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Time Off Manager

The Time Off Manager feature allows you to request time off and view information about your requested time off, including a summary of vacation time you have earned, taken, or plan to take. You are also able to enter holiday preferences and view time off allotments for your vacation group. To help you in selecting your time off, you can view a Wait List and Time Off List by specific day.

Click the Time Off Manager link located on the Navigation Bar to display the Time Off Manager module. This link will only be available if the WebStation Time Off Manager feature has been enabled and the MU allows bidding in the Agent WebStation. When you click the Time Off Manager link, the Vacation Selection page is displayed (see Year Selection Page, 1-160).

What's in this Topic?

Bidding Alert

If your vacation group and year has been configured to bid for time off by seniority order, then you cannot submit a time off request unless it is your turn to bid. Agents with higher seniority than you, must have already completed their time off requests. As long as you are logged on to the Agent WebStation, you will receive a bidding alert, similar to Figure 1-58, when it is your turn to bid. If you are not logged on to the Agent WebStation when it is your turn to bid, then you will receive this alert the next time you log on.



Figure 1-58 . Bidding Alert

Click the open the Time Off Manager button to display the Year Selection page, as described in Year Selection Page, 1-160. Click the close button to close this window.

Year Selection Page

In the Year Selection (Choose a Year) page, as shown similar to Figure 1-59, the vacation group which you belong to is shown at the top of this page. Each row displays the ID and Name of the vacation group for each vacation year that is defined for your vacation group. In this screen you will choose a year for which you would like to view or request time off (see My Time Off Page - Text View, 1-165 and My Time Off - Calendar View, 1-171).



Figure 1-59 . Year Selection (Choose a Year) Page

If no vacation years are currently available for you to select, then the following message is displayed:

"There are no years open for bidding at this time."

Year Selection Page Information

Along with the Vacation Group and Year links, this screen shows the Date Range for each vacation year. The Already Bid column indicates whether or not you have already bid for time off. If you have made at least one time off request for the vacation year, then this field will display as "Yes"; otherwise, "No" will be shown.

Choose a Vacation Year

To choose the vacation year for which you want to view or request time off, click on either the Vacation Group link, or the Year link. The my time off page, as shown similar to Figure 1-60 is displayed (in text view), and this selected vacation year is used throughout the Time Off Manager module (until you select another year).

Time Off Manager Tabs

The following tabs are available in the Time Off Manager module after you have selected a vacation year, as described above: "my time off", "holiday preferences", and "time off allotments".

NOTE: Depending on the permissions given by your supervisor, you may not have access to all of the tabs and/or fields shown and discussed in this document.

My Time Off page

Once you select a vacation year, the my time off page (text view) is displayed similar to Figure 1-60. In this page, you can view time off information in either text view or calendar view for the selected vacation group and year. You are also able to view instructions, view bidding data, print time off data, and access the Request time off page for requesting, editing, or canceling time off.



Figure 1-60 . My Time Off - text view

NOTE: If your vacation group and year has been set up to bid based on seniority, then you will not be able to request time off if it is not your turn to bid. So, until the more senior agents in your vacation group have bid, you cannot bid (the request time off link will be hidden). However you may still view time off information, and cancel your time off. If you have already had your turn to bid (meaning it is a less senior person's turn to bid), you are still able to request time off. See Bidding Alert, 1-159 for information on how you are alerted when it is your turn to bid.

If you would prefer to view this page in a calender view, rather than a text view, click the calender view link. See My Time Off - Calendar View, 1-171 for details on the calendar view of the my time off page.

The following fields and links are displayed on the my time off page and are accessible in either text view or calendar view.

Vacation Year (link)

The name of the vacation year you selected is shown near the top of this page. If you need to select a different vacation year, select the Vacation Year name link shown on the top left to go back to the Year Selection page.

Time Format (field)

In the "Time format" field, select the format in which you want times in the summary section to be shown. Select HH:MM if you want to see values shown as hours and minutes; this is the default. Select DD:HH:MM to see values formatted as days, hours, and minutes. In this case the vacation year's FTE (full time equivalent) day length is used to determine the number of days to show for each time value.

Instructions (link)

Click the instructions link at the top of the my time off page to see instructions for vacation bidding, as specified by your supervisor for the vacation year. See Figure 1-61 for an instruction example. Click the close button to close the Instructions window.



Figure 1-61 . Instructions

Bidding Data (link)

Click the bidding data link at the top of the my time off page to display the Bidding Data window (similar to Figure 1-62), which shows you information about your work week, valid time off selection ranges, and other information such as your bidding date and order.



Figure 1-62 . Bidding Data

The fields displayed in the Bidding Data window are described below.

work week

This section shows the number of hours and minutes you work each day of the week, as well as the number of days per week you work, as set up by your supervisor in your profile.

valid selection ranges

This section shows the icon and description of each type of time off that is tracked in the vacation year, with Wait List shown last. The earliest and latest dates you may choose for each time off type are shown. NOTE: These are the Master From and To dates as specified by your supervisor. The Master From and To dates represent the date range within the Vacation Year in which agents may make time off selections.

additional information

Your bidding date and extension are shown in the bottom section of this screen. The "Order in the bidding list" value shows your order in the bidding list. Your work status is also included on this section, indicating whether you are Full Time or Part Time.

close (button)

Click the close button to close the Bidding Data window.

Printable View (link)

Click the printable view link at the top of the my time off page to display a separate window which contains a printable view of your time off information (similar to Figure 1-66). See Printing the "my time off" page, 1-175 for detailed information on printing this page.

