Project Report

Employee Leave Management System
An
Industrial Training Report
on
EMPLOYEE LEAVE MANAGEMENT SYSTEM
Submitted in the partial fulfillment
for the award of
BACHELOR OF TECHNOLOGY
IN COMPUTER SCIENCE AND ENGINEERING
(2020)
Submitted by
Swarnima Singh
(1712210909)
Under the guidance of
Mr. Dishant Agarwal
SHRI RAMSWROOP MEMORIAL COLLEGE OF
ENGINEERING AND MANGEMENT, LUCKNOW

Acknowledgement
I have taken efforts in this project. However, it would not have been possible without the kind
support and help of many individuals and organizations. I would like to extend my sincere
thanks to all of them.
I am highly indebted to Kalp Nath Verma for their guidance and constant supervision as well
as for providing necessary information regarding the project & also for their support in
completing the project.
I would like to express my gratitude towards my parents & member of UPRVUNL for their
kind co-operation and encouragement which help me in completion of this project.
I would like to express my special gratitude and thanks to industry persons for giving me
such attention and time.
My thanks and appreciations also go to my colleague in developing the project and people
who have willingly helped me out with their abilities.
Contents
1. INTRODUCTION 1-3
1.1.1.INTRODUCTION TO PROJECT
1.1.2.EXISTING SYSTEM
1.1.3.PROPOSED SYSTEM
2. SYSTEM ANLAYSIS 4-16
2.1.1.STUDY OF THE SYSTEM
2.1.2.INPUT AND OUTPUT REPRESENTAION
2.1.3.PROCESS MODELS USED WITH JUSTIFICATION
2.1.4.SYSTEM ARCHITECTURE
3. FEASIBILITY STUDY 17-19
3.1.1.TECHNICAL FEASIBILITY
3.1.2.OPERATIONAL FEASIBILITY
3.1.3.ECONOMIC FEASIBILITY
4. REQUIREMENT SPECIFICATIONS 20-32
4.1.1.FUNCTIONAL REQUIREMENTS
4.1.2.PERFORMANCE REQUIREMENTS
4.1.3.SOFTWARE REQUIREMENTS
4.1.4.HARDWARE REQUIREMENT
5. SYSTEM DESIGN 33-34
5.1.1.INTRODUCTION
5.1.2.DATA FLOW DIAGRAM
5.1.3.UML DIAGRAMS
5.1.4.E-R DIAGRAMS
6. OUTPUT SCREENS 35-39
7. BIBLIOGRAPHY 40
ABSTRACT
This project is aimed at developing a web based Leave Management Tool, which is of
importance to either an organization or a college.
The Easy Leave is an Intranet based application that can be accessed throughout the
organization or a specified group/Dept. This system can be used to automate the workflow of
leave applications and their approvals. The periodic crediting of leave is also automated.
There are features like notifications, cancellation of leave, automatic approval of leave, report
generators etc in this Tool.
Functional components of the project:
There are registered people in the system. Some are approvers. An approver can also be a
requestor. In an organization, the hierarchy could be Engineers/Managers/Business
Managers/Managing Director etc. In a college, it could be Lecturer/Professor/Head of the
Department/Dean/Principal etc.
Following is a list of functionalities of the system:
 login to the system through the first page of the application

 change the password after logging into the system
 see his/her eligibility details (like how many days of leave he/she is eligible for etc)
 query the leave balance
 see his/her leave history since the time he/she joined the company/college
 apply for leave, specifying the from and to dates, reason for taking leave, address for
communication while on leave and his/her superior’s email id
 See his/her current leave applications and the leave applications that are submitted to
him/her for approval or cancellation
 approve/reject the leave applications that are submitted to him/her
 withdraw his/her leave application (which has not been approved yet)
 Cancel his/her leave (which has been already approved). This will need to be
approved by his/her Superior
 get help about the leave system on how to use the different features of the system
The modules involved are:
 Administration
 Employee
 Search
 Report
 Authentication
INTRODUCTION
The Leave Management system is an Intranet based application that can be accessed
throughout the organization or a specified group/Dept. This system can be used to automate
the workflow of leave applications and their approvals. The periodic crediting of leave is also
automated. There are features like notifications, cancellation of leave, automatic approval of
leave, report generators etc in this Tool.
The Easy Leave is an Intranet based application that can be accessed throughout the
organization or a specified group/Dept. This system can be used to automate the workflow of
leave applications and their approvals. The periodic crediting of leave is also automated.
There are features like notifications, cancellation of leave, automatic approval of leave, report
generators etc in this Tool.
Functional components of the project:
There are registered people in the system. Some are approvers. An approver can also be a
requestor. In an organization, the hierarchy could be Engineers/Managers/Business
Managers/Managing Director etc. In a college, it could be Lecturer/Professor/Head of the
Department/Dean/Principal etc.
Following is a list of functionalities of the system:
 A person should be able to
 login to the system through the first page of the application
 change the password after logging into the system
 see his/her eligibility details (like how many days of leave he/she is eligible for etc)
 query the leave balance

