Manual is intended as a complete guide for the employees and admin. This module automates the administrative tasks of recording leave and controlling leaves as per the leave policies.
  • It automates the leave request process, making it hassle-free for both the management and the employees. It seamlessly handles all the stages involved in a leave management process: application, approval/rejection, filing leaves, managing leave balance, and analysis.
  • It maintains all relevant information related to Leave Management System (LMS), including leave settings configuration, leave application and leave approval process.
  • All the university employees- teaching and non teaching; permanent, contractual or on ad hoc basis are the audience of the module. Each employee of the university who is eligible to take leave can request through this module.
  • Following are the feature of Samarth Leave Management Module:-
  1. All-in-one Dashboard
  2. Configurable Fields (Leave Type, Leave Rules)
  3. Customizable Approval Workflow
  4. Auto-Update Leave Balance



1.1. Dashboard

The dashboard is used to get an overview of the Leave Management for all the employees working in the University/Organisation Unit.



2. Settings


  • This section contains the configuration detail related to the leave. Only the admin of the leave module can view and access it.
  • For the functioning of the leave process, admin first needs to set up the leave types, leave rules and assign the number of leaves to the employee under the settings menu. This can only be done by the admin. Settings have the following sections:
  1. Leave
  2. Leave Type
  3. Employee Leave Mapping
  4. Leave Account
  5. Leave Ledger
  6. Authorities
  7. Assign Authorities
  8. Compensatory Leaves
  9. Holidays




2.1. Leave

In this field, we can define the name of the leaves.

  • Admin can view the details by clicking on icon available in front of every entry.




  • Admin can add a new leave name by clicking on the "Add New Leave" button present on the top right side of the portal and fill in the required details:
  1. Name
  2. Short Code
  3. Kind
  4. Status(Active/Inactive)

  • Admin can edit/update the details by clicking on the icon available.



2.2. Leave Type

In this field, we can define and configure the leave rules of the university.

 

  • Admin can view the details by clicking on icon available in front of every entry.

  • Admin can add a new leave type by clicking on the "Add New Leave" button present on the top right side of the portal and fill in the required details:
  1. Name(Select from drop down)
  2. Half Day Applicable(Select from drop down)
  3. Allowances(Select from drop down)
  4. Paid(Select from drop down)
  5. Holiday Deduction(Select from drop down)
  6. Weekoff Deduction(Select from drop down)
  7. Applicable for PWD(Select from drop down)
  8. Applicable for Non-PWD(Select from drop down)
  9. Status(Active/Inactive)


Can define credit rules by selecting/clicking on "ON" button and then fill in the details like:-

  1. Credit leave count.
  2. Applicable for(Annual)
  3. Minimum Service Required
  4. Gender(Male/Female/Transgender)
  5. Designations(Teaching/Non-Teaching)
  6. Valid from(Start Date)


Can define limit rules by selecting/clicking on "ON" button and then fill in the details like:-

  • Annual Debit time.
  • Maximum leaves to be taken at time.
  • Carry Forward(Yes/No)
  • Maximum Accumulation Limit



Can define "combination rules" by selecting/clicking on "ON" button and then specify the type leave it can be combined with.

Can define "Approval Mechanism" rules by selecting/clicking on "ON" button and then fill in the details like:-

  • Default Sanction Authority
  • Recommending Authority
  • Recommending Designation
  • Additional Reviewers



2.3. Employee Leave Mapping

In this field, we can define and map leaves to the employees in the universities.

  • Admin can update the status by clicking on the "Update Status" button present in front of each entry.

  • Admin can map leaves to employees by clicking on the "Map Leaves to Employees" button present on the top right side of the portal.

  • To assign leave to employees select the employee from the given list by clicking on the checkbox. Click on the "bulk assign" button prompting you to select the leaves to be assigned to the selected employees.

  • After assigning leaves it shows a preview of what all leaves can be assigned to the selected employees. Green Color means the leave can be assigned to the employees and Red color means "You need to remove ineligible employees from the list to proceed" as the employee is not eligible for these leaves and the reason is written for the same.

  • To proceed further, click on the "Remove Employee from the list" button(if any red color details available) and click on "Assign Leaves to eligible employees" button prompting you to be sure about assigning leaves.



2.4. Leave Account

In this field, admin can add leaves in the employee Leave Account by clicking on the "Add Leave to employee Leave Account" button present on the top right side of the portal.

 
It will ask for the following details:-

  1. Employee
  2. Year


After clicking on the submit button, it asks for the Leave counts against the particular leave type to be assigned to that employee.


