Single Leave Application {P00004-1}

    This program is used by Personnel Members to apply for a Single Leave Application Online. 

    To process Multiple Leave Applications, please make use of Multiple Leave Applications {p00004-16}.

1. A list of Leave Types {PLCS-2} linked to the relevant Leave Package of the employee will be displayed.
1. Note that Leave Types will be excluded where the field "iEnabler Characteristics" in the Leave Package Structure {PLCS-3} are set to the following:

• "N" - Cannot Apply via Web, but Display Detail on Web
• "D" - Cannot Apply via Web, and do not Display Detail on Web.

    2. To start the Leave Application, click on the required Leave Type, the Leave Application Form will open

        1.     The Start and End date of leave application must be completed, a calendar icon is available.

        2.     The Number of Days field:

•   Will be programmatically calculated if Debiting Indicator defined for the Leave Package / Leave Type {PLCS-3} is set to Automatic and is not updateable by the user.  If set to               Manual, then the user will be required to enter the numbers of days

      3. Half Day Leave Applications

•  Personnel may apply for a half day’s leave, providing the Indicator is set to Yes, for the Leave Package / Leave Type {PLCS-3}.  If set to NO, a message will be displayed ‘No Half  Days Leave Application Allowed for this Leave Type’

•  Personnel may apply for a half day leave on more than one Leave Type, providing the total leave taken does not exceed one full day.

            4.     Optional Notes may be added

            5.      The following Buttons exist:

• SAVE – Click on the SAVE Button, to submit the Leave Application.  The Leave Application must be saved prior to documentation being uploaded

• CLEAR FORM – Click on the CLEAR FORM Button, to clear fields completed.  These may only be cleared prior to saving the Leave Application

• RETURN  – Click on the Return Button, to return to the List of Leave Types, available to submit a Leave Application.

• DOCUMENTATION – Click on the Documentation Button, to upload documentation.  Documentation may only be uploaded after saving the Leave Application. 

          Example: 

•    If "Debiting", in the "Leave Package Structure" {PLCS-3} for the leave type, is set to 'Automatic', 

1. the number of days field will not display, instead a message is displayed showing 'Number of Days calculated Automatically'. 
2. alternatively, the user may enter the number of days leave applied for.  

• Only leave application where the end date of the application is less or equal to the "Latest End Date for Application that is set up in {PLCS-2} will be allowed. If the latest End Date for Application in {PLCS-2}  has in null value any future leave application will allowed, taking into account current validations.

• If "Request for Leave Reason" is set to (Y)es in the Leave Types {PLCS-2}, a "Medical Condition"-field will appear on the leave application form. The List of Values for the field is maintained in Reason for Leave {PLCS-4}.1. the Leave reason field will appear on the leave application screen as a non mandatory field. Linked to this field will be a list of values for all leave reason codes created in {PLCS-4}.  

• The user may upload supporting documents once a leave application has been saved on the iEnabler OR select the Request Number for each leave application in the list of applications that is not yet approved to upload or view supporting documents {p00004-17}.

1. A document category for the documents to be uploaded should exist in "Maintain Document Categories" {GDOCS-1};
2. The prompts below should exist for the document category in "Maintain Document Categories" {GDOCS-1}.

3. The Document Category should be entered as the value in the Alpha Field of the System Operational Definition in the "SD - Supporting Documentation" for sub-system "HR" in the ("System Operational Definitions" {GCS2-11}); 
4. An artificial user record, with user code "Web", should exist in the User Access Definitions {USERS-5}

5. The leave balance displayed on iEnabler leave applications will exclude any cancellation application until it is approved {P00004-2}.

• Setting the apply Special Leave Rules Indicator to 'Y' on the Leave Package/Leave Type {PLCS-3}.
• Defining the restriction to be applied based on the Employees Service Period {PLCS-6}.
• Defining the appointments to be used when calculating the continuous service period {PLCS-7}.    

Refer to the documentation on the Routing System {GMAIN-4} for information about routing.

