Automation Leave Management System 16633511

Chapter – 1

1.1 Introduction

The most popular forms of coding in these days is the generation of applications or apps, that can
easily run on our mobile phones on any environment like android, windows or IOS. Now days, the
technology is improving drastically. It is being used in every sphere of life. None of the field is left
untouched by the growing influence of these mobile applications. The hardware and software
capabilities of phones have been improving fastly . We are able to think that the current mobile
phones are as strong as computers and even they are able to compete with computers.

1.2 Objective

The major objective to automate the existing leave management in educational institutes to
decrease the paperwork and enable the process with efficient, reliable record maintenance by using
centralized database, thereby reducing chances of data loss. To provide for an automated leave
management system that intelligently adapts to HR policy of the organization and allows
employees and their line managers to manage leaves and replacements for better scheduling of
work load & processes.

1.3 Scope

The scope of the project is the system on which the software is installed, i.e. the project is developed as a
desktop application, and it will work for a particular financial institute. And it is used world wide.

1.4 Existing System

In existing system, the records are manually maintained by the administrative user. The attendance
is carried out in the form of hand written registers. It is a difficult job to maintain the record for the
user. The human effort is more. This system requires correct feed on input into the respective field.
Suppose wrong inputs are entered, the application could get misunderstood and rejected. So the
user finds it difficult to use. The existing system is not user friendly because the retrieval of data is
time consuming and data is not maintained efficiently. These systems need to be handling by a
specialist for maintaining and updating the system which can again be very costly. It requires more
calculations to generate the report so it is generated at the end of the session. All calculations to
generate report is done manually so there is some greater chance of errors. The faculty has to suffer

Page 1
Automation Leave Management System 16633511

a lot through the calculation and if there is a loss of some report then it may cause lots of issues. In
the existing Leave Record Management System, every College/ Department follows manual
procedure in which faculty enters information in a record book. At the end of each month/session,
Administration Department calculates leave/s of every member which is a time taking process and
there are chances of losing data or errors in the records.

1.5 Proposed System

In proposed system chances of data losing is not possible because data is maintained in the form of
database and digitalization of student’s information. Every day attendance, leaves and notices
information is updated in to database using a user friendly GUI. This application is an online
application which makes more flexible to access information. In case, if there is some holiday, then
the data is being updated automatically under well-defined graphical user interface and thus this
software also makes the work load less for the department and management class as well as make
easy access to the information for the authorized persons. The proposed system automates the
existing system. It decreases the paper work and easier record maintenance by having a Database
for leaves maintenance. The Leave Management System reduces the over work and time duration.
It provides a easy, maintained and systematic environment for the higher panel (HOD/Faculty) for
the approval of leave. This is a systematic approach that follow a sequence for the leave approval,
this will result low overhead of work.

1.6Advantages
Features of our application are as follows: -
 Our application mainly focuses on the fair distribution of attendance among students. It
provides all the related details of working days, holidays, events & workshops taking place in
the college.
 It provides overall as well as weekly attendance of student. Parents, faculties and students can
get easily updated about their attendance status. Students can easily upload their leave
applications online just on one click.
 The application will directly go to the concerned faculty and respective coordinators of student.
This will eliminate the redundant paper work. The application will also take the approval of
parents of students to check the originality of leave application.

Page 2
Automation Leave Management System 16633511

 This will reduce the frauds in application. Thus, a proper and fair distribution of attendance
will be given to each and every student. A student thus will not be able to do unethical and
wrong things.
 A proper section for attachments will be provided which will allow students to attach their
medical and other documents. Application is quite helpful for maintaining records of students
and helps in keeping an eye on the status of the records.

1.7Disadvantages

 Student can’t edit their application once sent. It would require admin to change the
data.
 It requires large database.

1.8 Modules of Automation Leave System:

 Admin Module: Managing the detail of all other modules.

 HOD Module: Managing the staff of campus. HOD can add new staff and delete or update the
staff. He can also approve or disapprove the staff leave additionally he can also apply for his
own leave and his leave will approve or disapprove by admin.
 Staff Module: Managing the student detail. Teacher can add new student and delete or update
the student. He can also approve or disapprove the student’s leave additionally he can also
apply for his own leave and his leave will approve or disapprove by HOD.
 Student Modules: view his own leave (approved or disapproved or pending), apply for leave
and his leave will approve or disapprove by teacher.

