Leave User Guide

Leave Setup Workgroup Setup Workflow Setup

Leave Application Leave Batch Application Leave Employee Detail

Utilities Leave Reports

The information in this user guide shall not be disclosed to anyone other than the intended recipients, company or clients of One-HR and
shall not be duplicated, used or disclosed in whole or in part for any purpose .The content of this user guide shall not be reproduced
without the written permission of Imaginix E-Solutions Sdn Bhd.
 Leave

Table of Contents
1.0 Setup ............................................................................................................................... 4
1.1 Leave Setup ......................................................................................................................................... 4
1.1.1 General Setup .............................................................................................................................. 4
1.1.2 Group ........................................................................................................................................... 7
1.1.3 Type.............................................................................................................................................. 8
1.1.4 Job Group Workflow Setup ........................................................................................................ 15
1.1.5 Reason........................................................................................................................................ 16
1.1.6 Type Description ........................................................................................................................ 17
1.1.7 Outgoing Mail Server Setup ....................................................................................................... 19
1.1.8 Miscellaneous ............................................................................................................................ 19
1.1.9 Balance Setup ............................................................................................................................ 21
1.1.10 Leave Rounding ........................................................................................................................ 22
1.1.11 Leave Submission Notice Group .............................................................................................. 22
1.1.12 Leave Submission Notice Setup ............................................................................................... 23
1.1.13 Leave Excessive Balance Policy ................................................................................................ 24
1.1.14 Leave Excessive Balance Item .................................................................................................. 24
1.2 Work Group Setup ............................................................................................................................. 25
1.2.1 Work Group Setup ..................................................................................................................... 25
1.3 Workflow Setup ................................................................................................................................ 38
2.0 Leave ....................................................................................................................................... 42

2.1 Leave Application .............................................................................................................................. 42

2.1.1 Entry/Application ....................................................................................................................... 42
2.1.2 Cancellation ............................................................................................................................... 45
2.1.3 Adjustment ................................................................................................................................ 46
2.1.4 Additional Leave ........................................................................................................................ 47
2.1.5 Leave Summary Entry ................................................................................................................ 48
2.1.6 Combined Leave Balance Entry.................................................................................................. 50
2.2 Leave Employee Detail ...................................................................................................................... 51
2.2.1 Leave Employee Detail List ........................................................................................................ 51
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2.2.2 Personal Detail ........................................................................................................................... 51

2.2.3 Career Progression..................................................................................................................... 52
2.2.4 Miscellaneous ............................................................................................................................ 53
2.2.5 Emergency Contact .................................................................................................................... 54
2.3 Leave Batch Application .................................................................................................................... 55
2.3.1 Batch Adjustment ...................................................................................................................... 55
2.3.2 Compulsory ................................................................................................................................ 56
2.3.3 Conditional Addition .................................................................................................................. 57
2.3.4 Conditional Addition Batch Delete ............................................................................................ 58
3.0 Utilities .......................................................................................................................... 59
3.1 Entitlement Processing ..................................................................................................................... 59
3.2 Delete Leave Summary ..................................................................................................................... 60
3.3 Email Message Log ............................................................................................................................ 61
4.0 Report ........................................................................................................................... 62

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 Leave

1.0 Setup

1.1 Leave Setup

 Select Leave from Application Menu -> Setup -> Leave Setup

1.1.1 General Setup

 To setup leave entitlement formula for the calculation based on Calendar,

Anniversary and Join Date
- Calendar: Leave entitlement count start by Calendar Year
- Anniversary: Leave entitlement count start by Company Financial Year
- Join Date: Leave entitlement count start by employee’s Join Date

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Reconciled On:

 Yearly leave entitlement start date.

 Example: If Annual Leave entitlement start from 1st January until 31st December, the input will
be 1 January

Max. entitlement for first service year:

 Controls the number of days the staff can be entitled during their first join year
 Example: If the yearly entitlement is 12 days but the maximum entitlement set to 6, then the
maximum entitlement for the employee will be 6 days

First service month if join day within:

 This function determine whether the employee is allowed to have join month’s entitlement
within the days set
 Example: Let’s assume employee annual entitlement is 12 days and the employee joined on 3rd
Feb this year. If the input is 15, his entitlement will be 11 days. However if he joined on 16th Feb,
his entitlement will be 10 days only

Half service month if join day within:

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 This function determine the date to be considered as half month joined

