ENGLISH GRAMMER

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Leave Management System
09-May-2022
User Manual
Version Control
All information given under this version over rides all and any kind of offers, assumptions, deliverables and contracts, given under any previous
version. All previous versions of the subject proposal stand null and void.

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Technology for the next decade, today.
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TABLE OF CONTENTS
1. Introduction ............................................................................................................... 4
2. Feature Lists ............................................................................................................... 4
3. Benefits........................................................................................................................ 5
4. Roles............................................................................................................................. 5
1.1.1 Annual Leave Maternity Leave..............................................................................................................6
1.1.2 Paternity Leave Transfer Leave Leave without Pay..............................................................................7
1.1.3 Company Holiday (CH) Restricted Holiday (RH)...................................................................................7
1.1.4 Approving Manager..........................................................................................................................7
5. Work Flow ................................................................................................................... 9
1.1.5 Let’s get familiar with LMS workflow..................................................................................................10
6. Home Page ................................................................................................................ 11
6.1.1 Initiating a new Leave request (For Leaves Other than RH,My leave,AL,Comp-Off) 11
6.1.2 Filling the Leave Request Form.................................................................................................... 12
6.1.3 My Leave Request......................................................................................................................... 14
6.1.4 Viewing the Details of Leave request(s)...................................................................................... 16
7 Approving the Leave Request ...................................................................................... 18
1.2 7.1.1 Leaves pending with Approving Manager.......................................................................... 18
8 View Request............................................................................................................... 19
1.3 8.1.1 Leaves pending with Approving Manager.......................................................................... 20

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9 Delegation.................................................................................................................... 22
1.4 9.1.1 Delegating Responsibility and Authority............................................................................ 22
10 Holiday Calendar.......................................................................................................... 23
11 My Leave Balance ........................................................................................................ 25
12 Reports ........................................................................................................................ 28
13 LMS New Face.............................................................................................................. 28
13.1 LMS Home Page............................................................................................................................ 28
13.1.1 Filling the Leave Request Form........................................................................................... 33
13.1.2 Apply Comp Off Leave ......................................................................................................... 36
13.1.3 My Leave Request................................................................................................................ 40
13.1.3.1 Viewing the Details of Leave request(s) ............................................................................. 41
13.1.4 Leave Summary.................................................................................................................... 47
13.1.5 Leave Ledger ........................................................................................................................ 47
13.1.6 Holiday calender .................................................................................................................. 48
1.4.1 Note: Clicking on a RH applicable will show a confirmation box, user can appy RH from here......50
13.2 LMS Leave Approval Page ............................................................................................................ 51
13.2.1 Leaves pending with Approving Manager.......................................................................... 52
13.2.1 Leaves pending with Approving Manager’s Reportees..................................................... 57
4. Leave Balance Updation ......................................................................................................................60
1.4.2 It is used to give balance to the employees........................................................................................61
5. Apply Employee Leave/s......................................................................................................................61
6. Apply Inactive Employee Leave/s........................................................................................................62
7. Cancel employee’s leave/s ..................................................................................................................64

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8. Apply VLE Encashment Screen............................................................................................................65
13.2.2 Reports ................................................................................................................................. 66
1.4.4 Leave History: This report will show the leave details of employee.......................................66
1.4.5 Leave history report:.........................................................................................................................69
1.4.6 Leave Balance report: ......................................................................................................................70
13 Summary...................................................................................................................... 73
1. Introduction
Leave Management System (LMS) is a central platform to apply for and
record Leaves. The system facilitates Leave tracking and Leave balance
calculation. This system is the central source for Leave related
transactions. It also provides the employee (Initiator) to track the status of
his Leave request. Apart from these features this application provides
notification services which send mails to the concerned user
(Initiator/Approving Manager/HR) on the approval and rejection of the
Leave request. Leave Management System is a central platform to apply
for and record Leaves. The system facilitates Leave tracking and Leave
balance calculation. This system is the central source for Leave related
transactions.
2. Feature Lists
LMS is developed with the purpose to give transparency to the process
and make it easier to facilitate Leave tracking and Leave balance
calculation. The features of LMS application are:
To have a standardized system for online Leave creation, approval of Leaves.
To delegate authority and responsibility in the absence of the
employee (when the employee is on Leave).
To make available the Holiday Calendar for
employee reference. For Leave accrual and
encashment.

