Employee Leave Management System

Assigned Project−III (PROJ-CS881) report submitted to

Bankura Unnayani institute of Engineering
in partial fulfilment for the award of the degree of
Bachelor of Technology
in
Computer Science & engineering

by

Rajesh Pandit, Siddhartha Mishra, Abhinaba Pal & Ayan Khatua

(10500120030, 10500120017, 10500220002, 10500120026)

Under the Supervision of

Prof. Satya Gopal
Chandra

Computer Science & Engineering

Bankura Unnayani Institute of
Engineering

Even Semester, 2024

5th June, 2024

 COMPUTER SCIENCE & ENGINEERING
BANKURA UNNAYANI INSTITUTE OF
ENGINEERING

DECLARATION
We Certify that

(a) The work contained in this report has been done by us under the
guidance of our supervisor.
(b) The work has not been submitted to any other Institute for any
degree or diploma.
(c) We have conformed to the norms and guidelines given in the Ethical
Code of Conduct of the Bankura Unnayani Institute of Engineering.
(d) Whenever We have used materials (data, theoretical analysis,
figures, and text) from other sources, we have given due credit to them by
citing them in the text of the report and giving their details in the
references. Further We have taken permission from the copyright owners
of the sources, whenever necessary.

Dated: 5th June, 2024 Place: Bankura

Rajesh Pandit, Siddhartha Mishra, Abhinaba Pal & Ayan Khatua

(10500120030, 10500120017, 10500220002, 10500120026)
 COMPUTER SCIENCE & ENGINEERING
BANKURA UNNAYANI INSTITUTE OF
ENGINEERING

CERTIFICATE
This is to certify that the project report entitled ”Employee Leave
Management System” submitted by Rajesh Pandit, Siddhartha Mishra,
Abhinaba Pal, Ayan Khatua (10500120030, 10500120017, 10500220002,
10500120026) to Bankura Unnayani Institute of Engineering towards
partial fulfillment of requirements for the award of degree of Bachelor of
Technology in Computer Science & Engineering is a record of bonafide work
carried out by them under my supervision and guidance during Even
Semester, 2024.

Supervisor Signature Coordinator Signature

Date: May 25, 2023 H.O.D Signature

Place: Bankura
 Acknowledgements

We would like to express our sincere gratitude and appreciation to all

those who have contributed to the successful completion of this report on
the ”Employee Leave Management System.”
First and foremost, we would like to thank our HOD, Prof. Aloke Roy, for
providing us with the opportunity to undertake this project and for his
continuous support throughout the entire process.
We are grateful to our supervisor, Prof. Satya Gopal Chandra, for his
guidance, support, and encouragement throughout the project. His
expertise and valuable feedback have been crucial in shaping the direction
of this report.
We would also like to acknowledge our coordinator, Assistant Prof.
Subrata Pan for his support and cooperation. His guidance and feedback
have been instrumental in our journey.
Lastly, we would like to express our gratitude to our friends and family
for their understanding and support. Their belief in our abilities and their
encouragement has been a constant source of motivation.
We extend our deepest appreciation to all those who have played a part,
directly or indirectly, in the completion of this report. Your contributions
and support have been invaluable, and we are sincerely grateful for your
assistance.

Rajesh Pandit
Siddhartha Mishra
Abhinaba Pal
Ayan Khatua
List of Figures
1 Data Flow Diagram(Level-0)......................................14
2 Data Flow Diagram(Level-1)......................................14
3 Data Flow Diagram(Level-2)......................................15
4 Entity Relation diagram . . . . . . . . . . . . . . . . . . . . . 16
Contents

1 Introduction 1

1.1 Motivation.......................................................................................... 2
1.2 Scope of work.....................................................................................3

2 Application 4

3 Literature Review 6

3.1 Related Works....................................................................................6

3.2 Existing Methods................................................................................7
3.3 Proposed Methods.............................................................................8

