Usermanual of Leave Online Application

INTRODUCTION TO LEAVE ONLINE APPLICATION

HOW TO USE THE COMPONENTS?



INTRODUCTION TO LEAVE ONLINE APPLICATION ?


Introduction

This is the first paperless leave application online.
Objectives

- Create paperless environment.
- Inline with mission and vision of MMU.
- To automate the process of application.
- To ensure efficiency in administration

Components

Apply
- Function for MMU staff to apply ANNUAL, EMERGENCY, MEDICAL, UNRECORDED leaves.
-
For ANNUAL leave, application must be submitted 3 days before the leave commences.
- Assign substitute / immediate officer if applicable.
-
E-mail will be triggered to selected substitute/immediate supervisor .
- E-mail will be triggered to head/dean/director for application with no substitute or immediate supervisor.

Substitute
-
Function for the selected substitute to agree/disagree with the leave substitute request
- E-mail will be triggered to selected immediate supervisor for recommendation .
- E-mail will be triggered to director/dean/head for approval if no immediate supervisor is selected.

Verify
- Function for immediate supervisor to recommend/not recommend subordinate's leave application.
- E-mail will be triggered to director/dean/head for approval.

Approve
- Function for head/dean/director of MMU to approve/not approve subordinate's leave application.
- Notification e-mail informing the application status will be triggered to applicant

Query
-Function for MMU staff to view their leave applications status, leave balance and to delete leave application before head/dean/director approval

Cancel
- Function for MMU staff to cancel their ANNUAL LEAVE applications.
- Leave cancellation must be done before the leaves commence.
- Only APPROVED annual leaves are allowed to be cancelled

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

UP


TO LOGIN
NOTE :
In this case the username and password are not case-sensitive.

1. Type in your ICEMS username.
2. Type in your password. Make sure to enter in the correct password.
3. Click Login button

 

UP

TO APPLY THE LEAVE
NOTE : For every page, it provide user a shortcut button to go to another page without
re-enter the login. You must completing all the action.

1. On the main menu, choose APPLY. Fill in the Application Form :


2 i.On the APPLICANT DETAILS :

    a) ID : your staff id number
    b) NAME : your name

ii. On ANNUAL LEAVE information :

    a) Total : Total of leaved
    b) Taken : Leave that has been taken
    c) Balance : Balanced of leave

iii. On DETAILS OF EVENT :

    a) Date applied : The date of applied is depend on the system date.
    b) Leave Type : From the list box, you can choose :

    - Annual leave
    - Medical leave
    - Unrecorded leave
    - Emergency leave

    c) Type in the date you apply for the leave in the leave from. Make sure to type in the correct format of the date :

      (DD-MM-YYYY).Example: 04-02-2003
    d) In until box , type in the end of the date of your leave .Make sure to type in the correct format of the date same as the leave from :
      (DD-MM-YYYY)
    e) In the contact no. box, type in your mobile phone number or your house phone number.
    f) Type in your simple and short reason why you apply for the leave in the reason box.



3. i. On the VERIFICATION AND APPROVAL

    a) For the SUBSTITUTE : Choose from the list box who will be your substitutee for your leave
    b) For the VERIFY BY : Choose from the list box who will recommend/not recommend your leave.
    c) For the APPROVE BY : In the box list, choose one person who will approve / not approve your leave.

4. Click CLEAR button to reset the form
5. Click SUBMIT button to submit the form

UP

TO CANCEL THE LEAVE
NOTE:The cancellation form is only can be use to CANCEL your ANNUAL LEAVES and only approved ANNUAL LEAVE

1. On the main menu, choose CANCEL .
2. On the LEAVE CANCELLATION FORM :

    i. On the APPROVED ANNUAL LEAVES :
    NOTE : It will showing you the leave date that valid to be cancelled

      a) Leave Date : The date of the leave that you had applied

      b) Day : The period of the leave that you had applied.

    ii. On the CANCELLED LEAVES details:
    NOTE : The details are showing you the leave that you already applied/approved

      a) Leave Date : The date of the that that you had applied.

      b) Day : The period of the leave that you had applied.


iii) On the CANCELLATION DETAILS :


      a) On the Date Applied box : the date of applied is depend on the system date.

      b) Type in the date of the leave that you want to cancel on the Cancel Leave From box :

        Make sure to type in the correct format of the date : (DD-MM-YYYY) eg: 24-02-2003
        NOTE : Only the valid date can be cancelled.


      c) On the Until box : Type in the end of the date of the leave applied.

