From catworkx's perspective, the flexible application of Jira applications like Jira Core offers virtually unlimited possibilities for mapping, managing, and tracking business processes. A somewhat unconventional Jira use case, for which catworkx has developed the "Leave Management" app, is the administration of employee time off (e.g., vacation, special leave, unpaid leave, personal leave, sick leave) via dedicated issue types. For all employees, the number of days for each absence type is logged and reset to a predefined value on a specific date (e.g., year-end). The various types of time off are represented through specific issue types with customized workflows.
Easy Management of Vacation, Sick Leave, and Absences with Jira
The project at a glance
Features
- Support for various types of time off (e.g., vacation, special leave, unpaid leave, personal leave, sick leave). The different time off types can be customized to meet the specific requirements of each company.
- Support for absences requiring approval (e.g., vacation) and absences not requiring approval (e.g., sick leave).
- Support for half-day and full-day absences.
- Automated sending of calendar invitations upon approval of absence. This makes it easy to add the absence to a calendar.
- Automatic, initial setup of the employee and absence project (with the option for subsequent individual customizations).
- Integration of public holiday calendars for nearly all regions of the world. These can be defined globally or individually.
- Automatic reset of taken absence days on a key date (e.g., year-end).
Leave Management from the Employee's Perspective:
Employees initiate a time off request by creating a new issue within the Leave Management project. They can then select from the various time off types.
After specifying the desired period, the request is assigned to the relevant person or department for approval. There, it can be either rejected or approved. Once the approved time off has been taken, the issue is closed. An employee can view their remaining time off balance at any time via their individual employee issue.
Leave Management from the HR Manager's Perspective:
A key strength of Jira lies in its extensive search and filtering capabilities. Through appropriately configured filters and the use of filter gadgets on a dashboard, HR managers can quickly identify pending time off requests. Furthermore, company-wide or employee-specific reports can be easily visualized
Implementation:
Two projects are required for Leave Management
- Employee Project
- Time Off Project
In the Employee Project, a dedicated employee issue is created for each employee in the company. These issues are solely used to store the number of time off days (per time off type). The Absence Project is used for managing absences. A specific issue type is created for each type of absence. The workflow can vary accordingly. For example, the standard workflow for vacation typically includes approval by the supervisor.
The workflow consists of the states "New", "Submitted", "Approved", "Closed" and the transitions "Create", "Submit", "Approve", "Reject" and "Confirm". At the beginning you create an application for the desired number of days off and go to the state "New". If all required information is entered correctly and the application is created, it will be submitted for approval. The responsible person/body decides whether to accept or reject the leave application, and rejected applications are automatically closed. Accepted applications remain in the "Approved" state until the employee confirms the vacation period after his leave. This completes the process, and no approval is required for sick days by default. The workflow consists only of creating a report and closing the process after recovery.
All validators and post-functions required for the workflow transitions (transitions) are provided via the catworkx app "Leave Management". These include, for example, the counting of vacation days taken or the linking of absence events with the corresponding employee events.
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