Leave and Attendance Requirements - V2.0

Configurations
Company
Source: myDEN Source: Leave Config
Project Client Project Nature Emp. Project Nature Leave Policy ‘N’
Employment Type Agency Type Employment Category
Example: Auto-Mapping Leave Policy: Block Diagram

Example: Leave Configuration: Block Diagram
Leave Type 1 Leave Policy ‘1’
Leave Types
Leave Policy ‘N’
Business Rules
Leave Type N Leave Policy ‘N’

Company
Source: myDEN Source: Leave Config
Project Client Emp. Project Nature Leave Policy ‘N’
Employee Type Agency Name Employment Category
Example: Auto-Mapping Leave Policy: Block Diagram
Example: Auto-Mapping Leave Policy: Table Structure

Leave
Company Project Client Emp. Project Nature Employee Type Agency Name Employment Category
Policy
Denave India Pvt Ltd Google Pixel Google Managed Permanent - - P1
Denave India Pvt Ltd ExxonMobil - Trade marketing Exxon Non-Managed ISD Permanent - - P2
program
Denave India Pvt Ltd LENOVO DCG ASEAN HCI Lead Gen LENOVO DCG Non-Managed Contractual - - P2
Denave India Pvt Ltd Cisco Lead Generation-India CISCO Non-Managed Contractual - - P1
Denave India Pvt Ltd Technology Knowledge Services OP-Tech-1 Managed Consultant ABC - P1
Denave India Pvt Ltd HR OD , HRD OP-HRD-1 Managed Consultant ABC - P6
Denave India Pvt Ltd

Staffing FOS and Promoters BROTHER Managed Consultant ABC On Role P7
Actual Data (Given By HR)
Leave Policy 1
Leaves Sandwich Rule
Casual, Marriage, Maternity, Paternity, Privilege, Sick SL or/and PL should not get sandwich (should not include weekend)
Casual Leave
Leave Cycle Encashment Insufficient Balance? Email Notification
01-January to 31-December No Employee could still apply using LWP option for additional leaves Completely Configurable
Joining Month
Yearly Credit Yearly Carry Forward Monthly Credit Monthly Carry Forward
Employee should only apply for 1 Leave (either SL
Yes (08) No No Yes (till 31st December)
or CL)
Elapse at the year end? Minimum Leave Allowed? Maximum Leaves in continuation Allowed? Clubbed with other leaves?
Yes (closing hours of 31-December) Half Day 2 Days No
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Balance To Be Shown
No (You can’t apply) Yes for New Joiners & Resigned Employees Yes
For Leave Policy 1, an employee could apply for a maximum of 1 SL or CL but they can apply for Paternity and Marriage Leave within the
joining month (till last day of that month).
Leave Policy 1
Marriage Leave
NA No No LWP Completely Configurable
Joining Month- Specific Rule One Time Leave Credit Monthly Credit Monthly Carry Forward Yearly Carry Forward
NA Yes (03) NA Yes (Till Availed) Yes (Till Availed)
No (Only once availed) 3 Days 3 Days Yes (With SL or PL)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Yearly Credit Balance To Be Shown
Yes (week-offs should not get counted) NA No No
Leave Policy 1
Maternity Leave
NA No No LWP Applicable Completely Configurable
Joining Month- One Time Leave Credit

NA Yes (26 weeks/182 days in Continuous
No 182 182 Yes (With SL or PL)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Monthly Credit Monthly Carry Forward
Yes (Week-offs and Holidays should be counted) NA NA NA
Yearly Carry Forward Yearly Credit Balance To Be Shown

