Rota Approval Queue
Rota drafts submitted by HR Leads awaiting your approval before publishing.
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Drafts submitted by HR Leads will appear here in real time. Recent Rota Republishes
Every time a Head of HR / Ops / SA amended and republished an already-published rota — week, admin, number of changes, and the full per-cell diff.
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Entries appear here within seconds of any Head amending a published rota. Personnel Changes
Appointments, transfers and contract changes, with their effective dates.
HR Department Team
Assign or remove the Dept Lead role for HR members. Only one Lead is active at a time.
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Volunteer Management — Pending consultations
Volunteer-related items the Volunteer Management & Engagement Manager has referred to HR, plus a live read of VMEM Away mode and recent VMEM decisions affecting HR. Phase 2 scaffold — leave referrals + welfare escalations populate here in Phase 3.
VMEM is active
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Pending consultations
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Items appear here when the VMEM clicks Refer to HR on a volunteer leave request, or Escalate HR on a welfare note (Phase 3).
Recent VMEM decisions (last 24h)
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Permanent Shift Settings
Modify any staff member's permanent working days, shift type, and hours after registration.
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Live Presence Board
Real-time view of who is currently on shift. No timesheets or lateness details are shown here.
Updates live
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HR Document Library
Upload, manage and distribute HR documents to staff and applicant portals.
Governance Availability
Current availability status of the Founding Executive Board.
Termination Requests
Applications flagged for abort or rejection by HR staff, awaiting your approval.
Recently Resolved (last 10)
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Training Compliance Records
Track every staff member's training status, completion dates and renewal alerts.
Leave Management
Review and action pending leave requests. View and adjust staff leave balances.
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Approved (30d)
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Leave Balances
Leave Records
Every leave entry across staff — self-submitted and entered on behalf — with who entered it, status, and notes.
Recruitment Reviews
Recruitment requests opened by HR staff awaiting your sign-off. Approve to publish, return with notes for edits, or reject. The portal blocks all downstream actions (Start Processing, Idealist posting) until you approve.
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Awaiting your review
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Returned (last 30 days)
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When an HR staff member opens a new recruitment request, it lands here for your sign-off. Volunteer Probation Overrides
Volunteer probation is normally initiated by the VMEM. When HR needs to finalise a volunteer probation outcome directly, it is raised here as an override for your approval. Approve to commit it through the standard probation pipeline (certificate / termination letter issue exactly as a normal review), or decline with a reason. HR cannot finalise a volunteer probation without your sign-off.
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When an HR user raises an override for a volunteer's probation outcome, it lands here for your sign-off. Probation Reviews
Review active probation cases and submit formal outcomes.
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Completed (all time)
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Sickness Management
Log absences, track Bradford Factor scores, and manage return-to-work records.
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Currently Off Sick
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Extended (≥7 days)
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Return-to-Work Interviews Pending
Bradford Factor Scores
Document Access Requests
HR staff requesting temporary access to view or delete staff documents. Approvals grant a 15-minute window.
Recent History (last 20)
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Verified Applicant Photos
Passport and website photos verified through the Applicant Portal Review. These photos are used for Digital ID card preparation and IT registration.
Mission Records
All staff mission logs from the portal timer. Governance records excluded. Live updates as missions are completed.
Disciplinary Overview
DDCP auto-trigger alerts, active cases, and compliance monitors.
Pending Review — Auto-Scan Alerts
No pending review alerts.
Auto-Trigger Alerts
No pending alerts
Unsubmitted Shifts Monitor
Open Monitoring S1 S2 S3 GM Closed Withdrawn All
Latency Monitor (30-day)
Active Cases
No active disciplinary cases
HR Case Management
Open, track, and resolve HR cases. The system will assess the required DDCP stage.
Open Monitoring Resolved All
Disciplinary & Conduct Log
Full record of all DDCP cases with stage status and DDCP flowchart progression.
HOD Incident Reports
Conduct incidents lodged by Department Heads — review and create a formal case or dismiss.
Applicant Edit Requests
HR users requesting changes to applicant details — review, approve or decline with a reason.
Hours Management
Adjust staff hours owed, apply grace periods, and credit banked overtime hours.
Staff Hours Balances
Overtime Bank
Rota & Shift Management Guide
How hours, carry-overs, EML, latency, public holidays, and the approval cycle all work — everything you need to manage the rota confidently.
