E-Training Guide

For
LEAVE MANAGEMENT SYSTEM

Author: Kulbhushan Chaudhary

HCL Technologies
Corp-Ops-MIS HR SNM
08/May/2008
HCL Technologies Leave Management System (LMS)

Contents
1. Int rodu ct ion ............................................................................................................................................. 3

2. Fe atu re L ist s ........................................................................................................................................... 3

3. Ben ef its ..................................................................................................................................................... 3

4. Rol e s ........................................................................................................................................................... 3

5. W or k F low ................................................................................................................................................. 4

6. Hom e P ag e ............................................................................................................................................... 6

6.1.1 Initiating a new Leave request (For Leaves Other than RH,My leave,AL,Comp-Off) .................. 6

6.1.2 Filling the Leave Request Form ....................................................................................................................... 7

6.1.3 My Leave Request ...................................................................................................................................... 8

6.1.4 Viewing the Details of Leave request(s) .......................................................................................................... 8

7 Approving the Leave Request .................................................................................................................. 9

7.1.1 Leaves pending with Approving Manager ..................................................................................................... 10

8 View Request..............................................................................................................................................10

8.1.1 Leaves pending with Approving Manager ..................................................................................................... 10

9 Delegation ...................................................................................................................................................11

9.1.1 Delegating Responsibility and Authority ....................................................................................................... 11

10 Holiday Calendar .......................................................................................................................................12

11 My Leave Balance......................................................................................................................................13

12 Reports ........................................................................................................................................................15

13 LMS New Face ............................................................................................................................................15

13.1.1 LMS Home Page ......................................................................................................................................... 15

13.1.2.1 Filling the Leave Request Form ............................................................................................................... 16

13.1.2.2 Apply Comp Off Leave ............................................................................................................................ 18

13.1.3 My Leave Request ....................................................................................................................................... 20

13.1.3.1 Viewing the Details of Leave request(s) ................................................................................................... 21

13.1.4 Leave Summary ........................................................................................................................................... 23

13.1.5 Holiday calender .................................................................................................................................. 23

14 Summary .....................................................................................................................................................24

Page 2 of 24
HCL Technologies Leave Management System (LMS)

1. Introduction
Leave Management System (LMS) is a central platform to apply for and record Leaves. The system
facilitates Leave tracking and Leave balance calculation. This system is the central source for Leave related
transactions. It also provides the employee (Initiator) to track the status of his Leave request. Apart from
these features this application provides notification services which send mails to the concerned user
(Initiator/Approving Manager/HR) on the approval and rejection of the Leave request. Leave Management
System is a central platform to apply for and record Leaves. The system facilitates Leave tracking and Leave
balance calculation. This system is the central source for Leave related transactions.

2. Feature Lists
LMS is developed with the purpose to give transparency to the process and make it easier to facilitate Leave
tracking and Leave balance calculation. The features of LMS application are:
To have a standardized system for online Leave creation, approval of Leaves.
To delegate authority and responsibility in the absence of the employee (when the employee is on
Leave).
To make available the Holiday Calendar for employee reference.
For Leave accrual and encashment.
For Leave tracking and
For payroll processing.

3. Benefits
The purpose of LMS is to ensure work life balance amongst the staff to take care of any personal
emergencies / exigencies that may arise in normal course and to provide transparency to the Leave
management system. The benefits of designing LMS are:
To bring transparency and to add up swiftness to the Leave approval/rejection process.
To facilitate Leave tracking and Leave balance calculation
Standardized system for online creation, approval/rejection of Leave requests.
Automation of complete workflow for Leave Management System.
To track the status of the Leaves.

4. Roles
Different entities have different roles to play in an application. The various entities associated in LMS are:

Initiator
An initiator is a person who can apply for Leave. He/she can be a contract employee or on the
payrolls of HCL Technologies Ltd. The initiator can apply for the following types of Leaves:

Annual Leave
Maternity Leave
Paternity Leave
Transfer Leave
Leave without Pay
The different types of holidays available are:
Company Holiday (CH)
Restricted Holiday (RH)

Approving Manager

Page 3 of 24
HCL Technologies Leave Management System (LMS)

An Approving Manager is the Reporting Manager who has the right to approve or reject the Leave
request.

