Understand existing leave records during a transition¶
When an organization starts using the current leave model or upgrades from an earlier one, it needs to reconcile its existing requests, decisions, supporting evidence and balances. A new screen or a successful software update does not establish that all earlier information has transferred.
The software contains changes for the newer leave model, but these do not prove that your organization's earlier records were transferred. No completed transfer has been verified for your organization in this guide. Your organization still needs a record of what was transferred, what was checked and any unresolved discrepancies.
What needs to agree¶
| Information | What the organization should reconcile |
|---|---|
| Staff and policy | Each retained request refers to the correct person and policy. A policy name alone is insufficient when rules or assignments have changed. |
| Dates and counting rules | The retained period and the rules used to count its chargeable time agree with the historical decision. Today's policy settings may differ from those used previously. |
| Pending and approved work | The actual decision, approval route and remaining responsibility are clear. A renamed status must not invent an approval or complete unfinished work. |
| Leave already in progress | Start, return, call-back and suspension history are reconciled with the expected return and saved balance effect. |
| Balance | Opening allowance, reservations, consumption and corrections have an explained origin. Configured annual entitlement does not establish that an opening balance was posted. |
| History and files | Required decision evidence and supporting documents remain available to the right people through the agreed retention and access arrangements. |
Reconciliation should account for exceptions as well as totals. Two balances can match while belonging to the wrong people, policies or units. Likewise, a count of requests does not prove their decisions or attachments are complete.
If a record is missing or looks different¶
Use the approved private support route and provide the organization, relevant request reference, approximate period and discrepancy. State whether the concern is missing history, a wrong state, an unavailable file or an unexpected balance. Share only the personnel information needed for that investigation.
Ask the responsible administrator to reconcile the prior record with the saved current record. Do not submit replacement leave merely to make a missing historical entry visible: a new request can create a separate approval and balance effect. A manual balance correction changes a balance; it does not restore the original request, approval history or supporting file.
When a transition is paused because historical counting information is incomplete, the owner must resolve that information before treating the upgrade as finished. Existing requests should not be treated as though today's calendar choices necessarily applied when they were approved.
Responsibilities and evidence¶
The organization owner should agree the transition scope and what constitutes an acceptable reconciliation. Leave administrators should verify request and balance meaning; technical operators should establish migration, backup and recovery evidence; support should track discrepancies to resolution. Executives should distinguish a technical deployment from an accepted transfer of business records.
A rollback may restore an earlier software or database structure without recovering deleted business information. Restoration needs its own verified recovery evidence. This page does not claim that a rollback has been tested or that any particular organization's history is complete.
Use updates and reporting to interpret current history and balance references, and access to leave information to understand the remaining access-verification requirements.