Absence Management - Scenarios

Scope (TBD)

Request leave (Trainee) (MVP can be done using the manual form currently used for GP leave requests)
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) <<Reference Component>>
Track progress of study/non-study leaves applications (Trainee)
Manage entitlements for expenses and leaves (Admin)
Recording of course attendance
Recording of teaching sessions

Scenarios

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 c) Course/teaching sessions attendance
Post-Conditions	View all or search leave applications (requested/approved/declined) in a summary screen Notification sent to Approvers
Process Steps	Select Study Leave/Absence from UI menu Select Create a new Leave request Select the type of Leave, whether Curriculum Study Leave or Other leaves Enter relevant field data for new leave request System auto-saves details as they progress User saves and submit leave request New leave request added to summary list page	Alistair Pringle (Unlicensed) 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-2 View/Edit/Cancel leave application	Comments
Description	User has the ability to withdraw or make changes to existing prospective leave applications.
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) User is presented with applications previously made.
Post-Conditions	View all or search leave applications (requested/approved/declined) in a summary screen Notification sent Approvers
Process Steps	Select Study Leave/Absence from UI menu Search for leave request View/Edit leave request details or Cancel the the request Enter relevant field data if Editing System auto-saves details as they progress User saves and submit leave request Updated leave request appears on summary list page
Alternative Process	N/A
Rules	- Rule: Only specified fields can be entered - Error: where mandatory fields not completed - Warning to user if canceling the request with the option to proceed or abort.
JIRA Links
Audit Log	Who edited/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

Process Name	AM-3A Track leaves entitlements (Trainee)	Comments
Description	User has the ability to monitor allowance for annual/study and other leaves in order see the remaining amount and claimed amounts.
Actors	Trainee
Pre-Conditions	Logged in Authorised User User is currently in training and not a FY1. User navigated to Leaves entitlement page. (Can be for other leave as well tbc)
Post-Conditions
Process Steps	Select Absence from UI menu Search for Leave entitlements View entitlement details Exit record Go back to Leave entitlements summary list page
Alternative Process	N/A
Rules	- Rule: User cannot make changes to leave entitlements - Rule: User can view total study/annual/other leaves allowance - Rule: User can view leaves remaining - Rule: When leave request is approved, leave remaining is updated - Rule: leaves allowance and remaining is not editable by a Trainee user role
JIRA Links
Audit Log

Process Name	AM-3B Track expenses entitlements (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	Select Entitlements/Allowance from UI menu Search for Leave entitlements or Expenses entitlements View entitlement details Exit record Go back to Entitlements summary list page
Alternative Process	N/A
Rules	- Rule: User cannot make changes to expenses entitlements - Rule: User can view total expenses allowance - Rule: User can view remaining expenses from their entitlement - Rule: When leave request approved along with the expenses claimes, expenses entielement remaining is updated - Rule: Expenses 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/Admin)	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 (Rota Coordinator and Educational Supervisor)	Only External courses needs to be approved, i.e. where the course is not managed by the Trust. External courses that are pre-approved only needs to be approved by Rota Coordinator. Exceptional requests need to be approved by Rota Coordinator and Educational Supervisor.
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	Select Study Leave/Absence from UI menu Search for non-study leave requests pending approval Select and View a leave request details Review and Approve/Decline leave request application System notification sent to trainee Updated leave request appears on summary list page
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

Process Name	AM-5 Approve leave - study leave (Approver/Admin)	Comments
Description	User has the ability to approve or decline prospective/retrospective curriculum study leave applications that are part of pre-approved list of courses/exams.
Actors	Approver (Rota Coordinator and Educational Supervisor)	Only External courses needs to be approved, i.e. where the course is not managed by the Trust. External courses that are pre-approved only needs to be approved by Rota Coordinator. Exceptional requests need to be approved by Rota Coordinator and Educational Supervisor.
Pre-Conditions	Logged in Authorised User User navigated to Study Leave page. (Can be for other leave as well tbc)
Post-Conditions	View all or search leave applications (requested/approved/declined) in a summary screen Approver is navigated to leave reuquest pending approval. Notification sent to Approver upon new leave request submitted by trainee. Notification sent to Trainee upon leave request being approved/declined.
Process Steps	Select Study Leave/Absence from UI menu Search for study leave requests pending approval Select and View a leave request details Review and Approve/Decline leave request application System notification sent to trainee Updated leave request appears on summary list page
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

