Time Off Automation
Context
Time-off requests were being tracked manually across multiple systems and in multiple formats.
Employees submitted requests via paper, email, or forms. HR had to manually review each request, locate employee data, verify accrual balances, and manually enter the information into the payroll system in the correct format.
This created delays, errors, and back-and-forth communication. During peak periods like Christmas, this became a nightmare with hundreds of requests in different formats.
Constraint
With roughly 1,000 employees submitting 2-3 time-off requests per year on average, volume was high and manual processing was the bottleneck.
Requests came through different channels (paper, email, forms), requiring HR to standardize and manually enter into payroll. Managers had no visibility and couldn't plan coverage.
Design Decision
A self-service time-off request system was built where employees fill out a single form, managers receive an instant email with all employee data and can approve/deny with one click, the request automatically syncs to the department calendar for planning visibility, and the data exports automatically in payroll-ready format for processing. Employees receive instant confirmation to eliminate miscommunication.
Outcome
Time-off requests now process instantly instead of requiring HR manual review. With employees averaging 2-3 requests per year (approximately 2,400 requests annually), and 10 minutes saved per request, the system eliminates roughly 400 hours annually.
Managers have instant visibility into team time-off and can plan coverage immediately. Employees get instant confirmation, no more miscommunication. Payroll gets data in the correct format automatically, eliminating errors and rework.
Selected Feedback
What collaborators have shared about this work.
Randy W
"Ashley looks beyond simple fixes to build scalable foundations and architected a system that reduced manual effort while giving leadership a single source of truth."
Jovan R
"Ashley excels at reconciling business requests with real user needs across teams and systems, consistently identifying gaps and improving workflows."
Harley S
"Ashley transformed raw data into actionable insights and implemented systems that improved recruiting efficiency and decision making."
Jordan J
"Ashley translates complex data into clear, actionable insights and works effectively with stakeholders at all levels of an organization."