Page 3
Automation Leave Management System 16633511

Chapter-2

2.1 IDENTIFICATION OF NEED

Leave Management System is very convenient to implement, easy to understand and also easy on
implementation. The need of designing such Software is to provide HR& Administrations better
way for scheduling &balancing work load by maintaining leave details of the staff .It reduces the
human efforts of checking the papers for leave request manually and maintaining it in folders and
files.

2.2FEASIBILITYSTUDY

Feasibility studies aim to objectively and ect. Generally, feasibility studies precede technical
development and project implementation. Trationally uncover the strengths and weaknesses of the
existing system or proposed venture. In its simplest term, the two criteria to judge feasibility are
cost required and value to be attained. As such, a well-designed feasibility study should provide
historical background of the projhe assessment of feasibility study is based on the following
factors:
1) Technical Feasibility
2) Economic Feasibility
3) Operational Feasibility

2.2.1 TECHNICAL FEASIBILITY:

Generally, feasibility studies precede technical development and project implementation. The
assessment is based on a system requirement in terms of Input, Processes, Output, Fields,
Programs, and Procedure .This can be quantified in terms of volumes of data, trends, frequency of
updating, etc., in order to estimate whether the new system will perform adequately or not.
Technological feasibility is carried out to determine the capability, in terms of software, hardware,
personnel and expertise, to handle the completion of the project. When writing feasibility report
the following should be taken to consideration:

A brief description of the business the part of the business being examined. The human and
economic factor The possible solutions to the problems

Page 4
Automation Leave Management System 16633511

2.2.2 ECONOMIC FEASIBILITY

Economic analysis is the most frequently used method for evaluating the effectiveness of a new
system. More commonly known as cost/benefit analysis, the procedure is to determine the benefits
and savings that are expected from a candidate system and compare them with costs. An
entrepreneur must accurately weigh the cost versus benefits before taking an action.

2.2.3 OPERATIONAL FEASIBILITY:

Operational feasibility is a measure of how well a proposed system solves the problems, and takes
advantage of the opportunities identified during scope definition and how it satisfies the
requirements identified in the requirements analysis phase of system development

The operational feasibility of the system can be checked as it solves the problems and reduces the
complications occurring in the paper-pencil test.
2.2.4 CONCLUSION OF FEASIBILITY STUDY:
1) Technical Feasibility: The system can be implemented using computer software& hardware.
2) Economic Feasibility: The System implementation is economical if implemented for
large/medium organization which can bear the cost of maintaining computer and server cost.
3) Operational Feasibility: The system efficiently operates & reduces manual computation and
time of processing, reducing cost of paperwork and human errors.

Page 5
Automation Leave Management System 16633511

Chapter 3

3. Software Tools and Technology

3.1 Introduction to Xampp server
 XAMPP is an open source free software developed by Apache friends. XAMPP software
package contains Apache distributions for Apache server, MariaDB, PHP, and Perl. And it
is basically a local host or a local server. This local server works on your own desktop or
laptop computer. You can just install this software on your laptop or desktop and test the
clients or your website before uploading it to the remote web server or computer. This
XAMPP server software gives you suitable environment for testing MYSQL, PHP, Apache
and Perl projects on the local computer.
 The full form of XAMPP is X stands for Cross-platform, (A)Apache server, (M)MariaDB,
(P)PHP and (P)Perl. The Cross-platform usually means that it can run on any computer
with any operating system.
 Next MariaDB is the most famous database server and it is developed by MYSQL team.
PHP usually provides a space for web development. PHP is a server-side scripting
language. And the last Perl is a programming language and is used to develop a web
application.
 Cross platform- Xampp is cross-platform.
 Cross-platform means it can be run on any computer machine and with any operating
software or it is compatible with all types of computer hardware and software.
 A: Apache server: Xampp ncludes Apache server.
This server is required for running most of the application or software like PHP. It is the
Most unable webserver software across the world. It is popular because it is quick, reliable
and safe. It is open source and free to use.
 M: Maria DB: Xampp supports Maria DB. Maria DB is the popular database server which
is open source and developed by original developers of MySQL.
 P: PHP– Xampp support the PHP.
PHP stands for PHP Hypertext Processor (earlier it was known as Personal Home Page), It
Provides an environment for web development. This is a server- side scripting language.
 P: PERL – Xampp support PERL.