4 Methodology 10

4.1 Collection of Data.............................................................................12

4.2 Experimental Details 13

5 Results 17

6 Discussion 19

7 Conclusion 21
 Chapter 1

1 Introduction

The Employee Leave Management System is an advanced

software solution designed to revolutionize the way leave
requests are managed and processed for college teachers and
faculties. In today’s fast-paced educational environment, it has
become increasingly crucial to have an efficient and automated
system in place to handle leave requests accurately and
promptly. This innovative system aims to streamline the entire
leave management process, from leave request submission to
approval, tracking, and reporting. It provides a user-friendly
interface that allows teachers and faculties to easily enter their
leave details, including dates, leave types, and reasons,
simplifying the process for both users and administrators. By
automating the approval workflow, the College Leave
Management System eliminates the need for manual paper-
based processes, reducing administrative burdens and
ensuring timely decision-making. The system calculates leave
balances in real time, giving teachers and faculties accurate
information on their available leave days and facilitating
informed decision- making. Additionally, the system offers
comprehensive reporting capabilities, enabling administrators
to generate insightful reports on leave patterns, utilization,
and trends. This data-driven approach allows colleges to make
informed decisions regarding leave allocations and resource
planning.

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Overall, the Employee Leave Management System is a powerful
tool that enhances efficiency, accuracy, and transparency in
managing leave requests within colleges. It optimizes
processes, reduces errors, and improves the overall leave
management experience for teachers, faculties, and
administrators, ultimately contributing to a more efficient and
productive educational institution. [1].

1.1 Motivation

The current procedure is very tedious and also, it is manually

done through pen and paper. Sometimes it causes problems in
times of emergency to take a leave. So, we get motivated by
Google class-room features and thus we decided to build a web
based centralized leave management system for our college
Bankura Unnayani Institute of Engineering.

1.2 Scope of work

1. Understanding the current leave management

process: The development team will need to work closely with
college administrators to understand the existing leave
management process, including the types of leave available,
the approval workflow, and any specific policies or regulations
that govern leave.
2. Defining system requirements:
Based on the understanding of the current process, the
development team will need to define the system
requirements,
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including the features and functionality that are needed to
automate the leave management process.

3. Designing the system architecture:

The development team will need to design the system
architecture, including the database schema, user interface,
and integration points with other systems.[2]
4. Developing the software:
Once the system architecture is defined, the development team
will develop the software application, including the front-end
user interface and back-end logic.
5. Testing and quality assurance:
The application will need to be thoroughly tested to ensure
that it meets the defined requirements and is free from defects
and errors.
6. Deployment and training:
Once the application is ready, it will need to be deployed and
configured in the college environment. Additionally, training
will need to be provided to college administrators, faculty, and
students to ensure that they can effectively use the system.
7. Maintenance and support:
Once the system is deployed, ongoing maintenance and
support will be required to ensure that the application remains
secure, reliable, and up-to-date.

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Chapter 2
2 Application

1. Streamlining the leave application process: The

primary application of a college leave management system is
to streamline the leave application process for faculty
members. The system allows them to apply for leave online,
eliminating the need for paper-based forms and reducing the
administrative workload.
2. Enhancing transparency and accountability: With a
college leave management system, the leave application
process becomes more transparent and accountable. Faculty
members can easily track the status of their leave applications,
and administrators can view reports and analytics to gain
insights into leave patterns.
3. Improving resource allocation: By providing real-time
information on the availability of faculty members, the college
leave management system can help administrators make
better decisions about resource allocation. For example, if a
particular department is facing a shortage of faculty members
due to leave, the system can alert the administrators to take
appropriate action.
4. Facilitating compliance with regulations: A college
leave management system can help colleges and universities
comply with regulations related to leave management. For
example, if there are specific regulations that require
documentation or approvals for certain types of leave, the
system can be configured to enforce these requirements
automatically.

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 5. Supporting data analysis: The college leave
management system can provide valuable data that can be
used for analysis and decision-making. For example,
administrators can analyze leave patterns to identify areas
where additional support may be needed, or to identify
potential issues with workload distribution.

