Introduction to Automated Processes 9 – Leave and Absence Cover

When managing leave, it is easy to overlook the need to keep accurate records of related factors, such as absence cover. If leave is recorded manually as static data, for example in an Excel spreadsheet, no one will alert us if we approve leave for a key employee and their potential replacement at the same time. To avoid this, we need a clear overview of the entire process.

The leave request process

Even larger organisations often manage leave on an ad hoc basis, for example in a simple spreadsheet. In these cases, leave requests are often made verbally in person, so they are not entered into a centralised system. Data entry also falls to another person, creating further opportunities for error. A spreadsheet does not support approvals either, so these must also be handled by email or in person.

Process-based leave management

An advanced process management system provides not only an accurate overview of who is currently on leave, but also multi-stage approval workflows. Since employees submit their requests directly in the system, a task is automatically created and assigned to the appropriate person. In the first approval stage, the employee's direct manager can approve or reject the request, and the system automatically notifies the requester. A request can only move to the next approval stage once the previous stage has been approved.

Automatic validation and escalation

A great deal of unnecessary administration can be avoided when a request contains an error that is immediately apparent from the recorded data. In these cases, the process management system can display a warning as soon as the request is submitted and suggest alternative periods that are still available.

Managing absence cover

A process management system allows us to arrange absence cover both automatically and manually. If the software can assign a replacement based on predefined rules, it will do so automatically.

When arranging absence cover automatically, the software can also track roles and areas of expertise, enabling it to recommend a colleague who has the skills needed to carry out the task. Of course, there are also situations where sudden, unforeseen circumstances require cover to be arranged manually, for example when a personal discussion is essential. 

Summary

  A process management system can be used to build not only leave management workflows, but also countless other complex business processes. Optimally designed processes offer substantial business benefits in their own right, and these can be further enhanced through a wealth of automation options. Leave and absence cover management can be automated most effectively when the system has access to as much up-to-date information as possible about all of the company's activities. At Click On, we place particular importance on providing support and advice to help businesses understand and design their processes, because a software solution alone will not deliver the desired results without the right experience and professional guidance.    

Automated work allocation

Manual working time planning, leave management and workforce allocation can be time-consuming activities that require significant human resources. The xFLOWer platform supports not only these activities, but also skills-based task assignment and task weighting, helping ensure balanced and optimal operations.

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