 Example: If annual entitlement is 12 days and input is 15, employee who joined on 16th will only
entitled for 10 days. However, his entitlement will be 10.5 days if the input is 17

First service year if join month within:

 If the input is 6, employee who joined 6 months after the reconciled date will not have leave
entitlement in the year. The entitlement will start count in next year

Maximum day per leave application:

 This determine the maximum number of day leave application allowed

 Example: If input is 6, system will not allow for leave submission if employee apply 7 days leave

Leave Earn Calculation Method:

 This selections will determine the display of leave entitlement in Leave Summary and the
monthly leave earned calculation
 Example:-

Service Years Entitle Day

Less than 2 years 12
Less than 5 years 18
More or equal to 5 years 24

 Let’s assume the employee is joined on 1st July 2009

 Entitlement display at Leave Summary:-

Leave Earn
Calculation Method Entitlement
As at 30.06.2011 From 01.07.2011 onwards
Actual Monthly Basis 12 18
Flat Monthly Basis {(12/12)*6} + {(18/12)*6} = 15 {(12/12)*6} + {(18/12)*6} = 15
365-Day Basis {(181/365)*12} + {(184/365)*18}= 15 {(181/365)*12} + {(184/365)*18}= 15

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 Monthly leave earned calculation:-

*Refer to the 365-Day Basis calculation below, it depends on the number of days in the month
and the example below assumed that there has 30 days in the particular month

Leave Earn Calculation

Method Days earn per month
Jan 2011 to June 2011 July 2011 to Dec 2011
Actual Monthly Basis 12/12 = 1 18/12 = 1.5
Flat Monthly Basis 12/12 = 1 18/12 = 1.5
365-Day Basis (30/365)*12 = 0.99 (30/365)*18 = 1.48

1.1.2 Group

 To create or edit leave group which differentiate leave type setting for each group
of employees. For example: employees can be categorized by job grade such as
Management, Executive, Non executive whereby their entitlement is different

 Click to create new group -> Define Group Description -> Select
workflow to set the same approvers for this leave group on leave

applications/cancellations/additions ->

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1.1.3 Type

 Click to create/edit leave types for the specific leave group

 Leave type setup can also be accessed by click on the Tab 2 as showed in screen above
 Type description has to be created earlier at Tab 1, please refer to subject 1.1.6
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 Leave Type consists of 3 parts of setting, user would need to click to proceed

to the next screen after each has been done. Lastly, click to save
settings and exit

Leave Group

 Select leave group created earlier

Leave Type

 Select leave type which to be set under this group

 These Leave types will be created at Type Description tab

Workflow

 To set the same approvers that tied to this leave type of applications/ cancellation/ additions

Gender

 To set the applicable gender for the leave type

 Example: Maternity leave is applicable for Female while Annual Leave is applicable for Both

Compute Type

 Setting to determine leave calculation based on Calendar/Anniversary/Join Date

 If this function is ticked,

system will consider leave taken even the leave applied falls on non working days such as Rest
Day / Public Holiday.

Entitlement Setup Table

 Service Month Less or Equal To: Minimum service months for the entitlement. Eg: Key in 24 if is
2 years
 Entitle day: Number of leave days entitled. Eg: If key in 12, employee who worked less or equal
to 2 yrs will have 12 days entitlement
 Carry Forward: Allowable balance leave to be carried forward. Eg: Key in 5 if the maximum days
to carry forward is 5 days

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 The above screen will appeared after clicked

Entitlement earn

 This determine entitlement earn method

 If annual entitlement is 12 days and the selection is based on Full 12 months, employee will earn

12 days as at June. Assume setting is activated and employee joined in March, his
entitlement earn is 10 days
 If selection is based on Until Current Month, employee will earn 6 days as at June. Assume

setting is activated and employee joined in March, his entitlement earn is 4 days

 This determine whether entitlement earn on the first day or

last day of the month.

Entitlement Type

 This determine entitlement closing based on Per Annum, Per Incident or Life Time
 Per Annum: Entitlement will be reconciled once a year
 Per Incident: Entitlement closed per incident, Eg: Maternity leave entitlement will be closed per
application
 Life Time: Entitlement is once for life time

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Incident Limit

 Applicable if only entitlement type selected is Per Incident

Allow Take Leave

 This determine whether employee allow to apply leave immediately, upon confirmation, after N
months of entitlement reconciled date or N months after new joined

Allow Excessive Leave

 Additional leave allowed to apply on top of the leave balance

 For example: If input is 5 and leave balance is 3 days, means employee can apply 8 days leave

- If setup is allow excessive leave, the employee can apply with negative balance with the limit of
number in allow excessive leave column. Fyi, there is no email notification will send out when the
staff exceed the limit. Approver need to check their leave summary before approve the leave.