 see his/her leave history since the time he/she joined the company/college
 apply for leave, specifying the from and to dates, reason for taking leave, address for
communication while on leave and his/her superior’s email id
 see his/her current leave applications and the leave applications that are submitted to
him/her for approval or cancellation
 approve/reject the leave applications that are submitted to him/her
 withdraw his/her leave application (which has not been approved yet)
 Cancel his/her leave (which has been already approved). This will need to be
approved by his/her Superior
 get help about the leave system on how to use the different features of the system
As soon as a leave application /cancellation request /withdrawal /approval /rejection

/password-change is made by the person, an automatic email should be sent to the person and
his superior giving details about the action
The number of days of leave (as per the assumed leave policy) should be automatically
credited to everybody and a notification regarding the same be sent to them automatically
An automatic leave-approval facility for leave applications which are older than 2 weeks
should be there. Notification about the automatic leave approval should be sent to the person
as well as his superior
1.1 EXISTING SYSTEM:
 All Work are done Manually.
 Cannot Upload and Download the latest updates.
 No use of Web Services and Remoting.
 Risk of mismanagement and of data when the project is under development.
 Less Security.
 No proper coordination between different Applications and Users.

 Fewer Users - Friendly.
1.2 PROPOSED SYSTEM:
The development of the new system contains the following activities, which try to automate
the entire process keeping in view of the database integration approach.
 User friendliness is provided in the application with various controls.
 The system makes the overall project management much easier and flexible.
 Readily upload the latest updates, allows user to download the alerts by clicking the
URL.
 There is no risk of data mismanagement at any level while the project development is
under process.
SYSTEM ANLAYSIS
2.1 STUDY OF THE SYSTEM
To provide flexibility to the users, the interfaces have been developed that are accessible
through a browser. The GUI’S at the top level have been categorized as
1. Administrative user interface

2. The operational or generic user interface
The ‘administrative user interface’ concentrates on the consistent information that is

practically, part of the organizational activities and which needs proper authentication for the
data collection. These interfaces help the administrators with all the transactional states like
Data insertion, Data deletion and Date updation along with the extensive data search
capabilities.
The ‘operational or generic user interface’ helps the end users of the system in transactions
through the existing data and required services. The operational user interface also helps the
ordinary users in managing their own information in a customized manner as per the included
flexibilities
2.2 INPUT & OUTPOUT REPRESENTETION
Input design is a part of overall system design. The main objective during the input design is
as given below:
 To produce a cost-effective method of input.

 To achieve the highest possible level of accuracy.
 To ensure that the input is acceptable and understood by the user.
INPUT STAGES:
The main input stages can be listed as below:
 Data recording
 Data transcription
 Data conversion
 Data verification
 Data control
 Data transmission
 Data validation
 Data correction
INPUT TYPES:
It is necessary to determine the various types of inputs. Inputs can be categorized as follows:
 External inputs, which are prime inputs for the system.

 Internal inputs, which are user communications with the system.
 Operational, which are computer department’s communications to the system?
 Interactive, which are inputs entered during a dialogue.
INPUT MEDIA:
At this stage choice has to be made about the input media. To conclude about the input
media consideration has to be given to;
 Type of input
 Flexibility of format
 Speed
 Accuracy
 Verification methods
 Rejection rates
 Ease of correction
 Storage and handling requirements
 Security
 Easy to use
 Portability
Keeping in view the above description of the input types and input media, it can be said that
most of the inputs are of the form of internal and interactive. As
Input data is to be the directly keyed in by the user, the keyboard can be considered to be the
most suitable input device.
OUTPUT DESIGN:
In general are:
 External Outputs whose destination is outside the organization.