NA NA No
• An employee is eligible for Maternity Employee, if She has completed 80 days in the organization.
• She can’t apply for Maternity Leave before 56 days (8 weeks) from the Expected Date Of Delivery.
• For Employees applying for Maternity Leave, system should alert the employee to submit the medical certificate or supporting
documents.
• Sandwich policy is not applicable for Maternity Leave
Leave Policy 1
Paternity Leave
Joining Month One Time Leave Credit Monthly Credit Monthly Carry Forward Balance To Be Shown
NA Yes (02) No Yes (Till Availed) No
NA 02 Days 02 Days Yes (With SL or PL)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Yearly Credit Yearly Carry Forward
Yes (week-off should not get counted) NA No Yes (Till Availed)
• For Employees applying for Paternity Leave, system should alert the employee to submit the medical certificate or supporting
documents.
• Paternity Leave skips the Holiday.
Leave Policy 1
Privilege Leave
Joining Month
Yearly Credit Monthly Carry Forward Monthly Credit
Can’t Apply in Joining Month but would be credited at the end of
No Yes, till 31st Dec closing hours Yes (1.25 at end of month)
month if DOJ =< 20th of that month
No One Day Depends On leave Balance Yes (Except With CL)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Yearly Carry Forward?
Yes (week-off should not get counted) NA Yes, at the year end, up to 45 leaves
If Working Status of an employee is ‘On Notice Period’ and the ‘Last Working Day’ of that employee is falling in the same month. If
employee is leaving On or before 10th, then 1.25 would not be credited else credited.
lFor Leave Policy 1, if an employee has Blank and LWP > 10 days, then 1.25 PL should not be credited to that employee at the month end.
For Leave Policy 1, if employees are joining on 20th or before in the current month, they should be credited with 1.25 PL on the first day of
next month. Else, PL would remain as 0.
Every five late coming in a monthly attendance cycle shall account for deduction of one PL. In case of no PL available in an individual’s
account, HR is entitled to do the adjustments from the available CL balance. Further, in the event of all PL & CL are consumed or taken by
the individual, thereafter the same would be considered as “leave without pay”.
Leave Policy 1
Sick Leave
Joining Month Yearly Credit Yearly Carry Forward Monthly Credit Monthly Carry Forward
Employee is eligible for 1 Leave (either SL or CL) 07 No No Yes till 31st December
Yes (closing hours of 31-December) Half Day 7 Yes (Except with CL)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied?
Yes (week-offs should not get counted) Yes for New Joiners & Resigned Employees
For Employees applying for SL for more than 3 days in continuation, system should alert the employee to submit the medical certificate
or supporting documents.
For Leave Policy 1, an employee could apply for a maximum of 1 SL or CL but they can apply for Paternity and Marriage Leave within the
joining month (till last day of that month).
Leave Policy 2
Leaves
Casual, Maternity
Casual Leave
Joining Month Yearly Credit Yearly Carry Forward Monthly Credit

Employee is eligible for 1 Leave (credited at joining time) No No Yes (1) at the beginning of new month
Yes (closing hours of 31-December) Half Day Depends On Leave Balance Yes (with Maternity)
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Monthly Carry Forward
Yes (week-offs should not get counted) Yes for New Joiners & Resigned Employees Yes (till closing hours of 31st December)
Balance To Be Shown
Yes
If Working Status of an employee is ‘On Notice Period’ and the ‘Last Working Day’ of that employee is falling in the same month, then no
monthly carry forward and credit should happen for CLs for Leave Policy 2.
If Working Status of an employee is ‘On Notice Period’ and the ‘Last Working Day’ of that employee is falling in the next month, then month
carry forward and credit should happen for CLs for Leave Policy 2.
Leave Policy 2
Leaves
Casual, Maternity
Maternity Leave


NA NA No
documents.
Leave Policy 3
Leaves
Casual, Paternity, Privileged, Maternity
Paternity Leave
Joining Month One Time Leave Credit Monthly Credit Monthly Carry Forward Balance To Be Shown
NA (They can apply in the same month) Yes (05) No Yes (Till Availed) No
No 05 Days 05 Days Yes
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Yearly Credit Yearly Carry Forward
Yes (week-offs should not get counted) NA No Yes (Till Availed)
• For Employees applying for Paternity Leave, system should alert the employee to submit the medical certificate or supporting
documents.
• Paternity Leave skips the Holiday.
Leave Policy 3
Leaves
Privilege Leave
01-March to 28/29 February Yes, 28th/29th Feb Employee could still apply using LWP option for additional leaves Completely Configurable
Joining Month Yearly Credit Yearly Carry Forward?

