Implemented Solution

After thoroughly assessing and rethinking the requirements, processes, and rules, we built a solution based on Power Platform. This solution consists of two applications and the implementation of their corresponding backend logic.

The mobile application enables employees to request and approve leave, while also providing visibility into available and used leave statistics. Each request must be approved by the direct manager and a second-level approver. The requester can continuously track the status of their leave request.

The interface enforces several business rules:

• A “long vacation” must be requested at least 2 weeks in advance.
• It is not possible to request two “long” vacations with only a small gap between them.
• By June 30, 40% of the annual leave quota must be planned and taken.
• The system notifies and warns if the expected proportional quota has not yet been met.

In the desktop application, it is possible to:

• the complete administration of employees (including leave quotas, managers, and group assignments)
• managing public holidays and mandatory leave periods (such as company shutdowns, Christmas holidays, etc.),
• configuring background parameters (e.g., what qualifies as long leave, how many people can be on leave simultaneously within a group, what portion of the leave quota is freely usable).

The desktop application provides the option for bulk approvals (which is particularly efficient during the planning phase) and allows users to view a full annual overview of calendars for individuals and teams. Additionally, the HR staff generates monthly attendance sheets for payroll directly from this application.

It was a key requirement that each employee could only access data, screens, and buttons relevant to their role. The application had to be accessible from anywhere and provide the security offered by Azure AD. Additionally, it seamlessly leverages the company’s existing Office 365 environment and services, such as using Exchange Online for sending notifications.

Final Result:

• Employees can track the status of their leave requests more easily.
• Colleagues can request leave on the fly from their mobile phones.
• Managers working from home have easy access to the necessary data and notifications.
• The solution enforces all mandatory rules related to leave management.
• It sends automatic notifications if someone has a pending task or misses a deadline.
• Managers and HR staff benefit from numerous convenience features.

The most important outcome is that the company’s operational capacity can never fall below a defined level, as the solution effectively manages the accumulation of unused leave and prevents key personnel from being on vacation at the same time.