        Make sure to type in the correct format of the date : (DD-MM-YYYY) .

      d) On the Reason Of The Cancellation : Type in the short reason why you want to cancel the leave that you had applied.

      e) On the Approved By box : Choose from the list box who will approve your cancellation leave

3.Click CLEAR button to reset the form
4.Click APPLY button to submit the form

UP

TO AGREE/NOT AGREE
NOTE : The SUBSTITUTE form will be appeared only when applicant asked you to
substitute him/her leave.


1. On the main menu, choose SUBSTITUTE.
2. Fill in the SUBSTITUTE REQUEST form .
3.
On the Substitute Request form :

    Name : Name of the the applicant
    Type : The type of leave that the applicant applied
    Date Applied : The date that the applicant applied for his/her leave
    From : Date of the leave that the applicant had applied
    Until: End of the date that the applicant had applied
    Days of Leave : Total of days that the applicant had take for his/her leave
    Reason : Reason why the applicant take the leave
    Agree? : The SUBSTITUTEE choose from the list box to agree / not agree to substitute the applicant leave
    NOTE : SUBSTITUTE is for the selected substitute to agree/not agree with the leave substitute request.

    4. Click CLEAR button to reset the form
    5. Click SUBMIT button to submit the form

UP

TO RECOMMEND/NOT RECOMMEND THE LEAVE
NOTE : As the supervisor, you will received the Leave Verification Request form and you are allowed to

recommend/not recommend subordinate's leave application.

1. On the main menu, choose VERIFY.

2. Completing the Leave Verification Request.
3. On the Leave Verification Request form :

    Name : Name of the applicants
    Type : The type of leave that the applicant had applied
    Status : Show the status of the leave
    Date Applied : Date of applied is depends on the system date
    From : Date of the leave that the applicant had applied
    Until : End of the date that the applicant had applied
    Days of Leave : Total of days that the applicant had took
    Substitute By : Name of the substitutee
    Verify : Choose from the list box to recommend/not recommend the applicant leave

4. Click CLEAR button to reset the form
5. Click SUBMIT button to submit the form

UP

TO APPROVED/NOT APPROVED THE LEAVE
NOTE : The APPROVE form is function to (head/dean/director) to
approved/not approved subordinate's leaves.
Notification e-mail informing the application status will be triggered to applicant

1. On the main menu, choose APPROVE
2. On the LEAVE APPROVAL, the function for head/dean/director of MMU to approve/not approve subordinate's leave application.

3. On the LEAVE APPROVAL request :

    Name : Name of the the applicant
    Type : Name of the leave
    Status : Status of the applicant

      - approved / not approved
      - recommend / not recommend
      - applied / cancelled

    Date Applied : Date of applied is depends on the system date
    From : Date of the leave that the applicant had applied
    Until : End of the date that the applicant had applied
    Days of Leave : Total of days that the applicant had took
    Reason : Reason why the applicant take the leave
    Substitute By : Name of the SUBSTITUTEE
    Verify By : Name of the SUPERVISOR who had recommend / not recommend the applicant leave
    Approve? : Choose from the list box approved / not approved
    Reason if Not Approve :
    NOTE : The director choose from the list box either to approved / not approved the leave
    and state a reason why he/she not approved the leave

4. Click CLEAR button to reset the form
5. Click SUBMIT button to submit the form

UP

TO KNOW THE STATUS
NOTE : Function for APPLICANTS to view their leave
applications status, leave balance and to delete leave application before head/dean/director approval

1. On the main menu, choose QUERY.

2. On the Query, the system will show all the information of the leave that the applicant have take.
The informations are :



    i) Ref ID : The query of the leave are refered to the reference Id
    ii)Informations :

      From : Show the date of the leave that applicant have take
      Until : Show the end of the date of the leave
      Days of Leave :
      Show the total of the days of the leave.
      Type :
      Show the type of the leave.
      Status
      : Show the status of the leave that have applied.
      For example
      :

        -approved
        -not approved
      Reason : Show the reason for the status either approved/not approved
      Substitute By :Show the person who substitute the leave
      Verify By :
      Show the person who verify the leave
      Approve By :
      Show the person who approve the leave
      Delete Application :

      NOTE : Delete application is use to ask the applicants either they want to delete the leave
      that they have applied before the leave had been approved by the director.
      If the applicant want to delete the leave, choose YES from the list box and SUBMIT the form.
      For approved leave, the message 'Disallowed to delete application' will appeared.
      For ANNUAL leave, applicants are disallowed to delete the leave by the Query form.
      They are allowed to use CANCELLATION form.

TO LOGOUT

1. Click on LOGOUT

2. Click Login button if you want to enter back the system

UP