Product overview

The WAP Holiday module allows holiday requests to be entered and sent through a preconfigured approval route based on the requesting user.  The module supports working day rules, bank holidays and conflicting holiday rules.  When used in conjunction with the WAP Timesheets module, holidays will be automatically posted to the user’s timesheets.

1. Settings

Before the holiday request module is used, a number of initial settings need to be configured.

1.1. Non-Working Days/Bank Holidays

WAP is installed with England’s bank holidays as standard and are referred to as Non-working Days which will not be taken from a user’s annual entitlement.  Additional Non-working days can be added as required (System Setup – System Settings – Holidays).  If a holiday request runs over a non-working day, this will not be included in the total number of working days taken from the user’s entitlement.

Other Options: Reprocess Timesheets will remove current non-working days already posted to Timesheets and re-post as per dates on the screen and will need to be run if new days are added.  Note: this function will only be applicable for versions up to WAP Release V 10.0.112.  Latest release and pre-release versions will add non-working days to timesheets as the days are created.

WAP Help and User guide - Holidays Image2

WAP Holiday Help and User guide - Holidays Image 2

Default holiday period start/end date: set as per your organisation’s holiday period.

Default holiday entitlement for users: enter the standard number holiday entitlement in hours.  This can then be overwritten per user (User Setup – Users – Holidays).

Do not allow submission of holiday requests if there is a conflict with already booked holiday of a specified user: if ticked, conflicting users will not be able to submit holiday for the same date/s.  If left unticked, the approver of any holiday request that conflicts will be notified at the point of approval (see User Holiday Rules).

Allow entry of historic holiday requests: allows pre-dated holiday requests.  This may be necessary if the holiday module is implemented part way through the holiday year and already taken holiday needs to be entered onto the system.

Allow booking single hours: the system will by default allow users to book holiday in days or half day amounts, enabling this setting will allow for single hours on a day to be booked.

1.2. Mandatory Holidays

This function enforces mandatory holidays, which will be taken from the user’s entitlement.  These mandatory holiday dates can be added as per your organisation’s requirements.

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1.3. Work Patterns

Work Patterns are common to the Timesheets and Holidays module and used to calculate the number of working hours on a holiday request.  A holiday work pattern needs to be set up to reflect the contracted/standard working hours and therefore multiple holiday work patterns may need to be created to accommodate all users. Holiday work patterns are then assigned to each user (see User Setup).

To create or edit a work pattern, go to System Setup – Work Patterns & Rates.

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Name the work pattern accordingly and select Holiday from the pattern type drop down.  For each normal working day, add the contracted hours, pay rate and shift type.  Once a day has been configured it can be copied to other days using the Copy function at the bottom of the screen.

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1.4. User Type Settings

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  • Submit Holiday Requests: the ability to enter holiday requests onto the system.
  • Approve Holiday Requests: the ability to approve holiday requests.
  • Delete Holiday Requests: the ability to delete a request once it is entered onto the system.  Once a holiday request has been approved it cannot be deleted, it needs to be cancelled.
  • View Department Holiday Requests: the ability for the user to see all holiday requests raised by users in their Business Unit.
  • View All Holiday Requests: the ability to view all holiday requests for all users entered onto the system.
  • View Holiday Reports: the ability to view Holiday reports including entitlement and request reports.

1.5. User Settings

Each user needs to be setup by selecting User Setup – Users (select) – Holidays Tab.  Select the appropriate Holiday Work Pattern for the user from the drop down menu.

Click Edit for the relative holiday period to amend holiday entitlement figures.

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Lock:  click to lock or unlock a holiday period to prevent or allow holiday requests to be submitted.

Entitlement:  the default holiday entitlement can be overwritten if required.  Any configured Bank Holiday or additional non-working days will not be deducted from this amount, therefore they must not be included in the total entitlement.  If a user is carrying forward any entitlement from a previous holiday period, this can be entered here.  Holiday entitlement is always entered and booked in hours, but will be converted to days to be user friendly.  Click Update if any changes have been made to the user’s entitlement.

Notes: text can be entered to justify changes if required.

1.6. User Holiday Rules

The WAP Holidays module can ensure that specified users cannot request holiday when another user already has the day booked off.  To set up rules, go to User Setup – Holidays.

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Select the user account from the Configure Rules For drop down list then select any number of users that will conflict with the holiday request.  If any users in the Selected Users list already have the day booked off, then the user selected in the Configure Rules For drop down will be warned or will not be able to submit the request (depending on the system configuration).

Also Create / Remove Reversed Rules:  If this option is ticked, when a rule is created for User A not to be able to take holiday when User B is away, then the opposite rule will be created at the same time, preventing User B taking holiday when User A is away.  The rules are not linked and can be edited or deleted separately any time afterward.

2. New Holiday Request

Once the user has been configured correctly, they are able to click New Holiday Request from the Holiday side menu.

A description can be entered for the request to generalise the description of all the days on the holiday request, but each set of dates on the request can also have their own description. The Urgent flag can be ticked to send the request to approvers as soon as the request has been submitted, outside of the standard email thread times.