EHS/HR
EHS/HR is the one who keeps track of the Leave balance of the employee for salary calculation.
The roles and responsibility of each user shall be clear with the table given below

Users Participants Roles/Responsibilities

Initiator An employee (with valid The requester is responsible for
user name and creating/cancelling the LMS request and
password) submitting the same to the approver.
Reporting Reporting Manager of the - The Reporting Manager is the approver.
Manager (RM) requester, as appears in
the employees’ database
HR An appointed - Approving Adoption Leave.
Representative representative(s) of HR. - Receiving notification in case of
(HR-Rep) approval of an applied Leave.
This role is defined at DU - Maintaining employee’s Leave balances
Level. - Sending the annual holiday calendar to
the HR - Admin to be uploaded in the
system.
HR– An appointed - Uploading the holiday calendar in the
Administrator representative in each system.
(HR- Admin) Centre - Defining the RH applicable in their
centre for each year.
This role is defined at DU - Initial upload of Leave data of all
Level. employees of their respective centers.
Central A dedicated group will be The Administrator is responsible for monitoring
Administrator set up to perform this job the system, resolving conflicts (if any). He can
also perform administrative actions and redefine
the checks in the system as per the
requirements.
Level4 The head of the View rights and access to all employee records
Head/Center DU/center according to belonging to their respective DU in the form of
head the structure defined. reports.
Corporate HR An appointed representative View rights and read only access to all
of Corporate - HR employee records across HCLT India.

Level3 Head As per defined in 2nd level approver in case the initiator raises an
employees’ database. LWP request ranging between 15 to 30 days.
HR Head Representative who has 3rd level approver in case the initiator raises
been defined in the an LWP request of more than 30 days.
database for the role.

5. Work Flow
LMS is designed to provide a standardized platform for creating, recording, approving and monitoring of all
Leave requests for all regular as well as contract employees of HCLT India who have SAP personnel ID. The
Leave related transactions would be specific to respective geographic entities. The Leave transactions
include application, approval/rejection, modification and cancellation of Leaves.

Page 4 of 24
HCL Technologies Leave Management System (LMS)

Leave Management System

Initiator raise a new Leave

request

As per Leave policy Leaves

can be approved by RM/
HR//SBU Head/HR Head
Validation of Leave
Request

Yes Approval WorkFlow Data Storage

Next Level Approval

Approve Approve/Reject/Cancel Cancel
Required

No Reject

Yes Cancellation Reason

Finally Approved Reject Reason

Cancelled by
No Closed
Initiator

Figure 3 depicting the workflow for LMS

Let’s get familiar with LMS workflow

Each employee is required to seek approval for all types of Leave from the reporting manager. All
applications for Leave should be submitted in advance through Leave Management System in Corp MIS,
following the process below:
Log on to https://www.MyHCL.in
Go to My Page/ My Leave/Apply for Leave
The Leave has to be approved by the reporting manager. In event of an unplanned requirement (e.g.:
illness/ personal emergency), the reporting manager must be notified of the absence latest by half an
hour after commencement of work.

Page 5 of 24
HCL Technologies Leave Management System (LMS)

It is the employee’s responsibility to fill up the LMS within 1 day of return. It has to be thereafter approved
by the reporting manager.
Any Leave taken due to sickness (for more than two days) should be supplemented by a medical
certificate certified by a Company doctor or Medical Officer or a registered medical practitioner. As far as
possible, the employee should notify his/her absence in advance.
In case of maternity Leave, the employee must submit the application at least 2 months in advance with
the expected date of delivery. The employee is required to produce a medical certificate confirming the
pregnancy and detailing the expected date of birth and the date on which the maternity Leave is to
commence.
Separation from the Company- During the time of the separation from the company the entire
accumulated annual Leaves balance will be encashed on the current basic salary at the time of the full
and final settlement. Employees are also not allowed to avail any Leave during the notice period except
in case of medical and personal exigencies. The notice period, in such cases, will accordingly be
increased by that many days.

6. Home Page
The purpose of LMS is to have a standardized system for online creation, approval/rejection, calculation and
encashment of Leaves. This system is the central source for Leave related transactions. It also provides the
employee (Initiator) to track the status of his Leave request. Apart from these features this application
provides notification services which send mails to the concerned users (Initiator/Approving Manager/HR) on
the approval and rejection of the Leave request. Leave Management System is a central platform to apply for
and record Leaves. The system facilitates Leave tracking and Leave balance calculation. This system is the
central source for Leave related transactions.

6.1.1 Initiating a new Leave request (For Leaves Other

than RH,My leave,AL,Comp-Off)
To apply a new Leave request, click on the hyperlink as shown in the Figure 1.