NA (They can apply for any number of leaves) Yes (19) Yes, 28th/29th Feb (Up to 45 leaves only)
No Half Day Depends On leave Balance Yes
Yes (week-offs should not get counted) Yes for New Joiners & Resigned Employees No Yes, till 45 leaves
Balance To Be Shown
No
Leave Policy 3
Leaves
Casual Leave
01-March to 28/29 February No Employee could still apply using LWP option for additional leaves Completely Configurable
Joining Month Yearly Credit Yearly Carry Forward Monthly Credit Monthly Carry Forward
NA (They can apply for any number of leaves) Yes (08) No No Yes, till 28th/29th Feb
Yes (closing hours of 28/29-February) Half Day As Per Balance Yes
Can be applied on Friday & consecutive Monday? Pro Rata Rule Applied? Balance To Be Shown
Yes (week-offs should not get counted) Yes for New Joiners & Resigned Employees No
Leave Policy 3
Leaves
Maternity Leave


NA NA No
documents.
HR Rights
AS-IS FUNCTIONALITY 1: Search Leave Balance
 HR is able to search the employees, basis on Department -> Location -> Employee Name -> Year (fields dependent on each other as per
the current logic).
 Moreover, there is an independent option to enter & search an employee (auto-complete feature).
In both the above scenarios, HR should be able to view the leave balance of any employee within the organization. We need to implement
this feature in new design also.
AS-IS FUNCTIONALITY 2: Apply Leave For Employee
 HR is able to search the employees and view there applied leave details. Search parameters here are Employee Name, Date From, Date
To, Approval Status.
 Moreover, HR has an additional option to apply leave for any employee.
We need to provide both the options in the new design as well. HR should also apply for OD/Tour/WFH/Week-Off/International
Holiday/Leaves/LWP (In case of insufficient balance).
High-Level Work Flow
Team Management
Leave & Attendance
RM
Team Calendar | Individual Calendar Team Calendar | Individual Calendar
• Team members visibility against calendar (day basis) • Calendar visibility should be for a month
• Calendar visibility should be for a month • Leave Types should be highlighted
• Leave Types should be highlighted • Attendance details are required in detail
• Attendance details are not required • Legend should be there for leave types
• Legend should be there for leave types • Approved/Pending should be visible for an employee
• Approved/Pending should be visible • Option to approve/reject for an employee
• Option to approve/reject • Average working hours per employee
• Average working hours • Attendance Cycle should be visible
• Option to approve/reject in bulk • Shift Start Time and Shift End Time should be visible
• Early Leaving and Late Coming should be highlighted
• Leave Balance should be visible
• Option to approve/reject in bulk
Individual Calendar
Self Service
Leave & Attendance
Employee
• Calendar visibility should be for a month

• Leave Types should be highlighted
• Attendance details are required in detail
• Legend should be there for leave types
• Approved/Pending/Rejected should be visible for an employee
• Option to Apply for leaves should be there
• Option to apply for WFH, CO , OD, INTH should be there
• Average working hours should be visible
• Attendance Cycle should be visible
• Shift Start Time and Shift End Time should be visible
• Early Leaving and Late Coming should be highlighted
• Leave Balance should be visible
• Option to edit applied leave
• Option to cancel applied leave
Apply Leaves Attendance Regularization Others
Annual Leave AL On Duty OD Compensatory Off CMP

Calendar
Casual Leave CL Work From Home WFH Representation International Holiday INTHO
Privileged Leave PL Tour Tour Week Off WO
Sick Leave SL
Calendar
Maternity Leave MTL Representation
Marriage Leave ML
Paternity Leave PTL
Leave Without Pay LWP

