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Study Leave Requirements Documentation
Purpose
The purpose of this document is to identify the requirements for leave management functionality required by Health Education England (HEE).   
 
Background 
 
HEE uses leave management functionality to manage postgraduate doctors and dentists in training requiring study or exam leave.  HEE wishes to identify a system to provide similar functionality to maintain business activities from 1^st April 2019 onwardsonward. 

Structure of the document
This document is broken down into several parts described below:

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• We would like the supplier to aim to provide their Access Control process (security Requirements; data and system access, Authentication and user access role?) and access to the 24 hours a day, 365 days a year, with core system availability (uptime) between 08:00 – 18:00, Monday to Friday.
• We require regular system back up's to be taken and for these to be restorable should there be a need to restore data
• A full supplier's Business continuity and disaster Recovery plan is in place that aims to restore services promptly.

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• To provide user support through the means of either email, online ticketing and phone. Phone support services should be available between core office hours, 09:00 – 17:00.
• Admin/User to have sight of Forward Schedule of Change and outages during releases; defects/bug fixes and Maintenance changes that will impact the Live service.
• Admin/User to be aware of Incident, problem and complaint process.
• Admin/User to be aware of Escalations process/Matrix identifying all escalation points and their contact details; Level 1,2 ….
• We would like to see supplier's Performance Monitoring system, Critical Success Factors (CSFs) and Key Performance Indicators (KPIs) that the supplier has put in place to manage and maintain the service.
• We would like to see supplier's capacity metrics put in place with supplier and supplier provide capacity report.
• We would want to see put in place Business Relationship Management.
• System Demo and Manual
• Service Level Requirements (SLR)- Operating Service Level should be in place in order to measure performance. The SLR should outline some of the following as agreed with HEE:
  1. Availability Management-  to reflect maintenance plan, Hours of operation, location etc
  2. Performance Management - System Response Times, Processing time, query and reporting time
  3. Capacity Management - Volumes, scaleability, number of users, concurrent users etc
  4. Security Management - User access, Data and system access, authentication, User Access Role etc
  5. Service Desk
  6. Change/backup and recovery Management 
  7. Incident Management
  8. Problem ManagementReporting

Accessibility

• That best endeavourers are taken to meet the standards identified by the Web Content Accessibility Guidelines (WCAG) 2.0.

Independence of software

• We do not seek a reseller of software/services.

ISOs certificated?  ISO 20000, ISO 27001 etc

Standard Study Leave Process Flow Steps

• Administrator set up post with sequence of approvers assigned to post
• Trainee to select permitted post (present and future) to apply for study leave
• Trainee apply for study leave, exam leave or private leave. Trainee also includes estimated costs as applicable.
• Trainee get Administrator and Trainee get notification of request application submitted successfully
• Administrator Review application and Add in sequence/edit Approvers (Exception Approvers  if exception form is completed)
• First approver gets notification to approve followed by second until the sequence is complete. Should one approver in the approval sequence reject the application, then a notification is sent to the trainee and the sequence stops. The system is then updated with the outcome.
• Administrators can review and edit applications at this stage but usually only when an issue is identified.
• Trainee get notification of approval/rejection
• Administrator/trainee/approvers correspond if rejected [conducted outside the system].
• Trainee attends and completed training
• Trainee to upload documents (certificate of attendance & expenses etc.) [not universally done]
• Trainee to update the expenses payment should further expenses be incurred than originally thought when submitting the application.
• Administrator to process payment offline [process undertaken by Trusts]. The system will need to record what was approved and how much.
• Trainee is paid by employer and a record is made on the system that a payment has been made.

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• System to display 'Exception' option to trainee to select if approved post is not in the filtered list
• Trainee to select, complete and submit 'Exception Form'
• System triggers the use of 'Exception Approvers'
• Administrator/Approver and trainee get notification of exception request application submitted successfully
• Administrator/Approver review application and add 'Exception Approvers' and set approval sequence
• First 'Exception Approver' gets notification to approve followed by second … until the final 'Exception Approver'.
• System send reminder to 'Exception Approver(s)' in the sequence after certain period set by administrator/Approver if approval is not received before the set period.
• Administrator/Approver and trainee get notification of final approval/rejection after full sequence approvals from the 'Exceptional Approvers'
• Administrator/Approver and trainee correspondence if Rejected (or trainee contacts admin)
• Trainee attend and complete training
• Trainee to upload documents (certificate of attendance & expenses etc.) [not universally done]
• Trainee to update the expenses payment should further expenses be incurred than originally thought when submitting the application.
• Administrator to process payment offline [process undertaken by Trusts]. The system will need to record what was approved and how much.
• Trainee is paid by employer and a record is made on the system that a payment has been made.

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FLOW DESCRIPTION OF STANDARD AND EXCEPTION STUDY LEAVE FLOW MAP (DRAFT)