How the Weekly Rota Cycle Works
1
Department Lead opens the Rota Builder, assigns shifts to every staff member in their department for the coming week, then submits the draft to you for approval.
2
You review the draft in the Rota Approvals tab — check hours, leave coverage, and day assignments. You either approve or reject with written comments.
3
Once approved, the rota publishes immediately. Staff see their shifts on Mission Control and can clock in and out on their assigned days.
4
At the end of each week, the system settles the hours — comparing what was scheduled against what was worked — and updates each staff member's running hours balance automatically.
Approve when
- All working days have a shift assigned
- Hours broadly match contracted hours
- Approved leave days are marked correctly
- No staff scheduled on days they cannot work
Reject when
- Wrong week was selected
- Staff members are missing from the draft
- Hours are significantly over or under contract
- Leave days are not reflected in the rota
Governance members (President, VP, Secretary General) never appear in any rota and are permanently excluded from all shift engines. This is by design.
Total Hours to Work — How They Are Calculated
Every staff member has a contracted weekly hours figure set during IT registration (e.g. 40 hrs/week, 30 hrs/week). This is the baseline the entire hours system works from.
How scheduled shift hours are calculated
When a shift is assigned in the Rota Builder, the system calculates the scheduled hours from the start and end times, then deducts a meal break automatically:
- Shift longer than 9 hours → 1 hour break deducted
- Shift between 6 and 9 hours → 30 minutes deducted
- Shift 6 hours or under → no deduction
Example: a shift from 08:00 to 17:00 is 9 hours gross → 1 hour deducted → 8 hours scheduled.
Annual leave entitlement
Each staff member's total annual leave hours are calculated from their contracted weekly hours. A full-time staff member on 40 hours/week receives 160 hours of leave per year. Staff on fewer hours receive a proportionate amount — e.g. 30 hrs/week → 120 hours/year. Staff who join mid-year receive a pro-rated entitlement based on how many days remain in the leave year.
Daily rate
The daily rate is the staff member's contracted weekly hours divided by their number of working days per week. For a 40 hrs/week, 5-day worker: 40 ÷ 5 = 8 hours per day. This daily rate is used when calculating leave days taken and any day-based adjustments.
Hours Owed — What It Means & What Creates It
Hours owed is the running debt on a staff member's record — the total number of contracted hours they have not yet fulfilled. It is visible in the Rota Builder next to each staff member's row. Five things create a debt:
Timer Deficit at Clock-Out
When a staff member clocks out before completing their full scheduled hours, the shortfall is recorded as a debt. Example: scheduled 8 hours, clocked out after 6 hours → 2 hours owed.
Unsubmitted Shift (No Clock-In)
If a staff member had a published shift on the rota but never clocked in — and has no approved leave or sickness record for that day — the system auto-finalises that shift as missed after 28 days. The full scheduled hours for that day are added to their debt.
EML Taken as Owed (see EML section below)
When Emergency Leave is approved using the "hours owed" method rather than the annual leave pot, the leave hours are immediately added to the staff member's debt at the point of approval.
Unpaid Leave (LWP / TOR)
Leave Without Pay and Time Off in Recognition always generate hours owed because the staff member's contractual obligation still stands even though they did not work.
Rota Deployment Deficit
When a week's rota is published, the system checks whether the assigned hours matched the contracted hours. If a staff member was assigned fewer hours than contracted (and the difference is not accounted for by approved leave), the gap becomes hours owed.
Surplus (hours over): If a staff member worked more than contracted, those extra hours are stored as credit. The system first uses any credit to pay off existing debt before banking the remainder. This means a staff member cannot accumulate surplus credit while they still have outstanding hours owed — the two are always netted against each other first. An SA can manually grant or remove hours via the SA Control panel.
Carry-Overs — How Hours Roll from Week to Week
A carry-over (also called a carry-forward) is simply the hours owed or credit hours from previous weeks that follow a staff member into the current week. There are two layers the Rota Builder shows:
Published debt (from closed weeks)
Hours owed from fully published and settled weeks — stored permanently on the staff member's record. This is the "official" debt figure. It accumulates until cleared by extra hours worked or an SA adjustment.
Draft deficit (current unpublished week)
If a draft is saved but not yet published, the deficit from that draft's assignments is held separately and shown alongside the published debt. It becomes part of the published debt when the rota is approved and deployed.
