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New Module: Leave

Requesting and approving or rejecting leave was not previously possible in MKG. Only time records could be created based on (manually submitted) leave requests. In the new Leave module, leave requests can be submitted and approved or rejected, and a current overview of the balances of all types of leave for an employee is displayed.

 

Configuration

 

Authorization of Users (Groups)

If you use MKG5, you may need to adjust the authorization for users (groups). The Leave module and the 'Approve Leave' action list are by default authorized for all users. Therefore, in the Leave module, the form for the overview of leave hours (where all leave hours of all employees can be viewed) is available to all users. If you want to adjust this, you can do so via the Authorization Overview module: search for 'Leave' under 'Authorization per module' to find the associated components.  

Additionally, in Employees, you can adjust per employee who can manage all hours. A user with 'Manage all hours' checked can submit a leave request for any employee. If this option is unchecked for a user, they can only submit a leave request for themselves. 

 

Setting an Operation as a Leave Type

In the Operations module, an extra checkbox has been added: Show in leave [bwrk_show_in_leave]. This checkbox is in the 'General' group. An operation can only be selected as a 'leave type' in the Leave module if 'Show in leave' is checked in the operation and if the 'Reason early/late' option is checked on the 'Planning and Shopfloor' tab.  

 

Calculating Leave Hours Based on Schedules

In the Day Schedules, Service Schedules and Calendar Service Schedule modules, it can be indicated per employee in which period the employee follows which service schedule. This allows the correct calculation of the number of hours associated with the leave request. 

 

Administration Settings

In the Administration Settings, a new field has been added: Buffer Time for Overlapping Leave Hours. When provisionally processing time records based on start and end times, this setting is taken into account. 

This new field works as follows: For leave based on start and end times, overlaps or gaps may occur in the registered time records of a day. To avoid having to make manual corrections each time, a buffer time can be set. The buffer time indicates the maximum number of hours by which the leave is automatically shortened or extended. For example, if an employee is off until 12:00 with a buffer time of 0:30 hours but clocks in at 11:45, the leave is (automatically) shortened to 11:45. However, if the employee clocks in at 12:06, the leave is extended to 12:06.  
 

Administration Settings
MKG5: Time Registration » General » Process Hours
MKG3: General » Process Hours

 

 

 

Usage  

 

Requesting Leave 

 

1 Open Leave and optionally select the employee for whom you want to request leave.
2 Click on New 
to create a request.
3 Fill in the Type column.
4 Choose a Start Date and an End Date.
5

Choose under Leave Based On whether the leave should be based on a day schedule, start and end times, or total times.

  • If you choose 'Day Schedule', it is enough to specify the start and end date. You then take the whole day off.
  • If you choose 'Start and End Times', you can also specify a Time From and Time To as long as the start and end date are the same if you only want to request part of the day off.
  • If you choose 'Total Times', you can fill in the desired number of leave hours for a day (e.g., '2 hours').
6 Click on Save 
to submit your request. The request will then automatically appear in the action list for the person who can approve or reject the request.

 

Viewing or Adjusting Leave

You can view and possibly adjust the status of all your leave requests (and those of employees for whom you can request leave) in the module. Leave requests with the status 'Requested' are still adjustable. Approved or rejected requests are no longer adjustable. If you want to adjust a processed request, you can reset the request with the To Requested button back to the status 'Requested'. This way, you can make adjustments again. The request must then be approved again. 

Notes: 

  • If you request leave based on a day schedule or start and end times, the Number of Hours field is calculated based on your input. Your service schedule (including breaks), weekends, and holidays are taken into account. If you request leave based on total times, the Duration field is calculated based on your input.
  • Leave requests for night shifts cannot be based on start and end times.
  • In the header of the Leave module, a current overview of all types of leave for the respective employee is displayed.
    • Starting Balance is the number of leave hours recorded for the employee (module Employees » 'Balances per Employee' tab » Budget).
    • Pending includes requested leave requests.
    • Taken includes approved leave requests.
    • Balance is the starting balance minus the hours that are pending and taken.  

 

Approving or Rejecting Leave 

 

1 Leave can be approved or rejected via the Leave module or via the 'Approve Leave' action list.
2 Go to Leave or to Action Lists » Hours » Approve Leave.
3

Approve: Select the leave request(s) you want to approve and click on Save 

. You can select multiple at once via the action list.

Reject: Select the leave request you want to reject and click on Save 

. Then provide the reason for rejection.

 

Notes

  • When approving a leave request, the associated time records are immediately created (taking into account weekends and holidays). These time records are visible in Action Lists » Hours » Provisionally Process.
  • In provisional processing (via the action list), if a time record is processed, all other time records for the same employee on the same day are also immediately processed.  
  • In provisional processing, the Buffer Time for Overlapping Leave Hours is also considered. This is a way to prevent overlaps or gaps in the registered time records. Only leave hours are adjusted in this process.
  • An approved leave request can be reset to the status 'Requested', as long as the leave request has not yet been definitively processed. The associated time records are then deleted. 

 

Points of Attention, Tips, and Limitations 

 

  • The Leave module and the 'Approve Leave' action list are by default authorized for all users. In the Leave module, the form for the overview of leave hours (where all leave hours of all employees can be viewed) is available to all users. In MKG5, the authorization for users (groups) can be adjusted via the Authorization Overview module. In MKG3, all users have all rights, and authorization can only be adjusted via the Helpdesk or your consultant.
  • A user who 'Can manage all hours' can submit a leave request for any employee. A user who does not have this option checked can only submit a leave request for themselves.
  • The new Leave functionality is not available for Shop Floor in version 98.