Apply Leaves
Email 1: On Submission of request
Email 2: After 24 hours of Submission (if not approved/rejected)
Email 3: 2 day before Attendance Cycle Last Day (if not approved/rejected)
Calendar would show the applied leave request, even if not approved/rejected, and reports would also show the actual leave type applied, instead of
blank.
Note: RM should be able to approve/reject it anytime within the same calendar year, the request has been raised, after which such un-attended
requests would get archived and no actions could be performed by RM or employee on them. This is not applicable if employee has cancelled the
request.
Apply Leaves
Start
Annual Leave AL
Apply Leaves Casual Leave CL
Privileged Leave PL
Select Leave Type Sick Leave SL
Yes Yes Maternity Leave MT
Accept Apply ‘LWP’ for the Marriage Leave MR

No Change No
Balance Leave leave duration,
Leave
Available? Without which employee Paternity Leave PT
Type?
Pay? would select.
Yes No Leave Without Pay LWP
Leave Form Notify

Employee
Submit
Exit
No
Validate Business
GTG?
Rules
Yes
Update Calendar
Leave Form
Notification (For Approval) RM
Employee
Attendance Regularization
On Duty/Work From Home
Start Attendance Regularization- On Duty/WFH
On Duty OD
Work From Home WFH

Others
Tour Tour
Regularization Notify Email 4: 2 day before Attendance Cycle Last Day (if not approved/rejected)
Form Employee
Submit Calendar would show the applied ‘Attendance Regularization’ request, even if not
No approved/rejected, and reports would also show the actual leave type applied, instead of
Validate Business blank.
GTG?
Rules
Note: RM should be able to approve/reject it anytime within the same calendar year, the
Yes
request has been raised, after which such un-attended requests would get archived and
no actions could be performed by RM or employee on them. This is not applicable if
employee has cancelled the request.
Reminders
Regularization Form
Notification to
(For Approval)
approve
No
Approved? RM
Employee
Yes
Update Calendar
Others
Start Others
Compensatory Off CMP
Others INTHO
International Holiday
Week Off WO

Regularization Notify Email 2: After 24 hours of Submission (if not approved/rejected)
Form Employee Email 3: 1 day before Attendance Cycle Last Day (if not approved/rejected)
Submit
No Calendar would show the applied ‘Others’ leave request, even if not approved/rejected,
Validate Business and reports would also show the actual leave type applied, instead of blank.
GTG?
Rules
Note: RM should be able to approve/reject it anytime within the same calendar year,
Yes
the request has been raised, after which such un-attended requests would get archived
and no actions could be performed by RM or employee on them. This is not applicable if
Update Calendar
employee has cancelled the request.
Regularization Form
Notification (For Approval)
RM
Employee
Edit/Cancel Pending Leave(s)
(By Employee)
1. Employee should be able to only view the leave application forms under ‘Pending’ bucket.
2. They should not be able to edit the leave details, entered while applying them. In case, they need to modify the
details, they need to select Edit button and a request would be sent to RM to reject the approved leave, post which
employee would re-apply for the leaves.
3. They should be able to cancel these leaves using the Cancel button and a request would be sent to RM to reject the
approved leaves
4. The moment a leave would get rejected by RM, it should immediately get removed from the employee’s calendar.
Edit/Cancel Pending Leave (s)
Start
“Pending” would be a bucket for

Open Form (Pending Leaves)
an employee while searching
No Yes
Edit/Cancel? Put supporting remarks Submit Form (un-editable)
Notify RM to Cancel the

pending leaves including
DH and PM in CC
Yes RM RM should not have the

Notify Employee to re-apply Remove the leaves from
Cancelled option to Approve/Reject
for leaves (if required) employee’s calendar
? in this case.
Reminders at No
pre-defined
Exit interval if time
Edit/Cancel Approved Leave(s)
(By Employee)
1. Employee should be able to only view the leave application forms under ‘Approved’ bucket.
2. They should not be able to edit the leave details, entered while applying them. In case, they need to modify the
details, they need to select Edit button and a request would be sent to RM to reject the approved leave, post which
employee would re-apply for the leaves.
3. They should be able to cancel these leaves using the Cancel button and a request would be sent to RM to reject the
approved leaves
4. The moment a leave would get rejected by RM, it should immediately get removed from the employee’s calendar.
Edit/Cancel Approved Leaves
Start
“Approved” would be a bucket