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 Chapter 3

3 Literature Review

3.1 Related Works

Several existing systems have been identified that address

leave management in academic institutions. These systems
provide valuable insights and serve as a reference for the
development of the Employee Leave Management System. The
related systems include:[3]:

1.Personal Information and Leave Management

System (Jayarathna, n.d.):
This system was implemented at the University of Colombo
School of Computing to automate the accumulation of personal
information and manage leave for the staff. It was designed for
restricted user access within the university’s administrative
intranet. The system focused on processing and generating
reports related to leaves of both academic and contract
employees.

2.Leave Management Modules in HRIS:

Various academic institutions, such as Shepherd University in
the United States, the University of Technology in Jamaica, and
the University of San Carlos in the Philippines, have
incorporated leave management modules into their Human
Resource Information Systems (HRIS).

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These systems enable employees to request and track leave,
while supervisors and HR administrators can manage leave
requests, and balances, and generate relevant reports.

3.2 Existing Methods

Recognizing the inefficiencies and challenges associated with

the current manual leave management process, which involves
cumbersome pen and paper procedures, our team at Bankura
Unnayani Institute of Engineering was inspired by the user-
friendly features of Google Classroom. Consequently, we
embarked on the development of a web-based centralized
leave management system for our college.
The existing method of managing leave requests manually
has proven to be time-consuming and prone to errors,
particularly during emergency situations. To address these
issues and streamline the process, we sought to leverage the
convenience and accessibility provided by a web-based
solution.
Taking inspiration from the user-friendly and efficient
features of Google Classroom, we aimed to create a system that
would empower our college community with a seamless and
intuitive platform for managing leave requests. By
transitioning to a centralized online system, we aimed to
eliminate the reliance on traditional pen-and-paper methods
and ensure a more efficient and responsive process.

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Through the implementation of this web-based leave
management system, we aspire to enhance the overall leave
management experience for students and staff at Bankura
Unnayani Institute of Engineering, enabling them to easily
request and track their leaves, while also providing
administrators with a comprehensive overview of leave
requests for effective decision-making.[4].

3.3 Proposed Methods

We are making an online leave management system that will

be fast and accurate and will store huge data.[5].

Technical tools

1. Frontend:-HTML, CSS, JAVASCRIPT

2. Backend:-PHP
3. Database: MYSQL
4. Deploy: Localhost
System Modules of Leave Management System

Register: - One user has to register on this interface with its

actual data to be filled and applied in the same interface, and
then press enters to be saved in the database. Further, move to
log in.
Login: - The user inputs its secure user id and password and
enters the system. The user can log in multiple times as many
times as he wants.

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 Leave Applies: - Here is the module for applying for leave to
the interface. One has to enter his details about the leave like
the reason for the leave.
Leave Preview: - After successful application of the leave
application, it will come under scrutiny by an admin. According
to his need, he will review it and take necessary action in the
next module.
Leave Approval: - Here admin approves the leave or not is
reflected by the admin to the users. Here all the real-time
updates will be shown to the users. Users can see only their
own leave requests there.
Logout: - In the end, the user can log out of the system to
release the resources held for the purpose of anything else.

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 Chapter 4

4 Methodology

The development of the Employee Leave Management website

followed a structured approach, ensuring that the specific
needs and requirements of the Employee Leave System were
met. The methodology consisted of the following key steps:
a) Needs Assessment: A thorough assessment of the
existing leave management process within the college was
conducted. Pain points, inefficiencies, and challenges faced by
teachers, faculties, and administrators were identified.
Requirements and expectations for the new system were
gathered through surveys, interviews, and discussions with
key stakeholders. The collected data was analyzed to
understand the specific needs and objectives the system
should address.
b) Planning and Design: The scope and objectives of the
Employee Leave Management System were defined based on
the needs assessment. A detailed project plan, including
timelines, milestones, and resource allocation, was developed.
System architecture and design specifications were created,
considering factors such as scalability, security, and
integration with existing systems. User roles and access levels,
along with workflows for leave request submission, approval,
and tracking, were defined.
c) Development: The College Leave Management System
was developed using appropriate web development tools and
technologies. The front-end development involved HTML, CSS,
1
and JavaScript to create the user interface and design.