1. When the Leave Application is saved, the System will automatically create a Routing Request for Routing Entry Type "WEBL".
2. The Routing System may then be configured to notify the persons involved and allow the responsible personnel members to approve or reject the leave application.
3. The Routing Sequence for final approval should have only two outcomes, i.e. Approved (APPR) or Rejected (REJ); it should lead to a sequence that executes database procedure person.wl01pkg.approve_reject_leave. This procedure will update the Web Leave Applications Table with: the date of final approval, the approval status (Approved or Rejected), and a completed date by which to prepare the approved application that is to be copied into the ITS Leave System with Leave Records {PLOP-8}.
4. All sequences where the application may be rejected, should lead to the above sequence with the database procedure (person.wl01pkg.approve_reject_leave), if the outcome of the sequence indicates that the application is rejected.
5. The following information will be written to the Routing Email Instructions for Sequence 0 of the Routing Request, for the lines indicated. (Data from the System between <>). This may be used by the Routing System as text in Email messages and / or to route the application to different personnel members for approval.

   Line Number	Email Instruction
   1	"Application For Leave" "Application For Selling Of Leave" "The Cancellation Of an Application For Leave" "The Cancellation Of an Application For Selling Of Leave"
   2	"Applicant: " <Personnel Number, Name and Surname>
   3	<Applicant Primary Email Address>
   4	"Email Address: " <Applicant Primary Email>
   5	"Telephone Numbers : " <Applicant Primary Contact Numbers>
   6	<Routing Request Number>
   11	<Applicant's Personnel Number>
   12	<Applicant's Email Address>
   13	<Supervisor's Personnel Number>
   14	<Supervisor's Email Address>
   20	"Applicant From : " <Personnel Number, Name and Surname of the Applicant>.  This may be used by the Routing System to route the application to different personnel members for approval.
   21	"Department : " <Applicant's primary Department Code>
   22	<Applicant's Primary Department Code>
   23	"Number of days : " <Number of Days Applied For>
   24	"Start Date : " <Leave Start Date
   25	"End Date : " <Leave End Date>
   26	"Payment Month : " <Payment Month where it is an Application to Sell Leave>
   27	"Type Of Leave : " <Leave Type Name>
   28	"Current Status : " <Approval Status>
   29	"Please Note: A medical certificate needs to be submitted" (Where Applicable)
   30	"Application Date : " <Leave Application Date>
   31	<Notes as entered on the Leave Application - The first 80 Characters>
   32	<Notes as entered on the Leave Application - The next 80 Characters>
   33	<Notes as entered on the Leave Application - The next 80 Characters>
   34	<Notes as entered on the Leave Application - The next 80 Characters>
   41	Cancellation Reason
   70	"Senior's Senior : " <Personnel Number>
   71	"Senior's Senior : " <Title, Initials,Surname>
   72	"Senior's Senior : " <Email Address>
   73	"Senior's Senior's Senior : " <Personnel Number>
   74	"Senior's Senior's Senior : " <Title, Initials,Surname>
   75	"Senior's Senior's Senior : " <Email Address>

   
   
6. The System may also be configured to write additional information from the Organisational Contacts {GCS-10} to the Routing Email Instructions for Sequence 0 of the Routing Request. This may be used by the Routing System to route the application to different personnel members for approval.
   

   The Organisational Contacts {GCS-10} allows the user to indicate different Communication Levels (e.g. Departments or Faculties) and different Types (e.g. Department Heads, Department Head Secretaries), and to link a Personnel Number as a Contact Person for each Level and Type. In this way, a list of Department Heads, or a list of their Secretaries may be maintained.