Page 6
Automation Leave Management System 16633511

PERL(Practical extraction and reporting language) is a high-level general purpose

programming language. It is used in developing the web application.

3.1.1What does Xampp server includes?

 When you start the Xampp server you see the various stuff explained below.
 Apache: This is the most popular web server on the web which actually processes and
supply the web content to the computer.
 MySQL: This functionality would be encapsulated with all the simple and complicated
web application.
 This is always there for storing the data. MYSQL is the most popular database to work
with. It is a free & open source.
 You can easily learn MYSQL associated with XAMPP package and well work with PHP.
 Filezilla: It is an FTP(file transfer protocol) server used for making smooth file transfer
from local server to live server and vice…
 Mercury: it is a simple and open source mail server.
 Tomcat: It is a freeware Java servlet for serving the Java application.
 Apache and MYSQL are the best stuff for the beginners especially working with PHP
application.
 Though it is enough to play around these two until you are working on localhost.
3.1.2What are the benefits of Xampp server
 Both servers have their equal importance, as a live server is used to keep our website data
and make it live or visible to all the users across the world. But we can’t perform more
testing work on the live server as it can create a massive traffic and load to the live server
thus may result in a hang or stuck our website. So for testing work or update work for our
website we need a server similar to our live server(live server also have Xampp or Wamp
installed). So Xampp is the best option for achieving this. So for testing work or update
work for our website we need a server similar to our live server(live server also have
Xampp or Wamp installed). So Xampp is the best option for achieving this.
 It is an open source software and you can easily download and install it on your local
machine.
Once you install this on your local machine then you can perform any number of test or
updations to your website.

Page 7
Automation Leave Management System 16633511

3.1.3How to install xampp server

 It is very simple to install the Xampp server.
 You can download the setup over the internet and after downloading the setup you can
easily install it on your local machine.
 You can go through the below links for the same. Just copy the link and paste in the
browser.

3.2Introduction To HTML

One language that is specially designed to convert the simple text into Hypertext is
known as Hypertext Markup Language (HTML). HTML is the collection of some codes (typically
known as tags) that have some special meanings. Each HTML tag has a proper effect on the simple
text. Any HTML document is fully portable and can be understood by any browser.

3.2.1Features of HTML:

 It is the language which can be easily understood and can be modified.

 It provides the more flexible way to deign web pages along with the text.
 Links can also be added to the web pages so it helps the readers to browse the information
of their interest.
 We can display HTML documents on any platforms such as Windows and Linux etc.
 We can insert images, links and relative paths from the Workspace.
 Graphics ,videos and sounds can also be added to the web pages which give an extra
attractive look to your web pages.

3.3Introduction To PHP
PHP (recursive acronym for PHP: Hypertext Preprocessor) is a widely-used open source general-
purpose scripting language that is especially suited for web development and can be embedded into
HTML. PHP is a server side scripting language that is embedded in HTML. It is used to manage
dynamic content, databases, session tracking, even build entire e-commerce sites. It is integrated
with a number of popular databases, including MySQL ,Oracle, Sybase and Microsoft SQL Server.

3.3.1Common uses of PHP:

Page 8
Automation Leave Management System 16633511

PHP can handle forms, i.e. gather data from files, save data to a file, thru email you can send data,
return data to the user.
You add, delete, modify elements within your database thru PHP.
Access cookies variables and set cookies.
Using PHP, you can restrict users to access some pages of your website.

3.3.2Usage

PHP is a general-purpose scripting language that is especially suited to server-side web

development where PHP generally runs on a web server. Any PHP code in a requested file is
executed by the PHP runtime, usually to create dynamic web page content or dynamic images used
on Web sites or elsewhere. It can also be used for command-line scripting and client-side GUI
applications. PHP can be deployed on most Web servers, many operating systems and platforms,
and can be used with many relational database management systems (RDBMS). It is available free
of charge, and the PHP Group provides the complete source code for users to build, customize and
extend for their own use.
PHP acts primarily as a filter, taking input from a file or stream containing text and/or PHP
instructions and outputting another stream of data; most commonly the output will be HTML.
Since PHP 4, the PHP parser compiles input to produce code for processing by the Zend Engine,
giving improved performance over its interpreter predecessor.