Figure 1 depicting how to raise a new Leave request

Page 6 of 24
HCL Technologies Leave Management System (LMS)

6.1.2 Filling the Leave Request Form

Clicking on Apply For Leave will redirect the user to a new screen as shown in Figure 2.

Figure 2 depicting how to fill a Leave request form

When the user navigates this page s/he can see his Leave balance on the top of the Leave
Request Form. The Leave request form is divided into three sections i.e., First is the employee
Information, which is hardcoded and comes from ESS. If the employee information is wrong he
can update the same in ESS. Second is Leave Information, wherein the user fills the details
regarding his/her Leave(s). Last but not the least the last section is the Routing/Approval
authority. To fill a Leave request follow the steps given below:
Select the Leave type from the Leave Type drop-down menu.
Enter/ Update your contact details during the Leave period in the Tel No. text box.
Select the date from when the Leave is required and the date till the Leaves are required
from the icon present in front of the From and To option.
Once the dates are selected the user need to enter the reason for availing Leaves in the
Reason for Leave text box.
To inform other members of your team about your leave, click on the icon in front of
CC. This will enable a pop-up as shown in Figure 3

Figure3 Selecting the employee who are to be informed for your Leaves

Page 7 of 24
HCL Technologies Leave Management System (LMS)

From Search Employee pop-up menu, the employee can search for the respective
member whom she/he wants to inform on the basis of Name or SAP code. The selected
name will then be displayed in the Cc box. To clear the name of the employees in Cc
box click the Clear Cc hyperlink.
Click on the button to Save the Leave request as draft or click the
button to Save the Leave request and close the current page.
To submit the Leave request click on the button.
Click on the button to close the current page

6.1.3 My Leave Request

The initiator can view the status of the Leaves raised by him/her by clicking on the My Leave
Request as shown in Figure 4.

Figure 4 depicting how to view the status of his/her Leave request

6.1.4 Viewing the Details of Leave request(s)

Clicking on the My Leave Request will redirect the user to a new screen as shown in Figure 5.

Page 8 of 24
HCL Technologies Leave Management System (LMS)

Figure 5 depicting how to view the status of the applied Leaves

This page display the status of the Leaves applied. To view the details of the Leaves request made till follow
the steps given below:
Click on the respective Req. No. hyperlink as shown in figure 5
By default the page show the last 10 Leaves applied for and to view the details of the rest of the
Leaved applied for click on the Next hyperlink or Prev. hyperlink to move back to the latest Leave
request at the bottom of the page as shown in Figure 5.

7 Approving the Leave Request

The Approving Manager can approve, or reject the leave request by clicking on the Pending My Approval
hyperlink from the Home Page as shown in Figure 6.

Figure 6 depicting how to approve the leave request

Page 9 of 24
HCL Technologies Leave Management System (LMS)

7.1.1 Leaves pending with Approving Manager

Clicking on the Pending My Approvals will redirect the user to a new screen as shown in Figure 7.

Figure 8 depicting how to approve the claims

8 View Request
If the user wants to view the details of past leave request he needs to click on the View Request as shown in
figure 7

Figure 7 depicting how to view the past leave request

8.1.1 Leaves pending with Approving Manager

Pending My Approvals link will redirect the approving manager to a new screen as shown in Figure 8.

Page 10 of 24
HCL Technologies Leave Management System (LMS)

Figure 8 depicting how to view the past leave request

From the Selection Criteria screen the user can select his desired criteria. To view the details of leave based
on any specific criteria follow the steps given below:
Select the leave type and status of the leaves from their respective drill down menu.
Select the employee(s) by clicking the icon.
The user can also select the date filter by clicking on the respective radio button on the available
search criteria’s or can even select the From and To date by clicking the icon.
Once all the criteria are selected click on the button to view the leave request matching the
selected criteria’s.

9 Delegation
It may happen the user is going on a long term deputation or on Leave from where accessing LMS is not
possible. In that case, the user can delegate his share of responsibility to the other person keeping the
Business rules into consideration. To make a delegation click on the Delegation hyperlink as shown in Figure
9.

Figure 9 depicting how to create a delegation

9.1.1 Delegating Responsibility and Authority

Clicking on the Delegation link will redirect the user to a new screen as shown in Figure 10
.

Page 11 of 24
 HCL Technologies Leave Management System (LMS)

Figure 10 depicting how to delegate responsibility and authority

From this section the user can create a new delegation. To make a delegation, click on the
icon and select the name of the person whom the authority and responsibility is to be assigned in
your absence.
Click on the icon in front of the From and To option to define the period of the delegation.
Once all the above fields are filled click on the button to delegate the responsibility to
the selected employee.

