Aedas eLeaveUser Manual

Prepared By

Document Owner(s)

eLeave Manual Version Control

Version Date Author Change Description1.0 10-Dec-2010 Stephanie Li

2.0 29-Nov-2011 Stephanie Li

3.0 30-Nov-2011 Stephanie Li New Func: Assign eLeave Admin

eLeave User Manual

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TABLE OF CONTENTS

1 INTRODUCTION ............................................................................................................................ 5

2 LOGIN AND LOGOUT .................................................................................................................. 6

2.1 Screen ............................................................................................................................... 6

2.2 Main screen ...................................................................................................................... 7

3 YOUR CALENDAR ........................................................................................................................ 8

3.1 Screen ............................................................................................................................... 8

4 APPLICATION FORM ................................................................................................................... 9

4.1 Leave Application ........................................................................................................... 104.1.1 Screen ............................................................................................................................. 104.1.2 Application record filtering ............................................................................................. 11

4.2 Time in Lieu with OT Compliance Application.............................................................. 124.2.1 Screen ............................................................................................................................. 12

4.3 Roster change application ............................................................................................. 134.3.1 Screen ............................................................................................................................. 13

4.4 Proj. Arch./ Director (Dept Head) Change Application ................................................ 144.4.1 Screen ............................................................................................................................. 14

4.5 OT Application ................................................................................................................ 154.5.1 Screen ............................................................................................................................. 15

4.6 Charity Event Application ............................................................................................... 164.6.1 Screen ............................................................................................................................. 16

4.7 CSR Application ............................................................................................................. 174.7.1 Screen ............................................................................................................................. 17

5 APPLICATION APPROVAL ....................................................................................................... 18

5.1 All Applications Approval ............................................................................................... 195.1.1 Screen ............................................................................................................................. 19

5.2 Leave Application Approval ........................................................................................... 205.2.1 Screen ............................................................................................................................. 205.2.2 HR approval screen ....................................................................................................... 21

5.3 Time in Lieu with OT Compliance Approval ................................................................. 225.3.1 Screen ............................................................................................................................. 22

5.4 Swap Saturday Application Approval ............................................................................ 235.4.1 Screen ............................................................................................................................. 23

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5.5 Roster Change Application Approval ............................................................................ 245.5.1 Screen ............................................................................................................................. 24

5.6 Proj. Arch./ Director (Dept. Head) Change Application Approval ............................... 255.6.1 Screen ............................................................................................................................. 25

5.7 OT Application Approval ................................................................................................ 265.7.1 Screen ............................................................................................................................. 26

6 ANNUAL LEAVE RECORD ........................................................................................................ 27

6.1 Screen ............................................................................................................................. 27

7 LEAVE DETAIL REPORT ........................................................................................................... 28

7.1 Screen ............................................................................................................................. 28

8 DELEGATION .............................................................................................................................. 29

8.1 Screen ............................................................................................................................. 29

9 LEAVE SCHEDULE REPORT.................................................................................................... 30

9.1 Screen ............................................................................................................................. 30

10 ADMIN PAGE ............................................................................................................................... 31

10.1 Screen ............................................................................................................................. 31

11 AUTO APPROVE SETUP ........................................................................................................... 32

11.1 Screen ............................................................................................................................. 32

11.2 Description ...................................................................................................................... 32

12 LEAVE TAKEN DATA EXPORT ................................................................................................ 33

12.1 Screen ............................................................................................................................. 33

13 LEAVE APPLICATION BY ADMIN ............................................................................................ 34

13.1 Screen ............................................................................................................................. 34

14 OT PAY BACK ............................................................................................................................. 35

14.1 Screen ............................................................................................................................. 35

15 OT PAY BACK EXPORT ............................................................................................................ 36

15.1 Screen ............................................................................................................................. 36

16 OT DETAIL EXPORT .................................................................................................................. 37

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16.1 Screen ............................................................................................................................. 37

17 ASSIGN ELEAVE ADMINISTRATOR ....................................................................................... 38