Request Time Off (link)

Click the request time off link at the top of the my time off page to add a request in the Request time off page, shown similar to Figure 1-67. This page can be displayed any time you click on the request time off link from any page containing this link, or when you click on a date for which a request may be made in calendar view. For detailed instructions on how to submit a request for time off, see Request Time Off, 1-176.

IMPORTANT: If bidding by seniority and it is not your turn to bid (because more senior agents have not yet bid), this link will be hidden.

My Time Off Page - Text View

This text view is shown by default, once you select a vacation year. If the calendar view is displayed, you must click on the text view link at the top of this page to see the text view. In the text view you may view a time off summary for the selected vacation group and year, as well as information about taken, planned, and cancelled time off. You may also click on links to see bidding instructions, view bidding data, print time off information, or request time off.

Each of the data sections shown on this page (summary, taken, planned, and cancelled) are described in the following sections. Each column heading can be sorted in ascending order within the section by clicking on the column header (except for the Summary Section, which cannot be sorted). Click again to sort in descending order. Data may be sorted by any column except the "details", "edit", and "cancel" columns.

Summary section

The summary section gives you information about each vacation type, such as earned, taken, planned, and remaining time off. If any of the time off types is not tracked in the currently selected vacation year, then the fields for that time off type will be blank. Columns may not be sorted in the summary section. The fields shown in the summary section are described below.

show

These check boxes default to checked, which means that the data reflected in the tables below the summary will include information for all time off types. If you do not want to see information for all time off types, then uncheck the "show" check boxes for the time off types you do not want to be included in the tables on this page.

time off type

This field shows the icon and description of each exception code associated with the selected vacation year. In addition, if there are any time off types that exist for Taken or Planned vacation records for this vacation year's date range, then these time off types will be listed as well. Wait List is always listed last in the summary, but is grayed because Wait List values are not included in the Totals.

earned

This field shows the amount of time you have earned for the time off type.

credited

This field shows the amount of additional time you have been given for the time off type. This "credited" value is added to "earned" and "CO From Last Year" to determine the total amount of time you may take or plan to take for the time off type.

CO last year

This field is the amount of time you carried over from the previous vacation year into this vacation year for the time off type. This "CO last year" value is added to "earned" and "credited" to determine the total amount of time you may take or plan to take for the time off type.

taken

This field shows the amount of time off that you have already taken of this type during the vacation year (regardless of your vacation group). This value is the sum of time off taken between the vacation year's start date and the Master From date.

planned

This is the amount of time you have requested for future dates for the time off type. This value is the sum of the lengths of your future vacation records for the dates on and after the Master From date (for your vacation group and year).

debited

This is the amount of time that was manually debited for your agent ID for the time off type for the currently selected vacation year.

CO next year

This is the amount of time you carried over from the currently selected vacation year into the following vacation year. Values are only reported if the time off type is tracked in the currently selected vacation year.

remaining

This is the amount of time you have remaining to select for this type of time off. Values are only reported if the time off type is tracked in the currently selected vacation year. The following formula is used to calculate remaining:

remaining = earned + credited + COLastYear - taken - planned - debited - CONextYear

NOTE: For an explanation of the fields in this formula, see the field definitions described above.

Totals

This row shows the totals for all columns, but excludes any Wait List values.

Taken section

This section contains information about the time off you have taken. If multiple instances of the same vacation exception code occurred on the same date, these are combined to show on a single row. Values are shown for Taken records that exist for your agent ID for dates on or after the vacation year's start date, and before the Master From date.

Only vacation time off types for which you checked the "show" check box in the summary section, are shown in the "taken" section. So, if you unchecked the "show" check box for any of the time off types, then time off that was taken for those vacation types will not be shown.

Rows in this section are initially sorted by date, then by time. However, you may sort the data in this table by clicking on any column header, except the details column.

If there are no records to be displayed in this section, then the text "No data" will be shown.

The fields shown in the "taken" section are described below.

details (link)

Click the details link to open the Time Off Request Details window, which allows you to view detailed information about this particular vacation time you have taken. See View Time Off Request Details, 1-169 for more information on the Time Off Request Details window.

day

This is the day of the week on which the time off was taken. If the entire week was taken, then "Week" is shown here, rather than a single day of the week.

date

This is the date on which the time off was taken. If a week was taken, the beginning and end week dates are shown.

type

This is the type of time off that was taken, which is the description of the exception code that represents this vacation type.

time

This is the time range for which you took time off (for example, 8:00 AM - 5:00 PM).

length

This is the amount of time that you took off for the time off type, for this day.

Planned section

This section contains information about the time off you have requested, but have not yet taken. A row is shown for each Planned record that exists for your agent ID for dates that fall between the vacation year's Master From date and the vacation year end date (inclusive of both dates). NOTE: This data is limited to the vacation group currently shown.

Only vacation time off types for which you checked the "show" check box in the summary section, are shown in the "planned" section. This includes Wait List records (if the status is active). If you unchecked the "show" check box for any of the time off types, then time off that is planned for these vacation types will not be shown.

Rows in this section are initially sorted by date, then by time. However, you may sort the data in this table by clicking on any column header, except the edit and cancel columns.

If there are no records to be displayed in this section, then the text "No data" will be shown.