After filling in the details click on the "Save" button which will give a preview of the leave account details.


2.5. Leave Ledger

Also called book of final entry, a ledger records classified and summarized financial information from journals (the 'books of first entry') as debits and credits, and shows their current balances. It helps employers to showcase their actual monthly leave credit as per rules & leave type with utmost transparency, further it even shows the consumption of leaves by the employees.


Click on "View application" to get a preview of the details.

2.6. Authorities

In this field admin can define the authority for recommending/ sanctioning/ reviewing.

  • Admin can update the status by clicking on the "Update" button present in front of each entry prompting you to select the status.


  • Admin can assign authorities by clicking on the "Assign Authority" button present on the top right side of the portal and fill in the required details:-
  1. Authority Type(Select from Drop Down)
  2. items(Use Arrow sign to filter out the authority name under particular authority type).



2.7. Assign Authorities to Employees

In this field, Admin can assign authorities to the employees.

  • Admin can map leaves to employees by clicking on the "Map Leaves to Employees" button present on the top right side of the portal.
  • To assign leave to employees select the employee from the given list by clicking on the checkbox. Click on the "bulk assign" button prompting you to assign authorities by filling in the following details:-
  1. Leaves(can select multiple leaves from dropdown)
  2. Recommending Authority(select from dropdown)
  3. Review Authority(Can select as many levels/Designation as required)
  4. Sanction Authority(select from dropdown)




2.8.Compensatory Leaves

These Leaves are granted to an employee as compensation for working overtime that is it is taken as a leave(time off), for working extra on a working day, weekly off and a holiday.



2.9. Holidays

In this field all the Leave prefixes and suffixes are taken care of. If suppose an employee has applied for LEAVE and just before the LEAVE dates there has been a holiday, in that case the applicant/employee will get any privilege of weekoff or holidays is configured here.

  • Admin can add week off rules by clicking on the "Add Week Off" button present on the top right side of the portal and fill in the required details:-
  1. Days(Select from Drop down)
  2. Year(Select from Calendar)

  • Admin can add Holidays by clicking on the "Add Holidays" button present on the top right side of the portal and fill in the required details:-
  1. Date(Select from Calendar)
  2. Type(Select from Drop Down)

  • Admin can add Vacations by clicking on the "Add Vacation" button present on the top right side of the portal and fill in the required details:-
  1. From Date(Select from Calendar)
  2. To Date(Select from Calendar)

3. Leave Application

This section is visible to all the employees where they can apply for the leave.

3.1. New Leave Application

Employee/applicant can add new Leave Application by clicking on the "New Leave Application" button present on the top right side of the portal and fill in the required details:-

  1. Employee Name & Code(Select from drop down)
  2. Leave(Select from drop down)
  3. From Date / Time(Select from Calendar)
  4. To Date / Time(Select from Calendar)
  5. Reason
  6. Purpose(If academic)
  7. University/Institution Name & Address
  8. Upload Invitation
  9. Teaching Assignment
  10. Teaching Arrangement(If Teaching Assignment is marked as "yes")
  11. Finance Obligation
  12. Finance Assistance(If finance obligation is marked as "yes")
  13. Amount in INR(If finance obligation is marked as "yes")
  14. Upload Supporting Document
  15. Station Leave
  16. Emergency Contact Details
  17. Visiting Country/State Address



3.2. View

Applicant can view the details by clicking on icon available in front of every entry.

3.3. Edit

Applicant can update/edit the details by clicking on icon.

3.4. Submit

Applicant can finally submit the leave application after adding/editing by clicking on the Submit button.

When a new application is created it gets saved if not submitted. Applicants/Employee can submit it any time. As soon as the applicant/employee submits the leave application an email is sent to the employee(Who made the leave request) and authorities(the authority who will take the action first).


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Note

Once the Submit button is clicked changes cannot be done.

3.5. Cancel

Applicant can request for cancellation if he/she dont want to take the leaves for which he has already applied for before by clicking on icon.


Note:-

Note

As soon as the applicant/employee submits the leave application an email is sent to the employee(Who made the leave request) and to the authorities(the authority who will take the action first) in the hierarchical order. For example, an employee requests for a leave, a mail will go to the employee and its recommending authority first(If applicable) then after recommendation a mail will go to the employee and its reviewing authority(if applicable) and then the mail goes to the employee and the sanction authority for actual approval.

4. Recommend Request

Once the applicant makes a leave request it goes to recommending authority(if that employee is mapped to any recommended authority). The recommended authority will login from his portal and approve/recommend the leave. The same will be done for the leave cancellation process as well. After recommendation the leave application goes to reviewing authority.