17.1 Screen ............................................................................................................................. 38

18 STAFF ANNUAL LEAVE BALANCE REPORT........................................................................ 40

19 STAFF LEAVE DETAIL REPORT ............................................................................................. 40

20 APPLICATION STATUS REPORT ............................................................................................ 41

20.1 Screen ............................................................................................................................. 41

20.2 Report.............................................................................................................................. 41

21 OT PAY BACK FOR PUBLIC HOLIDAY................................................................................... 42

21.1 Screen ............................................................................................................................. 42

21.2 Report.............................................................................................................................. 42

22 TIL BALANCE REPORT ............................................................................................................. 43

22.1 Screen ............................................................................................................................. 43

22.2 Report.............................................................................................................................. 43

23 CONTACT ADMINISTRATOR.................................................................................................... 44

23.1 By Email .......................................................................................................................... 44

APPENDIX I – ADMIN ACCESS RIGHT MATRIX ........................................................................... 45

eLeave User Manual

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1 INTRODUCTION

This document is prepared by IT department for introducing eLeave system functions. AllAedas’s employees should read carefully before using eLeave.

eLeave system is the replacement of iSMAS. eLeave aims at providing a convenience e-channel for Aedas’s staffs to check their leave balance, to apply leave, OT, time-in-lieu,etc. And allow supervisor or HR to approve the application through the web.

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2 Login and Logout

2.1 Screen

Staff needs to enter their window login name and password in order to login eLeave.

System logout

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2.2 Main screen

Main screen

Menu:1. Your calendar - Retrieve your roster in monthly view2. Application Form - A list of application form for staff to apply3. Application Approval - A list of approval list for staffs or HR to approve4. Annual Leave Record - An annual leave balance report of the staff5. Leave Detail Report - A detail list of approved leaves6. Delegation - A delegation setting for approval staff7. Leave Schedule - A list of work group’s leave schedule report

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3 Your Calendar

“Your Calendar” will retrieve the roster setting and the holiday defined in HR system. Inthe calendar, you will see your working days, leave days, public holiday, rest days and soon.

3.1 Screen

1. You can change the month by selecting the dropdown menu.

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4 Application Form

In the main screen of Application Form, user can select the application in the dropdownmenu.

Screen

Application list:1. Leave Application

a. Allow staff to apply annual leave, sick leave or leave they are entitled.2. Time in Lieu with OT Compliance Application

a. Allow staff to apply TIL after they have fulfilled the OT application.3. Roster Change Application

a. Allow staff to apply roster change4. Proj. Arch/ Director (Dept. Head) Change Application

a. Allow staff to apply supervisor change5. OT Application

a. Allow staff to apply OT6. Charity Event Application

a. Allow staff to apply charity event7. CSR Application

a. Allow staff to apply CSR leave

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4.1 Leave ApplicationIn leave application, staff is allowed to apply leave which they are entitled. And allow staffto upload supporting document to the system.

4.1.1 Screen

1. Select your application in the “Leave Type” dropdown list.

2. Select the day range of your application.

3. Enter “Applicant Remark” if necessary.

4. If you are applying sick leave with doctor certificate provided, you can:

a. Check the “Doctor Certificate” and then press the “Browse” button to browsethe softcopy of doctor certificate.

b. Check the “Doctor Certificate” and check “Hard copy” to physically submithardcopy to HR.

5. If you are entitled to have “no pay leave”, and

a. Your annual balance is more than 1 day

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i. Your application will be rejected by system, and the followingmessage will be prompted.

b. Your annual leave balance is less than 1 day

i. System will accept your application

6. After filled in all the information, press “Submit Application” to submit.

7. Your application will be displayed in the below section. You can check the statuschanges if your supervisor is approved/rejected your leave.

4.1.2 Application record filtering

Below the application form, you will see a list of your application record. And you canselect the period for filtering.1. Show Current Month Records: Display all application records within current month2. Show Current Year Records: Display all application records from the beginning of the

year and afterward.

