A

Project Synopsis

On

“Hostel online leave form app ”

SUBMITTED TO THE MSBTE, MUMBAI IN PARTIAL FULFILLMENT OF THE

REQUIREMENTS FOR THE AWARD OF

Diploma in Computer Engineering

Submitted by

Name of Student Enrollment Number

1. Sanskruti Mukund Wadkar 2212140182

2. Pratiksha Pradeep Kshirsagar 2210740220
3. Nandini Dipak Yadav 2210740222
4. Sanika Babruvan Galgunde 2212140226

Under the guidance of

[Mr.A. S. Bhatlavande ]

Department of Computer Engineering

SVERI’s College of Engineering (Polytechnic), Pandharpur

2024 - 2025
AFFILIATED TO

MSBTE, MUMBAI

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Abstract:
The Hostel Online Leave Form App is designed to simplify and digitize the
process of managing student leave requests within educational institutions. The app ensures
a seamless workflow by automating approvals across multiple levels: Chief Rector, Head of
Department (HOD), and Rector. Students can submit leave requests via the app, which then
follows a structured review process. This efficient system reduces manual efforts, eliminates
delays, and enhances transparency with real-time notifications. The app empowers both
students and staff, ensuring smooth leave management.

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Index:

Sr. No. Content Page No.

1 Introduction 4

2 Literature review 5

3 Problem Statement 13

4 Objectives 14
5 Methodology 15

6 DFD Diagram 21

7 What is actually done 26

8 Project Scope 28

9 Conclusion 29

10 References 30

11 Declaration 31

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 1. Introduction:
The project entitled "Hostel Online Leave Form App" is software developed for
taking leave permission from the teachers and higher authority .

The Online Leave Form App revolutionizes how students manage their leave requests by
providing a streamlined, digital solution. Designed for efficiency and ease of use, the app
allows students to submit leave applications directly from their mobile devices, while
enabling administrative staff to manage and process these requests effortlessly. With its
intuitive interface and real-time notifications, the app ensures a smooth and transparent leave
management experience for both students and staff.

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 2. Literature review:

1) Summary of PeakUp Leave Management

The PeakUp Leave Management app makes it easy for employees or students to apply
for leave and track approvals. It automates the process, reducing paperwork and
helping administrators approve or reject requests efficiently. The app also provides real-time
updates on leave status and keeps all leave records organized for future reference.

It is part of the PeakUp Suite, which includes additional tools for managing HR tasks and
cloud services

Features of PeakUp Leave Management free :-

• Leave Requests: Employees can easily submit leave requests with details about
the type of leave and duration.
• Approval Workflow: Managers receive notifications and can approve or
deny requests directly within the app.
• Leave Balances: Users can view their available leave balances, helping them
plan their time off.
• Custom Leave Types: Organizations can define different types of leave (e.g.,
sick leave, vacation, parental leave) tailored to their policies.
• Reports and Analytics: Admins can generate reports to analyze leave
patterns and manage workforce planning.
• Notifications: Users receive updates on the status of their leave
requests, ensuring everyone stays informed.
• User-Friendly Interface: The app is designed for ease of use, making it
accessible for employees at all levels.
•
2) Summary of Leave Tracker App

Leave Tracker is a user-friendly application designed to help individuals and

organizations manage and track employee leave efficiently. It provides a
straightforward platform for employees to record their leave, monitor balances, and
submit requests, making it easier for HR teams to oversee attendance and manage
leave policies.

Features of Leave Tracker App:

• Leave Balance Tracking: Users can view their remaining leave balances in
real time, helping them plan time off effectively.

• Approval Workflow: Managers can review, approve, or decline leave requests

with a simple click, streamlining the decision-making process.
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 • Custom Leave Types: Organizations can define and customize leave
categories according to their specific policies.

• Reporting and Analytics: Admins can generate reports to analyze leave

patterns, helping in workforce management and planning.

3) Summary of Leave Planner App

Leave Planner is an all-in-one leave management application designed to streamline the

process of managing employee time off for both individuals and organizations. This
user-friendly app addresses common challenges in leave tracking by allowing employees
to easily submit requests for various types of leave, such as vacation, sick leave, and
personal days, all within a few taps. Real-time tracking of leave balances empowers
employees to make informed decisions about their time off, while an intuitive approval
workflow enables managers to swiftly review and respond to requests. The app’s
customizable settings allow
organizations to tailor leave types and approval processes to fit their specific policies,
ensuring compliance with labor laws and internal guidelines. Additionally, Leave
Planner often features calendar integration, enabling teams to visualize leave days
and better coordinate schedules, which enhances overall productivity. Automated
notifications and reminders keep all parties informed about request statuses and
upcoming leave, reducing the chances of miscommunication. Overall, Leave Planner
fosters a culture of transparency and efficiency in leave management, making it an
invaluable tool for HR professionals, team leaders, and employees alike, ultimately
promoting a healthier work-life balance.