- If setup is not allow excessive leave, system will prompt out a message and the applicant is not
able to submit the leave application

 If the excessive leave is to be calculated based on policy, please select from the list

*Note: The leave excessive balance policy is to be set at tab 1 and 2 as shown below.

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Email Notify

 Tick the checkbox to activate the leave type to send email notification, untick it is to de-activate
and no email notification will send out

Allow add leave

 If it is ticked, system allow admin or employee to apply additional leave for the replacement of
non-working days such as Public Holiday or Rest day

Maximum Day Count Per Application

 Maximum days of leave employee allowed to apply per application

Carry Forward Set-up

Leave Type

 Leave type serve to hold the leave days carried forward

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Effective Period

 Effective period for the carried forward leave, if input 3 means the Carry Forward Annual Leave
will be expired in 3 months (Must be same with annual leave)

Alert before expired CF

 Email notification will be sent to employee before the carried forward leave is expired, for
example 40 days before it expired
 Only applicable for Annual Leave and Carry Forward Leave (Task scheduler : CF Expiry Process
required) .

Unutilized Leave Setup

Leave Type

 Select leave type to convert if leaves unutilized

Effective Period

 Set effective period for unutilized leave

Leave Application Setting

Leave Submission Notice Group

 This selection is refer to the grouping for different leave application policy setup

*Note: The leave submission notice group has to be set at tab 1 and 2 as shown below.

Allow Apply in Advance

 For employee self application, the leave must apply how many days beforehand

Allow Back Date

 Set days allowed for back date leave application

Allow Leave Withdraw

 Set as to whether the leave is allowed to withdraw before it been approved

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Notify Listing

 Select persons to notify from the list if there have leave application for this leave type

Emergency Leave Setting

Emergency Leave

 determine whether this leave can be consider as emergency leave

 Backdated application is not consider as emergency leave

If apply within

 Leave will be considered as emergency leave if apply within the pre-set day

Yearly Days allow

 To control number of days for emergency leave application within a year, user are not allow to
apply more than the limit EXCEPT allow excessive leave for emergency leave

Warning Remarks

 Warning message to be showed in the Remarks field when employee applying emergency leave

Emergency Workflow

 To set the same approvers that tied to the emergency leave application

Allow excessive leave

 To allow excessive emergency leave day taken

Email Notify

 To send email notification for approvers and applicant if emergency leave applied

Special Setting

Allow Cancel Leave

 To determine whether leave taken allowed to cancel after approved

Back date Cancel

 Effective period allowed to back date cancel the approved leave

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Hide Day Session

 To hide day session at leave entry screen, Eg: a.m. or p.m. for ½ day leave

Hide From ESS

 To hide the leave type for employee to see the leave type when login ESS

Cancellation Workflow

 To set the same approvers for this leave type cancellation

Payroll Using Ratio

 Payment ratio for this leave type if convert to payroll calculation

1.1.4 Job Group Workflow Setup

 Click followed by to create/job group

workflow for the specific leave group

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 Select the relevant from Available List to Selected List -> Set the Obey Rule
Workflow -> Click
 These 3 job groups are referred to the Job Group 1, 2 and 3 at Miscellaneous screen,
refer to subject 1.1.8

1.1.5 Reason

 Click to add leave reasons -> Select Reason Type from the drop down
list -> click

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1.1.6 Type Description

 Click to add leave code and description

Is Document Required For

 This setting determines whether attachment is required for this leave type of application or
application for additional leave. Eg: Medical Certificate is required for medical leave application

System Type

 To tie leave description belongs to particular leave type

Sequence Number

 Sequence for the display in leave summary

Deduct Balance Method

 If select Submission Date, system will deduct leave balances upon leave application submission
 If select Actual Leave Date, system will deduct leave balances only when the actual leave date

Exclude Approver Type

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 To exclude approver group from the application workflow email routing, this setting is referred
to the “Approver Type” at Workflow Setup

 If is ticked, this leave type allowed to apply advance leave

 Cannot apply later than number of day (s): The advance leave must be applied within the pre-set
day but not later than that
 Apply day limit: Maximum advance leave allowed to be applied
 Early entitlement process before number of day (s): To set how many days before system allow
for early entitlement processing