Open Form (Approved Leaves)
for an employee while searching
No Yes
Edit/Cancel? Put supporting remarks Submit Form (un-editable)
Notify RM to Cancel the

approved leaves including
DH and PM in CC
Yes RM No
Notify Employee to re-apply Remove the leaves from
Cancelled
for leaves (if required) employee’s calendar
?
Reminders at pre-
defined interval if
time
Exit
Edit/Cancel Rejected Leave(s)
(By Employee)
1. Employee should be able to only view the leave application forms under ‘Rejected’ bucket.
2. They should not be able to edit the leave details, entered while applying them
3. Also, they should not be able to cancel these leaves, as they are already rejected by RM
4. The moment a leave would get rejected by RM, it should immediately get updated as rejected from the employee’s
calendar
Delegate Feature (Phase-2)
What is Delegate feature?
Delegate feature would enable the HR Admin to assign delegates for the employees of their choice. All email notification,
leave & attendance requests and other myDEN requests* which are supposed to be routed to RMs should be received and
managed by these delegates, instead of actual employees.
*As we would work on upcoming modules like employee confirmation, exit module, PMDP, etc., these parameters would also be included to be managed by delegates, instead of actual
employees.
Who could become a Delegate and for whom?

1) Any active employee* could be a delegate for a designated employee.
2) Any active employee* could have delegate assigned to them.
*Active employees could be Working and On-Notice period.
How delegates would be assigned to specific employees?

1) To begin with, this feature would be managed from backend.
2) HR Admin needs to provide the required info in a pre-defined format (example below) to tech team, so as to associate
delegates to selected employees.
3) This would be a non-frequent task, hence, would be easier to manage.
Employee Name Employee ID Employee Email ID Delegate Name Delegate Employee ID Delegate Email ID Effective From Effective Till
Email: For Approval/Rejection
Submits:
1. Leave Request
2. Other Requests like Comp Off, Work Email Notification Or
From Home, Leave Without Pay, On
Employee Duty, etc. RM Delegate
Start
Validate Employee’s Approve/

RM/Delegate? Reject?
*Tabular information in the email would vary according to leave/request type.
1) Open myDEN (RM/Delegate).

Is Validated? 2) Show employee’s leave/request Exit
form to approve/reject.
Show relevant notification

TAT Configurations
What is TAT Configuration model?
TAT configuration model would allow HR Admin to set TAT so as to remind the RMs or Delegates at pre-defined interval of
time, to take an action on the leave or other type of requests.
Who would decide the TAT model and on what basis. Moreover, who would configure the TAT?
TAT would be decided on the basis of request type:
Leaves- Annual, Sick, Privileged, Marriage, Maternity, Paternity, Casual
Other requests- Comp-Off, On-Duty, Work From Home, Leave Without Pay, Holiday, Week-Off.
TAT would be configured by technology.
What would be the structure of a TAT model?
----- Refer Next Slide -----