What the Rota Builder shows you
| Display | What it means | Action |
|---|---|---|
| − hours (red) | Staff member owes hours from previous weeks | Consider scheduling extra hours to reduce the debt |
| + hours (green) | Staff member has credit banked from previous weeks | May schedule fewer hours — credit will absorb the gap |
| 0 | Balanced — no debt, no credit | Schedule as normal against contracted hours |
The carry-over figure is informational — it does not automatically change the rota. How you handle it is your call as Head of HR, in consultation with the Department Lead. Every carry-over is logged with a full audit trail (week ID, contracted hours, work hours, leave hours, and the resulting delta) so you can review the history for any staff member at any time.
EML — Emergency Leave Explained
EML (Emergency Leave) is a special leave type for unexpected personal emergencies — things like a family bereavement, a sudden medical crisis, or a serious domestic emergency that cannot be planned in advance. It is limited to 3 uses and up to 2 working days per leave year per staff member.
Two ways EML can be approved
Path A — Deducted from Annual Leave
The EML hours are taken directly from the staff member's remaining annual leave balance, just like normal annual leave. No extra debt is created. The rota cell records the day as ANNUAL_LEAVE.
Use when: the staff member has enough annual leave remaining and the leave policy is set to deduct from the pot.
Path B — Recorded as Hours Owed
The EML is granted without touching the annual leave pot. Instead, those hours are immediately added to the staff member's hours owed at the moment of approval. The rota cell records the day as EML. The staff member is expected to make up those hours over future weeks.
Use when: the staff member has no remaining annual leave, or the leave policy is configured to use the owed method.
Important: when EML is approved as "hours owed" (Path B), the system avoids double-counting those hours when the rota is deployed at the end of the week. The debt is already on the record from the moment of approval, so the deployment settlement calculation is adjusted accordingly.
Public Holidays — What Counts & What Doesn't
DTTASA observes Nigerian federal public holidays. These are loaded into the system automatically each year and are shown as grey blocks in the leave calendar. Public holidays do not count against a staff member's annual leave entitlement — if a holiday falls on a working day, that day is simply not charged to the staff member's leave balance.
Current recognised public holidays
New Year's Day — 1 Jan Democracy Day — 12 Jun Eid el-Fitr (date varies) Eid el-Maulud (date varies) Christmas Day — 25 Dec Boxing Day — 26 Dec
Working on a public holiday (WOPH)
If a staff member is required to work on a public holiday, they must submit a WOPH (Work on Public Holiday) request in advance. You review and approve or decline this request. If approved, the day is marked as WOPH on the rota and the staff member does not lose the holiday from their entitlement — they may receive it as a replacement day in lieu, depending on your organisation's policy.
Public holidays can also be added manually — for example, if DTTASA observes an additional local or institutional closure day. Only SA can add or edit the public holidays list. Contact the Super Admin if a date needs to be added.
Latency — The Late Arrival Threshold & Auto-Trigger
The Latency Engine monitors clock-in timestamps against each staff member's scheduled start time. A clock-in is marked as late if it is more than 15 minutes after the scheduled start. The 15-minute window is a grace period — arrivals within 15 minutes are not flagged.
The Auto-Trigger Rule
When a staff member accumulates 5 or more late arrivals within any rolling 30-day window, the engine automatically opens a Stage 1 DDCP case for latency. You receive an in-portal notification immediately.
minute grace
5
late arrivals
30
day window
What happens when a case is auto-created
- A Stage 1 DDCP case is created with the 5 triggering dates listed as evidence
- You and all Super Admins receive an immediate in-portal notification
- The case appears in your Disciplinary Overview tab and in HR Operations Monitor
- The system will not create a second case for the same person while an existing latency case is still open
Your responsibility after a latency trigger
1. Review the 5 linked late-arrival records. Confirm each was a genuine late clock-in and not caused by a portal technical fault or an incorrect shift time in the rota.
2. If any events are invalid (e.g. portal downtime, wrong shift times on your side), remove those incidents from the evidence. If removing them brings the count below 5, close the case with a written rationale.
3. If all 5 events are valid, proceed with Stage 1 — notify the staff member formally, hold an investigation meeting, and record the outcome on the case.
Best practice: Check the Latency Monitor panel in your Disciplinary Overview weekly. If a staff member reaches 3–4 late events, have an informal conversation before the 5th triggers a formal case. Early intervention almost always resolves the issue without reaching a disciplinary stage. You can run the Latency Engine manually at any time using the Run Latency Engine button in Disciplinary Overview.