 This setting determines whether system will check for

leave balance when advance leave applied

 If is ticked, system will not generate entitlement

as long as there has pending leave application

** For those companies that Deduct Leave Balance Method (refer to Leave Setup > Miscellaneous)
bases on Actual Leave Date, please process leave entitlement for year 2013 before staff can apply
next year’s leave

1.1.7 Outgoing Mail Server Setup

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 Setup for Mail Server, information for Admin User and the Logon Information

1.1.8 Miscellaneous

 Select job group which are applicable for the Job Group Workflow Setup, refer
to subject 1.1.4

Leave Counted As

 Leave count type, based by Day, Hour or Both

Rounding

 Set for leave rounding

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Hour to Day Rounding

 To convert hour to leave day

Leave Period Group

 Linked with payroll payment group setup for leave cut off period, leave calculation will base by
the cut off date set

 If option is ticked, next year from the

employee’s join date will be considered as his/her second service year, this setting affects leave
entitlement

Deduct Leave Balance Method

 If select Submission Date, system will deduct leave balances upon leave application submission
 If select Actual Leave Date, system will deduct leave balances only when the actual leave date

Allow Administrator to View Pending Leave

 If option is ticked, admin can view pending leaves

 HR emails listing for email notification if to notify HR on leave application, cancellation, addition
or if there is leave with pending status

Administrator Setting

Email Notification Setting

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Leave

 To enable emergency leave setting for Admin

 Applicant/Approver Receives Notification: To set whether applicant / approver will be receiving
notification upon certain leave actions
 Listing Receives Notification: To set whether who are in the list of “Notify Listing” at Leave
Workflow Setup and HR email will be receiving notification upon certain leave actions

1.1.9 Balance Setup

 Click to create new Combined Leave Balance Setup, Eg: Sick Leave +
Hospitalization Leave
 Enter Code and Description to represent the Combined Leave Balance -> Select
computation type
 Set Max. Days Taken for the combined leaves -> Determine the leave balance is
per annum, per incident or life time
 Select relevant leave types to the selected list ->

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1.1.10 Leave Rounding

 Click to go to the screen above -> set the leave figures rounding ->
-> Repeat the same step for the next rounding
 Refer to the example shown above, leave figures less than 0.33 will round down
to 0.00

1.1.11 Leave Submission Notice Group

 Click to define description for Leave Submission Notice Group

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1.1.12 Leave Submission Notice Setup

 After record saved, click on and for Leave Submission

Notice Setup

 Leave Application Day Count Less Than Or Equal To: Maximum days of leave allowed to
apply
 Minimum Apply In Advance: Employee must apply leave at least how many days before
hand
 Notify List: Select persons to notify from the list if there has this leave type of application

 determine whether system allow employee to apply leave as

emergency leave if it is apply within a pre-set day

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1.1.13 Leave Excessive Balance Policy

 Click to define description for Leave Excessive Balance Policy ->

1.1.14 Leave Excessive Balance Item

 After record saved, click on and for Leave Excessive

Balance Item

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 Leave

 Month No. Within: Within how many months the formula is applicable. For example: If
input 6, the formula will not be applicable after June
 Formula: To set formula for the excessive leave, example above showing that employee
can apply 3 days excessive leave on top of their entitlement

1.2 Work Group Setup

 Select Leave from Application Menu -> Setup -> Work Group Setup

Calendar Group

Calendar group is to differentiate all the public holiday, example like different states have its own public
holiday (Non Gazette).

To create a new calendar group, please refer below:-

1. Work Group Setup

2. Calendar Group
3. Create
4. Fill in Group Code and Description
5. Save

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Copy Calendar Group From Other Company

User can copy setup from the same company or from other company by selecting other company in
Company drop down control.

If user change Company drop down selection, Copy From list items will be populated from selected
company Calendar Group Setup.

By default, Code and Description will display value from selected Copy From list item, user can either
create the same Code and description or amend with new one.

If user enter non alpha-numeric (only alphabets and digits are allowed) in the code, system will validate
and display message to remind user to correct the value.

If copy is succeed, all item in selected Calendar Group’s Calendar Description will be copied into newly
copied Calendar Group.

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1. Copy from which company

2. Copy from which Work Group
3. Copy to (Code)
4. Copy to (Description)

When the calendar group is created, user need to add/copy the public holiday into the calendar group.

