Implementing a New Leave Approval System: A Detailed Report

This report details the implementation of a leave approval system within an organization, specifically focusing on LeavePlanner Absence Management Software. It covers the need for a revised system to manage employee leaves effectively, addressing the challenges of workload distribution and operational efficiency. The report outlines the consultation process, involving IT technicians, consultants, and software suppliers, along with the evaluation of suppliers and the development of an implementation plan. Key components include a backup plan, communication strategies to introduce the new system, a training handbook for employees, and a risk management plan to mitigate potential issues. The report emphasizes the importance of stakeholder engagement, user-friendly software, and comprehensive training to ensure a smooth transition and successful adoption of the new leave approval system. The report also includes the challenges and benefits of implementing the new system.

Plan and implement
administration system

Table of Contents
INTRODUCTION...........................................................................................................................1
New or revised administration system...................................................................................1
Evidence of consultation........................................................................................................1
Quotations from suppliers......................................................................................................1
Evidence of evaluating suppliers............................................................................................2
Implementation plan...............................................................................................................2
Back up plan and procedure to use new system.....................................................................2
Communicating to introduce new system..............................................................................3
Training handbook..................................................................................................................3
Risk management plan...........................................................................................................3
CONCLUSION................................................................................................................................4
REFERENCES................................................................................................................................5