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For Leave
tracking and
For payroll
processing.
3. Benefits
The purpose of LMS is to ensure work life balance amongst the staff
to take care of any personal emergencies / exigencies that may arise
in normal course and to provide transparency to the Leave
management system. The benefits of designing LMS are:
To bring transparency and to add up swiftness to the Leave
approval/rejection process. To facilitate Leave tracking and
Leave balance calculation
Standardized system for online creation,
approval/rejection of Leave requests. Automation of
complete workflow for Leave Management System.
To track the status of the Leaves.
4. Roles
Different entities have different roles to play in an application. The various entities associated in LMS are:
Initiator
An initiator is a person who can apply for Leave. He/she can be
a contract employee or on the payrolls of HCL Technologies
Ltd. The initiator can apply for the following types of Leaves:

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Annual
Leave
Maternity
Leave

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Paternity Leave
Transfer Leave
Leave without Pay
The different types of holidays available are:
Company
Holiday (CH)
Restricted
Holiday (RH)
Approving Manager
An Approving Manager is the Reporting Manager who has the
right to approve or reject the Leave request.
EHS/HR
EHS/HR is the one who keeps track of the Leave balance of the employee for salary calculation.
The roles and responsibility of each user shall be clear with the table given below
Users Participants Roles/Responsibilities
Initiator An employee (with valid
user name and
password)
The requester is responsible for
creating/cancelling the LMS request and
submitting the same to the approver.
Reporting
Manager (RM)
Reporting Manager of the
requester, as appears in
the employees’ database
- The Reporting Manager is the approver.
HR
Representative
(HR-Rep)
An appointed
representative(s) of HR.
This role is defined at DU
Level.
- Approving Adoption Leave.
- Receiving notification in case of
approval of an applied Leave.
- Maintaining employee’s Leave balances
- Sending the annual holiday calendar to
the HR - Admin to be uploaded in the
system.

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HR–
Administrator
(HR- Admin)
An appointed
representative in each
Centre
This role is defined at DU
Level.
- Uploading the holiday calendar in the
system.
- Defining the RH applicable in their
centre for each year.
- Initial upload of Leave data of all
employees of their respective centers.
Central
Administrator
A dedicated group will be
set up to perform this job
The Administrator is responsible for monitoring
the system, resolving conflicts (if any). He can
also perform administrative actions and redefine
the checks in the system as per the
requirements.
Level4
Head/Center
head
The head of the
DU/center according to
the structure defined.
View rights and access to all employee records
belonging to their respective DU in the form of
reports.
Corporate HR An appointed representative
of Corporate - HR
View rights and read only access to all
employee records across HCLT India.
Level3 Head As per defined in
employees’ database.
2nd level approver in case the initiator raises an
LWP request ranging between 15 to 30 days.
HR Head Representative who has
been defined in the
database for the role.
3rd level approver in case the initiator raises
an LWP request of more than 30 days.

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5. Work Flow
LMS is designed to provide a standardized platform for creating,
recording, approving and monitoring of all Leave requests for all regular
as well as contract employees of HCLT India who have SAP personnel ID.
The Leave related transactions would be specific to respective geographic
entities. The Leave transactions include application, approval/rejection,
modification and cancellation of Leaves.

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Figure 3 depicting the workflow for LMS
Let’s get familiar with LMS workflow
Each employee is required to seek approval for all types of Leave from
the reporting manager. All applications for Leave should be submitted
in advance through Leave Management System in Corp MIS, following
the process below:
Log on to https://www.MyHCL.in
Go to My Page/ My Leave/Apply for Leave
The Leave has to be approved by the reporting manager. In event of an
unplanned requirement (e.g.: illness/ personal emergency), the
reporting manager must be notified of the absence latest by half an hour
after commencement of work.
It is the employee’s responsibility to fill up the LMS within 1 day of
return. It has to be thereafter approved by the reporting manager.
Any Leave taken due to sickness (for more than two days) should be
supplemented by a medical certificate certified by a Company doctor or
Medical Officer or a registered medical practitioner. As far as possible,
the employee should notify his/her absence in advance.
In case of maternity Leave, the employee must submit the application
at least 2 months in advance with the expected date of delivery. The
employee is required to produce a medical certificate confirming the
pregnancy and detailing the expected date of birth and the date on
which the maternity Leave is to commence.
Separation from the Company- During the time of the separation from
the company the entire accumulated annual Leaves balance will be
encashed on the current basic salary at the time of the full and final
settlement. Employees are also not allowed to avail any Leave during

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the notice period except in case of medical and personal exigencies.
The notice period, in such cases, will accordingly be increased by that
many days.
6. Home Page
The purpose of LMS is to have a standardized system for online creation,
approval/rejection, calculation and encashment of Leaves. This system is
the central source for Leave related transactions. It also provides the
employee (Initiator) to track the status of his Leave request. Apart from
these features this application provides notification services which send
mails to the concerned users (Initiator/Approving Manager/HR) on the
approval and rejection of the Leave request. Leave Management System is
a central platform to apply for and record Leaves. The system facilitates
Leave tracking and Leave balance calculation. This system is the central
source for Leave related transactions.
6.1.1 Initiating a new Leave request
(For Leaves Other than RH,My
leave,AL,Comp-Off)
To apply a new Leave request, click on the hyperlink as shown in the Figure 1.

