GD EXPRESS GROUP E-LEAVE

OVERVIEW OF E-LEAVE MANAGEMENT Web-based leave management system that allows users to apply leave online and leave approver approve the leave online also. E-mail will be sent to notify the respective head and employee for any leave application and status (applicable for user who has own e-mail address)

BASIC USER GUIDE FOR LEAVE APPROVER AND EMPLOYEE

A.LOGIN PAGE GDEX Intranet login page. Click on E-leave

A.LOGIN PAGE a. Username = defaults to the Employee ID Number b. Password = defaults to 1234 and user is required to change the password for security purpose c. Period = defaults to the current month and year

B.EMPLOYEE PAGE (Access Right) User will be able to perform activities : 1. Change login password 2. Apply leave 3. Cancel leave 4. View leave application status 5. View history record 6. View leave entitlement record

B.EMPLOYEE PAGE (Access Right) Main page after login and main Module (left)

1. Change Password This module to change login password

2. Access Module 2.1 My Leave 2.2 Apply Leave 2.3 Calendar

2.1 Apply Leave Employee apply leave / view leave balance through this module. Figure below shows the steps in the leave application 1 2 1) Select a leave type only select for AL, MUSML and RL & SO(B) 4 5 3 2) Selected leave balance will be shown. 3) Select leave start date. 4) Key in number of days (0.5 day / 1 day). 5) If 0.5 day, select for first half (AM) or Second Half (PM)

2.1 Apply Leave 6) Select leave reason from the drop down list 6 7) Alert that the leave already exceed 75% of entitle,emt (AL only) 8) Name of the leave approver 7 8 9 10 9) Click Save button to save the leave application. The applied leave will save under Un-submitted list. 10) Click Apply button to submit the leave application. The applied leave will be forward to leave approver and save under submitted list. 10) Completed after My Leave page appear

2.1 Apply Leave

2.1 Apply Leave Leave Code 1) Annual Leave 2) Replacement Off 3) Medical Under Self Medication 4) Saturday Off (B) -0.5 day 5) Sick Leave Extended = Medical Leave (applied by HR Dept) 6) Non Paid Leave = HR apply the leave on behalf of the after received the approval letter

2.2 E-mail Notification 1) Once the leave has been processed by the superior, employee will receive an e-mail notification for the applied leave status (applicable to the staff have own e-mail address) 2) For employee don t have own e-mail address, they have to login the system to see the applied leave status from time to time

2.2 E-mail Notification

2.3 Leave Cancellation a. Un-submitted Leave - retrieve the un-submitted leave from My Leave Module Click X to cancel the un-submitted leave

2.3 Leave Cancellation b. Submitted Leave i) Inform the superior to reject the applied leave ii) Retrieve the approved leave from the submitted list or calendar and apply for the leave cancellation iii) The leave cancellation will forward to the superior for approval again

2.3 Leave Cancellation Click View and the leave detail page appear

2.3 Leave Cancellation Click Cancel back to previous page Click Cancel Leave to submit the leave cancellation

2.4 My Leave Module Employee can view or monitor OWN latest or historical leave application status and get real time status. a) Viewing un-submitted or submitted leave record b) Searching Leave Record c) Sorting Leave Record

2.4 My Leave a) Viewing Leave Application un-submitted 1) Edit to edit the unsubmitted leave 2) Delete to delete the applied leave 1 2 3) Submit to submit the leave 3

2.4 My Leave b) Viewing Leave Application submitted leave record. 1) Apply Date 3 4 2) Leave Type 3) Date On Leave 6 4) Total Days 5 5) Status 6) Reason 1 2

2.4 My Leave c) Searching and Sorting Record i) Use the Search leave to filter the leave record that displayed ii) Sorting Record and click on the column headers to order the sequence and sort records (Date Applied, Leave Type, Date On-Leave, Days, Status, Reason) Click to search Click to sort

2.4 Calendar Module a. Department calendar to view who is on leave for self and colleagues under same department b. The calendar view will display all the public holiday which have been pre-defined c. Different colour to indicate the leave status as following : i. Red - Rejected ii. Green - Approved iii. Yellow - Pending for Approval

2.4 Calendar 1) Click the individual detail to view the full leave detail.

2.5 Sign Out Click Sign Out to log out properly

BASIC USER GUIDE FOR LEAVE APPROVER ONLY

C.LEAVE APPROVER PAGE As leave approver, they will have 1 additional module Leave Approval Listing

2.1 Leave Approval Process a) Leave approval hierarchy as below : i) General Staff = HOD Div Head HR Dept ii) HOD = Head of Group / Div Head COO Dy CEO b) Leave approver is giving 48 hours (including weekend and PH) to review and take action on the leave received. c) The leave will be forwarded to the next approver if the 1 st leave approver failed to take any action on the leave received and so on.

2.2 E-mail Notification a) The leave approver will receive an e-mail alert when their subordinate apply any leave

2.3 Leave Approval Listing a) Leave Approve Listing module is for the leave approver (HOD) to perform action on subordinate leave application and view their historical leave application status. b) In this module, leave approver will be able to view the following records : i) Pending - requires action to be taken approve/reject ii) Approved approved leave record iii) Rejected - rejected leave record iv) Cancelled - cancelled leave record v) Pending for cancel- leave pending for cancellation

2.3 Leave Approve Listing i) Pending - requires approval action 1 2 1) Approve - Click Approve and the approve leave page will appear for action 2) View - Click View to view the leave detail

2.3 Leave Approve Listing Message that this leave is applied by HR Indicator staff s leave exceed 75% of the entitlement Click to Approve the leave received Click to reject leave received

2.3 Leave Approve Listing Leave approval completed

2.4 Calendar a) Good movement chart to view employees leave request with corresponding leave status in a calendar view b) It is a breeze for leave approver as they can cross check before approving a particular application.

2.4 Calendar

Demo 1) Employee = Ali (S20001) 2) Leave Approver = Jeff (S20012) Ah Meng (S20010) - Hello (S20009)