Absence management

DRAFT

Page Contents:

• Description
• Scope
• As-Is Intrepid User journeys
• Background
• User Journey
• Scenarios
• Field Validation
• Related JIRA ticket links
• For Discussion & Assumptions
• Agreed Next Steps

Description

The management and recording of any absence undertaken by a learner or trainer. This component can be split into two areas.  The manual recording of Education/Leave, Teaching Sessions and Courses on the Intrepid system and the usage of the Leave Manager/Leave Manager Plus module of Intrepid.

Component

TIS-632
As a Product Owner 
I Want to be able to clearly record and monitor all out of program activities and absence of trainers and trainees (including study leave)
So That relevant stakeholders are aware of the learners status.

Scope

Previously drafted by Former user (Deleted):

• Request Leave (Trainee)
• Approve Leave
• Approve Leave (Study Leave)
• Manage Leave Approvers
• Track Study Leave Allocation & Funding (by Trainee)
• Track Study Leave Allocation Funding (by Trust)Trust
• View Consolidated Leave Information (by Team)
• OOP

As-Is Intrepid User journeys

Addtions by Ashley Ransoo:

Admins (Leave manager and Educational events):

• Add sick leaves to trainees 
• Add leave expenses to trainees
• Batch create leave entitlements
• Batch create budget entitlements
• View/Edit entitlements
• View/Edit leaves
• Bulk import entitlements for trainees
• Create Education/Leave for trainees
• View/Edit Education/Leave 
• Set up the Leave approval chain
  • Batch create Post approvers
  • Batch create People/Staff approvers
• Batch Updating approvers
  • Replace approver in batch against post/people
  • Replace approver on all existing applications
• Batch remove/delete approvers
• View/Edit Leave applications
  • Approving leaves on behalf of an approver
  • View Leave approver responses
  • Add new leave approvers

Trainees (Leave Manager):

• Create a leave application
• Add leave expenses claim as part of an application
• View/Edit leaves applications
  • Track progress 
  • Send message to approver/s
  • Edit & resubmit In progress application
  • Add and submit claim expenses
  • Cancel leave application
• View leave entitlement

Background - Manual Recording of Education/Leave, Teaching Sessions and Courses

Current Usage

The following table shows the usage of the above functions on the V10 Intrepid system:

Recommendation

There is a significant difference in the recording of leave using the three manual functions on Intrepid - note that these three functions all have the ability to record the same/similar data albeit in different ways and with slight differences in functionality.  

LaSE and Yorks and Humber do not record this information (Yorks and Humber do collect the data but via a spreadsheet).

The remaining local teams either use all or a mix of the functions.

Therefore we have the following options:

1. Create a single function that will allow local offices to record education/leave data manually but in one place with a streamlined and consistent dataset - will need to agree how to manage multi session courses 
2. Manual work around for a fixed period

NOTE: the outcomes of the Study Leave working group will provide more guidance to the TIS Team about what needs to be recorded (if anything) with regard to study leave funding/entitlements  

Background - Leave Manager/Leave Manager Plus

Current Usage

Recommendation

The Leave Manager module is used by 3 Local Offices, however there is no consistent usage process between them. 

1. Develop leave management tool as part of TIS for all teams
2. Manual workaround for a fixed period of time
3. Teams continue as they are
4. Develop Hicom advanced tool for all teams

User Journey

JIRA Tickets

https://hee-tis.atlassian.net/secure/RapidBoard.jspa?rapidView=13&projectKey=TIS&view=planning&selectedIssue=TIS-360&quickFilter=41&selectedVersion=11700

Discussion & Assumptions

Agreed Next Steps

• review scenarios and write up in detail
• specify field validation changes & rules
• refine stories to reflect user journey, scenarios and field validation