 Internal Outputs whose destination is with in organization and they are the
User’s main interface with the computer. Outputs from computer systems are
required primarily to communicate the results of processing to users. They are
also used to provide a permanent copy of the results for later consultation. The
various types of outputs
 Operational outputs whose use is purely with in the computer department.
 Interface outputs, which involve the user in communicating directly with the
system.
OUTPUT DEFINITION
The outputs should be defined in terms of the following points:
 Type of the output

 Content of the output
 Format of the output
 Location of the output
 Frequency of the output
 Volume of the output
 Sequence of the output
It is not always desirable to print or display data as it is held on a computer. It should be

decided as which form of the output is the most suitable.
For Example
Will decimal points need to be inserted
Should leading zeros be suppressed.

OUTPUT MEDIA:
In the next stage it is to be decided that which medium is the most appropriate for the output.
The main considerations when deciding about the output media are:
 The suitability for the device to the particular application.

 The need for a hard copy.
 The response time required.
 The location of the users
 The software and hardware available.
Keeping in view the above description the project is to have outputs mainly coming under the
category of internal outputs. The main outputs desired according to the requirement
specification are:
The outputs were needed to be generated as a hard copy and as well as queries to be viewed
on the screen. Keeping in view these outputs, the format for the output is taken from the
outputs, which are currently being obtained after manual processing. The standard printer is
to be used as output media for hard copies.
PROCESS MODEL USED WITH JUSTIFICATION
SDLC (Spiral Model):

SDLC is nothing but Software Development Life Cycle. It is a standard which is used by
software industry to develop good software.
Stages in SDLC:
 Requirement Gathering
 Analysis
 Designing
 Coding
 Testing
 Maintenance
Requirements Gathering stage:
The requirements gathering process takes as its input the goals identified in the high-level
requirements section of the project plan. Each goal will be refined into a set of one or more
requirements. These requirements define the major functions of the intended application,
define
operational data areas and reference data areas, and define the initial data entities. Major
functions include critical processes to be managed, as well as mission critical inputs, outputs
and reports. A user class hierarchy is developed and associated with these major functions,
data areas, and data entities. Each of these definitions is termed a Requirement. Requirements
are identified by unique requirement identifiers and, at minimum, contain a requirement title
and textual description.
These requirements are fully described in the primary deliverables for this stage: the
Requirements Document and the Requirements Traceability Matrix (RTM). The requirements
document contains complete descriptions of each requirement, including diagrams and
references to external documents as necessary. Note that detailed listings of database tables
and fields are not included in the requirements document.
The title of each requirement is also placed into the first version of the RTM, along with the
title of each goal from the project plan. The purpose of the RTM is to show that the product
components developed during each stage of the software development lifecycle are formally
connected to the components developed in prior stages.
In the requirements stage, the RTM consists of a list of high-level requirements, or goals, by
title, with a listing of associated requirements for each goal, listed by requirement title. In this
hierarchical listing, the RTM shows that each requirement developed during this stage is
formally linked to a specific product goal. In this format, each requirement can be traced to a
specific product goal, hence the term requirements traceability.
The outputs of the requirements definition stage include the requirements document, the
RTM, and an updated project plan.
 Feasibility study is all about identification of problems in a project.

 No. of staff required to handle a project is represented as Team Formation, in this