4.1. View

Recommending Authority can view the leave application by clicking on icon available in front of every entry.


4.2. Take Action(Recommend)

Recommending Authority can recommend the leave by clicking on icon.


Recommending authority has to fill in following details to recommend the leave:

  1. Recommend status(Select from drop down)
  2. Comments




Suppose reviewing authority adds a note before reviewing the leave then it goes to recommending authority for taking required action.

Recommending authority can then first click on icon and then click on the "Respond" button and fill in the details:

  1. Comments status(select from drop down).
  2. Remarks.
  3. Forward the note(select from drop down).
  4. Forwarded To Person(if Forward the note is marked yes)
  5. Action Required(if Forward the note is marked yes)



Recommending authority can forward it to the trailed authority or to the employee(who requested for leave) for the response.


After recommendation the leave application goes to reviewing authority.




Note

f the employee is mapped with authorities in an hierarchical order then leave application goes in the same order i.e. the leave application will first get recommended(if applicable) then reviewed(if applicable) and then sanctioned(if applicable). The same process is followed when the employee/applicant requests for leave cancellation.




5. Review Requests


 

5.1. View

Reviewing Authority can view the leave application by clicking on icon available in front of every entry.

5.2. Take Action(Review)

Reviewing Authority can review the leave by clicking on icon and fill in following details to recommend the leave:-

  1. Reviewing status(Select From drop down)
  2. Comments



Reviewing authority can also add a note which will be seen by the all other authorities but forwarded to just lower authority in hierarchy by clicking on the "Add Note" button prompting to fill in the following detail:-

  1. Title
  2. Summary
  3. Forward to(Select from dropdown)
  4. Action Required(Select from dropdown)






6. Sanction Requests


6.1. View

Sanctioning Authority can view the leave application by clicking on icon available in front of every entry.

6.2. Take Action(Sanction)

Sanctioning Authority can recommend the leave by clicking on icon and fill in following details to recommend the leave:-

  1. Sanction Status(Select From drop down)

  2. Comments





Note

Any authority can see the Leave Approval Logs and Note added on that leave by clicking on the icon.


7. Leave Cancellation Request

If any employee wants to cancel the leave, he/she can achieve the same by applying for a leave cancellation request.

Leave Management > Leave Cancellation Request.



8. Logins


There will be 5 types of logins and dashboard:-


8.1. Leave_Admin

who can configure the settings

8.1.1. Steps for Leave_Admin

Step 1:- Login as Leave admin to view the Leave dashboard.
Step 2:- Click on the settings section to first configure the Leave-related details.
Step 3:- Click on the icon to first configure the holidays, leave, leave type and authority. Then configure the employee mapping with leaves and authorities, and soon.
Step 4:- To understand the process of configuring settings go to the "Settings".


8.2. Recommendation

authority who will recommend the leaves and will respond to the note added by the higher authority.


8.2.1. Steps for recommendation

Step 1 :- Login as Recommending authority to recommend the leave of an employee.
Step 2 :- Go to the "Recommend Requests" section from the left side panel.
Step 3 :-To understand the process of how to Recommend leave go to the "Recommend Request".

8.3. Reviewer

 authority who will review the leaves and will respond to the note added by the higher authority


8.3.1. Steps for reviewer

Step 1 :- Login as Reviewing authority to review the leave of an employee.
Step 2 :- Go to the "Review Requests" section from the left side panel.
Step 3 :-To understand the process of how to Review the leave go to the "Review Requests"


8.4. Employee

 who will request for leave, or can cancel it.

8.4.1. Steps for employee

Step 1 :- Login as an Employee to request for a leave application.
Step 2 :- Go to the leave application section from the left side panel.
Step 3 :-To understand the process of how to apply for leave go to the "Leave Application".


8.5. Sanction

authority who will sanction the leaves.



8.5.1. Steps for sanction authority


Step 1 :- Login as Sanctioning authority to sanction the leave of an employee.
Step 2 :- Go to the "Sanction Requests" section from the left side panel.
Step 3 :-To understand the process of how to Sanction the leave go to the "Sanction Requests"


9. Annexure

9.1 Roles


S.NoRole NameDescription
1leave_adminCan configure the settings.
2sanctionThe authority who will sanction the leaves.
3reviewerThe authority will review the leaves and will respond to the note added by the higher authority.
4recommendationThe authority will review the leaves and will respond to the note added by the higher authority.
5employeeCan request for leave, or can cancel it.


9.2 Workflow Diagrams

9.2.1 Activity Diagram


9.2.2 Use Case Diagram

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