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1
E‐Leave System
Flow Chart
2
E‐Leave System Structure(Basic User & Supervisor)
E‐Leave System
Basic User Guide
For
Supervisor & Employee
E‐Leave Application
E‐Leave Cancellation
History
Leave Calendar
Leave Entitlement
Leave Summary
Cancel E‐Leave
Home
Today’s Event Public Holiday Leave Supervisor
Leave Management
Application View
E‐Leave History
Apply new E‐Leave
Acting Tasks History Only Available to:
1. Head/Deputy Head
Assistant Head of
Department/Academi
c Department
2. Director/Deputy
Directory of Academic
Department
3. Dean/Deputy Dean of
Academic Department
4. Senior Vice President
5. Vice President
Assign
Acting Tasks
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Employee Main Page: (Employee Access Right)
User will be able to perform activities such as apply leave, cancel leave, view leave application status,
history record, view leave cancellation history record, leave calendar, leave entitlement, leave summary,
today’s events, public holiday and leave supervisor.
(Non‐Managerial Employee) or
(Managerial Employee) Figure 1.0‐Main modules (left) and main page (right) after login.
The figure above shows who are on leave based on the server current date.
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The figure above shows the public holidays.
The figure above shows the list of leave approvers.
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1.1. E‐Leave Application (For Managerial employee)
Employee can apply leaves through this module.
Applying Leave: 1. Select a leave
type 2. Select leave
start and end date
3. Fill in Task Arrangement Detail
4. Enter leave reason
5. Click ‘Next’ button to proceed to step2
E‐Leave application (step 1)
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6. Select the number of day (0.5 Morning/0.5 Afternoon /1 day/0 day) wish to apply for a particular date under ‘Day’ list box.
7. Click on ‘Assign’ Button
8. Assign acting person based the available department(s) and fill in remark field.
9. Click ‘Submit’ button.
Leave Application (step 2 Applicable to Managerial Employee only)
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10. The acting tasks detail will be shown in the text area. Employee may also change the detail by repeating the same last step.
11. Click ‘Apply’ button to proceed the leave application.
Leave Application (step 3: Applicable to Managerial Employee only)
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1.2. E‐Leave Application (For Non‐Managerial employee)
Employee can apply leaves through this module. Applying Leave:
1. Select a leave type
2. Select leave start and end date
3. Fill in Task Arrangement Detail
4. Enter leave reason
5. Click ‘Next’ button to proceed to step2
E‐Leave application (step 1)
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6. Select the number of day (0.5 Morning/0.5 Afternoon /1 day/0 day) wish to apply for a particular date under ‘Day’ list box.
7. Click ‘Apply’ button to proceed the application.
Leave Application (step 2)
Important:
If an employee wants to apply the leave arrange falls on Monday, Wednesday and Friday which form
a discontinuous range, he/she can change the number of day to determine the exact period on specific
leave date.
Once employee applied for E‐Leave, the supervisor will receive an email notification from E‐Leave
system. The purpose is to remind the supervisor to approve or reject an E‐Leave application.
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2. E‐Leave History
Employee can monitor their latest and historical leave application status and get the feedback status
posted by the supervisor as shown below.
View Leave Application Record:
Employee is able to click on ‘Yes’ hyperlink to view task arrangement only.
To view E‐Leave application detail, click ‘Date apply’ cell on the left column.
The E‐Leave application details including task arrangement are shown in the next screen.
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3.1. E‐Leave Cancellation
Employee can cancel E‐Leave application which has not been taken any action yet by any of supervisor.
Click on the to cancel leave.
A confirmation box appears; click OK to cancel the record.
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E‐Leave Cancellation History
3. Acting Task History
4. Leave Calendar
Employee can view the leave history in Calendar format.
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5. Leave Entitlement
Employee can view the leave entitlement detail.
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6. Leave Summary
Employee can view the leave history in Calendar format
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E‐Leave System
Basic User Guide
For
Supervisor Only
E‐Leave System Structure(Supervisor Only)
E‐Leave Approve/Reject
E‐Leave Subordinate’s Cancellation
History Cancellation
Subordinate's E‐Leave Status Report
Subordinate's Leave Report
Supervisor Menu
Application View
E‐Leave Action History Approve/Reject E‐Leave
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1. Supervisor Modules Details (Supervisor Access Right)
This is an additional menu which appears to the staff that has supervisor access right.
2. E‐Leave Approve/Reject
Approve/Reject E‐Leave:
In order to view the detail of leave application, supervisor can click on date under ‘Date Apply’ column at the left side of the table.
The column of ‘Task Arrangement’ indicates that if any task has been arranged. Employee is able to click on ‘Yes’ to view the task arrangement only.
Click ‘Approve’ to approve leave application.
Supervisor may also click on the checkboxes to approve multiple applications.
To reject, click ‘Reject’ button. Supervisor needs to fill in ‘Remark’ text area.
Click ‘Submit’ button to execute the submission.
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If the applicant is a lecturer, the Timetable column
will display icon that allows user to click view applicant’s lesson timetable. Besides the affected date(s) will be indicated as well.
3. P/S: This feature is applicable to E‐Leave Action History function as well.
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4. E‐Leave Subordinate’s Cancellation History
View E‐Leave Subordinate’s Cancellation History:
The E‐Leave Subordinate’s Cancellation History list can be viewed for reference before proceed to approve/reject the E‐Leave application.
The supervisor may ignore the E‐Leave application once the E‐Leave cancellation is done.
5. E‐Leave Action History
View history of E‐Leave applications for each subordinate:
Click on date under ‘Date Apply’ column at the left side of the table to view details. Employee is able to click on ‘Yes’ to view the task arrangement only.
The E‐Leave application details are shown in the next screen.
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6. Subordinate’s E‐Leave Status Report
Generating Report:
Select Leave Type, Date Range, Approval Status
Click ‘Preview’ button to preview report before printing.
Important: Please do remember to enable Internet Browser Pop‐up blocker in order to preview reports correctly.
L
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7. Subordinate’s Leave Report
Generating Report:
Select ‘Summary Report’ to view subordinates leave entitlement details or ‘Details Report’ to view subordinates leave entitlement and leave taken details.
Apply the search criteria by changing ‘Search by’ query if necessary.
Click ‘Preview’ button to preview report before printing.
.Important: Please do remember to enable Internet Browser Pop‐up blocker in order to preview reports correctly.
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7.1. Email Notification: New Leave Application
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7.2. Acting Tasks Notification(For management level only)
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7.3. Email Notification: Leave Approved
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7.4. Email Notification: Leave Rejected
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7.5. Email Notification: Delay Approval