Next steps:
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- Request leave (Trainee)
- Cancel or make changes to existing prospective leave applications (Trainee)
- Track entitlements for expenses and leaves (Trainee)
- Approve leave - non-study leave (Approver/Admin)
- Approve leave - study leave (Approver/Admin)
- Manage leave approvers (Admin)
- Manage Pre-approved Courses list (Admin)
- Track progress of study/non-study leaves applications (Trainee)
- Manage entitlements for expenses and leaves (Admin)
- Manage leave applications (Admin)
DRAFT:
Process Name | AM-1 Request leave (trainee) | Comments |
|---|---|---|
| Description | User has the ability to submit leave application/s for approval. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) | Note: The term absence management can cause confusion to a trainee, given that OOP and other types of leaves can have similar semantics. Can we agree on the terminology for a) Study Leave management, b) Other leaves management and c) OOP for navigation purposes. |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approvers | |
| Process Steps |
| Clarification required on retrospective and prospective requests and the types of leaves that can be submitted for approval. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who submitted the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
...
Process Name | AM-3 Track entitlements for expenses and leaves (Trainee) | Comments |
|---|---|---|
| Description | User has the ability to monitor allowance for expenses and leaves in order see the remaining amount and claimed amounts for both. | |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User is currently in training and not a FY1. User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Rule: User cannot make changes to entitlements - Rule: User can view total study leave allowance - Rule: User can view study leave remaining - Rule: When study leave request approved, study leave remaining is updated - Rule: Study leave allowance and remaining is not editable by a Trainee user role | |
| JIRA Links | ||
| Audit Log |
Process Name | AM-4 Approve leave - non-study leave (Approver) | Comments |
|---|---|---|
| Description | User has the ability to approve or decline prospective/retrospective exceptional or other leave applications that are not part of pre-approved list of courses/exams. | |
| Actors | Approver | |
| Pre-Conditions | Logged in Authorised User | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approver upon new leave request submitted by trainee. Approver is navigated to leave reuquest pending approval. | |
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Rule: When approving/declining a request, user is presented with a warning to either proceed or abort. | |
| JIRA Links | ||
| Audit Log | Who approved/cancelled the Leave request and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
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Process Name | AM-6 Manage leave approvers (Admin) (add/remove/edit) | Comments |
|---|---|---|
| Description | User has the ability to add/remove/edit leave approvers to post and/or people. | Clarification required as to at which level do approvers need to be linked to. |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc) | |
| Post-Conditions | ||
| Process Steps |
| Note: user should be able to add multipe approvers to the selected posts. Details entered on Intrepid are: Contact type, Leave type, Start date, End date, Sequence, Key seq approver, Retrospective, Receive confirmation email, variable approver, documents. UX consideration as to whether accessing the Post from the post menu or via separate meganav menu item for managing approvers would be appropriate. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who added the approvers and when Which approvers were added and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-7 Manage Pre-approved Courses list (Admin) (View/Edit/Add) | Comments |
|---|---|---|
| Description | User has the ability to manage a pre-approved list of courses as reference data. | |
| Actors | Local admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Reference Data page. | |
| Post-Conditions | ||
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log | Who added/edited the course and when Log changes to any of the field values and when and who made the changes Present audit log to all with view permissions |
Process Name | AM-8 Track progress of study/non-study leaves applications (Trainee) | Comments |
|---|---|---|
| Description | User has the ability to cancel or make changes to existing prospective leave applications.track progress of and monitor their leaves allowance by leave type. | This can be a duplicate of AM-2 (above) |
| Actors | Trainee | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave requests page. (Can be for other leave as well tbc) | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen | |
| Process Steps |
| |
| Alternative Process | N/A | |
| Rules- Rule: Only specified fields can be entered - Error: where mandatory fields not completed | ||
| JIRA Links | ||
| Audit Log |
Process Name | AM-9 Manage entitlements for expenses and leaves Bulk add leaves entitlements (Admin) | Comments |
|---|---|---|
| Description | User has the ability to cancel or make changes to existing prospective leave applications.add leaves entitlements in bulk to trainees | |
| ActorsTrainee | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc)Leaves entitlements page | |
| Post-Conditions | View all or search trainees with leaves entitlements (filered by your local office by default) | |
| Process Steps |
| Consideration for an Excel import as an alternative. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log |
Process Name | AM-10 Manage leave applications Bulk add expenses entitlements (Admin) | Comments |
|---|---|---|
| Description | User has the ability to cancel or make changes to existing prospective leave applications.Actorsadd expenses entitlements in bulk to trainees | |
| Actors | Local Admin | |
| Pre-Conditions | Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc)Expenses entitlements page | |
| Post-Conditions | View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Trainee Process Stepstrainees with expenses entitlements (filered by your local office by default) | |
| Process Steps |
| Consideration for an Excel import as an alternative. |
| Alternative Process | N/A | |
| Rules | - Rule: Only specified fields can be entered - Error: where mandatory fields not completed | |
| JIRA Links | ||
| Audit Log |
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