Creating a Leave Approval System for X Organization: A Plan

This report details a plan for developing a leave approval system for X organization, aiming to improve employee performance and loyalty. It includes evidence of stakeholder consultations, cost estimations, developer roles, and an action plan. The system's procedures, communication strategies, training needs, and a risk management plan are outlined, along with privacy and anti-discrimination policies, and legislative requirements. The report also monitors the system's effectiveness, identifies key performance indicators such as talent retention and absenteeism, and provides a communication plan for users. An induction plan ensures employees understand the new policies, and the report emphasizes the importance of maintaining data confidentiality and preventing discrimination in leave approvals.

Running head: DIPLOMA OF BUSINESS ADMINISTRATION
Diploma of Business Administration
Name of the Student
Name of the University
Author note

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A leave approval system is referred to one of the simple yet crucial Human resource (HR)
activities that have the potential to consume a significant amount of time of the HR department.
With the help of this system, the HR department manages the number of leaves taken by an
employee and the specific reason behind this. According to researchers, a poor leave approval
system has the potential to impose negative impact on the performance of the employees. In this
report, a plan for creating a leave approval system for X organization has been created in order to
enhance employee performance and loyalty towards the organization.
1. Evidence of consultation with users or stakeholders
In order to develop an effective leave approval system a meeting with stakeholders, i.e.
directors, HR manager and team leaders of each department of the X organization has been
conducted. The meeting minutes are as follows:
Meeting topic: Development of leave approval system
Date: 8/3/2018 Time: 9.00am to 11.30 pm
Location: office conference room
Chairperson: Mr. Y, HR manager
Meeting Agenda: To access the issues associated with the current leave approval system
Meeting minutes:
 A leave tracker that will show how many leaves have been taken by an employee will be
implemented in each employee’s portal.
 Unplanned leave will require proper justification for approval.

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 Employees will be provided with the opportunity to enash their leave after each financial
year.
2. Detailed cost estimation of developing the leave approval system
Developers Budget
HR department 1000 dollars
Efficiency consultants 3000 dollars
IT technicians 4000 dollars
3. Worksheet for evaluating developers
Developers Role
HR department 1. Conducting meeting with the
employees in order to understand
their concern about leaves.
2. Developing policies for the new
leave approval system
Efficiency consultants Developing strategies that needs to eradicate the
mentioned issues
IT Technicians Developing the application that will be
implemented in the employees portal

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4. An action plan
Action Individual/individuals
responsible for the
Action
Time
1. The issues
associated
with the
current leave
management
system will be
assessed
HR manager 2-3 weeks
2. An
application
for jotting
down the
number of
leaves taken
by each
employees
along with the
number of
planned,
unplanned
IT technicians 2-5 weeks

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and
unapproved
leaves will be
developed
3. Number of
casual leaves,
pay leaves
and non pay
leaves for
each
designation
will be
developed
Consultants 2 weeks
4. A tracker,
where each
employee will
be able to
track their
leaves will be
developed.
IT technicians 2-3 weeks
5. Policies and
regulations
that each and
Consultants 2 weeks

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every
employees of
X
organization
needs to
follow when
it comes to
leave will be
developed.
5. Procedures for using the new leave approval system
 Every employee must apply for leave for 1 to 3 days to the HR department at least 24
hours for approval.
 In case an employee needs a leave due to an emergency, authentic reasons along with
proper evidence needs to be submitted to the HR department for approval.
 Each and every employee must send an email to his or her team leader stating the date,
duration and reason for taking leave to his or her team leader (Pollitt and Bouckaert
2017).
 Total number of paid leaves that can be taken by an employee includes 24 leaves.
However, a employee will be given 20 leaves at once.
 Every employee should feel the tracker provide in their portal in order to keep the count
of their leave.
 In case of unapproved leave, the salary of 2 days will be deducted.

