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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 1st April 2019 onward.
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- 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
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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.
FLOW DESCRIPTION OF STANDARD AND EXCEPTION STUDY LEAVE FLOW MAP (DRAFT)
Step Number | Actor | Description | Comments |
1. | Administrator | Set up post with sequence of approvers assigned to post |
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2. | Trainee | Filter and select permitted post (present and future) to apply for study leave |
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3. | Trainee | Post (present and future) to apply for study leave on list? | If ‘No’, go to 21; Select Exception Option follow through to 22 then back to 4 |
4. | Trainee | Select and apply Study Leave, Exam Leave or Private Leave | If ‘Yes’ to 3. |
5. | System | Send Notifications to Trainee and Administrator | After completing all the required Fields, the system should allow trainee to submit request and send notifications of request submission ‘successful’. |
6 and 7 | Administrator and Trainee | Get notification of request application submitted/Amended successfully |
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8. | Administrator | Review application and Add in sequence/edit Approvers /Exception Approvers |
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9. | System | Send Notifications to Approvers/Exception Approvers | (Steps 9, 10 and 11 are sequential) System should be able to send notifications to first approver. This notification will be sent to the second approval after First approver decision, then carried on until the final approval is given. |
10. | APPROVERS/EXCEPTION APPROVERS
| Review Request | The first approver review and makes decision. The second approval gets a notification to review by the system (as in ‘9’) and so on until final approval between steps 11 and 12 |
11 | Approvers | Approved? | Steps 9 to 11 is sequential |
12 | System | Send decision to Trainee | After full approval by all approvers |
13 | Trainee | Receive Notification Decision |
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14 | Trainee | Attend and complete training |
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15 | Trainee | Upload evidence documents and apply expenses |
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16 | System | Send Notification to Administrator |
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17 | Administrator | Receive Notification |
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18 | Administrator | Process Payment |
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19 | Administrator | Instruct Finance/HR for payment |
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20 | Trainee | Paid |
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21 | Trainee | Select Exception Option | After decision in 3 |
22 | Trainee | Complete Exception Form and submit |
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