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4.2 Time in Lieu with OT Compliance Application

In Time in Lieu with OT Compliance Application, you are allowed to apply TIL only if youhave TIL Balance which displayed on the upper-right corner.

4.2.1 Screen

1. TIL balance calculation: (D = today)

(All approved OT hours within D-30) –(All applied TIL hours within D-30 to D+30 including “In progress” and “accepted”)

2. Limitation

a. Only allow apply 4 or 8 hours

b. Default time range is 0900 to 1300 (4 hours) or 0900 to 1800 (8 hours) or1400 to 1800 (4 hours).

3. Input the date, time and reason, you can press “Submit Application” to submit.

4. The application record will be displayed on the below section, you can check theapplication status changes.

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4.3 Roster change applicationThis function allows staff to apply the change of roster.

4.3.1 Screen

1. Input the new roster code, effective date and reason, you can press “SubmitApplication” to submit.

2. The application record will be displayed on the below section, you can check theapplication status changes.

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4.4 Proj. Arch./ Director (Dept Head) Change ApplicationThis function allows staff to apply supervisor/ project architect or director changes.

4.4.1 Screen

1. Input the new project architect and new work group, you can press “SubmitApplication” to submit.

2. The application record will be displayed on the below section, you can check theapplication status changes.

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4.5 OT ApplicationThis function allows staff to apply OT.

4.5.1 Screen

1. Limitationa. Minimum 4 hours OT can be applied.b. Minimum 0.5 hours OT can be applied by PRC specified staffs.

2. Input the OT date and time range, you can press “Submit Application” to submit.3. The application record will be displayed on the below section, you can check the

application status changes.

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4.6 Charity Event ApplicationThis function allows staffs apply to join charity event.*This function is for Hong Kong only

4.6.1 Screen

1. Select the event datea. Limitation: back date is not allowed

2. Select the event timea. Office hour will not be counted as CSR leave unit

3. Hoursa. System will calculate the CSR hours according to the roster setting and the

event time.4. Input the Event Name and then you can press “Submit Application” to submit5. The application record will be displayed on the below section, you can check the

application status changes.

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4.7 CSR ApplicationThis function allows staff to apply CSR leave after 8 hours Charity event.*This function is for Hong Kong only

4.7.1 Screen

1. Staff who has approved at least 8 hours charity event, is available to apply 1 day CSRleave. Maximum 2 days CSR leave can be applied in the year.

2. Select the CSR date3. Input remark and then press “Submit Application” to submit.4. The application record will be displayed on the below section, you can check the

application status changes.

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5 Application Approval

Allow supervisor/ director/ HR to approve applications.

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5.1 All Applications ApprovalAllow staff to approve all applications

5.1.1 Screen

This page will retrieve all applications in processing status of the applicants who is undercurrent user supervised.

1. Different applications will locate in different tab page.2. All approval process is same as individual application approval process. Please refer

to below 5.2-5.7

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5.2 Leave Application ApprovalAllow staff to approve leave applications

5.2.1 Screen

This page will retrieve all leave application in processing status of the applicants who isunder current user supervised.

3. Select the leave record.4. To check the detail information of the application, you can

a. Press the “Detail” button to see the current status of the application.b. Or press “Document” button to see whether the application have document

uploaded.c. Or press “Check Balance” to retrieve applicant’s annual leave record to

check the annual leave balance.5. After checked all the information, input “Approver Remark”, or press “Copy” to copy

the application remark into the textbox.6. Select the approval status in “Status” dropdown list. The “Status” dropdown list

include:a. Accept – application acceptedb. Reject – application rejectedc. Process – no update of the application

7. After selected the approval status, press “Update” to update record.8. If the application is accepted, the application will flow to next level approval.

Otherwise, the application will be terminated.

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5.2.2 HR approval screen

For HR approver, the “Leave Type” and “Date Period” will be enabled for amendment.User can change the leave type and date period if the application is not appropriate.