Process Name	AM-6A Bulk add leave approvers to posts (Admin)	Comments
Description	User has the ability to add leave approvers to posts in bulk.	Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to. (whether to posts or people)
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	Select Study Leave/Absence from UI menu Select Bulk Add Approver/s to posts Search for posts Select the posts Add approver/s to selected posts Enter details User saves Updated posts appears on summary list page	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-6B Bulk add leave approvers to trainees (Admin)	Comments
Description	User has the ability to add approvers to trainees in bulk.	Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to. (whether to posts or people)
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	Select Study Leave/Absence from UI menu Select Bulk Add Approver/s to trainees Search for trainees Select the trainees Add approver/s to selected trainees Enter details User saves Updated trainees with approvers appears on summary list page	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

Process Name	AM-6C Bulk remove leave approvers (Admin)	Comments
Description	User has the ability to remove leave approvers from posts or people.	Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to (whether to posts or people).
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	Select Study Leave/Absence from UI menu Select Bulk Add Approver/s to trainees Search for trainees Select the trainees Remove approver/s to selected trainees User saves Updated trainees appears on summary list page. Trainees with no approvers disappear from the list.	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

Process Name	AM-6D Bulk Edit leave approvers (Admin)	Comments
Description	User has the ability to update leave approvers from posts or people in bulk.	Alistair Pringle (Unlicensed) Clarification required as to at which level do approvers need to be linked to (whether to posts or people).
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	Select Study Leave/Absence from UI menu Select Bulk Add Approver/s to trainees Search for trainees Select the trainees Select replacing Approver Replace approver/s to selected trainees Enter details User saves Trainees with updated approvers appears on summary list page	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

Process Name	AM-7 Manage Pre-approved Courses list (Admin) (View/Edit/Add) - <<Linked to Reference Component >>	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	Select Reference from UI menu Select courses View/Edit course details, Or Add new course,enter details and save User saves Updated posts appears on summary list page
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 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 Leave requests page.
Post-Conditions	View all or search leave applications (requested/approved/declined) in a summary screen
Process Steps	Select Study Leave/Absence from UI menu See leaves history by post/programme in a summary list (filtered column for Authorised) Search for leave requests View leave details and see progress Exit record
Alternative Process	N/A
Rules
JIRA Links
Audit Log

Process Name	AM-9 Bulk add leaves entitlements (Admin)	Comments
Description	User has the ability to add leaves entitlements in bulk to trainees
Actors	Local Admin
Pre-Conditions	Logged in Authorised User User navigated to Leaves entitlements page
Post-Conditions	View all or search trainees with leaves entitlements (filered by your local office by default)
Process Steps	Select Study Leave/Absence from UI menu Select Leave entitlements Click Bulk Add leaves entitlements Download Excel template Enter details Upload Excel template User saves Updated trainees appears on summary list page	Consideration for an Excel import as the current bulk entitlement upload in Intrepid is not fit for purpose.
Alternative Process	N/A
Rules	Rule: Only specified fields can be entered Rule: On upload, all invalid fields are validated for Rule: On upload, all incomplete mandatory fields are validated for Rule: On upload, all dupliate rows are validated for (duplicate in spreadsheet, duplicate already exist on the system) - Error: where any of the above is not met on upload an error message to warn the user
JIRA Links
Audit Log

Process Name	AM-10 Bulk add expenses entitlements (Admin)	Comments
Description	User has the ability to add expenses entitlements in bulk to trainees
Actors	Local Admin
Pre-Conditions	Logged in Authorised User User navigated to Expenses entitlements page
Post-Conditions	View all or search trainees with expenses entitlements (filered by your local office by default)
Process Steps	Select Study Leave/Absence from UI menu Select Expenses entitlements Click Bulk Add expenses entitlements Enter details Upload Excel template User saves Updated trainees appears on summary list page	Consideration for an Excel import as the current bulk entitlement upload in Intrepid is not fit for purpose.
Alternative Process	N/A
Rules	Rule: Only specified fields can be entered Rule: On upload, all invalid fields are validated for Rule: On upload, all incomplete mandatory fields are validated for Rule: On upload, all dupliate rows are validated for (duplicate in spreadsheet, duplicate already exist on the system) - Error: where any of the above is not met on upload an error message to warn the user
JIRA Links
Audit Log

Process Name	AM-11 Record course attendance (Add/View/Edit) (Admin)	Comments
Description	User has the ability to records trainees attendance onto teaching sessions or courses retrospectively or prospectively	Should the be the ability to record attendance both prospectively and retrospectively?
Actors	Local Admin
Pre-Conditions	Logged in Authorised User User navigated to Course attendance page
Post-Conditions	View all or search trainees with course attendance (filtered by your local office by default)
Process Steps	Select Absence from UI menu Select Course attendance Search for trainees (use filters to find trainees) Select trainees Select course/teaching session to add to Enter details User saves Updated trainees appears on summary list page along with relevant columns for course (See Field Validation for relevant fields)	Alistair Pringle (Unlicensed) 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-12 Record teaching sessions (Add/View/Edit) (Admin)	Comments
Description	User has the ability to record teaching sessions that can be used to record trainees attendance against.
Actors	Local Admin
Pre-Conditions	Logged in Authorised User User navigated to Teaching sessions page
Post-Conditions	View all or search teaching sessions (filered by your local office by default)
Process Steps	Select Absence from UI menu Select Teaching sessions Search for Teaching session (use filters to find training session) View Details/ Edit and Save Or, Add new Teaching session Enter details User saves Updated list of teachin sessions appears on summary list page
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-13 Record Entitlements	Comments
Description	Admins should be able to record entitlements to time, budget and teaching sessions by trainee
Actors	HEE Admin
Pre-Conditions	Admin has navigated to the Person Record
Post-Conditions	Entitlements are recorded against a trainee's record
Process Steps	Navigate to Absence within a Trainee's Absence "tab" Enter values against entitlements fields Save Entitlement value is updated	Time - number of days Expenses - GBP Teaching Sessions - number of sessions
Alternative Process Steps	N/A
Rules	As defined in field validation
Jira Links
Audit Log

Proces Name	AM-14 Record Actuals	Comments
Description	Admins should be able to record actual values related to time, budget and teaching sessions by trainee
Actors	HEE Admin
Pre-Conditions	Admin has navigated to the Person Record
Post-Conditions	Actuals are recorded against a trainee's record
Process Steps	Navigate to Absence within a Trainee's Absence "tab" Enter values against actuals fields Save Entitlement value is updated	Time - number of days Expenses - GBP Teaching Sessions - number of sessions
Alternative Process Steps	N/A
Rules	As defined in field validation
Jira Links
Audit Log

Next steps

Alistair Pringle (Unlicensed) - More sessions to be arranged WC 02/10
Alistair Pringle (Unlicensed) Answer questions
Decide which scenarios are MVP - Done
Joanne to demo the streamlined process used by NE to manage study leave.
Refine scenarios validations by SML's.

Scope (TBD)

Scenarios

AM-1 Request leave (trainee)

AM-2 View/Edit/Cancel leave application

AM-3A Track leaves entitlements (Trainee)

AM-3B Track expenses entitlements (Trainee)

AM-4 Approve leave - non-study leave (Approver/Admin)

AM-5 Approve leave - study leave (Approver/Admin)

AM-6A Bulk add leave approvers to posts (Admin)

AM-6B Bulk add leave approvers to trainees (Admin)

AM-6C Bulk remove leave approvers (Admin)

AM-6D Bulk Edit leave approvers (Admin)

AM-7 Manage Pre-approved Courses list (Admin) (View/Edit/Add) - <<Linked to Reference Component >>

AM-8 Track progress of study/non-study leaves applications (Trainee)

AM-9 Bulk add leaves entitlements (Admin)

AM-10 Bulk add expenses entitlements (Admin)

AM-11 Record course attendance (Add/View/Edit) (Admin)

AM-12 Record teaching sessions (Add/View/Edit) (Admin)

AM-13 Record Entitlements

AM-14 Record Actuals

Next steps