Click and screen will redirect you to calendar description.

1. To copy public holiday, user need copy twice as first is for country public holiday and second is
for state public holiday.

** For new or existing calendar group, user can use copy feature to copy 2014 public holiday

a. Country (National Public Holiday)

i. Click
ii. Year : 2014
iii. Country : Malaysia
iv. State : National Public Holiday (Auto Appear)
v. Copy

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b. State

vi. Click
vii. Year : 2014
viii. Country : Malaysia
ix. State : Wilayah Persekutuan Kuala Lumpur
x. Copy

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2. To individually add public holiday into calendar group, click create button and fill in the public
holiday detail.

Fill in the all the detail accordingly and save.

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Work Group Setup

After created calendar group, user need to assign the calendar group into work group in order to
capture the public holiday.

Example:-

1. Go to work group setup

2. Edit Wilayah Persekutuan
3. Select the year that you want to copy the public holiday
4. Calendar group select to Wilayah Persekutuan
5. Save / Save & Close

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Once save and close, all the public holiday is created into the calendar.

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To change the day type in calendar, user just need to select the day type that wish to change, and click
on the date.

For example, to change back the public holiday (Green) to normal day (White).

1. Select Normal Day

2. Click on the date
3. The date will AUTO appear under the listbox
4. Save / Save & Close

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To amend the Public holiday in Calendar, but you have to whitelist the public holiday color in calendar.

i. Unselect the Calendar Group

ii. Select Normal Day
iii. Click on the date (E.g. 03/Jan/2015)
iv. Save / Save & Close

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After Whitelisted, there is TWO way to put set back the public holiday.

a. Direct change from the calendar

i. Calendar Group [--Select--]
ii. Public Holiday
iii. Click on the date (E.g. 02/Jan/2015)
iv. Save / Save & Close

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b. Change from the Calendar Group

i. Calendar Group
ii. Click on
iii. Edit (E.g. Nabi Muhammad Birthday (E.g. 03/Jan/2015 – 03/Jan/2015)
iv. Date From and Date To change to the correct date (E.g. 02/Jan/2015 – 02/Jan/2015)
v. Go back to Work Group Setup > Edit the particular work group > Select the calendar
group
vi. Save / Save & Close

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Copy Work Group from Other Company

User can copy setup from the same company or from other company by selecting other company in
Company drop down control.

If user change Company drop down selection, Copy From list items will be populated from selected
company Work Group Setup.

By default, Description will display value from selected Copy From list item. User can either create a
same Code and description or amend with new one.

If user copy setup from other company, and at the other company setup has attached Calendar Group,
the calendar group will not be saved. Else, for copying from same company, the attached Calendar
Group will be saved.

1. Select from Company

2. Select from Work Group
3. Copy to (Description)

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1.3 Workflow Setup

 Select Leave from Application Menu -> Setup -> Work Group Setup
 To create or edit workflow

Code & Description

 Workflow Code and Description

Add Approving Officers to Group

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Leave

 Select approving officers from name list, section 1 -> Group the officers by select group
choices from section 2-> Officers’ name appeared as shown in section 3 above

Routing Sequence & Email Routing

 By Sequence:
- Application will be routed to ALL the Approving Officer in the First Group at
Round 1, they will be notified at the same time
- The Group Approval number at Each Round must be fulfilled before it route to
Next Round
- If there has more than one group in the First Round, the application will be
routed to the Next Group after exceeded the Route Time until the Group
Approval number is fulfilled. Otherwise, it will keep pending at Round 1
- After the Group Approval number in Round 1 is fulfilled, the application will be
routed to Round 2 for approval until it hit the Group Approval number.
Otherwise, it will pending in Round 2
- The application will be Approved only if the “Group Approval” at All the
Round(s) which exist is fulfilled

 By Sequence Till Approved:

- Similar to “By Sequence”, the Group Approval number at Each Round must be
fulfilled before it route to Next Round.

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- The application will be Approved only if the “Group Approval” at All the
Round(s) which exist is fulfilled
- The difference from “By Sequence” is that the Approving Officer in the Same
Round will be re-notified after exceeded the route time until the Group
Approval number is hit. Otherwise, it will keep pending and will not go for Next
Round
- For example: If there are Group A and Group B in Round 1, the Group Approval
number has yet fulfilled even the application has been routed to Group B. The
application will be re-route to Group A after exceeded the Route Time and to
the following groups of approvers until the Group Approval number hit

 To All:
- Application will be routed to ALL the Approving Officer in All Groups at Round
1, they will be notified at the same time
- The application will be Approved as long as the Group Approval number is hit
regardless of which round the application is routed at. In this case, the
application will not be routed to the following groups in the Next Round
- The application will be routed to Next Approving Officer Group at Next Round
after exceeded the Route Time if the Group Approval number in Current
Round is not fulfilled
- The application will be routed until the Last Round which exists until the Group
Approval number is hit. Otherwise, it will pending at the Last Round

 To All Till Approved:

- Similar to “To All”, the application will be Approved as long as the Group
Approval number is hit regardless of which round the application is routed at
- The application will be routed until the Last Round which exists until the Group
Approval number is hit. Otherwise, it will pending at the Last Round
- The difference from “To All” is that the application will be re-routed to the
groups in Round 1 and to the following Rounds after exceeded the Route Time
until the Group Approval number is hit
- For example: If there are Group A and Group B in Round 1, the Group Approval
number has yet fulfilled even the application has been routed to Round 2. The
application will be re-route to Group A and Group B in Round 1after exceeded
the Route Time and to the following rounds of approvers until the Group
Approval number hit

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*Note: -The option of is only applicable to “To All” and

“To All Till Approved” routing sequence. If this option is ticked, system will accumulate the count on
Group Approval from all rounds and approve the application when the Group Approval number is hit

Notify Listing

 Additional Email Notify Listing which tied to the workflow

Notify HR On

 Option to notify HR on leave type status

Notify HR If Status Pending

 Notification to HR on pending leave within the hours set

2.0 Leave

2.1 Leave Entry

 Select Leave from Application Menu -> Leave -> Leave Entry

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2.1.1 Entry / Application

 Leave Application Form for employees or admin to apply leave

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i. Select employee from

ii. Click link from the leave box
iii. Click to insert Effective date
iv. Select leave type to apply from the drop down list

v. Click to set Date from and Date to for the leave application
vi. There is an option to select the session for ½ day leave application

vii. Click button to confirm dates or

viii. Select reason from the list or key in at the Reason text box if any

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Leave

ix. Attachment can be uploaded by click on the button -> name the
attachment in the text box -> click
** Symbol : / \ , . “ ? * are not allow in upload attachment title

x. Click to submit application or to save the application as

draft for future submission
xi. Click link to check the status for approval

 User can view the leave summary report as at current month or previous year
and month by just select the period from the drop down list

 The date and time as highlighted above shows the date and time when the
leave application was made

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Leave

2.1.2 Cancellation

 Allow applicant to cancel leave application, this will go through approval process
unless the leave cancellation is done by admin user
i. Click on link
ii. Select leave application number from the list

iii. Select preset reason from the list or key in at the Reason text box if any
iv. May click on to select the additional persons to be notified for this cancellation

v. Select leave dates to be cancelled to the Selected List

vi. Click to submit leave cancellation for approval

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Leave

2.1.3 Adjustment

 Leave adjustment allowed admin user to adjust employee leave days

i. Click on link
ii. Select leave type to adjust
iii. Click to insert Effective date
iv. Insert number of days to adjust, for example: 3.00 to add another 3 days or -3.00 to
minus another 3 days

v. Click to confirm adjust leave

vi. The result will be displayed in Leave Summary as below

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Leave

2.1.4 Additional Leave

 Allow applicant or admin user to apply additional leave, applicant apply

additional leave mostly is to claim leave if he/she worked on non-working days

i. Click on link
ii. Select Leave Type, Eg: Replacement Leave, Replacement Public Holiday or etc
iii. Click to set Date from and Date to for the additional leave
iv. Select preset reason from the list or key in at the Reason text box if any

v. Click to submit application for Additional Leave

vi. The additional leave will be added to the Adj. column as shown below

vii. The deleted application will be keep in the record list box

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 Leave

2.1.5 Leave Summary Entry

 Allowed to set new values for entitlement and generate the entitlement
 Click New… to create new entitlement OR click date to edit leave summary
values

Generate Entitlement

i. Select Leave Type -> Entitlement Start Date & End Date

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 Leave

ii. Click to generate entitlement

Edit Leave Summary

Tick on the boxes as highlighted below for the values to edit -> input new value in the white box
-> Click