3.4Introduction To CSS

Cascading Style Sheets, fondly referred to as CSS, is a simple design language intended to
simplify the process of making web pages presentable.CSS handles the look and feel part of a web
page. Using CSS, you can control the color of the text, the style of fonts, the spacing between
paragraphs, how columns are sized and laid out, what background images or colors are used,
layout designs, and variations in display for different devices and screen sizes as well as a variety
of other effects.
CSS is easy to learn and understand but it provides powerful control over the presentation of an
HTML document. Most commonly, CSS is combined with the markup languages HTML or
XHTML.

3.5 Introduction To JQuery

Page 9
Automation Leave Management System 16633511

The purpose of jQuery is to make it much easier to use JavaScript on your website. jQuery is a
lightweight, "write less, do more", JavaScript library. The purpose of jQuery is to make it much
easier to use JavaScript on your website. jQuery takes a lot of common tasks that require many
lines of JavaScript code to accomplish, and wraps them into methods that you can call with a
single line of code. jQuery also simplifies a lot of the complicated things from JavaScript, like
AJAX calls and DOM manipulation.

3.6Introduction To Javascript

In spite of the similarity of names, JavaScript is not Java. The languages are not related. Java is
frequently used to program games, mobile phones, and other devices, such as the Amazon Kindle.
Although Java can be used in websites, it's rarely used that way.

JavaScript, on the other hand, is a lightweight, yet powerful language that normally runs inside a
web browser. Its role is to provide access to different elements of the page so that they can be
removed or updated. It can also create new elements, change the style of existing elements, or
extract information from them.

3.7Introduction To SQL

SQL (Structured Query Language) is a computer language used to store, manipulate, and retrieve
data stored in databases. The first manifestation of SQL appeared in 1974, when a group in IBM
developed the first sample of a relational database. The first commercial relational database was
released by Relational Software. Standards for SQL exist. However, the SQL that can be used on
each one of the major RDBMS today is in different flavors.
SQL is short for Structured Query Language and is a widely used database language, providing
means of data manipulation (store, retrieve, update, delete) and database creation.
Almost all modern Relational Database Management Systems like MS SQL Server, Microsoft
Access, MSDE, Oracle, DB2, Sybase, MySQL, Postgres and Informix use SQL as standard
database language. Now a word of warning here, although all those RDBMS use SQL, they use
different SQL dialects. For example MS SQL Server specific version of the SQL is called T-SQL,
Oracle version of SQL is called PL/SQL, MS Access version of SQL is called JET SQL, etc.

Page
10
Automation Leave Management System 1633511

Chapter 4

4.Data Flow Diagram

It is a way of expressing system requirement in a graphical form; this leads to a modular design. It
is also known as buble chart, has the purpose of clarifying system requirements and identifying
major transformations that will become program in system design. So it is the starting point of the
design phase that functionally decomposes the requirement specifications down to the lowest level
of details. A DFD consist of a series of bubbles joined by lines. The bubbles represent data
transformation and the lines represent data flows in the system.
4.1 DFD SYMBOLS

Process
Transform of incoming data flow(s) to outgoing flow(s).

DatFlow
Movement of data in the system.

DataStore
Data repositories for data that are not moving. It may be as
simple as a buffer or a queue or a s sophisticated as a relational
database.

ExternalEntity
Sources of destinations outside the specified system boundary.