Requirement: Every staff member must have a permanent shift profile (set in the Shift Settings tab) for the latency engine to work. If a staff member has no scheduled start time on their profile, the engine cannot determine whether they were late. Unset shift profiles = blind spot in your latency monitoring.
Unsubmitted Shifts Engine — How It Works
The Unsubmitted Shifts Engine looks back over the past 90 days and identifies any rota day where a staff member had a published shift but no clock-in record exists — and no valid exemption (approved leave, sickness, or public holiday) is recorded for that date. You run this engine manually from the Disciplinary Overview tab.
What the engine checks (in order)
Was there a published rota shift for this person on this date?
Did they clock in (submit a shift log) on that date?
Is there an approved leave request covering that date?
Is there a sickness record marking that date as SICK?
If none of the above → flagged as an unsubmitted shift
Action guide by finding
| Finding | Action |
|---|---|
| 1 isolated unsubmitted shift | Speak to the staff member. If a genuine portal or network fault, document the explanation, mark the alert resolved with a note. No DDCP case required for a genuine first-time technical error. |
| 2–3 in 90 days | Open a Stage 1 DDCP attendance case. Hold an investigation meeting. Issue a First Written Warning if no valid explanation is given. |
| 4+ in 90 days | Open a Stage 2 DDCP case. This pattern is serious and persistent. A Final Written Warning is the minimum outcome where no valid explanation exists. |
| Suspected falsification | Clock-in record exists but the staff member was not actually present. This is gross misconduct. Escalate to Stage 3 immediately and consider precautionary Garden Leave pending the Board hearing. |
Before you run the engine: if a staff member called in sick verbally but the rota was not updated, go to the Sickness tab and create or update their sickness record for those dates first. The sickness record updates the rota cell to SICK automatically, removing it from the engine's scope. Running the engine before doing this will generate false alerts.
When to run it: at the end of every month as part of your standard attendance audit; immediately after any staff member raises a grievance about their attendance records; and any time you are building a DDCP case related to attendance — to capture the full picture within the 90-day window.
Permanent Shift Settings — Your Sole Responsibility
Every staff member must have a permanent shift profile — their standard working days, shift type, and start/end times. You set and maintain this from the Shift Settings tab on this board. No one else can do this. The entire hours system — scheduled hours, latency monitoring, and the Rota Builder's auto-fill — depends on every profile being complete and accurate.
Working Days
The days they are contracted to work, e.g. Mon–Fri or Mon, Wed, Fri
Shift Type
MORNING · AFTERNOON · EVENING · FLEXIBLE · PERMANENT
Scheduled Start
Their contracted start time in 24-hour format, e.g. 09:00
Scheduled End
Their contracted end time in 24-hour format, e.g. 17:00
Staff with no shift set show a red border in Shift Settings and the No Shift Set count badge at the top of the tab. These staff members are invisible to the Latency Engine and their carry-over calculations may be incorrect. Clear this list before the start of every new rota cycle.
Common Questions
A staff member is on leave — should they still appear in the rota?
Yes. Mark their leave days as "On Leave" in the rota cell. This keeps the record accurate and prevents the system from flagging those days as unsubmitted shifts.
A Department Lead submitted the wrong week — what do I do?
Reject it with a clear note. The Lead deletes the wrong draft and creates a new one for the correct week.
Can I approve part of a draft and reject the rest?
No — approval is all-or-nothing per draft. Reject it with specific comments and the Lead resubmits the corrected version.
What if no rota is submitted before the week starts?
Staff will have no published shift and the Unsubmitted Shift engine will flag all their days. Chase the Department Lead immediately. If critical, SA can publish a rota directly without the approval queue.
How do I clear a staff member's hours owed?
Hours owed reduces naturally as the staff member works extra hours above their contracted target. If you need to write off a debt (e.g. due to a documented illness period or an error), contact the Super Admin — only SA can adjust hours owed via the SA Control panel.
Can a Department Lead edit an approved rota?
No. Once approved, only you or SA can edit a published rota.
Full Rota & Shift Management Guide
12-part complete reference guide — engines, shift types, archives, audit trails, and more detail on every topic above.
Policy Doc Review
Propose an amendment to any DTTASA policy. Proposals go to the Secretary General; once approved, drafted and released, you publish here and all staff are notified. The live policy never changes until you publish.
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