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Figure 1 depicting how to raise a new Leave request
6.1.2 Filling the Leave Request Form
Clicking on Apply For Leave will redirect the user to a new screen as shown in Figure 2.
Figure 2 depicting how to fill a Leave request form
When the user navigates this page s/he can see his Leave balance
on the top of the Leave Request Form. The Leave request form is
divided into three sections i.e., First is the employee Information,

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which is hardcoded and comes from ESS. If the employee
information is wrong he can update the same in ESS. Second is
Leave Information, wherein the user fills the details regarding
his/her Leave(s). Last but not the least the last section is the
Routing/Approval authority. To fill a Leave request follow the
steps given below:
Select the Leave type from the Leave Type drop-down menu.
Enter/ Update your contact details during the Leave period in the Tel No. text box.

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Select the date from when the Leave is required and the date
till the Leaves are required from the icon present in front
of the From and To option.
Once the dates are selected the user need to enter the reason
for availing Leaves in the Reason for Leave text box.
To inform other members of your team about your leave,
click on the icon in front of CC. This will enable a pop-
up as shown in Figure 3
Figure3 Selecting the employee who are to be informed for your Leaves
From Search Employee pop-up menu, the employee can
search for the respective member whom she/he wants to
inform on the basis of Name or SAP code. The selected
name will then be displayed in the Cc box. To clear the
name of the employees in Cc box click the Clear Cc
hyperlink.
Click on the button to Save the Leave request as draft or click the
button to Save the Leave request and close the current page.
To submit the Leave request click on the
button. Click on the
button to close the current page
6.1.3My Leave Request

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The initiator can view the status of the Leaves raised by
him/her by clicking on the My Leave Request as shown in
Figure 4.

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Figure 4 depicting how to view the status of his/her Leave request
6.1.4 Viewing the Details of Leave request(s)
Clicking on the My Leave Request will redirect the user to a new screen as shown in Figure 5.
Figure 5 depicting how to view the status of the applied Leaves

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This page display the status of the Leaves applied. To view the details of
the Leaves request made till follow the steps given below:
Click on the respective Req. No. hyperlink as shown in figure 5
By default the page show the last 10 Leaves applied for and to
view the details of the rest of the Leaved applied for click on the
Next hyperlink or Prev. hyperlink to move back to the latest Leave
request at the bottom of the page as shown in Figure 5.

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7 Approving the Leave Request
The Approving Manager can approve, or reject the leave request by
clicking on the Pending My Approval hyperlink from the Home Page as
shown in Figure 6.
Figure 6 depicting how to approve the leave request
7.1.1 Leaves pending with Approving Manager
Clicking on the Pending My Approvals will redirect the user to a new screen as shown in Figure 7.

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Figure 8 depicting how to approve the claims
8 View Request
If the user wants to view the details of past leave request he needs to click
on the View Request as shown in figure 7

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Figure 7 depicting how to view the past leave request
Pending My Approvals link will redirect the approving manager to a new screen as shown in Figure 8.
Figure 8 depicting how to view the past leave request

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From the Selection Criteria screen the user can select his desired criteria.
To view the details of leave based on any specific criteria follow the steps
given below:
Select the leave type and status of the leaves from their respective drill down menu.
Select the employee(s) by clicking the icon.
The user can also select the date filter by clicking on the
respective radio button on the available search criteria’s or can
even select the From and To date by clicking the icon.
Once all the criteria are selected click on the button to view
the leave request matching the selected criteria’s.

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9 Delegation
It may happen the user is going on a long term deputation or on Leave
from where accessing LMS is not possible. In that case, the user can
delegate his share of responsibility to the other person keeping the
Business rules into consideration. To make a delegation click on the
Delegation hyperlink as shown in Figure 9.
Figure 9 depicting how to create a delegation
9.1.1 Delegating Responsibility and Authority
Clicking on the Delegation link will redirect the user to a new screen as shown in Figure 10
.
Figure 10 depicting how to delegate responsibility and authority

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From this section the user can create a new delegation. To make a
delegation, click on the icon and select the name of the person
whom the authority and responsibility is to be assigned in your
absence.
Click on the icon in front of the From and To option to define the period of the delegation.
Once all the above fields are filled click on the button to delegate
the responsibility to the selected employee.
10Holiday Calendar

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This section allows the user to view the leave that are occurring or that can
be availed in the current year. To view the Holiday Calendar click on the
Holiday Calendar hyperlink as shown in Figure 11
Figure 11 depicting how to access the Holiday Calendar
Clicking the Holiday Calendar will redirect you to a new screen as shown in figure 12.
Figure 12 depicting the leave that can be availed for all geographical regions.