The fields shown in the "planned" section are described below.

edit (link)

Click the edit link to display the Edit time off request page. See Edit Time Off Request, 1-184 for details.

day

For full and partial day requests, this is the day of the week on which the time off is to be taken. For full week requests, "Week" is displayed here.

date range

This is the date range during which the time off is to be taken. If the request is for a full or partial day, then a single date is shown. For week-long requests, the start and end dates are both shown.

type

This is the type of time off that is to be taken.

time

This is the time range during which you are planning to take time off. For week-long requests, "All Week" is shown. For full day requests, "All Day" is shown. For partial day requests, the requested time range is shown.

length

This is the amount of time that you will be taking off, shown in hours and minutes.

cancel (link)

Click the cancel link to cancel this time off request. A message box is displayed:

"Are you sure you want to delete this time off request?"

Click OK to cancel the time off request. The page will be redisplayed and the request will no longer be shown in the "planned" section, it will move to the "cancelled" section. The summary section will be updated to reflect the cancellation. Click the cancel button if you do not want to continue with cancelling the request, and the time off request will not be cancelled.

NOTE: The cancel link will only be shown if your supervisor has given you permission to cancel time off requests.

Cancelled section

This section contains information about the time off you requested, but subsequently cancelled. A row is shown for each Cancelled record that exists for your agent ID for dates that fall between the vacation year's start and end dates.

If you want to see cancelled Wait List requests, then make sure the "show" check box is checked for the Wait List time off type in the Summary section on this page.

Rows in this section are initially sorted by date, then by time. However, you may sort the data in this table by clicking on any column header, except the edit and cancel columns.

If there are no records to be displayed in this section, then the text "No data" will be shown.

The fields shown in the "cancelled" section are described below.

details (link)

Click the details link to open the Time off Request Details window, which allows you to view detailed information about this particular vacation time you have cancelled. See View Time Off Request Details, 1-169 for more information on time off details.

day

For full and partial day requests, this is the day of the week for which the request was made. For full week requests, "Week" is displayed here.

date range

This is the date range for which the request was made. If the request is for a full or partial day, then a single date is shown. For week-long requests, the start and end dates are both shown.

type

This is the type of time off that was requested.

time

This is the time range of the request. For week-long requests, "All Week" is shown. For full day requests, "All Day" is shown. For partial day requests, the requested time range is shown.

length

This is the amount of time that you had requested, shown in hours and minutes.

View Time Off Request Details

You can view details for a particular vacation that you have taken by clicking the details link in the "taken" or the "cancelled" section on the my time off page. The Time Off Request Details window is shown similar to Figure 1-63. This page is also shown when you click on any "taken" date in the Calendar view of the my time off page (see Calendar Colors and Links, 1-173), or when you click on the view additional information link on the Edit time off request page (see View Additional Information, 1-186).



Figure 1-63 . Time Off Request Details

The following view only information is displayed in the Time Off Request Details window.

time off type

This is the exception code icon and description that represents the time off type that was granted.

date / start date

This field shows the date, if the time off represents one day. The start date is shown if the time off represents more than one day.

end date

This field shows the end date for the request. The end date is only shown if the time off is for more than one day.

time

This is the time range of the request. For week-long requests, "All Week" is shown. For full day requests, "All Day" is shown. For partial day requests, start and end times are shown.

taken length

This is the amount of time taken off for this vacation type and date, shown in hours and minutes. Only dates that are before the Master From date are shown.

request length

This is the requested amount of time, shown in hours and minutes. NOTE: If the length is for an entire week, then this value will actually come from your agent profile record, rather than being the total amount of time requested for the entire week.

days

This is the day or days of the week to which the request applies. Each day of the week to which the request applies is shown in dark color; the remaining days of the week are shown in medium color.

status

This is the current status of the request; which can be "taken", "planned", "wait listed", or "cancelled". NOTE: Depending on how you accessed the Time Off Request Details window, the possible values for the status will vary. For instance, if accessing this from the "taken" section of the my time off page, then the status will be "taken". If accessing this from the view additional information link on the Edit time off request page, then the status could be any of the four possible statuses.

comments

This is the agent comment associated with this time off. Your supervisor must have given you permission to add comments, or the comment field will be blank.

vacation year

This is the vacation year for which you requested time off.

requested by

This is the agent or supervisor name that originally entered the request.

requested

This is the date and time the request was originally entered.

last modified by

This is the name of the supervisor who last modified the request. If the supervisor no longer exists, then the logname is shown; or your agent name could be shown here.

last modified

This is the last modification date and time.

close (button)

Click the close button to close the Time Off Request Details window.

My Time Off - Calendar View

This page, similar to Figure 1-64, is displayed when you click the calendar view link from the text view of the my time off page. This page provides a calendar view of your time off requests, as well as the status of each day in the vacation year. A calendar is displayed for each month in the currently selected vacation year. Each day in each calendar is colored according to its status (as described in Calendar Colors and Links, 1-173).



Figure 1-64 . My Time Off - calendar view

Just as in the text view of this page, you may view time off information about taken, planned, and cancelled time off, see bidding instructions, view bidding data, print time off information, or request time off.

If you would prefer to view this page in a text view, rather than a calendar view, click the text view link. See My Time Off Page - Text View, 1-165 for details on the text view of the my time off page.

Summary Section

The summary section gives you information about each vacation type, such as earned, taken, planned, and remaining time off. If any of the time off types is not tracked in the currently selected vacation year, then the fields for that time off type will be blank. Columns may not be sorted in the summary section. The fields shown in the summary section are the same as described in Summary section, 1-165.

NOTE: If the "show" box is checked for a type of time off, then dates in the calendar that you have taken or have planned to take are shown in blue (taken or planned). If this box is unchecked for any of the time off types, these dates are not shown as "taken" or "planned".