INTRODUCTION
In order to run an organization, it is essential to have administrative system and
procedure for board of directors, employees and management. In this context, head of firm are
held accountable for the regulations and rules that are placed for the procedure of administration
(Yan, Xiong and Miao, 2014). There are certain set of system that is followed within the
organization and owners of the firm are responsible to make sure that rules and regulations are
properly being followed. This report is over a system related with leave approval system which is
LeavePlanner Absence Management Software that is currently being followed in small business
organizations.
New or revised administration system
Within the organization, the work is being divided among workers and for each day work
is planned. However, it becomes difficult for the management to operate effectively when any of
the workers takes leaves. The burden of work get on the other employees. With this respect, the
system for approval of leave will consider the condition of the firm and make sure that that
leaves taken by workers are properly managed (Bian, Xie and Jiawei, 2014). When work will be
managed, then it will be favourable enough for the management to undertake to day to day
activities performed by employees effectively and efficiently. There are other system like SAP
Time Management and POWL to accept and reject absence of employees.
Evidence of consultation
In order to make sure that this system to be developed, it is essential to have developers
who will be involved. In this context, it includes IT technicians, administration system
consultants, software suppliers, IT trainers and equipment suppliers. It is essential to have cost
estimated so that the system can be implemented in an effective manner.
Quotations from suppliers
To make sure that the system of leave approval to be developed, it is essential to have
effective support from IT technicians as they will helpful enough to make sure that the system is
developed (Samaranayake, Cheung and Cheung, 2014). In this process, it is also essential to
convey all type of information so that they will be able to make the software which is user
friendly and leaves taken by workers can be managed and the rate of performance can be raised.
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When information is conveyed, then developers will be able to understand the requirement and
make changes in the software accordingly.
Evidence of evaluating suppliers
In order to implement the system, it is important to for all the stakeholders have proper
information related with the system that has to be implemented. Management will make use of
two different strategies that will help to make the system work. For this purpose, external
consultants will be used as they will be able to provide proper information about the areas that
has to be considered with the help of which the risk involved can be eliminated. Further, change
management strategies will be used as all the stakeholders may not be able to accept the changes
that management wants to implement (Jelacic, Bowdle and Togashi, 2015). Further, it is a type
of systematic process that is helpful to make sure that the changes can be adopted in an effective
manner.
Implementation plan
To make the system adopted within the organization the first step will be to convey all
the stakeholders about the new system that is to be used. This way when the system will be
implemented, then employees will develop their mind in positive manner. The system will be
developed and designed. Before implementing the plan, it is essential to make sure that there is
proper testing done as there are conditions in which some kind of issues can be faced. Then the
system will be introduced and there will be training provided so that employees will make use of
the system to apply for leaves.
Back up plan and procedure to use new system
There are condition in which the system can go offline. This can create issues for
employees. In order to overcome this type of issues, it is essential to make sure that workers are
provided with proper information that in such condition employees need to make use of email so
that management will get to know they have applied for leave (Crowe, Pandeya and Whiteman,
2014). Further, when the issues faced in the system gets resolved, the leave taken by workers
will be included in the system. The information provided through mail will help in considering
the leaves that are taken by workers and late on when the system gets online, employees can
include in it.
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Communicating to introduce new system
To all Employees,
This is to inform that there is a new system that is being used in coming days. This
system will be helpful enough to manage the leaves that are taken by workers. This system is
implemented in order to reduce the burden of worker when other employees take leave. It is
recommended to avoid taking unplanned leaves until there is any kind of emergency. Further,
planned leaves will be effectively managed with the help of this new software (Ali, Zevenbergen
and Tuladhar, 2014). In order to learn and to make use of the new system, there will be training
that will be scheduled. Training will be for 1 hour and this will enable to convey us with all the
related information through which the system can be used effectively.
Training handbook
The rate of employees taking leave are increasing and due to this issue management is
facing problems in order to complete the work or the task on time. Further, the new system that
is to be implemented can not be enacted instantly but it is essential to provide workers with
proper training so that they will be able to make use of the system in an effective manner. During
the course of 1 hour, individuals will be provided with the information related with the way
through which it can be used. How leaves can be applied and the procedure that is required to fill
up the form. The system will calculate the probability of work and the leaves taken by workers
(Yan, Xiong and Miao, 2014). There are conditions in which the system can cancel the request
for applying for leave in case the work load is high.
Risk management plan
There are different type of risk that can be faced by management in order to make the
system to be implemented. For this purpose, it includes lack of interest of workers for use new
system. Further, there are also conditions in which the training provided was not effective. In
addition to this, there is also risk due to lack of confidence. Different type of considerations can
be with the help of which the rate of risk can be reduced. With this respect, the training will be
scheduled by expert who will be able to clarify all the doubts that workers have. When doubts
are clarified, then the rate of confidence will be raised (Bian, Xie and Jiawei, 2014). Further,
interest will be developed when workers are conveyed about the reasons and benefits that
employees will get when new system will be used.
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CONCLUSION
From this report, it can be articulated that with time there are many changes that are
implemented with in the organization. It is difficult task that ha to be considered in order to
convey employees to accepts the change. All workers will not be in favour and so there should
have effective communication so that the workers will adjust with the changes.
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REFERENCES
Ali, Z., Zevenbergen, J. and Tuladhar, A., 2014. Assessing the Quality Land Administration
System in Pakistan Using Systematic Approach of Case Study Methodology. American
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Bian, J., Xie, M. and Jiawei, Y., 2014. CLARA: an integrated clinical research administration
system. Journal of the American Medical Informatics Association. 21(e2). pp.e369-e373.
Crowe, E., Pandeya, N. and Whiteman, D. C., 2014. Effectiveness of quadrivalent human
papillomavirus vaccine for the prevention of cervical abnormalities: case-control study
nested within a population based screening programme in Australia. Bmj. 348. pp.g1458.
Jelacic, S., Bowdle, A. and Togashi, K., 2015. A system for anesthesia drug administration using
barcode technology: the Codonics Safe Label System and Smart Anesthesia
Manager™.Anesthesia & Analgesia. 121(2). pp.410-421.
Samaranayake, N. R., Cheung, S. T. D. and Cheung, B. M. Y., 2014. Implementing a bar-code
assisted medication administration system: Effects on the dispensing process and user
perceptions. International journal of medical informatics. 83(6). pp.450-458.
Yan, Y., Xiong, S. and Miao, Q., 2014. Design and implementation of educational
administration information access system based on android platform. In Frontier and
Future Development of Information Technology in Medicine and Education (pp. 2525-
2533). Springer Netherlands.
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