2.1. Adding new dates

To begin adding new dates to the request, click Add New Date.

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Enter the Start and End dates and times.  Each set of dates/request can be given a description if required and the dates requested can be taken as Holiday Entitlement/Time off In Lieu/Unpaid in accordance with your organisation’s policies.  Click on Save.

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If the Holiday settings have been configured to prevent users booking conflicting holiday dates, the following message will appear (see User Holiday Rules section above).

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If the system allows it the users are able to book hours on a single day by clicking the radio button.

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Once dates have been entered, click Save to go back to the holiday request.

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To add more dates to the request, click Add New Date and enter start and end dates and times as before.  To save the request and come back to enter more information later, click the Save button.  This will store the request without sending it for approval.  To submit the request for approval, click Save and Submit.  To close the screen without making any further changes, simply click the Close button.

2.2. Entitlement Tab

This tab shows the current holiday period with the user’s entitlement figures broken down to show entitlement submitted, booked, taken and remaining hours.

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2.3. Calendar Tab

Holiday dates already booked by the user can be seen in the Calendar.

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2.4. Approval History Tab

Once the holiday request has been submitted and is progressing through the Approval Route this tab will be populated.

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3. Existing Holiday Requests

To view requests, click the Existing Holiday Requests button from the Holiday side menu.  Using the Quick Links, you can ‘Show my Requests’ or ‘Requests I Have Approved’.

Holiday requests will be sorted by Status and show in the relevant tabs.

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The Calendar tab shows the user’s requests and if the user has the relevant permission, those submitted by users in the same Business Unit.

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3.1. Cancelling a Holiday Request

Approved holiday requests cannot be deleted and the user is required to submit a cancellation request.  This allows the approver to approve the cancelled holiday, resulting in the time being adding back in to the user’s entitlement, or if necessary, reject the cancellation request as this may have stopped a conflicting user having holiday approved.

To cancel an approved request, the user will need to find their original approved request and click Edit on the correct request.  Once the holiday details have been opened, click Cancel on the specific line.

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Once cancelled, the request must then be Saved and Submitted for the entitlement to be added back onto the user’s figures.  The Approver is aware that this is a Cancellation request as the times are crossed through and the request has been marked as a ‘Cancelled Request’.

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4. Approve Holiday Requests

Select Approve Holiday Requests from the side menu to show any holiday request lines that are currently waiting for your approval.

4.1. Holiday Requests

To open a request, click on the arrow on the left hand side of the line.

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Unpaid:  The request is for Unpaid Leave, and will not be taken from the user’s annual entitlement.

TOIL:  The request is from the user’s TOIL entitlement and will not be taken from the user’s annual entitlement.

Out of Office:  The approver has been sent this request to approve as they are an Out of Office Alternate user on behalf of a colleague.

Conflicts/Conflicts With:  This indicates that the request has been submitted by a user and conflicts with a pre-defined conflicting user (see User Holiday Rules).

Over Entitlement:  The number of days requested will take the user over their annual entitlement.

Cancelled Request:  This is a request to cancel holiday that has previously been approved.

View Request Details:  This will take the approver to the original holiday request page.  When this page has been opened the approver is able to see more information such as the requester’s entitlement figures and can also approve or reject the holiday from within this screen.

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4.2. Calendar Tab

The Calendar Tab shows the user’s requests and those submitted by users in the same Business Unit.  Holiday on the calendar is colour coded to show the difference between Submitted and Approved requests.

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5. Reports

There are two reports available, both of which can be customised as required.  Data can be grouped by dragging columns to the top header bar and if particular fields are not applicable, these can be removed by selecting Customise and dragging the fields off the grid.  As these reports are cookie based, it is necessary to allow cookies from the website to retain any customisation.

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5.1. Holiday Entitlement

Holiday Entitlement will list all users and the current status relating to their annual entitlement such as total hours taken, booked, mandatory hours etc.

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5.2. Holiday Requests

Holiday Requests will list all users and their holiday requests to date.

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This report can be run for a certain date range and include records for that user, their delegates or their departments.  Cancelled holiday requests can be shown if required.

6. Holiday Approval Stages

6.1. Holidays Header

New:  The holiday request has not yet been submitted.

Submitted:  The holiday request has been submitted for approval.

Rejected:  One or more items on the Holiday Request have been rejected.

Completed:  The holiday request has moved the booked days to taken days (the dates for the approved holiday request have passed).

6.2. Holidays Lines

New Line: The line has not yet been submitted.

Authorised:  The line has been approved.

Rejected:  The line has been rejected.

No Authorisers:  There are no more authorisers for the line.

Waiting:  Line is currently waiting for an approver to authorise.

7. Enable Module

Each year your module will require a new enable string to continue working. When you have been issued with your new key, select System Settings – Misc tab – Licencing:

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NB: for your information, the module expiry is shown along with the modules that have been enabled and the maximum number of users.

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