Color Key (link)

Click the color key link at the top of the my time off calendar page to display a key which shows the time off status associated with each color, similar to Figure 1-65. For more information on how the colors are associated with the dates on the calendar, see Calendar Colors and Links, 1-173.



Figure 1-65 . Color Key

Click the close button if you want to close the Color Key window.

Calendar Colors and Links

In the calendar section, displayed in the bottom portion of this page, a monthly calendar is shown for each month that falls between the currently selected vacation year's start and end dates. Each day in each month is displayed according to its current status, as described in Color Key (link), 1-173.

When you click on a date in the calendar, one of the following is displayed, depending on the status for that date, showing your time off information for that day.

NOTE: You must select the "show" check boxes for the vacation types you want to see represented in the appropriate colors on the calendar.

Taken (blue)

Clicking on a blue "Taken" day in the calendar displays the Time Off Request Details window; see View Time Off Request Details, 1-169 for more information.

Planned (blue)

Clicking on a blue "Planned" day in the calendar displays the Edit time off request page; see Edit Time Off Request, 1-184 for more information.

Wait List (cyan)

Clicking on a cyan "Wait List" day in the calendar displays the Edit time off request page; see Edit Time Off Request, 1-184 for more information.

Open or Closed Holiday - past date (yellow or green)

There is no link associated with an open or closed holiday that is a past date.

Open or Closed Holiday - current or future date (yellow or green)

Clicking on a yellow or green "Holiday" day in the calender displays the Edit time off request page if you have already submitted a request for a current or future date (see Edit Time Off Request, 1-184). If you have not already submitted a request for a current or future date, then the Request time off page is displayed (see Request Time Off, 1-176).

Forced Off (magenta)

Clicking on a magenta "Forced Off" day in the calendar displays the Edit time off request page; see Edit Time Off Request, 1-184.

Out Of Range or Requests Not Allowed (white)

There is not a link for a day with this status, so no action occurs when you click on a date that has a white background.

Full - Past Date (red)

No action occurs if you click on a red "Full" day in the calendar for a date that is prior to the Master From date. A "Full" day is a day that has no time remaining to select for the vacation group on that day.

Full - Current or Future Date (red)

Clicking on a red "Full" day in the calendar for the current date, or for a date that is after the Master From date, displays the Request time off page (see Request Time Off, 1-176). The Wait List is selected by default. A "Full" day is a day that has no time remaining to select for the vacation group on that day.

Available (color scheme's "light" color)

Clicking on an "Available" day in the calender (your color scheme's light color), displays the Request time off page (see Request Time Off, 1-176).

Printing the "my time off" page

Click the printable view link at the top of the my time off page (text view or calendar view) to display a separate window which contains a printable view of your time off information. See Figure 1-66 for an example of what a printable view of your my time off page might look like. Note that the year is not a link, as it is on the my time off page.



Figure 1-66 . My Time Off - printable view

The fields shown on the printable view of "my time off" are similar to the fields explained in My Time Off Page - Text View, 1-165, with the following additional data:

The "request length" is shown (in hours and minutes) in the TAKEN DAYS section to indicate the actual amount of time that was requested. If you took the entire week off, then the request length value will be taken from the time your supervisor has set in your profile as your normal work week.

Each section shows the last date and time a request was modified, along with comments associated with the request (if your supervisor has allowed you to enter comments).

Print Your "my time off" page

To print this page, click the send to printer link. The browser's Print dialog box will open, and you may choose from standard print options to print this page.

Request Time Off

Click the request time off link at the top of the my time off page (text view or calendar view) to add a request in the Request time off page, shown similar to request time off link from any page containing this link (the text or calendar view of my time off page and in the time off allotments page). NOTE: If bidding by seniority and it is not your turn to bid (because more senior agents have not yet bid), this link will be hidden. The Request time off page is also displayed when you click on a date for which a request may be made in the calendar view of the my time off page (unless it is not your turn to bid).



Figure 1-67 . Request time off - Full Day



Figure 1-68 . Request Time Off - Partial Day

NOTE: None of the tabs are selected when the Request time off page is displayed. If you click on one of the tabs at the top of the page, then the time off request will not be submitted.

To request time off, you will need to enter information in the following fields in the Request time off page.

type of time off

Click the Drop List button and select the type of time off you would like to schedule. This list contains the description of each exception code used as vacation types for the currently selected vacation year.

length

Click the Drop List button and select the length of the time off request that you would like to submit. Choices for length are "Full day(s)", "Partial day(s)", and "Week". NOTE: If the only selection shown is "Week", this means that you are only allowed to request time off for an entire week (not individual days).

start date / week of

Depending on whether you selected the length to be a day (full or partial) or a week, the label for this field will either be "start date" or "week of". Enter a date (m/d/yy format) or click the Calendar button and select a start date for your time off request (see Figure 1-69). For a full or partial day request, this date represents the start date of the request. For a week request this is the start date of the week.



Figure 1-69 . Calendar window

The current month is shown when you click the Calendar button. To select a different month, use the right and left arrows to scroll to the month for which you would like to select a date. Click on a date in this calender to select it, and the Calendar window will close, adding the date you selected to the start date field.

end date

Enter a date (m/d/yy format) or click the Calendar button and select an end date for your time off request. If the start and end dates are the same because you are only taking one day off, then you may leave the end date blank. If you selected "Week" for the length of this time off request (in the "length" field), then the end date field will not be shown. In this case, the last day of the week that begins on the selected start date, is considered the end date.

start time/end time

This field is only displayed if you selected "Partial day(s)" for the time off length. Enter the start and end time in either the 12 hour format "h:mm AM/PM" (where h = hours, mm = minutes and AM/PM is case insensitive) or 24 hour format "h:mm". The time format is based on the language selected in "My Preferences" of the Agent WebStation. Depending on how your supervisor has configured time for the partial time off type you selected (such as length increments and minimum/maximum times allowed) you must enter a time that would follow these guidelines. If you enter an invalid start of end time (after also entering an end time) then you will get an error when you attempt to submit the time off request. See Submit or Cancel a Request, 1-180 for more information on errors when submitting a request.