case only modules are individual tasks will be assigned to employees who are
working for that project.
 Project Specifications are all about representing of various possible inputs
submitting to the server and corresponding outputs along with reports maintained
by administrator
Analysis Stage:
The planning stage establishes a bird's eye view of the intended software product, and uses
this to establish the basic project structure, evaluate feasibility and risks associated with the
project, and describe appropriate management and technical approaches.
The most critical section of the project plan is a listing of high-level product requirements,
also referred to as goals. All of the software product requirements to be developed during the
requirements definition stage flow from one or more of these goals. The minimum
information for each goal consists of a title and textual description, although additional
information and references to external documents may be included. The outputs of the project
planning stage are the configuration management plan, the quality assurance plan, and the
project plan and schedule, with a detailed listing of scheduled activities for the upcoming
Requirements stage, and high level estimates of effort for the out stages.
Designing Stage:
The design stage takes as its initial input the requirements identified in the approved
requirements document. For each requirement, a set of one or more design elements will be
produced as a result of interviews, workshops, and/or prototype efforts. Design elements
describe the desired software features in detail, and generally include functional hierarchy
diagrams, screen layout diagrams, tables of business rules, business process diagrams, pseudo
code, and a complete entity-relationship diagram with a full data dictionary. These design
elements are intended to describe the software in sufficient detail that skilled programmers
may develop the software with minimal additional input.
When the design document is finalized and accepted, the RTM is updated to show that each
design element is formally associated with a specific requirement. The outputs of the design
stage are the design document, an updated RTM, and an updated project plan.
Development (Coding) Stage:
The development stage takes as its primary input the design elements described in the
approved design document. For each design element, a set of one or more software artifacts
will be produced. Software artifacts include but are not limited to menus, dialogs, data
management forms, data reporting formats, and specialized procedures and functions.
Appropriate test cases will be developed for each set of functionally related software artifacts,
and an online help system will be developed to guide users in their interactions with the
software.
The RTM will be updated to show that each developed artifact is linked to a specific
design element, and that each developed artifact has one or more corresponding test case
items. At this point, the RTM is in its final configuration. The outputs of the development
stage include a fully functional set of software that satisfies the requirements and design
elements previously documented, an online help system that describes the operation of the
software, an implementation map that identifies the primary code entry points for all major
system functions, a test plan that describes the test cases to be used to validate the correctness
and completeness of the software, an updated RTM, and an updated project plan.
Integration & Test Stage:
During the integration and test stage, the software artifacts, online help, and test data are
migrated from the development environment to a separate test environment. At this point, all
test cases are run to verify the correctness and completeness of the software. Successful
execution of the test suite confirms a robust and complete migration capability. During this
stage, reference data is finalized for production use and production users are identified and
linked to their appropriate roles. The final reference data (or links to reference data source
files) and production user list are compiled into the Production Initiation Plan.
The outputs of the integration and test stage include an integrated set of software, an
online help system, an implementation map, a production initiation plan that describes
reference data and production users, an acceptance plan which contains the final suite of test
cases, and an updated project plan.
 Installation & Acceptance Test:
During the installation and acceptance stage, the software artifacts, online help, and
initial production data are loaded onto the production server. At this point, all test cases are
run to verify the correctness and completeness of the software. Successful execution of the
test suite is a prerequisite to acceptance of the software by the customer.
After customer personnel have verified that the initial production data load is correct
and the test suite has been executed with satisfactory results, the customer formally accepts
the delivery of the software.
The primary outputs of the installation and acceptance stage include a production
application, a completed acceptance test suite, and a memorandum of customer acceptance of
the software. Finally, the PDR enters the last of the actual labor data into the project schedule
and locks the project as a permanent project record. At this point the PDR "locks" the project
by archiving all software items, the implementation map, the source code, and the
documentation for future reference.
Maintenance:
Outer rectangle represents maintenance of a project, Maintenance team will start with
requirement study, understanding of documentation later employees will be assigned work
and they will under go training on that particular assigned category.
For this life cycle there is no end, it will be continued so on like an umbrella (no ending
point to umbrella sticks).
2.4 SYSTEM ARCHITECTURE
Architecture flow:
Below architecture diagram represents mainly flow of requests from users to database
through servers. In this scenario overall system is designed in three tires separately using
three layers called presentation layer, business logic layer and data link layer. This project
was developed using 3-tire architecture.
Presentation Layer
Request Response
Business Logic
Layer
Data Link
Layer
Data Base
FEASIBILITY STUDY
Preliminary investigation examines project feasibility; the likelihood the system will be
useful to the organization. The main objective of the feasibility study is to test the Technical,
Operational and Economical feasibility for adding new modules and debugging old running
system. All systems are feasible if they are given unlimited resources and infinite time. There
are aspects in the feasibility study portion of the preliminary investigation:
 Technical Feasibility
 Operation Feasibility
 Economical Feasibility
3.1 TECHNICAL FEASIBILITY
The technical issue usually raised during the feasibility stage of the investigation
includes the following:
 Does the necessary technology exist to do what is suggested?

