Planned Leave Reports

Modified on Thu, 17 Apr at 4:28 PM

The Planned Leave Reports concern planned staff absences and can be accessed by clicking on the options under the Planned Leave header.

The following Leave Reports are available within the software:

Leave Summary
Cumulative Leave Report
Leave Type
TOIL Balances
Cover Levels Report

Leave Summary Report

The Leave Summary Report displays a summary of the following information in either days (D), or hours (H), depending on the employee configuration.

Name	Employees full name in the format: surname, first name.
Employee Number	Employees number; it must be unique and use characters A-Z, 0-9.
Department(s)	Employee's Division: Department.
Units	Measurement used to display the employees details (days or hours).
Start Month	Leave year start month for the employee.
Working Week	How many hours the employee works on a weekly basis.
Allocated	Allocated amount of leave for the employee in the leave year.
Carried	Amount of leave carried over from the previous leave year.
Adjustment	Adjustment of leave taken by the employee in their leave year.
Taken	Amount of leave taken by the employee in the leave year.
Earned	Amount of leave earned by the employee in the leave year.
Remaining	Amount of leave remaining for the employee in their leave year.
Percentage	Percentage of leave remaining compared to their allocation. This can be over 100%, if there are time earned requests in the system.

See Using Reports for details about how to change the options for this report. The options for this report are shown below:

Leave Year	This will filter down the report using a certain leave year.
Taken to Date	Filters from the start of the leave year up to this point.
Show Contract	Shows how much leave they are allowed per year.
Employee Type	Filters down report using an employee's type.
Allocation	Shows how much leave they are allowed per year as specified in the contract.
Show to Date Comparisons	Shows data based on Taken to Date and the full leave year.
Show Max Carryover	Shows the maximum amount of leave that can be carried over.

Cumulative Leave Report

The Cumulative Leave report displays the total amount of leave taken or earned by an employee per month in the current leave year.

Types	Displays one or man or the planned leave types.
Month Year	The month of year being shown.
Totals	The total amount f leave taken for this period.

Using Reports details how to change the Report Options this report. The options for this report are detailed below:

Employee Type	Filters down the report using an employee's type.
Approved Only	Shows leave that has been approved.
Leave Year	The Leave Year being displayed.
Display in Hours	Only available when a leave type filter is applied, by default the report will show a line per leave type, this option changes this into a single line.

Leave Type Report

The Leave Type report display a breakdown of the total amount of leave taken for each leave type, per employee. The options above are configurable.

Leave Type

This shows the amount of time taken for this leave type in das or hours, depending on the options provided.

See Using Reports for details about how to change the options for this report. The available options have been listed below:

Date Selection	This has the option of either Leave Year or Date Range.
Include Requested Leave	An option to include requested leave, or not.
Show Columns with Zero	Shows all leave types even if they have not been used.

Balance Report (TOIL)

The TOIL Balance report allows you to see different types of balances for selected employees. The report has been split into the following sections:

Additions	Amount of additional time this employee has earned*.
Deductions	Amount of time taken from their Time Off in Lieu (TOIL) Balance*.
Adjustment	Any adjustment(s) applied to the employee. NOTE: this column will not display if TOIL adjustment is disabled.
Balance	Difference between additions - deductions.

* Based on the configured leave types.

NOTE: The units of this report depends on the system configuration and maybe in days or HH:MM, the leave types used for this report and are included on the last row of the report, for example this could be TOIL accrued and TOIL deducted or any other leave type(s) you choose.

See Using Reports for details about how to change the options for this report. The options for this report are shown below:

Employee Type	Filters down the report by the employee type.
Show Records that Start Before	Displays the records that show before a chosen date.
Balance Type	Allows you to select a variety of balance types.

Options for this report are determined by the system configuration settings; please refer to the Administration Section of the Help Centre for further details.

Please note that this may require elevated system access.

Cover Levels Report

The Cover Levels reports shows the cover level status for the cover level records that have been configured in the system (see Administration Section of the Help Centre for instructions on how to configure Conflict Groups).

The report has been split into a day-by-day basis into the following categories:

Actual	The number of personnel scheduled to work in the specified list or department on that date (e.g., there are no records in the system to say that they are absent. This includes planned and unplanned absences).
Normal	The expected number of staff based on the working patterns applied to the employees in this group, for example if someone does not work on Wednesday then they will not be included into this normal staff level figure.
Percentage	The percentage of actual staff compared to normal staff. NOTE: this can be over 100% if employees work additional time.

Depending on the state of the group(s) specified date, the date will be colour coded to try to highlight any issues as shown at the bottom of the table:

RED	On this date the group(s) specified have fallen below the minimum threshold.
AMBER	On this date the group(s) specified area at their minimum threshold (e.g., If another employee were absent, they would fall below their minimum).
GREEN	On this date the group(s) specified are above 100%. I.e., one or more are working hours outside of their normal work pattern.