11
Automation Leave Management System 1633511

4.2Data Flow Diagram

a) Admin
Admin Level 0:-

Fig:1 Admin DFD Login

12
Automation Leave Management System 1633511

Admin Level 1:-

Fig:2 Admin Level 1

13
Automation Leave Management System 1633511

Admin Level 2:-

Fig: 3 Admin level 2

14
Automation Leave Management System 1633511

b) H.O.D
HOD Level 0:-

Fig:4 HOD level 3

15
Automation Leave Management System 1633511

HOD Level 1:-

Fig: 5 HOD level 1

16
Automation Leave Management System 1633511

c) Staff
Staff Level 0:-

Fig: 6 Staff level 0

17
Automation Leave Management System 1633511

Staff Level 1:-

Fig: 7 Staff level 1

18
Automation Leave Management System 1633511

d) Student
Student Level 0:-

Fig: 8 Student level 0

Student Level 1:-

19
Automation Leave Management System 1633511

Fig: 9 Student level 1

20
Automation Leave Management System 1633511

Chapter:5

5.2 Snapshots

a) Admin

Fig: 10 Admin Login

Fig:11 Admin Panel

21
Automation Leave Management System 1633511

Fig:12 Add HOD

Fig:13 View HOD

22
Automation Leave Management System 1633511

Fig:14 View HOD Leave Record

Fig:15 View Staff Record

23
Automation Leave Management System 1633511

Fig:16 View Staff Leaves

Fig:17 View Students Record

24
Automation Leave Management System 1633511

b) HOD Panel

Fig:18 HOD Login

Fig: 19 HOD Panel

25
Automation Leave Management System 1633511

Fig:20 Add Staff

Fig:21 View Staff

26
Automation Leave Management System 1633511

Fig:22 View Staff Leaves

Fig:23 Apply For Leave

27
Automation Leave Management System 1633511

Fig: 24 View Own Leave

28
Automation Leave Management System 1633511

c) Staff Panel

Fig:25 Staff Login

Fig:26 Staff Panel

29
Automation Leave Management System 1633511

Fig: 27 Add Students

Fig:28 View All Students

30
Automation Leave Management System 1633511

Fig: 29 View All Students Leaves

Fig:30 Apply For Leave

31
Automation Leave Management System 1633511

Fig:31 View Own Leaves

Fig: 31 View Own Approved Leaves

32
Automation Leave Management System 1633511

Fig: 32 View Own Pending Leaves

33
Automation Leave Management System 1633511

d) Student Panel

Fig: 33 Student Login

Fig: 34 Student Panel

34
Automation Leave Management System 1633511

Fig: 35 Student Panel

Fig: 36 Apply For Leave

35
Automation Leave Management System 1633511

Fig: 37 View Own Leaves

Fig: 38 View Own Pending Leaves

36
Automation Leave Management System 1633511

Fig:39 View Own Approved Leaves

37
Automation Leave Management System 1633511

Chapter-6

6.1 Data Base Snapshots

Fig:4
0 Login Table

38
Automation Leave Management System 1633511

Fig:41 Admin Table

39
Automation Leave Management System 1633511

Fig:42 HOD Table

40
Automation Leave Management System 1633511

Fig:43 Staff Table

41
Automation Leave Management System 1633511

Fig:44 Student Table

42
Automation Leave Management System 1633511

Fig: 45 Leave Table

43
Automation Leave Management System 1633511

Chapter-7

7.1CONCLUSION

Further up gradation of the Leave Management System for various types of organizations with
multiple hierarchies can help in reducing paperwork, help achieve error free tabulation and
calculation of leaves.

7.2LIMITATION:

 The leave status cannot be cleared until and unless the HOD approves/ rejects the
application.
 The staff cannot cancel the leave application once made.
 The system will not function properly with multiple computers in the network.
 The system will fail if the server fails, but the data will remain stored in the database

44
Automation Leave Management System 1633511

Chapter-8
FUTURE SCOPE:

The leaves that have not been availed by the staff in the given session can be automatically carried
forward to the next working session depending on the HR policy of the organization. Every
employees individual leave record can be tabulated in a pie chart format to ascertain his/her
performance during the working session for HR appraisal activity.

The summarized data generated by this system can be further provided to different departments,
for example, Finance, Accounts for direct calculation of salaries. If personal data is fed into the
system while creating employee profiles, single interface to ascertain information such as no. of
years worked, birthdays, notice period, promotions, can be availed at a single point by the HOD.

45
Automation Leave Management System 1633511

Chapter-9

BIBLIOGRAPHY

Websites:

http://csharp.net-informations.com

http://msdn.microsoft.com

http://net-informations.com

46