 Do the proposed equipments have the technical capacity to hold the data required to
use the new system?
 Will the proposed system provide adequate response to inquiries, regardless of the
number or location of users?
 Can the system be upgraded if developed?
 Are there technical guarantees of accuracy, reliability, ease of access and data
security?
3.2 OPERATIONAL FEASIBILITY

OPERATIONAL FEASIBILITY
User-friendly
Customer will use the forms for their various transactions i.e. for adding new routes,
viewing the routes details. Also the Customer wants the reports to view the various
transactions based on the constraints. Theses forms and reports are generated as user-
friendly to the Client.
Reliability
The package wills pick-up current transactions on line. Regarding the old transactions,
User will enter them in to the system.
Security
The web server and database server should be protected from hacking, virus etc
Portability
The application will be developed using standard open source software (Except Oracle)
like Java, tomcat web server, Internet Explorer Browser etc these software will work both
on Windows and Linux o/s. Hence portability problems will not arise.
Maintainability
The system called the ewheelz uses the 2-tier architecture. The 1st tier is the GUI, which
is said to be front-end and the 2nd tier is the database, which uses My-Sql, which is the
back-end.
The front-end can be run on different systems (clients). The database will be running at
the server. Users access these forms by using the user-ids and the passwords.
3.3 ECONOMIC FEASILITY
The computerized system takes care of the present existing system’s data flow and
procedures completely and should generate all the reports of the manual system besides a
host of other management reports.
It should be built as a web based application with separate web server and database
server. This is required as the activities are spread through out the organization customer
wants a centralized database. Further some of the linked transactions take place in
different locations.
Open source software like TOMCAT, JAVA, Mysql and Linux is used to minimize
the cost for the Customer.
This application consists following modules.
MODULES
Administration
Employee
Search
Report
Authentication
4.2 MODULE DESCRIPTION

Administrator:-
In this module the Administrator has the privileges to add all the Employees and register
them in the organization and check the information of the Employee and check the status of the
leave when they have taken and what type of leave they have taken and search is done based on
the employee and report is generated based on employee.
Search:-
This module contain complete search like Leave search, Type of Leave, Employee based
on the leave and starting and ending day of leave.
Employee:-
In this module employee has the privileges to use his username and password for login
and he can see the request given by the customer and he can pass the process to the Business
Manager and maintain the record of the customers.
Reports:-
This module contains all the information about the reports generated by the Employees based
on the Performance and by the leave status.
Authentication:-
This module contains all the information about the authenticated user. User without his
username and password can’t enter into the login if he is only the authenticated user then he
can enter to his login.
4.3 PERFORMANCE REQUIREMENTS
Performance is measured in terms of the output provided by the application. Requirement

specification plays an important part in the analysis of a system. Only when the requirement
specifications are properly given, it is possible to design a system, which will fit into required
environment. It rests largely with the users of the existing system to give the requirement
specifications because they are the people who finally use the system. This is because the
requirements have to be known during the initial stages so that the system can be designed
according to those requirements. It is very difficult to change the system once it has been
designed and on the other hand designing a system, which does not cater to the requirements
of the user, is of no use.
The requirement specification for any system can be broadly stated as given below:
 The system should be able to interface with the existing system

 The system should be accurate
 The system should be better than the existing system
The existing system is completely dependent on the user to perform all the duties.
4.3 SOFTWARE REQUIREMENTS:
One of the most difficult tasks is that, the selection of the software, once system requirement
is known is determining whether a particular software package fits the requirements. After
initial selection further security is needed to determine the desirability of particular software
compared with other candidates. This section first summarizes the application requirement
question and then suggests more detailed comparisons.
 Operating System -------- Windows 95/98/NT/2000

 Browser -------- IE
 Web/Application Server -------- apache web server
 Database Server -------- Mysql
 Database Connectivity -------- JDBC
 Other Tools & Technologies -------- PHP, HTML
4.4 HARDWARE REQUIREMENTS:
The selection of hardware is very important in the existence and proper working of any
software. In the selection of hardware, the size and the capacity requirements are also
important.
The Web Based Manufacturing System can be efficiently run on Pentium system with at least
128 MB RAM and Hard disk drive having 20 GB. Floppy disk drive of 1.44 MB and 14 inch
Samsung color monitor suits the information system operation.(A Printer is required for hard
copy output).
 Pentium processor -------- 233 MHZ or above