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5.3 Time in Lieu with OT Compliance ApprovalAllow staff to approve TIL applications

5.3.1 Screen

This page will retrieve all TIL application in processing status of the applicants who isunder current user supervised.

The usage is same as Leave approval, please refer to pt 5.1.1.

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5.4 Swap Saturday Application ApprovalAllow staff to approve swap Saturday applications

5.4.1 Screen

This page will retrieve all swap Saturday application in processing status of the applicantswho is under current user supervised.

The usage is same as Leave approval, please refer to pt 5.1.1.

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5.5 Roster Change Application ApprovalAllow staff to approve roster change applications

5.5.1 Screen

This page will retrieve all roster change application in processing status of the applicantswho is under current user supervised.

The usage is same as Leave approval, please refer to pt 5.1.1.

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5.6 Proj. Arch./ Director (Dept. Head) Change Application ApprovalAllow staff to approve supervisor/director change applications

5.6.1 Screen

This page will retrieve all supervisor/director change application in processing status ofthe applicants who is under current user supervised.

The usage is same as Leave approval, please refer to pt 5.1.1.

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5.7 OT Application ApprovalAllow staff to approve OT application applications

5.7.1 Screen

This page will retrieve all OT application in processing status of the applicants who isunder current user supervised.

The usage is same as Leave approval, please refer to pt 5.1.1.

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6 Annual Leave RecordThe annual leave record allow user to check their annual leave balance in detail.

6.1 Screen

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7 Leave Detail ReportThe leave detail report allow user to check their approved leave transaction in detail.

7.1 Screen

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8 DelegationDelegation allow user to delegate their approval rights to other staff.

8.1 Screen

Select the effective date and the target delegated staff and then press “Submit” button tosubmit the form.

Only 1 level delegation will be used in the system to avoid looping of the application.For example,

Staff A delegated to Staff B; andStaff B delegated to Staff C;

If Staff D apply the leave application which should be approved by Staff A, theapplication will flowed to Staff B instead of Staff C.

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9 Leave Schedule ReportThe work groups’ leave schedule report.

9.1 Screen

Select the work group and the date to retrieve leave schedule report.

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10 Admin PageA list of functions for eLeave administration and setting

10.1 Screen

1. Auto Approve Setup2. Leave Taken Data Export3. Leave Application by Admin4. OT Pay Back5. OT Pay Back Export6. OT Detail Export

7. Staff Annual Leave Balance Report8. Staff Leave Detail Report9. Application Status Report10. OT pay back for Public Holiday11. TIL Balance Report

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11 Auto Approve SetupThis function allow user to set auto approval. If auto approve is setup, all application flow tothis user will be automatically approved.

11.1 Screen

11.2 DescriptionThis function allow admin user to assign auto approver.When the staff is assigned to be an auto approver, all applications flow to him/her as a workgroup director level will be automatically accepted.

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12 Leave Taken Data ExportThis function allows administrator to export leave data for importing into HR system.

12.1 Screen

User can check “HR2” to export leave data in HR2 format or uncheck it for Persys format.

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13 Leave Application by AdminThis function allows administrator to apply leave on behalf of the staff.

13.1 Screen

All leave applications applied in this page will be auto approved. And system will not send e-mail notification to staffs and approvers.

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14 OT Pay BackThis function allows administrator to mark pay back OT for staffs.* For PRC only

14.1 Screen

The OT hours will be distributed to Public Holiday/ Rest Day/ Week Day.1. Select the staff who need to pay back OT2. Click “Detail”3. The OT record detail will be listed below

4. Mark the pay back hour and press “Mark Pay” button to save the record.

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15 OT Pay Back ExportThis function allows administrator to export marked pay back OT.* For PRC only

15.1 Screen

1. Select the company/ staff to export2. Select the date in “Mark pay Date” to retrieve all marked records on that date3. Select the date in “Export Date” to retrieve all exported records on that date

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16 OT Detail ExportThis function allows administrator to export OT detail record.

16.1 Screen

1. Select the company/ staff to export2. Select the OT date range and then press “Preview” to retrieve the record3. After the record is generated, press “Export” to export the records

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17 Assign eLeave AdministratorThis function allows administrator to assign new eLeave administrator and grant accessrights.

17.1 Screen

1. Select / Search the staff2. Assign admin right to the staff by checking the related checkbox

a. Company:i. The admin right for the company

b. Assign eLeave Administrator:i. Staff who has assigned this right can access this page to assign

access rightc. HR Leave Approver

i. Staff who has assigned this right will be the company HR’sapplication approver.

ii. All changes of this flag will be effective on the next dayd. Other Admin Functions

i. Staff who has assigned this right can access functions under“Admin” menu

e. Leave Applicationi. Leave administratorii. Can access all leave related functions (Refer to appendix I –Access

Right Matrix)f. TIL Application

i. TIL administrator

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ii. Can access all TIL related functions (Refer to appendix I –AccessRight Matrix)

g. Roster Change Applicationi. Roster Change Administratorii. Can access all Roster Change related functions (Refer to appendix I

–Access Right Matrix)h. Supervisor/ Director Change Application

i. Supervisor/ Director Change Administratorii. Can access all Supervisor/ Director Change related functions (Refer

to appendix I –Access Right Matrix)i. OT Application

i. OT Administratorii. Can access all OT related functions (Refer to appendix I –Access

Right Matrix)j. Charity Event Application

i. Charity Event Administratorii. Can access all Charity Event related functions (Refer to appendix I

–Access Right Matrix)k. CSR Application

i. CSR Administratorii. Can access all CSR related functions (Refer to appendix I –Access

Right Matrix)

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18 Staff Annual Leave Balance Report

This function allows administrator to generate leave report for the selected staff and selected cut-off date. The report layout is same as pt 6.1.

19 Staff Leave Detail Report

This function allows administrator to generate leave detail record for the selected staff andselected cut-off date. The report layout is same as pt 7.1.

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20 Application Status ReportThis function will list all applications’ status within the selected date range and criteria.

20.1 Screen

20.2 Report

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21 OT Pay back for Public HolidayFor PRC staffs who salary under 10K, they will have OT payment if working on the publicholiday. This report will list all OT application for those staffs who need to pay back within theselected date range.

21.1 Screen

21.2 Report

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22 TIL Balance ReportThis report will list out the staffs who have TIL balance and not yet been forfeited within theselected period.

22.1 Screen

22.2 Report

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23 CONTACT ADMINISTRATOR

23.1 By Email

You can send an email (ithelpdesk@aedas.com) for help.

mailto:ithelpdesk@aedas.com

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Appendix I – Admin Access Right MatrixAssigneLeaveAdmin

HR LeaveApprover

OtherAdmin

FunctionsLeave

ApplicationTIL

Application

RosterChange

Application

Supervisor/DirectorChange

ApplicationOT

Application

CharityEvent

ApplicationCSR

ApplicationApplication(on behalf ofstaff)ApplicationApprover OLeaveApplication OTime in Lieuwith OTComplianceApplication ORoster ChangeApplication OProj. Arch/Director (DeptHead) ChangeApplication OOT Application OCharity EventApplication OCSRApplication O

Approval (onbehalf ofstaff)All ApplicationApproval O O O O O O O OLeaveApplicationApproval OTime in Lieuwith OTComplianceApproval ORoster ChangeApplicationApproval OSwap SaturdayApplicationApprovalProj/. Arch/Diretcot (DeptHead) ChangeApplicationApproval OOT ApplicationApproval OCharity EventApplicationApproval OCSRApplicationApproval O

Adminuto ApproverSetup OLeave TakenData Export OLeaveApplication byAdmin OOT Pay Back OOT Pay BackExport OOT DetailExport OAssign eleaveAdministration OStaff AnnualLeave BalanceReport OStaff LeaveDetail Report OApplication O

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Status ReportOT Pay Backfor PublicHolidayReport OTIL BalanceReport O