NOTE: If you enter an end time that is earlier than the start time, it is assumed that the request crosses midnight.

comments

Enter a comment about this time off request in the "comments" field. You may enter up to 20 characters, except "&", "|", or "\". This field will not be displayed if you have not been given permission by your supervisor to enter comments for time off requests.

instructions (link)

If you want to see bidding instructions, then click on the instructions link to open the window containing instructions for bidding, as explained in Instructions (link), 1-163.

bidding data (link)

Click the bidding data link to display your bidding information, as described in Bidding Data (link), 1-163.

time off summary (link)

Click the time off summary link to display the time off summary of the vacation types for this vacation group and year (similar to Figure 1-70). This is the same information as the summary section on the my time off page, described in Summary section, 1-165, except the "show" check box column is not included. Click close to close the Time Off Summary window.



Figure 1-70 . Time Off Summary

NOTE: If requesting time off for a week containing holiday dates, only the dates in the week that are not holiday dates are counted as the requested time off type.

Click the close button to close the Time Off Summary window.

Submit or Cancel a Request

To cancel this time off request, click the cancel button and you will be returned to the my time off text page without the request being submitted.

Click the submit button to submit this time off request. If the request is valid, then it will be processed. If the request is not valid, one or more messages will be shown in red text at the top of the Request time off page, and the request will not be processed. For example, if the length field is set to "Partial day(s)" and the end time field is blank, the following message will be shown in red at the top of the page: "Please enter your end time of your partial day request".

NOTE: If changes are made by your supervisor which would keep it from being your turn to request time off (even though you had initially accessed the Request time off page) the submit button will not be displayed. Instead, you will see the following note in place of the submit button. "Requests may not be added since agents with higher seniority have not yet completed the bidding process."

If any errors are discovered when your request is being validated, informational error message(s) are shown so you will know what needs to be corrected. As instructed, you must correct these errors, and then resubmit your time off request again. NOTE: After you make corrections and resubmit your request, you may still get error messages for the values you entered. Use these informational messages to help you know what values to change.

Special Validation for Week Selections

If the length field is set to "Week" and the start date does not fall on the vacation year's first day of the week, then the following message will be shown on a new page, shown similar to Figure 1-71.

"Warning: A week request must begin on a <first day of week>. If you continue, your request will be submitted for <first day of week date> - <last day of week date>.

(Your requested start date was <day of week> <start date>.)"



Figure 1-71 . Request Time Off - Week Selection Error Page

This request validation message page has two buttons available: Change my dates and continue and Cancel and go back. Clicking Change my dates and continue will automatically change the start date to the first date of the selected week and the validations will continue using the new date. Clicking Cancel and go back will re-display the Request time off page. In this case, none of the fields will be changed, and the request will not be submitted.

Link

If you would like to look at instructions, bidding data, or a time off summary, these links are available on the Error page. See instructions (link), 1-179, bidding data (link), 1-179, and time off summary (link), 1-179 for details. The information shown on these pages should be helpful to you as you are requesting your time off.

Confirmation Page

Once the initial data on the Request time off screen has been validated, a Confirmation page is shown (similar to Figure 1-72) indicating that "Your request has been submitted". The status of each request that was submitted is shown here. If a week request was submitted, then a single line is shown for the week. Otherwise, one line is shown for each date in the range you specified.



Figure 1-72 . Request Time Off - Confirmation Page

Depending on the dates you requested, the Confirmation page will indicate which dates were granted and which dates were denied. It is possible that some of the dates you requested were granted, while other dates may have been denied. The following information is shown on the Confirmation page. Note that the instructions, bidding data, and time off summary information can be accessed from this page (see Instructions (link), 1-163, Bidding Data (link), 1-163, and Summary section, 1-165 for details on these).

IMPORTANT: If your time off request session is being timed to enforce a limit for completing requests, the timer will begin once the Confirmation page is displayed. See Timer Runs Out, 1-183 for more information about the vacation request timer.

date

This is the date or date range of the request. For a single day, the abbreviated day of the week is also shown. For a week, the start and end days of the week are shown.

type

This is the icon and description of the time off type (exception code).

time

For week requests, the text "All Week" is shown in this field. For full day requests, the text "All Day" is shown. For partial day requests, the time range you requested is shown.

length

This is the length of the request shown in hours and minutes.

status

For each date, a check mark or an "x" icon is shown next to the status. A request can either be granted, denied, or can have a failed status if an error occurred while saving the request.

NOTE: If a week request is granted and the week contains one of more holidays, then the granted holiday records are shown separately, below the week row.

reason

If a time off date could not be granted, then along with the "denied" status, a reason is given. For instance if your request overlaps an existing request, the reason field would display the text: "Your request could not be granted because it overlaps an existing request". Or, if you requested more time off than you actually have available, the reason field would show something similar to the following message. "The amount of Vacation time you have remaining is 2:00. Therefore, your request for 8:00 could not be granted."