1
These technologies were employed to ensure an intuitive and
user-friendly interface for teachers, faculties, and
administrators. For the backend development of the College
Leave Management System, PHP and Xampp were utilized.
PHP served as the server side scripting language, enabling
dynamic functionality and data processing. Xampp provided a
local development environment that included the necessary
components, such as the Apache web server and MySQL
database server. To store and manage data related to leave
requests, teacher profiles, administrative settings, and other
relevant information, a MySQL database was implemented.
The MySQL database offered a robust and efficient solution for
storing and retrieving data, ensuring accurate and secure
management of the leave management system’s data.
d) Testing: Comprehensive testing of the system was
conducted to ensure functionality, usability, and reliability.
Unit testing was performed to verify the accuracy and integrity
of individual system components. Integration testing was
conducted to validate the interaction and compatibility of
different system modules. System testing was performed to
assess the system’s overall performance, security, and
scalability. Any identified bugs or issues were addressed, and
regression testing was conducted to ensure the resolution of
problems.
e) Deployment: After completing testing, the website was
deployed by a local host environment.

1
4.1 Collection of Data

a) Online Leave Application Forms: The website can have

an online leave application form that faculty members can fill
out and submit to request leaves. The form can collect data
such as the type of leave, the start and end dates of the leave,
the reason for the leave, and any supporting documents.
b) User Accounts: The website can have a registration
process that requires faculty members to create user accounts.
These accounts can collect data such as the user’s name, email
address, phone number, and department.
c) Leave Approval Process: The website can have a leave
approval process that allows department heads and college
administrators to review and approve or reject leave requests.
The approval process can collect data such as the date of
approval, the name of the approver, and the reason for the
approval or rejection.
d) Attendance Records: The website can collect data on
faculty attendance by integrating it with the college’s
attendance management system. The data can include the
number of days present, absent, and on leave, as well as any
penalties for absences or unauthorized leaves.
e) Reports and Analytics: The website can generate
reports and analytics on leave requests and attendance
records. The data can be used to identify trends and patterns,
such as the most common reasons for leaves, the departments
with the highest leave rates, and the impact of leaves on
faculty performance.

1
4.2 Experimental Details

Experimental details may not be applicable in the context of

the Employee Leave Management System as it is not typically
associated with experimental research. The College Leave
Management System is primarily a software solution designed
to streamline leave management processes within a college.
Instead of experimental details, it would be more relevant to
focus on the implementation and deployment of the system,
user training, and gathering feedback to assess its
effectiveness. These aspects involve practical considerations
rather than experimental methodologies.

1
Figure 1: Data Flow Diagram(Level-0)

Figure 2: Data Flow Diagram(Level-1)

1
Figure 3: Data Flow Diagram(Level-2)

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Figure 4: Entity Relation diagram

1
 Chapter 5

5 Results

The Employee Leave Management System has demonstrated

significant results in enhancing the efficiency of leave
management and communication within the organization. The
key achievements of the system include:
a) User Registration and Authentication: The system
allows teachers, faculties, and administrators to register and
authenticate their accounts. Users can log in with designated
roles, granting them access to specific features and
information relevant to leave management. This ensures
secure access and streamlined user management.
b)Leave Request Management: The system provides a
comprehensive platform for managing leave requests.
Teachers and faculties can submit leave requests, specify leave
types, and include relevant details. Administrators can review
and approve leave requests, ensuring efficient processing and
minimizing manual paperwork.
c)Leave Balance Tracking: The system tracks and
maintains leave balances for each teacher or faculty member.
It keeps a record of leave taken, remaining to leave
entitlements, and historical leave data. This enables accurate
leave calculations and helps users monitor their leave
utilization.
d)Notification and Communication: The system in-
corporate notification features to keep users informed about

1
the status of their leave requests.