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This page displays all the leave that can be availed based upon different geographical regions.
11 My Leave Balance

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This section allows the user to view the status of the count of the leaves
availed till now and available in a tabular format. To view the same,
click on the My Leave Balance as shown in the Figure 13.
Figure 13 depicting the leave balance.
Clicking on this link will redirect the user to a new screen as shown in Figure 14
Commented [PG1]: A summary of these fields can be
given ie opening balance, accrued etc.

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From this screen the user can view the complete count of his
leaves which are available or which have already been taken by
the employee.

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12 Reports
This section allows the user to view his Leave History, Leave Balance
and Leave Ledger by a mere click on their respective hyperlink.
13 LMS New Face
13.1 LMS Home Page
User can apply/view leaves through this screen.

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User can view his leave balance on the left hand side of the screen.
User can apply Powerdown, Comp off and RH from the dates on
the widgets on right hand side of the screen.
User can apply a new leave request using two options:
1. By Calender
User can apply leaves like Annual Leave, Restricted Holiday,
Compensatory off, My Leave, Sick Leave, etc by navigating and
selecting the desired date on the calender.
User can navigate between months to view leave details of different months.

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2. By Leave Type
User can also apply leaves by leave type.

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User can apply other leaves like Child raising leaves, Tubectomy
operation leaves, Tution leaves, etc by clicking ‘By Leave type’ and
then ‘Other Leaves’.

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13.1.1 Filling the Leave Request Form
To fill a leave request, follow below steps:
Select leave date(s) from Calender or leave type from By Leave Type and click on ‘Apply’ button.
Following screen will appear:
User can select Full/Half day leave by clicking on the ‘Sun’ icon in orange color.
User can also change leave type by selecting leave type from the drop down next to leave date.

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User can update contact details during leave period by editing the ‘Contact number’ text box.
User can enter the reason for availing leaves in leave reason text box.
User can inform other members of his team about his leave by
clicking on ‘CC’. This will enable a pop up as shown below.

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From CC list pop-up, user can search for the respective member
whom she/he wants to inform on the basis of Name or SAP code.
By default, it will show the user’s RM and SLM name. For other
name to be added, enter sap code or 4 characters of employee name
and click on search icon. The selected name will then be displayed.
To select the name of the employees in Cc, click on the ‘tick’ icon
besides employee name and it will be added in CC list. Click on
‘delete’ icon to clear the name from CC list. After selecting
employees name to be added in CC list, click on ‘Done’.
User can change Approver for leaves being applied by clicking on
‘Approver’. This will enable a pop up as shown below. User can
change approver by entering SAP code/Name of employee and click
on search icon. . The selected name will then be displayed. Click on
the ‘tick’ icon besides employee name and click on ‘Done’.

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Click on the Draft button to save the Leave request as draft.
To submit the Leave request click on the Submit button.
Click on the Cancel button to go back to the leave request home page
13.1.2 Apply Comp Off Leave
Compensatory off leave can be applied in three ways:
1. By clicking on the Timesheet holiday date displayed in Blue color on Calender

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2. By Selecting Timesheet Holiday Date on the right hand side widget.
3. By selecting ‘Compensatory off’ in ‘Other Leaves’ on By Leave Type.

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User can select leave date against comp–off date from the pop up as
shown below. User can select leave date and then half/full day comp-off
and then click on ‘Apply’ button to apply comp off date.

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After that below pop up will come where user can enter leave reason
and tick check for disclaimer. Then click ‘Submit’.
13.1.3 My Leave Request
User can view the status of the leaves applied by him by clicking on ‘My
Requests’ under ‘Initiator’ tab from the Menu Links.

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By default, the screen shows the last 10 leaves applied and to view the
details of the rest of the leaves applied, click on the page number to go
to specific page.
13.1.3.1 Viewing the Details of Leave request(s)
Clicking on the Leave Request No will open a pop up where applied
leave details can be viewed as shown below.

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Leaves saved as ‘Draft’ can be submitted by clicking on ‘Submit’ button as shown below.

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To check the history of the leave request, click on the clock like icon in the Action column.
Cancel Leave:

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User can cancel applied leave by clicking ‘X’ icon in Action
column of that particular leave. Enter the reason for
cancelling in the pop up as shown. Then click on ‘Cancel
Leave’.