If all, or some of your time off requests were denied, you may want to enter another request in order to choose times/dates that would result in a "granted" status. Even if your request(s) were granted, you may want to submit another request at this time. To submit another request, see Submit Another Request, 1-183.

Links

If you would like to look at instructions, bidding data, or a time off summary, these links are available on the top of this Confirmation page. See Instructions (link), 1-163, Bidding Data (link), 1-163, and time off summary (link), 1-179 for more information.

Submit Another Request

To submit another request, click the No, I would like to enter another request button to display the Request time off page again. Follow instructions detailed in Request Time Off, 1-176 to submit another request for time off. If your supervisor has specified that a timer be set to limit the time for which you are allowed to complete your bidding, then this timer will continue running. See Timer Runs Out, 1-183 for more information on the bidding timer.

Finish Time Off Request

If you are finished requesting time off, click the Yes, I am finished button to add this request to the TotalView database and return to the my time off page. The my time off page will be updated to reflect this time off request. Also, values in the time off allotments page will be updated for the vacation group and year to reflect this request.

Timer Runs Out

Your supervisor may have configured a timer to limit the amount of time you have to complete your time off requests. If the timer runs out while you are still adding time off requests, then a message window will be displayed similar to Figure 1-73.



Figure 1-73 . Finished Message Window

If you are not finished with your time off requests, then click the No, I am still entering requests button, and the timer will be reset for the same vacation year. If you are done adding time off requests, then click the Yes, I am finished button to add a record to the TotalView database. This allows the next user in line to begin bidding. NOTE: The timer is also reset if you close this window without clicking the Yes, I am finished button or No, I am still entering requests button.

If you are not logged into the Agent WebStation when the timer runs out, the next agent in the bidding list will still be notified that he or she may now enter time off requests. NOTE: If you had not completed your time off requests, you will need to use the Request time off page to submit the rest of your time off requests (see Request Time Off, 1-176). If you need to edit an existing time off request, you may edit your time off requests as described in Edit Time Off Request, 1-184. If bidding by seniority, you may only edit your requests if agents with a higher seniority have already entered requests.

Edit Time Off Request

The Edit time off request page is displayed, similar to Figure 1-74, when you click any edit link in the my time off page, or when you click on a date for which a request has already been made in the "calendar view" of the my time off page.



Figure 1-74 . Edit Time Off Request (length changed from week to day)

The links shown on the top of this page are the same as described in sections: Instructions (link), 1-163, Bidding Data (link), 1-163, and time off summary (link), 1-179.

The fields in this screen are the same as the fields described in Request Time Off, 1-176. All fields may be edited, except the "start date" and "end date" fields.

Editing Restrictions

If bidding by seniority and it is not yet your turn to bid, the save changes button and the delete request button are not displayed until it is your turn. Instead, you will see the following note in place of the buttons: "Requests may not be modified since agents with higher seniority have not yet completed the bidding process."

If you are attempting to edit a request that was actually requested in a different vacation year, the save changes button and delete request button are not displayed. This might occur if you have vacation years that overlap. The following note is shown in place of the save changes button: "This request was made for <vacation year>". You will need to choose the vacation year for which the request was made before you can edit the request.

If vacation days span over into the next vacation year, then the save changes button and the delete request button will not be shown if the vacation year which the days were selected in, is not the vacation year being shown. Instead the following text is displayed: "This request was made for <vacation year>". For example, if time off was selected in the 2005 vacation year for Dec 26, 2005 through Jan 6, 2006, then you are not able to modify or delete this request if the 2006 vacation year is retrieved. In this example, you must retrieve the 2005 vacation year to be able to edit this time off, even though some of the time off dates are shown in the 2006 vacation year.

Change "Week" to "Days"

If your original request was for a week and you change the length to "Full day(s)" or "Partial day(s)" then the "days" check boxes are displayed to allow you to choose which days of the week you want to keep, and which days you want to cancel (as shown in Figure 1-74). The boxes will be checked for the days in the week which you initially requested. Click the check box for any day you do not want to keep as a day off, and the check mark will be removed for that day. Note that you are not allowed to change a full or partial day request to a week request.

Helpful Links

If you would like to look at instructions, bidding data, or a time off summary, these links are available on the top of the Edit time off request page. See Instructions (link), 1-163, Bidding Data (link), 1-163, and time off summary (link), 1-179 for details. The information shown on these pages should be helpful to you as you are editing your time off request.

View Additional Information

Click the view additional information link to display the Time Off Request Details window, as described in View Time Off Request Details, 1-169.

Save Changes

See Editing Restrictions, 1-185 for information on why the save changes button is not always available.

Click the save changes button to save your time off request changes. If the data is valid, then it will be processed. If the request is not valid, then the request will not be processed. In this case, one or more messages will be shown in red text at the top of the Error page similar to Figure 1-71.

Once the data is validated, the time off request changes are processed and a Confirmation page is shown similar to Figure 1-72. See Confirmation Page, 1-181 for details about the confirmation page. The my time off page will be updated to reflect these time off request changes, as well as the values in the time off allotments page.

If this request cannot be modified because it has been deleted then the following message is displayed on the Confirmation page:

"This request has already been cancelled."

This situation could occur if a supervisor cancels your request in the TotalView workstation before you click the save changes button or delete request button on this page, or if you cancel the request in the WebStation but then click the browser's Back button and attempt to modify the request again.

NOTE: Since you are not able to modify the dates in the Edit time off request page, certain validations such as those for an invalid date, are not applicable. However, validations such as the dates requested are still checked to ensure they fall on a date for which modifications may be made.

