Time Off Approval Paths - Include Project Manager option?

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I was wondering why Time Off approval paths are set up differently than Timesheet and Expense approval paths. Our employees often work multiple projects at the same time, with different project managers. Sometimes these projects are only a few months, some are long term. Having the ability to use Project Manager in the approval path for timesheets and expenses is very convenient. However, since approvers have to be listed individually and not by role for the Time Off approval paths, we often have issues with project managers not knowing about a time off request submitted by an employee working on their project. As admins in Replicon, we rely on the project managers to inform us when they need to be added as an approver, but this does not always happen in a timely fashion. Also, when the employee stops working on a specific project, the project managers do not always let us know so we can remove them from the approval path.

It would be great if we could select roles for Time Off approval paths to avoid this issue arising.

On a related note, we've had a few instances recently where an employee's Time Off approval path automatically defaulted to SUPERVISOR ONLY. Is there a reason why this happens, perhaps if a project manager is disabled in Replicon when they leave the company? We just noticed this today and it causes some concern.
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Barens, Kelly

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Posted 1 year ago

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Aashnee Kamboj, Community Moderator

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Hi Kelly,

Here are the answers based on my understanding of your issue. Please feel free to reply if the issue differs the understanding:

1. Since the time offs are not booked against a project, there is ideally no project manager role needed to approve them. Having said that I understand your scenario and for this the Project Managers can lookup their resource calendar in project and know when an employee is on a time off. For each project when the project manager go over to Team and click on "Allocation", the green color coding represents the time off and will show time offs for past and future.


2. If you don't want them to look through projects one by one you can give them a resource manager view only access and they can see a summary per user.



3. I wasn't really clear on your last question, however, the system will default the path to Supervisor only in situations when the other people added to the path have been disabled.

Thanks,
Aashnee
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Barens, Kelly

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Thanks for your response. I understand that the project managers can look up employees under allocation to see if they have requested time off, but we still need them approving the actual time off requests. I would think for most companies, any time off request would have to be approved by a project manager. Perhaps in the future Replicon could allow for roles to be assigned instead of only allowing for individuals in the time off approval paths. That way companies can tailor their approval paths in whatever way works best for them.

Thank you for clarifying the SUPERVISOR ONLY approval path question.
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Fabricio

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We have the same case. We need the Project Manager approving time off requests. We don't use the supervisor role for employees allocated to projects. This situation is popular in my opinion because Project Managers need to see the impact on the Project Deadline caused by time off requests.
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Fabricio

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This reply was created from a merged topic originally titled Time off approval path for Project Managers Group.

When an employee (team member in a Project) will request a vacation, the Project Manager needs to approve the request as well the technical leader. If the resource is working on two projects at the same time, the request must be approved by both Project Managers and both technical leader. In my point of view, the time-off module (approval path) must have the same behavior of the time sheet module (use Project Managers Group on the approval path) once we have a company oriented by projects. 
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Charlene Eriksen, Product Manager

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Hi Kelly and Fabricio,

One of the reasons we haven't been able to provide this functionality in the past is because of the flexibility in our system around project assignments. Different customers may have different rules as to which project manager a booking should be sent to, especially when resources move between projects frequently. However, we have been working on our new dynamic approval workflows which allows for custom logic for routing approvals.

For your purposes, how would you expect the approvals to work? If a user books time off for a future date, I assume it should go to the project manager of the project they are assigned to for that date (vs the project manager they are assigned to currently). And if there isn't a project assignment for that future date, who should approve then? What about booking for the past? Are there only certain types of time off that project managers would approve - for eg they might approve vacation requests but not sick time.

Thanks,
Charlene
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Barens, Kelly

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The way we currently utilized Replicon for time off approvals is as follows:

I am listed as an approver for every employee no matter what project they are on. When assigned to a project, I rely on the project managers to let me know if they need to be added to the approval path of an employee. I also rely on the project managers to let me know when they no longer need to approve time off requests for an employee so I can remove them.

Most of our projects last at least two or three months, often much longer. Many of our employees work on two or more projects every single week. If there was some way that Replicon could allow us to select the project manager role and then intuitively distinguish which employees have hours towards a specific project in, say, the past month. For example, let's say Bill is a project Manager for XYZ project and Tom is a resource on that project. Let's say that Tom has a vacation coming up in a few weeks and wants to submit a Time Off request. Since he's been working on XYZ project for the last few weeks, Bill is on his approval path. Even though the time off request is for several weeks out, if Tom requests the time off today it should go to Bill since Bill is currently his project manager. So basically, the Project Manager role would be determined by recent hours submitted and not future hours. 

Our project managers should be approving every type of time off request. And as for time off requests submitted after the fact, those rarely occur here and are usually submitted within 1-2 weeks of the actual time off so they should still go to the current project manager for approval. (Example: Tom was sick last Friday but didn't submit a time off request for a sick day until the following week.)

Does that make sense? Not sure if it's possible but it would be helpful.
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Fabricio

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Hello Charlene,


Today, when some team member asks for vacation, he/she needs to check with your current Project Manager/Project Managers (more than one) and Technical Director/Technical Directors (more than one) to make sure the vacation request will not affect the current Project/Projects. If the vacation request affects future projects, the new Project Manager needs to include this vacation in your plan once the vacation request was already approved. In critical situations, the vacation request can be postponed by forcing a vacation request rejection. Let me know if you need additional information. 
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Barens, Kelly

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The posts above appear to be spam.
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Aashnee Kamboj, Community Moderator

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Hi Kelly,

It was a spam post. We have removed the comments. 

Thanks,
Aashnee
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Charlene Eriksen, Product Manager

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Hi Kelly and Fabricio,

We have been recently working on dynamic approvals, which allows us to model any sort of approval workflows. So far we've launched this for timesheets, but have been working on it for time off as well. I think providing a default approval flow where the project manager that the user is currently on the team for might provide what you need. We'll look to see if we can add this to the roadmap in the near future.

Thanks,
Charlene