   
   
7. The instruction to write the additional information should be entered in a line of its own the Routing Email Instructions of the Default Request Information {GROU-1} for Routing Entry Type "WEBL", after line 34, as follows
   $OE,Dxxx,nn$  or
   $ON,Dxxx,nn$  or
   $OU,Dxxx,nn$  or
   
   $OE,Fxxx,nn$  or
   $ON,Fxxx,nn$  or
   $OU,Fxxx,nn$  or
   
   where
• The first two characters are always $O.
• The third character indicates whether a Personnel number (N), Email Address (E) or ITS User Code (U), as in User Access Definitions {USERS-5}, will be written to the line.
• The fourth character is always a comma (,).
• The fifth character indicates the Communication Level, as in Organisational Contacts {GCS-10}, that will be used.
  Note that only values (F)aculty and (D)epartment are allowed.
• The next set of characters (xxx) before the second comma indicates the Communication Level Type in Organisational Contacts {GCS-10} that will be used.
• The set of characters after the second comma (nn) indicates the personnel number that will be used. If this is entered as zero (0), the System will use the personnel number of the person who applied for leave.
• The last character should always be a $.
  
  The System will then insert the following information in the line for sequence 0 of the Routing Request:
• The Personnel Number, Email Address or ITS User Code (depending on the third character): 
• of the person indicated as the contact person for the: 
• Primary Department or Faculty (depending on the fifth character): 
• of the person indicated with the characters after the second comma: 
• for the Organisational Contact Type indicated by the set of characters before the second comma.


8. The System may also be configured to auto-approve leave applications. This would typically be used where a Leave Request has Time Out and the institution   policy is to auto-approve these applications. To use this procedure , link Database Package 'person.wl01pkg.auto_approve_leave' to the applicable routing         Sequence Number {GROU-1} and ensure that the Outcome Code for the Sequence Number (Routing Type 'WEBL') is defined as 'APPR'. See Example below:

Example:

9.      A validation is done in WEBL Routing on the Senior Person linked to the Applicant {PBOP-1}.  Where the Senior person has been defined as the Applicant, the package will validate to the Post Structure {PPEO-1} to determine the Senior Post, linked to the Applicant’s Post.  It will then obtain the employee appointed into the Senior Post and use this employee number as the Senior.  Where no Senior Post has been defined, the package will use the applicant as the senior.

• Personnel information Survey {P00004-12}
• Overview of Web Leave {P00003-1}

Date	System Version	By Whom	Job	Description
09-Jan-2006	v01.0.0.0	Frans	t138771	Proofread and correction of Integrator Manuals.
15-Aug-2007	v01.0.0.0	Allie	t117453	Correct manual for release.
15-Aug-2007	v01.0.0.0	Allie	t142721	Apply changes.
09-Apr-2008	v01.0.0.0	Frans	T146449	Upload Supporting Documents.
18-Sep-2008	v01.0.0.1	Frans	T152966	Leave Types to be active on the iEnabler
17-Oct-2008	v01.0.0.1	Magda van der Westhuizen	t151711	Update manual:  Language Editing:  Juliet Gillies.
08-Jan-2009	v01.0.0.2	Allie	t155374	Change description 'Medical Condition' to 'Reason'
12-Feb-2015	v03.0.0.0	Frans	t195171	Links to Personal Information Survey and Web Leave
11-Sep-2015	v03.0.0.1	Mmasadi Matseke	t207124	Add line number 6 on the first paragraph.
30-Jul-2019	v04.1.0.1	Nomhle	t236816	Added new lines on Sequence 0 for route type 'WEBL'  and added details on point 7
11-Nov-2019	v04.1.0.0	Kerrylee	t238894	Added in new point: leave balance will exclude any cancellations until approved
14-Feb-2020	v04.1.0.2	Kerrylee Naidoo	t232800	Added new functionality that allows applicant to view application that requires Supporting Documents.
18-Feb-2020	v04.1.0.3	Philip Patrick	t232804	Added leave half day functionality where two leave types may overlap on the same day, only if total time equals one day or less.
10-Sep-2020	v04.1.0.4	Kerrylee Naidoo	t239664	Enhancement to uploading supporting documentation
17- Nov- 2020	v04.1.0.5	Kerrylee Naidoo	t239666	Update heading & screen print for manual- Single Leave application
08-Mar-2021	v04.1.0.6	Kerrylee Naidoo	t236797	Update manual- new functionality