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Partial Leave Cancel:
To Cancel a request click on the X image shown against each request
no in Cancel column.Below pop up will come ,here employee can
cancel the leaves(either all or partial),enter reason and click on cancel
,leave request will be cancelled.

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13.1.4 Leave Summary
On clicking My Leave Balance under the Initaitor tab, the leave summary
screen will be displayed where user can view leave details of each leave
type.
13.1.5 Leave Ledger
On clicking ‘My Leave Ledger’ under ‘Initiator’ tab in menu links, leave
ledger screen will be displayed where user can view his leave ledger.

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13.1.6 Holiday calender
This is the Holiday calendar page of employee where holiday leaves
falling on different dates are displayed. This calender will show current
year data.
There are three views of holiday calender:

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a.)Summary
b.)Quarter

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c.)Annual
Note: Clicking on a RH applicable will show a confirmation box, user can appy RH from here.

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13.1.7 LMS Leave Approval Page
The Approving Manager can approve or reject the leave request by
clicking on the ‘Leave/Delegation Approvals’ link under the
‘Approver’ tab as shown below.

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Below screen will be displayed.
The Approving Manager can approve leave requests pending for his
approval by clicking on ‘My Pending Approval’ tab as shown below.

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The Approving Manager can approve/reject leaves by two options:
1. Bulk Approve/Reject:
The Approving Manager can select multiple leave requests in bulk
to approve or reject as shown below.

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Approving manager can select all or multiple leave requests by
selecting the check box in front of it and then if he clicks on
‘Approve’ button, selected leaves will be approved or if he clicks
on ‘Reject’, selected leaves will be rejected.
In case reject button is clicked, then pop up will appear
where user will mention reason to rejecting the leaves.

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2. Viewing Single Leave Request Summary:
The approving manager can also view and approve/reject single
leave request by clicking on ‘Employee Name’.
Leave Summary pop up will be displayed. Leaves can be
approved/rejected by clicking on appropriate button on this
pop up.

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User can view Leave details like request number, requested date,
duration of leaves, type of leaves, reason for leave etc in ‘Leave
Details’ tab. Further, it will also show any other details or
attachment specific to the leave type.
User need to provide reject reason in case of rejecting leaves from
here and then click on ‘Reject’ to reject single leave request .
User can check the disclaimer, if present here, and then click on
‘Approve’ to approve sinle leave request.
Leave History can also be viewed by approving manager by clicking
on the ‘History’ tab in the ‘Leave Summary’ pop up as shown below.

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13.1.9 Leaves pending with Approving Manager’s Reportees
The Approving Manager can approve leave requests pending for his
Reportee’s approval by clicking on ‘My Reportees Approval’ tab as
shown below.

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This tab will show list of his reportees with their SAP code and leave requests pending for action.
The approving manager can click on any of his Reportee name to
view leave requests pending for his reportee’s approval.

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1. Bulk Approve/Reject:
User can then select multiple leave requests to approve/reject
pending leaves on his reportee’s behalf. He can then take
appropriate action by clicking on approve or reject.
2. View Single Leave Request:
User can also view leave details of any employee by clicking
on his name. He can then take appropriate action by clicking
on approve or reject.
3. Advance annual leave:

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This is used to give the advance annual leave for employees.
Leave Balance Updation

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It is used to give balance to the employees.
Apply Employee Leave/s
RM and HR can apply leave/s on behalf of an employee.

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Apply Inactive Employee Leave/s

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HR can apply leave/s on behalf of an inactive employee.

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Cancel employee’s leave/s
HR can cancel leave/s on behalf of an employe

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Apply VLE Encashment Screen

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13.1.10Reports
1.1.1 Leave History: This report will show the leave details of employee.
 Leave Balance: This report will show the leave balance of employee.

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 Leave Ledger: This report will show the leave ledger of employee.
 Actuarial Report: This report will show the actuarial details of employee.
 Provision Report: This report will show the provision details of employee.

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 Full & Final Report: This report will show the full and finaldetails of employee which
employees are resigne.

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 PMO report: This report will show the Leave ledger, leave balance and leave history report
according to company code and project code.
1.1.2 Leave history report:

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Leave Ledger report:
1.1.3 Leave Balance report:

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VLE Encashment Report - Below report is used by EHS to generate the VLE
encashment Data.

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14 Summary
The basic flow of the LMS application has been
described in this e-tutorial for your reference. This
e-tutorial explains the current scenarios on which
the Leaves are approved/rejected.

ENGLISH GRAMMER

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