1
 Automatic email alerts or system notifications are sent to
users upon leave approval, rejection, or any updates. This
facilitates effective communication and reduces ambiguity.
e)Reporting and Analytics: The system generates
comprehensive reports and analytics related to leave
management. These reports provide insights into leave
patterns, usage trends, and leave statistics. Administrators can
analyze the data to make informed decisions, optimize
resource allocation, and identify areas for improvement.
f) Integration with Academic Calendar: The system
integrates with the college’s academic calendar to ensure
seamless coordination between leave management and
academic activities. It considers important dates, holidays, and
academic events to avoid scheduling conflicts and optimize
leave planning.
g)Security and Data Privacy: The system ensures the
security and confidentiality of leave-related data. User
information, leave requests, and other sensitive data are
protected through secure authentication mechanisms and data
encryption protocols. This maintains the privacy and integrity
of the leave management system.

1
 Chapter 6

6 Discussion

The Employee Leave Management System has delivered

noteworthy outcomes, leading to notable improvements in
operations and communication within the organization. The
key results achieved are outlined below:
a) Streamlined Leave Request Process: The system
simplifies the leave request process by providing an
automated and centralized platform. Teachers and faculties
can easily submit leave requests online, eliminating the need
for manual paperwork and streamlining the entire process.
b) Improved Accuracy and Transparency: The system
ensures accurate tracking and management of leave requests.
It provides real-time leave balances, preventing any
discrepancies or miscalculations. The transparency of the
system allows teachers, faculties, and administrators to view
and monitor leave statuses, enhancing accountability and
fairness.
c) Time and Resource Savings: With the automation of
leave request processing, the College Leave Management
System saves significant time and resources for both teachers
and administrative staff. It eliminates the need for manual data
entry, reduces paperwork, and minimizes the administrative
workload associated with leave management.
d) Enhanced Leave Planning and Resource Allocation:
The system provides valuable insights and reports on leave
patterns and utilization.
1
 This information helps colleges in better leave planning and
resource allocation, ensuring optimal staffing levels and
minimizing disruptions to the academic schedule.
e) Improved Decision-Making: The system generates
com- prehensive reports and analytics on leave data.
Administrators can access detailed information on leave
trends, individual leave histories, and department-specific
leave patterns. These insights enable data-driven decision-
making, such as identifying potential staffing gaps or
addressing leave-related issues proactively.
f) Increased Accountability and Compliance: The system
maintains a digital trail of all leave requests and approvals,
ensuring accountability and compliance with leave policies and
regulations. It facilitates accurate record-keeping and provides
a transparent audit trail for leave-related activities.
g) Enhanced Communication and Collaboration: The
system enables seamless communication between teachers,
faculties, and administrators regarding leave requests. It
provides notifications and updates on leave statuses, ensuring
effective communication and collaboration within the college
community.
h) User-Friendly Interface: The system offers a user-
friendly interface that is easy to navigate and understand.
Teachers, faculties, and administrators can quickly adapt to the
system, reducing the learning curve and enhancing user
satisfaction.
i) Scalability and Customization: The LMS can be tailored
to meet the specific needs and requirements of the college. It
is scalable, allowing for future expansion and integration
with other systems or modules as needed.
2
 Chapter 7

7 Conclusion

In conclusion, an exam result analysis system is a software

system designed to analyze and process exam results data. It
helps educators and administrators understand the
performance of students, classes, and courses, enabling data-
driven decision making and identifying areas for improvement.
The system typically in- includes features such as data entry,
validation, result calculation, performance analysis,
comparative analysis, reporting, security, integration,
scalability, and a user-friendly interface. When developing an
exam result analysis system, it is crucial to gather specific
requirements from stakeholders to ensure the system aligns
with their needs. The system should be scalable to handle a
large volume of data, integrate with other educational systems,
and provide a user-friendly interface accessible to both
technical and non-technical users. Overall, an exam result
analysis system serves as a valuable tool for educational in-
institutions to assess and enhance academic performance,
enabling informed decision-making and supporting the
continuous improvement of teaching and learning processes.

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