Adding a vacation plan

Fields marked with an asterisk are required.

Plan Name*

Specify a name for the vacation plan.

Plan Description*

Provide a description for the vacation plan.

Plan Definition*

Select a plan definition.

Note: If a vacation plan has been created and the underlying plan definition has changed, you can refresh the vacation plan with the latest definition.

To do this, select the same vacation plan definition from the list and click Save again. This action updates the vacation plan to the latest definition.

Vacation Plan Period*

Specify the duration of the vacation plan. If the vacation policy requires requesting vacation in weeks, the first day must be the first day of the first week, and the last day must be the last day of the last week.

Time Zone*

Select a time zone for the vacation plan. The selected time zone determines when the bidding starts and ends.

Employee Ordering*

Select the order for sorting employees when applying vacation plan rules. You can sort employees according to Seniority Date or create custom sorting methods using Groovy.

Unit/Team

Select a unit or team for the vacation plan.

Include Sub Teams

Select this check box to include the sub teams of your selected unit or team.

Employees to Include

Select the employees included in the vacation plan.

Employees to Exclude

Select the employees excluded from the vacation plan.

Bidding Start Date*

Specify the date when the bidding for the vacation plan starts.

Bidding End Date*

Specify the date when the bidding for the vacation plan ends.

After you save a plan successfully, a list of employees is displayed for you to confirm that the list and the ranking order are correct. This verification is important because employees are awarded their preferences in this order.

When the plan starts, it automatically opens for bids on the bidding start date. Any enabled notifications are sent automatically.

In Ready status, the bidding start date has not been reached. You can stop the plan, make changes if needed, and start it again.

After bidding begins, you can stop the plan, but you cannot start it again.

After the bidding begins, employees will be able to submit their preferences. They will be able to see the plan name, and description. They will be able to see their employee order/ranking, their balance, the dates that they are requesting vacation for, and the submission window end date/time.

They will be able to submit and edit their preferences until the deadline.

When the planning has been completed, and the awarding has completed, the employee will be able to see the results in the same place that they had submitted their time off. If there were any errors encountered, they will be asked to contact their manager.

Managers will also be able to run a Cognos report under My Reports that will allow them to see the results for everyone in each vacation plan.