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 Leave

2.1.6 Combined Leave Balance Entry

 Allowed generate entitlement for combined leave balance and manually

changing values from leave summary
 Click New… to create new entitlement OR click date to edit values

Generate Entitlement

i. Select Balance Description -> Entitlement Start Date & End Date

ii. Click to generate entitlement

Edit Leave Summary

Input new value in the white box as highlighted below -> Click

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 Leave

2.2 Leave Employee Detail

 Select Leave from Application Menu -> Leave -> Leave Administration

2.2.1 Leave Employee Detail

 Show employee list

2.2.2 Personal Detail

 Click to view/edit employee personal detail

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Leave

 Click after updated employee details or to redirect

user to the Career Progression screen directly

2.2.3 Career Progression

 The career progression details is linked and shared with all the other modules in
One-HR system. Every progression event is tracked and processed concurrently.
 Select Leave Group, Leave Workflow, Leave Workgroup and Leave Period
Group which tied to the particular employee
*Note:- Leave Period Group is to link up for payroll processing

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Leave

 will overwrite the setting of

Leave Group, Leave Workflow, Leave Workgroup and Leave Period Group for
the previous progression records if changes made

 will regenerate leave entitlement based on Leave

Group changed
 Click or

2.2.4 Miscellaneous

 Employee miscellaneous details which is linked to HR module

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Leave

2.2.5 Emergency Contact

 Employee emergency contact which is linked to HR module

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 Leave

2.3 Leave Batch Applicaation

 Select Leave from Application Menu -> Leave -> Leave Batch Application

2.3.1 Batch Adjustment

 Dynamic Search to filter employees for leave batch entry

 Move the Employees Affected from Available list to Selected List
 Select the Leave Type to batch update
 Select the Effective Date for the leave adjustment, mostly will be submission
date whereby the leave adjustment effective
 Key in days to be adjusted
 Key in the Reason or Remark for tracking purpose
 Click to apply

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Leave

2.3.2 Compulsory

 Dynamic Search to filter employees for compulsory leave batch entry

 Move the Employees Affected from Available list to Selected List
 Select the Leave Type to batch update the compulsory leave and tick the Email
Notify check box if wish to have the Email Notification
 Select Date from and Date to for the leave days

 Click to confirm dates

 Key in the Reason or Remark for tracking purpose
 Click for confirmation

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Leave

2.3.3 Conditional Addition

 Conditional Addition is to create an additional leave entry that falls on Offday,

Restday or Holiday as part of the replacement leave
 Add a title -> Select leave type from the drop down list
 Dynamic Search to filter affected employees
 Move affected employees from Available List to Selected List
 For “Possible Encounter”: refer to your Workgroup Calendar

 Set the Start date and End Date

 Custom Expiry Date, tick the checkbox to custom the expiry date, untick will be
follow leave setup
 Click button for recording purpose and status will be pending to process
 Click button to process leave

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Leave

2.3.4 Conditional Addition Batch Delete

 To batch delete conditional addition leave entry

 Click button to access to the screen
 Select leave type from the drop down list
 Dynamic Search to filter affected employees
 Move affected employees from Available List to Selected List
 Set the Start date and End Date
 Click to confirm deletion

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 Leave

3.0 Utilities

3.1 Entitlement Processing

 Select Leave from Application Menu -> Utilities -> Entitlement Processing

 Move affected leave types to the selected list

 Move affected leave group to the selected list
 Set effective date for the entitlement
 Click to process
 Result can be view at Leave Summary Entry, entitlement from 01.01.2011 to
31.12.2011 will be showed if refer to the above transaction done

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 Leave

3.2 Delete Leave Summary

 Select Leave from Application Menu -> Utilities -> Delete Leave Summary

 Move affected leave types to the selected list

 Move affected leave group to the selected list
 Select affected employees
 Set effective date
 Click
 To regenerate leave entitlement, go for Entitlement Processing

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 Leave

3.3 Email Message Log

 Select Leave from Application Menu -> Utilities -> Email Message Log

 Email Message Log keep track and show all the email notifications sent out from
One-HR System which inclusive of the details as shown in the screen above

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 Leave

4.0 Report
 Select Leave from Application Menu -> Report
 Select the report to print

 Dynamic search to filter employees for the report printing

 Select available report format from the drop down list
 Move leave type from Available List to the Selected List
 To exclude leave base by status, tick on the check box at “Exclude Status”
 Set date for the report to print
 The report can be previewed or export to the format selected from the drop down
list

 Click to generate report

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