10 Holiday Calendar
This section allows the user to view the leave that are occurring or that can be availed in the current year. To
view the Holiday Calendar click on the Holiday Calendar hyperlink as shown in Figure 11

Page 12 of 24
HCL Technologies Leave Management System (LMS)

Figure 11 depicting how to access the Holiday Calendar

Clicking the Holiday Calendar will redirect you to a new screen as shown in figure 12.

Figure 12 depicting the leave that can be availed for all geographical regions.

This page displays all the leave that can be availed based upon different geographical regions.

11 My Leave Balance
This section allows the user to view the status of the count of the leaves availed till now and available in a
tabular format. To view the same, click on the My Leave Balance as shown in the Figure 13.

Page 13 of 24
HCL Technologies Leave Management System (LMS)

Figure 13 depicting the leave balance.

Clicking on this link will redirect the user to a new screen as shown in Figure 14

Figure 14 depicting the leave balance in a tabular form.

From this screen the user can view the complete count of his leaves which are available or which
have already been taken by the employee.

Page 14 of 24
HCL Technologies Leave Management System (LMS)

12 Reports
This section allows the user to view his Leave History, Leave Balance and Leave Ledger by a mere click on
their respective hyperlink.

13 LMS New Face

13.1.1 LMS Home Page
To apply a new Leave request, there are two options 1- select date from calender .2 - By
date range option..

Page 15 of 24
HCL Technologies Leave Management System (LMS)

13.1.2.1 Filling the Leave Request Form

Clicking on Apply Button will redirect the user to a new screen as shown below.

Page 16 of 24
HCL Technologies Leave Management System (LMS)

To fill a leave request follow the steps given below:

Select the date from calender or by Date Range option.
Enter/ Update your contact details during the leave period in the Contact Number text
box.
Enter the reason for availing leaves in leave reason text box.
To change Approver name click on approver link.
To inform other members of your team about your leave, click on CC. This will enable a
pop-up as shown below..

Page 17 of 24
HCL Technologies Leave Management System (LMS)

From CC list pop-up, the employee can search for the respective member whom she/he
wants to inform on the basis of Name or SAP code. On the load of this pop up It will
show you SLM and his RM name. For other name to be added , enter sap code or 4
characters of employee name and click on search icon. The selected name will then be
displayed in the lower box. To clear the name of the employees in Cc pop up click the
delete icon.After clicking on ‘Done’ button employee will be added and displayed in
main leave page.
Click on the Draft button to save the Leave request as draft .
To submit the Leave request click on the Submit button.
Click on the Cancel button to go back to the leave request home page

13.1.2.2 Apply Comp Off Leave

For Comp-off leave apply click on blue Timesheet Holiday css displaying on Saturday and Sunday
dates .it will open a pop up as below ..
Employee can select leave date against comp–off date from the pop up as shown below. Employee
will select date then click on Apply button to apply comp off date.

Page 18 of 24
HCL Technologies Leave Management System (LMS)

After that below pop up will come then enter leave reason and click on submit .Leave against comp-
off will be applied.

Page 19 of 24
HCL Technologies Leave Management System (LMS)

13.1.3 My Leave Request

The initiator can view the status of the leaves raised by him/her by clicking on the ‘My
Requests’ as shown below.
This page displays the status of the leaves applied. By default the page shows the last 10 leaves
applied for and to view the details of the rest of the leaves applied , click on the paging no’s shown.

Page 20 of 24
HCL Technologies Leave Management System (LMS)

13.1.3.1 Viewing the Details of Leave request(s)

Clicking on the Leave Request No will open a pop up as shown below. For new
requests there will be option to submit ,after clicking on submit leave will be applied.

To check the history of the request click on the image shown against each request no in History column.

Page 21 of 24
HCL Technologies Leave Management System (LMS)

To Cancel a request click on the X image shown against each request no in Cancel column.Below
pop up will come ,enter remards and click on cancel ,request will be cancelled.

Page 22 of 24
HCL Technologies Leave Management System (LMS)

13.1.4 Leave Summary

This is the leave summary page where employee leave details of each leave type
will be displayed .

13.1.5 Holiday calender

This is the Holiday calendar page of employee where leaves falling on different dates are
displaying .This calender will show current year data.

Page 23 of 24
 HCL Technologies Leave Management System (LMS)

14 Summary
The basic flow of the LMS application has been described in this e-tutorial for your reference. This e-tutorial
explains the current scenarios on which the Leaves are approved/rejected.

Page 24 of 24