Vacation Planning

Planning employee vacations is one of the key components of workforce planning. The “Vacation Planning” software solution automates the processes of creating vacation schedules at the company and approving additional time off in accordance with Ukrainian labor law.

The “Vacation Planning” technical solution allows you to perform the following operations:

Create and approve an annual vacation schedule, taking into account unused vacation days from previous work periods;

Processing and approving annual basic leave;

Processing and approval of additional leave in accordance with the Law of Ukraine “On Leave”;

Preparing leave orders;

Generating reports on the progress of leave planning.

Job Description

Creating the Annual Leave Schedule

Every year, on a set date, the Company begins the process of creating the leave schedule for the following year. The system automatically sends tasks to all users to fill out their leave schedules.

Employees who have accounts in the system create their own annual leave schedules. For employees who do not have accounts, leave schedules are created by designated users—payroll clerks.

All employee schedules created are grouped by department and sent to the heads of those departments for approval.

Once the schedules for all departments have been approved, a document titled “Department Vacation Schedule” is automatically generated for each department and sent to the department head for approval.

Once the schedules for all services have been approved, a consolidated vacation schedule for the organization is automatically generated and sent for approval to the HR department employee responsible for the vacation schedule.

At any time, the designated HR department employee can generate a report listing employees who have not created their vacation schedules.

Business Process Flowchart for Creating a Vacation Schedule

The Vacation Schedules Directory contains employees’ vacation schedules. Entries in the directory are created separately for each employee.

A record in the Vacation Schedules directory contains the details needed to plan annual leave and allocate it—the number of days to be taken against future periods and against leave from previous years.

When an employee creates a schedule, the system verifies that the following conditions are met:

Planning is carried out for the following calendar year;

Planning is carried out taking into account available balances;

The uninterrupted portion of the vacation must be at least 14 days;

Accounting for holidays;

Minimum and maximum number of days of scheduled vacation;

Other conditions stipulated by the corporate standard.

Reference Card: Vacation Schedules

For the user’s convenience, a special calendar interface has been developed, where you can directly select the start and end dates of scheduled vacations.

Calendar

Holiday Calendar Card

Example of a Vacation Schedule for a Service (Department)

Example of the Company’s Consolidated Vacation Schedule

Example of the “Employees Who Have Not Created a Vacation Schedule” Report

Processing Annual Basic Leave

A set number of days before the start date of the scheduled leave, the employee receives a task with an attached Leave Reference Card. The leave card is automatically generated by the System based on the data entered during the creation of the leave schedule.

Depending on the employee’s decision, the leave is either submitted for approval by the immediate supervisor or canceled.

After the vacation is approved by the supervisor, the designated HR department employee receives a task to prepare the vacation order.

Once the task to prepare the order is completed, the vacation information is transferred to the accounting system.

Employees who were hired after the company’s vacation schedule was approved can manually create a vacation form and submit it for approval through the standard workflow.

Vacation Reference Card

Processing Additional Leave

To request additional leave, employees create entries in the Leave directory and submit them for approval through the standard workflow.

After approval by the supervisor and verification of the leave conditions by an HR department employee, the designated employee receives a task to generate a leave order.

Once the task to generate the order is completed, the leave information is transferred to the accounting system.

Depending on the type of leave, the system verifies compliance with the conditions for granting it:

Inventory tracking;

Compensated or without wage retention;

Availability of documents confirming the right to vacation;

Carrying over vacation to the following year;

Splitting vacation time into parts;

Tracking holidays;

Mandatory approval by the HR department.

Guide to Types of Leave

Reference Card: Grounds for Granting Leave

Each type of leave corresponds to one or more grounds for granting such leave.

Guide to Vacation Balances

A special reference guide has been developed to track vacation balances. The data in the “Vacation Balances” reference guide is populated by importing it from the accounting system and is updated daily according to a schedule.

Reference Card: Vacation Balances

Business Impact

Bringing the vacation leave process into compliance with Ukraine’s current labor laws;

Establishing a mechanism to monitor compliance with the law regarding the granting of leave;

Reducing the time spent on planning, processing, and approving leave;

Reducing the number of in-person visits by employees to the HR and accounting departments.

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Vacation Planning