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6. Communication
To
The employees of the X Organization
Dear Mr. X,
It is inform you that our company has created a new leave approval system in order to
eradicate the complaints and issues associated with leave. Lately a good number of employees in
the organization are suffering from dissimilarity in the number of leaves shown in the report and
according to their own tracker. This has raised the concern of the management since leave issues
are hampering our productivity and performance. The new leave approval system will keep the
track of the leave as well as access the tracker filled by each employees so that no further
dissmilarities can take place.
Hence active participation of all employees are required for the success of the new
mentioned system.
Yours sincerely,
Mr.Y
HR manager
7. Training Needs analysis
Individuals to be trained Training given Time for training
1. The employees of
the Human resource
1. For developing
communication skill
2 weeks ( on job training)

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department so that exact issues
associated with
leaves of the
employees can be
understood through
effective
communication
2. For developing
effective policies
and procedures
associated with
leaves
2. To supervisors of
each departments
1. To develop
communication
skills for effective
communication with
the employees,
2. To scrutinize the
authentic reason for
leave before
approving the same.
2 weeks ( on job training)
8. Risk management plan

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Risk Risk Level Measures taken
Low Medium High
1. Employees are
not participating
actively
Meeting will be
conducted with
the employees
and they will be
educated about
their benefit
associated with
the system.
2. Discrimination is
taking place with
respect to
gender, age and
favourism
Rapid and strict
action will be
taken against
the individual
practising
favourism and
partialty
3. Employees are
not able to avail
leave even after
sending mail
prior to 24 hours.
The situation
will be
scrutinized
within 24
hours.
4. Employees are
not given
maternity leaves,
The
authenticity of
the issue will be

9DIPLOMA OF BUSINESS ADMINISTRATION
disability leave
or sick leaves.
scrutinized and
leave will be
granted on an
emergency
basis.
9. Privacy Policy and Anti-discrimination Policy
 No discrimination while approving leave on the basis of age, gender, race and sexual
origin will be entertained. Strict legal action and financial penalty depending on the
severity of the issue will be conducted.
 Leakage of confidential information given by the employee for leave purpose will not
be entertained. Strict legal action and financial penalty depending on the severity of
the issue will be conducted.
10. Legislative requirements of the leave approval system
In order to keep accordance with the legislative requirements of Australia, the mentioned system
needs to follow the bellow mentioned regulation.
Annual leave act 1973: according to the act, Employees are entitled to annual leave at the end of
every year of employment.
Long service leave act 1073: This act states that an employee who has completed 7 years service
with a single employer is entitled to long service leave for the period of the service.
Assignment 2:
1. Monitoring report

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Time span of
monitoring
Project monitored Major issues monitored Grades of effectiveness
(High, medium, low)
4 months The tracker detected for
tracking the number of
leaves taken by each
employee, number of
paid leaves and number
of unpaid leaves is
working properly.
Discrepancy in detecting
the leaves of 6
employees amongst 205
employees of the
organization has been
found.
Medium
4 months The HR department is
monitoring whether all
the employees are
feeling up their tracker
effectively
Discrepancy in detecting
the leaves of 6
employees amongst 205
employees of the
organization has been
found.
Medium
4 months No discrimination on the
basis of age , gender or
sexual orientation is
taken place
In the finance
department, the leave of
an employee with
homogeneous sexual
orientation was not
approved.
high
4 months Employees are provided
with maternity leaves,
disability leaves and sick
leaves
An female employee
working in the IT
department was
approved of maternity
leave for 1 week instead
high

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of 1 month.
2. Key Performance Indicator for the Leave Approval system
1. Retention of talent: This KPI indicates the stability of job stability of an
organization. In this era of high competition, it is highly crucial for an organization to
retain its skilled employees to enhance the productivity of the business and thus gain
competitive advantages over its competitors. In order to retain skilled employees, it is
highly crucial to enhance their work life balance. Limited number of leaves will thus
make the employee unsatisfied with the opportunities provided by the organization
which in turn will cause employee attrition (Kerzner and Kerzner 2017).
2. Absenteeism:
3. Better employee performance: Providing the employees with an adequate work life
balance makes an employee satisfied with his workplace. Obviously, this will impose
a positive impact on the performance of the employees (Hughes 2012). Leaves helps
employee to build down their own time schedules.
4. Better loyalty of the employee: Organizations that offers adequate e leaves to the
employees gain competitive advantages over other organization when it comes to
employee retention. This is because, employees tries to stick to the organization
which have high leave facilities. This in turn enhances the loyalty of the employees
towards the organization.
The three above mentioned KPIs can be considered as the chief reasons behind
development of the new leave approval measures for the mentioned organization.