I
would like to propose a new program for ISD to track vacation; sick leave and
optional holiday/personnel leave for both staff and librarians.
1.
An
on line menu driven interactive program. Some Items would have
restrictions.
Menu Suggestions:
Employee Monthly Update Form
Past Monthly Updates
Supervisors Verification
Employee Leave Report
Employee Past Years Leave Report
HR Functions
New
Employee File
Override
Delete
Employee File
Notice
of missing reports
Reports
2.
Program
should reflect current USC/ISD policies for leave accrual and maximums for both
staff and faculty. The program would
automatically increase accruals according to policy. I would like to explore the possibility of indicating weather
the accruals are in hours or days.
3.
A
matrix would be established where the employee, supervisor, manager, director,
executive director, dean etc. could view only the official leave report.
4.
HR
would have access to all leave files and have override authority.
5.
The
program would automatically prorate accruals when the employee is hired or
terminated.
6.
At
the end of each month the program would automatically post accruals or add to
the overage.
7.
HR
would set up the employee’s leave file, i.e. name, hire date, email, faculty,
staff, leave in days or hours, home department name/code, to name a few fields.
8.
Only
HR would have the ability to delete the leave files for an employee when
appropriate, example upon termination. Terminating an employee does not
automatically delete the file from the program. Deletion should be a HR function on an individual basis when HR
feels it is appropriate to delete.
9.
To
update the leave file the employee would complete the online leave update form
by indicating how much leave they used or indicate 0. When saved or updated the report automatically is sent to the
employee’s supervisor for verification.
Once the supervisor saves or updates the report the official report file
is automatically updated. Supervisors may only override a monthly report at the
time of verification; all other changes to an employees file would go through
HR.
10.
Once
the employee’s file is updated to the main leave report an email message is
automatically sent to the employee with a thank you and a report of leave
balances. The leave balance would include a percentage of maximums so employee
would know when they were getting close to maximum.
11.
Initiated
by HR an email message is sent to those employees who have not submitted the
monthly usage report. The program
should be able to read the files and determine who has not updated the leave
main file and which months are missing.
A menu number could accomplish this.
12.
Main
or official leave accural/usage report should be on one screen. This would make the report easy to read to
determine if the employee is missing update reports, over maximum or to just
review leave patterns. (See attached
example from an old program)
13.
Leave
screen would be for the calendar year, January to December.
14.
Over
maximum in all leave categories would be tracked for the year and shown on the
leave screen for supervisors to realize how much leave is being lost so it can
be referenced when making decisions to grant leave. Also it is a fact that employee are not timely in updating their
leave. During the months that leave is
not updated the employee could reach maximum however in reality the employee
did take leave and should not be at maximum.
If overage is tracked for the year if an employee goes below maximum
then the overage can be added back to the employee. If the employee were at maximum with all months updated at the
end of the year then the employee would start the new year with maximum only.
15.
The
main leave report would indicate the carry over from the previous year.
16.
At
the end of the year the main leave report would be archived. Have a menu item to be able to retrieve past
years by indicating which year is to be retrieved.
17.
The
main leave report should be able to print by employee, supervisor, HR etc.
A
current employee, Floyd Ruble, who is an applications/programmer with SIS has
expressed interest in possibly writing this program.