Dear HR.My Team,
Business Case
Due to the nature of our business, We operates across multiple projects and sites, with employees frequently moving between different locations and working with different Project Managers depending on the project or assignment.
As a result, the traditional leave workflow based on a fixed reporting manager does not accurately reflect our actual organizational structure. An employee may work under different Project Managers at different times and, therefore, the person responsible for approving their leave may change from one leave request to another.
To ensure that the Leave Module properly supports this business model, we require the following functionality:
-
Select Leave Approver
The employee should be able to select the responsible Project Manager from a predefined list of authorized managers when submitting a leave request.
The selected manager should be the person responsible for reviewing and approving/rejecting that specific leave request. -
Assign Work Coverage During Leave
The employee should be able to select the Backup / Acting Employee who will handle their duties during the leave period.
The selected employee should automatically receive a notification with the leave dates, so that work responsibilities can be properly handed over and business continuity is maintained. -
CC / Information Recipients
The employee should be able to select at least three CC recipients from a predefined employee list. These recipients should receive a notification for information purposes, without being part of the approval process.
Expected Business Benefit
This functionality will allow the system to reflect our project-based and multi-site working environment, rather than enforcing a fixed manager-to-employee hierarchy.
It will also:
- Ensure that leave requests reach the manager actually responsible for the employee’s current project/assignment.
- Provide clear accountability for leave approvals.
- Ensure proper work handover and continuity during an employee’s absence.
- Keep relevant departments/managers informed without unnecessarily involving them in the approval workflow.
- Reduce manual coordination through WhatsApp, email, or phone calls.
- Create a clear and traceable record of the approver, backup employee, and informed parties for every leave request.
Kindly advise whether these requirements can be incorporated into the Leave Module and, if so, the proposed implementation approach and timeline.
Best regards,