Delete Request

The delete request button is only available if your supervisor has given you permission to deselect requested days. If not, then text is shown on this screen indicating that "Time off requests may not be deleted". See Editing Restrictions, 1-185 for additional information on why the delete request button is not always available.

If you want to delete this time off request, click the delete request button. A message window is displayed:

"Are you sure you want to delete this time off request?"

Click OK to cancel the time off request. Click Cancel if you do not want to delete the request.

Once cancelled, the cancelled request will be shown in the "cancelled" section of the my time off page, rather than in the "planned" section. Values in the time off allotments page will be updated for the vacation group and year to reflect this change as well.

NOTE: If records cannot be locked when you attempt to delete a request, then the following message is displayed:

"Your request cannot be cancelled at this time because the data cannot be locked. Please try again."

NOTE: If bidding by seniority and it is not yet your turn to bid, the delete request button is not displayed until it is your turn.

Cancel edit request

If you decide you do not want to edit this time off request, click the cancel and return to my time off button. Any changes made to this page will not be saved, and you will be returned to the my time off page.

Holiday Preferences

Once you have selected a vacation group and year, as described in Year Selection Page, 1-160, you can click the "holiday preferences" tab to enter work preferences for each holiday that is recognized by your MU. A page similar to Figure 1-75 is displayed when you select the "holiday preferences" tab.

NOTE: This tab is only shown if your supervisor has enabled holiday bidding for your vacation group and year.



Figure 1-75 . Holiday Preferences

Vacation Year

When this page is displayed the start and end dates of the currently selected vacation year are displayed at the top of the page. If you want to select a different vacation year, click the Vacation Year link to display the Year Selection page, where you may choose a different year (as described in Year Selection Page, 1-160). IMPORTANT: If you click the Vacation Year link, any changes made on this screen will be lost.

Request Time Off

From the holiday preference page, you can also select the request time off link to submit a time off request, as described in Request Time Off, 1-176. NOTE: If bidding by seniority and it is not your turn to bid, this link will not be shown.

Day/Date/Holiday

Each row displayed on this page shows you the Day of the week on which the holiday falls, the Date of the holiday, and the Holiday name.

Open/Closed

This field indicates that the MU is either "Open" or "Closed" for the holiday.

Preference Selection

Although you are able to choose preferences for specific holidays, you may not always be able to get the preference you have chosen for each holiday. On this screen, you are merely choosing what you would "prefer". Your holiday preferences are taken into account when you are being scheduled for holidays, however, it may not always be possible to schedule according to your preferences.

For each row (holiday) you can select your work preference by choosing one of the three following options for each holiday:

No Preference

Select the "No Preference" option for any holiday which you have no preference whether or not you want to work on this holiday. This option is the default for all holidays, if you have not yet selected a preference.

Volunteer to Work

Select the "Volunteer to Work" option for any holiday which you would like to work.

Request Off

Select the "Request Off" option for any holiday which you do not want to work.

Submit or Cancel a Holiday Preference

Click the submit button to save your holiday preferences and display the holiday preferences confirmation page, similar to Figure 1-76. If you do not want to save any changes made on this page, click the cancel button. You will be returned to the my time off page.



Figure 1-76 . Holiday Preferences Confirmation Page

The holiday preferences confirmation page displays the Date, Holiday name, Open/Closed status, and the work Preference you selected for each holiday.

Request Time Off (link)

This holiday preferences confirmation page also includes a request time off link, if you would like to submit a time off request, as described in Request Time Off, 1-176. NOTE: If bidding by seniority and it is not your turn to bid, this link will not be shown.

Edit Holiday Preferences

Click the Click here to edit your preferences link to display the holiday preferences page again, and make preference changes to any holidays, as described in Preference Selection, 1-189.

Time Off Allotments

Once you have selected a vacation group and year, as described in Year Selection Page, 1-160, you can click the "time off allotments" tab to view time off data for your vacation group and year. A page similar to Figure 1-77 is displayed.

NOTE: This tab will only be shown if your supervisor has allowed you to view either vacation group data, the wait list, or the time off list for your vacation group and year.



Figure 1-77 . Time Off Allotments - Monthly View

When this page is initially displayed, the start and end dates of the current month are displayed at the top of the page. By default, data for the current month is shown, but you can use the Daily, Weekly and Monthly links at the top of this page to change the data being displayed. You can also use the calendar on the right to view data for a particular day, week, or month, as explained in Calendar Controls, 1-194. The date range shown at the top of this page will change to reflect the date(s) you have chosen to view.

Vacation Year

If you want to select a different vacation year, click the Vacation Year name link to display the Year Selection page, where you may choose a different year (as described in Year Selection Page, 1-160). IMPORTANT: If you click the Vacation Year name link, any changes made on this screen will be lost.

Request Time Off

From the holiday preference page, you can also select the request time off link to submit a time off request, as described in Request Time Off, 1-176. NOTE: If bidding by seniority and it is not your turn to bid, this link will not be shown.

Time Format

In the "Time format" field, select the format in which you want times shown in this page. Select HH:MM if you want to see values shown as hours and minutes; this is the default. Select DD:HH:MM to see values formatted as days, hours, and minutes. In this case the vacation year's FTE (full time equivalent) day length is used to determine the number of days to show for each time value.

View Time Off Allotments in Monthly View

This is the default view shown (for the current month) when the time off allotments page is initially displayed, as displayed in Figure 1-77. If you had been viewing daily or weekly data on this page, and click the Monthly link, then the month that contains the first day of the currently displayed range is shown. If any of the days of the month fall outside of the vacation year date range, then those dates are not shown. See Time Off Allotment Fields, 1-195 for a description of the fields displayed on this page.

