Improving Time Off Request Process with an OpenAir Script

In the dynamic realm of project management, ensuring smooth time-off approval processes can pose a significant challenge. Top Step recently encountered this situation faced by one of their valued customers. The challenge centered around the efficient routing of time-off requests for employees engaged in long-term client projects spanning 6-12 months. In response, Top Step leveraged the power of OpenAir Scripting to improve and remove the conflicts in their customer’s time-off approval workflow.

The Challenge

The crux of the issue stemmed from the customer’s existing time-off approval process. Typically, employees submit their requests to their direct managers. However, in this specific customer’s scenario, where employees were frequently immersed in client projects with extended durations, this conventional approach proved inadequate. The challenge lay in empowering project managers, who have the in-depth insights into employee availability, to make well-informed decisions regarding time off. However, OpenAir’s default configuration did not support the dynamic routing of time-off requests to project managers.

The Solution

Top Step harnessed the power of OpenAir Scripting to craft a tailor-made solution that would streamline time-off approvals and notifications, ultimately benefiting the employees, project managers, and the direct manager.

How the Script Works

The OpenAir Script, designed to address this customer’s challenge, operates as follows:

Request Submission: When an employee submits a time-off request, the OpenAir Script springs into action. It automatically checks the person’s bookings for the requested time period.

Project Identification: The script then identifies which project or projects the employee is currently assigned to during the requested time off.

Dynamic Routing: Departing from the conventional route, the script intelligently reroutes the request. Instead of forwarding it to the employee’s direct manager, it channels it directly to the project manager(s) associated with the pertinent project(s).

Handling Multiple Projects: To address scenarios where the employee is engaged in multiple projects during the same week, the script goes the extra mile. It calculates which project has the most hours booked and sends the request to the project manager of that specific project. In cases where hours are evenly split, the script ensures the request is routed to all relevant project managers.

Notifications: Beyond approvals, the script can double up as a robust notification system. It can proactively inform project managers when a team member is scheduled to be on leave. This added visibility equips project managers with critical resource availability insights without necessitating formal approval authority.

The End Result

This relatively straightforward yet impactful OpenAir Script has brought about a significant enhancement to Top Step’s customer’s time-off approval and resource planning processes. Time-off approvals and notifications now lie in the capable hands of those best positioned to gauge their impact – the project managers. This transformation frees direct managers from having to make decisions concerning employees who are not under their immediate purview during the time-off period.

This OpenAir Script example serves as an exemplary case of how scripts can efficiently address nuanced workflow challenges within the OpenAir platform. With OpenAir Scripts, the possibilities are indeed boundless, enabling organizations to tailor solutions to their unique business needs.