1st Email 2nd Email
Action Request Type Request Name
When To CC Subject Email Body When To CC Subject Email Body
Apply Leave Casual OR + 00 RM Employee OR + 24 RM Employee
Cancel Leave Sick Leave OR + 00 RM Employee OR + 24 RM Employee
Approved Leave Casual OR + 00 RM Employee OR + 24 RM Employee
Rejected Leave Privileged OR + 00 RM Employee OR + 24 RM Employee
Apply Attendance On Duty OR + 00 RM Employee OR + 08 RM Employee
Cancel Attendance Work From Home OR + 00 RM Employee OR + 08 RM Employee
Approved Attendance On Duty OR + 00 RM Employee OR + 08 RM Employee
Rejected Attendance Work From Home OR + 00 RM Employee OR + 08 RM Employee
Apply Others Holiday OR + 00 RM Employee ATC - 08 RM Employee
Cancel Others Comp Off OR + 00 RM Employee ATC - 08 RM Employee
Approved Others Week Off OR + 00 RM Employee ATC - 08 RM Employee
Rejected Others Week Off OR + 00 RM Employee ATC - 08 RM Employee
* if Request has been made within last last 24 hours of ATC, then that email should go On-Request Submission only.
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Configurations

Employment Type Agency Type Employment Category

Example: Auto-Mapping Leave Policy: Block Diagram

Leave Type 1 Leave Policy ‘1’

Leave Type 1 Leave Policy ‘2’

Leave Type N Leave Policy ‘N’

Project Client Emp. Project Nature Leave Policy ‘N’

Employee Type Agency Name Employment Category

Example: Auto-Mapping Leave Policy: Block Diagram

Example: Auto-Mapping Leave Policy: Table Structure

Denave India Pvt Ltd Google Pixel Google Managed Permanent - - P1

Denave India Pvt Ltd HR OD , HRD OP-HRD-1 Managed Consultant ABC - P6

Denave India Pvt Ltd

Joining Month- One Time Leave Credit

Yearly Carry Forward Yearly Credit Balance To Be Shown

Joining Month Yearly Credit Yearly Carry Forward Monthly Credit

Joining Month- One Time Leave Credit

Yearly Carry Forward Yearly Credit Balance To Be Shown

Joining Month Yearly Credit Yearly Carry Forward?

Joining Month- One Time Leave Credit

Yearly Carry Forward Yearly Credit Balance To Be Shown

Leave & Attendance

Team Calendar | Individual Calendar Team Calendar | Individual Calendar

Leave & Attendance

• Calendar visibility should be for a month

Annual Leave AL On Duty OD Compensatory Off CMP

Privileged Leave PL Tour Tour Week Off WO

Paternity Leave PTL

Leave Without Pay LWP

Apply Leaves Casual Leave CL

Select Leave Type Sick Leave SL

Yes Yes Maternity Leave MT

Accept Apply ‘LWP’ for the Marriage Leave MR

Leave Form Notify

Work From Home WFH

Email 1: On Submission of request

“Pending” would be a bucket for

Notify RM to Cancel the

Yes RM RM should not have the

“Approved” would be a bucket

Notify RM to Cancel the

Who could become a Delegate and for whom?

*Active employees could be Working and On-Notice period.

How delegates would be assigned to specific employees?

Validate Employee’s Approve/

*Tabular information in the email would vary according to leave/request type.

1) Open myDEN (RM/Delegate).

Show relevant notification

TAT would be configured by technology.

What would be the structure of a TAT model?

----- Refer Next Slide -----

Apply Leave Casual OR + 00 RM Employee OR + 24 RM Employee

Cancel Leave Sick Leave OR + 00 RM Employee OR + 24 RM Employee

Approved Leave Casual OR + 00 RM Employee OR + 24 RM Employee

Rejected Leave Privileged OR + 00 RM Employee OR + 24 RM Employee

Apply Attendance On Duty OR + 00 RM Employee OR + 08 RM Employee

Cancel Attendance Work From Home OR + 00 RM Employee OR + 08 RM Employee

Approved Attendance On Duty OR + 00 RM Employee OR + 08 RM Employee

Rejected Attendance Work From Home OR + 00 RM Employee OR + 08 RM Employee

Apply Others Holiday OR + 00 RM Employee ATC - 08 RM Employee

Cancel Others Comp Off OR + 00 RM Employee ATC - 08 RM Employee

Approved Others Week Off OR + 00 RM Employee ATC - 08 RM Employee

Rejected Others Week Off OR + 00 RM Employee ATC - 08 RM Employee