View Time Off Allotments in Daily View

Click the Daily link to display the data for a single date, similar to Figure 1-78. The first day of the currently displayed range is displayed. See Time Off Allotment Fields, 1-195 for a description of the fields shown on this page.



Figure 1-78 . Time Off Allotment - Daily View

View Time Off Allotments in Weekly View

Click the Weekly link at the top of the page to display the data for a week, similar to Figure 1-79. The week that contains the first date of the currently displayed range is shown. The vacation year's first day of week is used to determine the week boundary. If any of the days of the week fall outside of the vacation year date range, then those dates are not shown. See Time Off Allotment Fields, 1-195 for a description of the fields displayed on this page.



Figure 1-79 . Time Off Allotments - Weekly View

Calendar Controls

The data shown on the time off allotment page will change, depending on your selection in the calendar. Below are instructions for using the calendar.

Time Off Allotment Fields

Depending on the permissions set up by your supervisor for your vacation group and year, you may not see all of the view only fields described in this section. For each field, data is shown for either a selected day, a selected week, or for the entire month, depending on the Daily, Weekly, or Monthly link selection, or the calendar selection.

The Time format, as described in Time Format, 1-192, will be used to show data in either hours or days.

day and date

These columns show the day and date for the selected view. Each day is on a separate row.

allowed

This column shows the amount of time to be taken off by agents in the vacation group.

rsvd (reserved)

This is the amount of time that is on reserve for the vacation group. If this field is blank, this means the reserved value is zero for this day.

taken/planned

This is the amount of time agents in the vacation group have taken, for dates that fall before the master from date. This is the amount of time agents in the vacation group have requested, for dates that fall on and after the master from date. Forced day off records and Holiday records are not counted in this value. If the value for taken/planned records is zero, this field will be blank.

remaining

This is the amount of time that is still available for agents in the vacation group to take. This is calculated as follows:

remaining = allowed - reserved - taken or planned

Negative values and zeros are shown in red, positive values are shown in black.

wait list value

This is the amount of time agents have requested as wait list for the date.

view wait list (link)

Click the wait list link to display a window that shows the agents who have requested wait list time for the date. This link is only available for a date if the value in the "wait list" column is greater than zero. See Wait List, 1-196 for more information.

view time off list (link)

Click the time off link to display a window that shows the agents in your vacation group who have taken or requested time off for the this date. This link is only available for a date if the value in the "taken" column is greater than zero. See Time Off List, 1-197 for more information.

Wait List

The Wait List, similar to Figure 1-80, is available when you click the wait list link in the time off allotments tab. The Wait List shows all the agents in your vacation group who have requested wait list time for the selected day. This date is shown at the top of the page.



Figure 1-80 . Wait List

NOTE: If there is not data to be shown, then the following text is shown in place of the data on this page: "There are no agents on the wait list for this date."

The agents on this page are initially listed in ascending order by name, however you may click any column heading to sort the data by that column.

The view only fields in the Wait List are described below:

ID/Name

This is the ID and Name of the agent that requested the wait list time.

bidding date

This is the bidding date for each agent.

ext (extension)

This is the bidding extension for each agent, which is the position if the bidding extension is used as a tie-breaker for bidding order.

bidding order

When agents in the vacation group are sorted by bidding date, using the bidding extension as a tie-breaker, this is the agent's position in the bidding order. This field is blank for agents that are not assigned a bidding date and extension. Note that agents with no bidding date and no bidding extension are not allowed to add or modify time off requests.

NOTE: In case of a tie between agents with the same bidding date and extension, the TotalView ID is used as the tie-breaker (in ascending order).

time

This is the time range for which the agent is on the wait list. This field shows a time range, if the time is for a partial day. If the time is for a full day, then "All Day" is shown. If the time is for a week, then "All Week" is shown in this field.

time wait listed

This is the date and time the agent initially submitted the wait list request.

close (button)

Click close to close the Wait List window.

Time Off List

The Time Off List, similar to Figure 1-81, is available when you click the time off link in the time off allotments tab. The Time Off List shows all the agents in your vacation group who have taken time off, or who have requested time off for the selected day. This date is shown at the top of the page.



Figure 1-81 . Time Off List

NOTE: If there is not data to be shown, then the following text is shown in place of the data on this page: "There are no agents with time off on this date."

The data on this page includes holidays, but not forced days off. Also, time off is shown even if the vacation year is set to a vacation year other than the currently selected year.

The agents on this page are initially listed in ascending order by name, however you may click any column heading to sort the data by that column.

The view only fields in the Time Off List are described below:

ID/Name

This is the ID and Name of the agent that requested the time off.

bidding date

This is the bidding date for each agent.

ext (extension)

This is the bidding extension for each agent, which is the position if the bidding extension is used as a tie-breaker for bidding order.

bidding order

When agents in the vacation group are sorted by bidding date, using the bidding extension as a tie-breaker, this is the agent's position in the list. This field is blank for agents that are not assigned a bidding date and extension.

NOTE: In case of a tie between agents with the same bidding date and extension, the TotalView ID is used as the tie-breaker (in ascending order).

time

This is the time range of the request, or the time range that was taken. This field shows a time range, if the time if for a partial day. If the time is for a full day, then "All Day" is shown. If the time is for a week, then "All Week" is shown in this field.

time requested

For planned requests, this is the date and time the agent initially submitted the time off request. For taken time off, this field is not shown.

close (button)

Click close to close the Time Off List window.


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