EFOS Leave Management

EFOS Leave Management

EFOS leave management offers a sophisticated leave booking system for airline crew via the transparent and deterministic application of the airlines’, sometimes complex, prioritisation and validation rules such as points or rank seniority. Most of our clients ask us to integrate the leave system with their rostering system for a holistic view of staff availability.
EFOS Leave Management

EFOS Leave (Vacation) Bidding module is a customisable web-based system used to manage staff leave for airlines. It can fully automate the process of allocating staff leave requests throughout the organisation.

The ‘Rules Toolkit’ enables leave to be booked via a prioritised process (e.g. seniority or points) and/or on a first come, first served basis. It can be integrated with relevant HR systems to consistently update the user’s personnel information accurately such as contract, base, rank and fleet. The EFOS vacation system allows users to bid, amend and cancel vacation as well as track all historic leave and associated points balances. This is presented via a customised interface for the airline which allows for their specific business process requirements. Managers can create either prioritised or first come, first served bid windows which can run for any duration targeting specific groups of users.

The system validates all requests via an airline specific set of rules which are built as part of the project to directly reflect the business requirements. These bespoke rules can include such things as total allowance types, cut off dates, school holidays, minimum and maximum vacation length, and adjacency. These are just some of the examples of the validation rules possible. It can also be integrated with the roster system to check and update records.

The EFOS vacation system has numerous exportable reports which can be pulled from the system such as who is on leave, prioritisation of leave outputs, win/loss audit reports, unallocated leave, forced leave and flex reporting.

The following diagram illustrates the feature capability of the product.

 

EFOS Leave Management Suite:
User Control
Leave Year Definition
Prioritised Bidding
Immediate Bidding
Validation
Automation Processing
Reports
Feeds and Interfaces
User Control
User Control
User Control
  • User accounts can be fully created and managed via staff administration pages.
  • Configurable user role with airline specific properties such as rank, fleet, base.
  • Admin role(s) can be granted for Leave management functions.
  • Audit trail of role changes, logins, password resets.
  • Users can login via username, staff number or email address.
  • Self serve password resets or redirection to company service desk.
  • Accounts can be locked, archived and excluded from reporting.
Leave Year Definition
Leave Year Definition
Leave Year Definition
  • One or more customizable leave year definitions made up of one or more of the following elements.
    • Customizable seasons such as Summer and Winter.
    • Customizable bid submission windows.
    • Optional customizable season sub-periods such as Peak Summer.
  • One or more allowance types with either annual or monthly allocation.
  • One or more customizable bid types per allowance types to seperate booking and validation stages.
  • Per day availability (Slots) allocated by customizable groups (Slot Groups) defined by one or more of the following elements:
    • Rank (Required).
    • Fleet.
    • Base.
    • Allowance Type.
    • Contract.
    • Trainer Role.
  • Staff Slot Group membership defined by chronological timeline records enabling change over time.
  • Multiple simultaneous staff Slot Group memberships allowed to enable combined availability limits.
  • Per day Slot waitlist.
  • Per Slot Group blacklisted periods enabling temporary unavailability seperate to bid submission windows.
Prioritised Bidding
Prioritised Bidding
Prioritised Bidding
  • Bespoke bid submission interface for deferred prioritized requests using any combination of the following elements.
    • Fixed length with fixed start and end dates.
    • Fixed length with fixed start and end dates alongside a fixed length, fixed start and end dates alternative.
    • Preferred start and end dates with fixed length but flexible starting and ending periods.
    • Preferred start and end dates with flexible length and flexible starting and ending periods.
    • Fixed length somewhere between fixed start and end dates with leave beginning on a specific day of the week.
    • Fixed length anywhere between fixed start and end dates with leave beginning on any day of the week.
    • Fixed length with fixed start and end dates combined with special days off at the beginning and/or end where all requests must succeed.
    • Fixed length with fixed start and end dates combined with special days off at the beginning and/or end where any request can succeed.
    • All of the above can be submitted individually or as a part of an ordered collection.
    • Given an ordered collection all submitted requests can be validated to approved if successful.
    • Given an ordered collection only the highest ordered successfully validated request will be approved.
  • Bespoke prioritized processing of requests in any number of bespoke processes that use a combination of the following elements.
    • Accumulated points from previous approved leave.
    • Factorized Accumulated points from previous approved leave.
    • Company Start Date.
    • Date of Birth.
    • Previously approved leave amount.
    • Request Submission Date.
    • Leave start date chronologically.
    • Cycling allocation group.
    • Requests crossing school holidays for parents.
    • Requests crossing previously booked partner leave.
  • Points accumulation including.
    • Bidding Stage Points Multipliers.
    • Peak Day Group Points Multipliers.
Immediate Bidding
Immediate Bidding
Immediate Bidding - First Come First Served
  • Bespoke bid submission interface for immediate first come first served requests using one of the following elements.
    • Fixed length with fixed start and end dates.
    • Fixed length with fixed start and end dates combined with special days off at the beginning and/or end where all requests must succeed.
    • Fixed length with fixed start and end dates combined with special days off at the beginning and/or end where any request can succeed.
    • Fixed length with fixed start and end dates submitted for immediate allocation before an opening period can be added to a bespoke prioritized processing at a later date.
  • Highly scalable, parallelized processing engine to support the allocation of first come first serve immediate requests.
Validation
Validation
Validation
  • Bespoke validation engine powering decision making ensuring fairness across all leave request Including but not limited to.
    • Fixed or rolling cut-off dates.
    • Ensuring availability (slots) on each day.
    • Ensuring staff allowance availability.
    • Seasonal min/max request length.
    • Seasonal min/max total allocated amount.
    • Seasonal period min/max request length.
    • Seasonal period min/max total allocated amount.
    • Bidding stage min/max request length.
    • Bidding stage min/max total allocated amount.
    • Fleet/Rank/Base/Contract/Trainer Role based min/max request length.
    • Fleet/Rank/Base/Contract/Trainer Role min/max total allocated amount.
    • Allowance type min/max request length.
    • Adjacency to other leave or roster entries.
    • Small isolated block rules.
Automation Processing
Automation Processing
Automation Processing

Multiple bespoke processors including but not limited to:

  • Automatic generation of default per day slot availability.
  • Automatic generation of staff allowance based on timeline records.
  • Automatic generation of default cut off dates.
  • Automatic allocation of leave to meet working time directive agreements.
  • Automatic transferal of carry over allowance.
  • Automatic transferal of auto expiring carry over allowance.
Reports
Reports
Reports

Multiple bespoke reports including but not limited to:

  • Prioritisation ordering reports.
  • Prioritisation win/loss Reports.
  • Staff on leave.
  • Slot usage.
  • Staff timeline issues.
  • Request timeline issues.
  • Waitlist
Feeds and Interfaces
Feeds and Interfaces
Feeds and Interfaces
  • Staff timeline data Import from HR systems.
  • Staff roster data integration supporting both import and export from HR systems.
  • Support for scheduled imports and exports.
  • Monitored jobs with error reporting and escalation emails.
  • Support for external web services, API or SFTP files.
200K+
leave requests processed per year
1M+
journey logs
50K
total users
2M+
training forms
If you’re interested and would like to know more…
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