 RAM Capacity -------- 128MB
 Hard Disk -------- 20GB
 Floppy disk -------- 1.44 MB
 CD-ROM Drive -------- 32 HZ
 KEYBOARD -------- 108 Standard
SYSTEM DESIGN
Introduction: Systems design is the process or art of defining the architecture,
components, modules, interfaces, and data for a system to satisfy specified requirements. One
could see it as the application of systems theory to product development. There is some
overlap and synergy with the disciplines of systems analysis, systems architecture and
systems engineering.
5.2 DFD’s
Administrator Employee
Provide services Emp
_details
Receive Report
Emp_id
Easy-Leave
Report
Details
Search
Details
Report
_id
Report
Search
_id
Search
Authenticati
on
UML Diagrams
Home Page
Login Page
Admin Home Page
Add/Delete Dept
Add/Delete Employee
Add / Delete Leave
Leave Checking
Admin
Leave Sanction
Monthly Leave Trans
Yearly Leave Trans
Repor
Search Employee
Search Dept
Search Leave
Home Page
Login Page
Employee Home Page
Change Own Info
Change Password
Employee Apply for Leave
Check Leave Status
Leave Sanction Status
Check Leave Type
Search Leave Type
Repor
Update Info
ER Diagram
EMPLOYEE LOGIN SCREEN

APPLY LEAVE PAGE.

ADMIN LOGIN PAGE

MANAGE EMPLOYEES PAGE

LEAVE HISTORY PAGE

ADD LEAVES PAGE

MANAGE DEPARTMENT PAGE

DASHBOARD PAGE
BIBLIOGRAPHY
BookName: PHP6 and MySQL AuthorName: SteveSuehring,TimConverse,andJoyce Park
Websites
•http://www.w3schools.com
•http://www.quibids.com
•http://www.ubid.com
•http://www.i-bidder.com
•http://www.redbid.com

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Employee Leave Management System

Industrial Training Report

EMPLOYEE LEAVE MANAGEMENT SYSTEM

Submitted in the partial fulfillment

for the award of

Mr. Dishant Agarwal

SHRI RAMSWROOP MEMORIAL COLLEGE OF

ENGINEERING AND MANGEMENT, LUCKNOW

 login to the system through the first page of the application

The modules involved are:

Functional components of the project:

Following is a list of functionalities of the system:

 A person should be able to

 login to the system through the first page of the application

 change the password after logging into the system

 query the leave balance

 approve/reject the leave applications that are submitted to him/her

As soon as a leave application /cancellation request /withdrawal /approval /rejection

1.1 EXISTING SYSTEM:

 All Work are done Manually.

 Cannot Upload and Download the latest updates.

 No use of Web Services and Remoting.

 Risk of mismanagement and of data when the project is under development.

 No proper coordination between different Applications and Users.

 Fewer Users - Friendly.

1.2 PROPOSED SYSTEM:

 User friendliness is provided in the application with various controls.

2.1 STUDY OF THE SYSTEM

1. Administrative user interface

The ‘administrative user interface’ concentrates on the consistent information that is

2.2 INPUT & OUTPOUT REPRESENTETION

 To produce a cost-effective method of input.

The main input stages can be listed as below:

 External inputs, which are prime inputs for the system.

 External Outputs whose destination is outside the organization.

The outputs should be defined in terms of the following points:

 Type of the output

It is not always desirable to print or display data as it is held on a computer. It should be

Will decimal points need to be inserted

Should leading zeros be suppressed.

 The suitability for the device to the particular application.

PROCESS MODEL USED WITH JUSTIFICATION

SDLC (Spiral Model):

 Feasibility study is all about identification of problems in a project.

 No. of staff required to handle a project is represented as Team Formation, in this

Development (Coding) Stage:

Integration & Test Stage:

 Installation & Acceptance Test:

2.4 SYSTEM ARCHITECTURE

3.1 TECHNICAL FEASIBILITY

 Does the necessary technology exist to do what is suggested?

3.2 OPERATIONAL FEASIBILITY

3.3 ECONOMIC FEASILITY

This application consists following modules.

4.2 MODULE DESCRIPTION

4.3 PERFORMANCE REQUIREMENTS

Performance is measured in terms of the output provided by the application. Requirement

 The system should be able to interface with the existing system

4.3 SOFTWARE REQUIREMENTS: