Recording staff leave / absence - how?

[titch]

Hi all. Just wondering what process and procedures you have for recording staff leave and absence. Currently we are filling out forms and then our HR department files it manually. It's all a bit hap hazard.

 

Would like to streamline the process somehow so we can view what holiday we've taken and who has holiday at the same time etc.

 

Cheers

[robyholmes]

Over lockdown I created a MS Form and Flow which would do an approval process, including cover where required and save it all in a list. This was to replace a paper system we use. However it wouldn't quite show you who else is on holiday (List is HR staff only)

 

If you use MS365, look at Teams Shifts. If you have multiple techs for example it would work quite well.

[Sibrows]

We’re left to manage it in a spreadsheet essentially a tally of days off. I’ve never been asked to provide these details to anyone but always wanted to be able should I need to justify it.

[hardtailstar]

Holiday/training in an editable PDF forms sent to HR, HR then stick it on SIMS.

 

Sick days are you have to ring up before 7am and leave a message

 

All days off are recorded in SIMS.

 

Agreed holiday/dates off - myself and my manager stick it in a shared Google Calendar so we can see when each other is off or has been.

[Ditto]

Hi all. Just wondering what process and procedures you have for recording staff leave and absence. Currently we are filling out forms and then our HR department files it manually. It's all a bit hap hazard.

 

Would like to streamline the process somehow so we can view what holiday we've taken and who has holiday at the same time etc.

 

Cheers

All entered in to the MIS (Progresso) and for teaching staff also include cover management. I thought one of the census required absence data, so doing it outside of the MIS (assuming it produces census data) would create extra work.

[titch]

Over lockdown I created a MS Form and Flow which would do an approval process, including cover where required and save it all in a list. This was to replace a paper system we use. However it wouldn't quite show you who else is on holiday (List is HR staff only)

 

If you use MS365, look at Teams Shifts. If you have multiple techs for example it would work quite well.

That sounds great. Was thinking of using some kind of form but never used flow. Can I ask for a quick example of how the flow works I'm this case? Cheers

[Rob_D]

We've got an MS Form and manager approval Flow (or Power Automate now) for requesting absence/holiday, which writes approved holidays to a 365 calendar that HR and the cover manager have access to. We're looking at using that to generate an automatic "who's off today" email (normally manually done by HR or the cover manager).

 

We used to have a paper system where the form went to HR and was never seen again with the super annoying "you'll only hear back if it's rejected" policy.

 

Within the ICT team, we have our own shared calendar to track who's on holiday when. And personally, I've got a little spreadsheet that keeps track of how many annual leave days I have left.

[titch]

We've got an MS Form and manager approval Flow (or Power Automate now) for requesting absence/holiday, which writes approved holidays to a 365 calendar that HR and the cover manager have access to. We're looking at using that to generate an automatic "who's off today" email (normally manually done by HR or the cover manager).

 

We used to have a paper system where the form went to HR and was never seen again with the super annoying "you'll only hear back if it's rejected" policy.

 

Within the ICT team, we have our own shared calendar to track who's on holiday when. And personally, I've got a little spreadsheet that keeps track of how many annual leave days I have left.

Would be great to know any info on your flow as well.

[paulkerton]

For those in Google Schools

 

https://docs.google.com/document/d/1y6x90S_q_cwdl4LGVDDSqMyuikx1zmPFyVQfSlYsKLk/edit

[Rob_D]

Attached is the flow we've got for "full time support staff with bookable annual leave" the one we use for staff absence, training, TOIL, etc is super massive and complicated, so not the essayist thing in the world to display.

 

A lot of the top half is data validation from the form (we ask them to put their manager's email address in on the form (as no one could give me a list of who managed who), and you'd be surprised what some people put in. On the other one, we have to check they haven't said they're their own manager - it's mostly the department heads who just assume "manager" means them.

Then the request goes through Manager and SLT approval before being written to the shared calendar.

One odd gotcha - if you create an all day event, the end date has to be the day after the last date of the event (so if the last day of the booked leave is 02/07/2020 then you'd need to put 03/07/2020 in as the end date).

[Sibrows]

@Rob_D have you got a higher resolution version? I'm struggling to read it

[BroganOs]

We use a mix of RotaCloud and PeopleHR. It’s for all staff including those that get paid hourly and salary. I used to have an excel version but despite working had very little adoption.

[Rob_D]

I've zipped it so the image should stay at full resolution now. It should all be legible apart from where I've "blurred" email addresses (or parts of email addresses).

hliday flow01.zip

Edited July 22, 2020 by Rob_D

[Sibrows]

Thats great, much appreciated

[titch]

Cheers all. Really useful. Anyone used the shifts app in teams?

[slugshead]

Breathe HR does this quite nicely

[Ditto]

Breathe HR does this quite nicely

 

Yep, we use this and universally liked.