Features of Leave Planner App:

• Leave Request Submission: Employees can easily submit leave requests for
various types of leave, such as vacation, sick leave, and personal days.
• Customizable Leave Types: Organizations can define specific leave
categories according to their policies and requirements.
• Calendar Integration: The app often features a calendar view to visualize
leave days, making it easier to manage team availability.
• Reporting and Analytics: Admins can generate reports to track leave usage
and identify trends, aiding in workforce management.

4) Summary of Time Off Manager

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 Time Off Manager is a dedicated tool for handling employee leave requests and
absences .The system automates the approval process, routing requests through an approval
hierarchy set by the organization. Time Off Manager also offers features such as calendar
integration, reporting capabilities, and customizable leave policies. By streamlining leave
management and providing real- time updates ,Time Off Manager helps organizations
maintain accurate records and ensure a smooth administrative process. Time Off Manager
enhances transparency by providing real-time updates to both employees and managers on
the status of leave requests, reducing delays and misunderstandings. It also supports
comprehensive reporting, helping HR teams analyze leave patterns, forecast staffing needs,
and maintain compliance with legal requirements. By automating routine tasks, it reduces
administrative workload andensures more accurate and timely management of employee
absences.

Features Of Time Off Manage App :

• Customizable Leave Policies: Set specific rules and policies for different types of leave.

• Notifications: Get alerts for new leave requests, approvals, or changes in status.

• Reporting Tools: Generate reports on leave usage and trends for better workforce planning.

• User-Friendly Interface: Designed for easy navigation by both employees and managers.

• Mobile Access: Manage time off requests and approvals from mobile devices.

• Multi-Department Support: Manage time off across different departments or

teams within the organization.

5) Summary on Zenefits

Zenefits offers an all-in-one HR platform with a dedicated leave management module.

Zenefits integrates with other HR functions, such as payroll and benefits administration, to
provide a seamless experience for Managing employee leave. The system supports
various Leave types and offers features such as real-time notifications, leave accrual
tracking, and compliance management. Zenefits’ approach to integrating leave management
with broader HR functions reflects its commitment to improving administrative efficiency
and enhancing user experience. Zenefits ' leave management module allows employees

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 to easily request time off, while managers can review and approve requests with minimal
effort, all within the same platform used for other HR functions like payroll. It
automatically tracks leave accruals, ensuring accuracy in balance calculations, and helps
businesses stay compliant with labor laws by providing customizable policies and alerts for
potential legal issues. Additionally, real- time notifications ensure that both employees and
managers are informed about request statuses, reducing communication gaps.

Features Of Zenefits app:

• Payroll Processing: Easily manage payroll, including automatic calculations

and tax deductions.
• Time Off Tracking: Request and track time off, view leave balances, and manage approvals.
• HR Compliance: Tools and resources to help maintain compliance with labor
laws and regulations.
• Employee Self-Service: Employees can access their information, update
personal details, and manage benefits directly.

• Performance Management: Tools for setting goals, conducting reviews,

and tracking employee performance.
• Reporting and Analytics: Generate reports on various HR metrics to aid in decision-making.
• Integration Capabilities: Integrate with other software solutions for payroll,
accounting, and more.
• Mobile Accessibility: Manage HR tasks on-the-go through a mobile-friendly interface.

6) Summary on BambooHR

BambooHR’s leave management feature is part of a comprehensive HR software suite

designed to streamline various HR processes BambooHR offers features such as leave
balance tracking, real-time status updates, and customizable leave policies. BambooHR’s
emphasis on automation, accuracy, and integration aligns with the goals of enhancing
administrative efficiency and improving user satisfaction. BambooHR's leave
management system allows employees to request time off through a self-service portal,
while managers can easily approve or reject requests, making the process more efficient.
The system tracks leave balances in real-time, ensuring that both employees and HR staff
have up- to-date information on available time off. Additionally, BambooHR's
integration with other HR functions, like performance reviews and employee data
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 management, helps centralize HR tasks, reducingadministrative burdens and improving
overall accuracy.

Features of BambooHR app:

• Onboarding Tools: Simplify the onboarding process for new hires with
checklists and document management.
• Performance Management: Tools for setting goals, conducting performance
reviews, and tracking employee development.
• Reporting and Analytics: Generate detailed reports on HR metrics like
employee turnover, time off, and more.
• Mobile Accessibility: Access key HR features and information from mobile devices.
• Custom Workflows: Set up customized workflows for various HR processes,
such as approvals and notifications.
• Document Storage: Securely store and manage important employee documents.
• Integrations: Integrate with other tools and software, such as payroll and benefits providers.

7) Summary on Absence.io

Absence.io is an online leave management solution designed to simplify the tracking and
approval of employee absences. The platform allows employees to request leave
through a user-friendly interface and automatically routes these requests to the designated
approvers The system offers features such as leave balance tracking, automated reminders,
and detailed reporting on leave trends. Its emphasis on automation and real-time updates
makes Absence.io a robust tool for managing absences and improving operational efficiency.
Absence.io enhances efficiency by providing automated reminders for pending
approvals or upcoming leaves,
ensuring that requests are processed without delays. Its detailed reporting features allow
managers and HR teams to analyze absence trends, helping in workforce planning and
identifying potential issues such as excessive absenteeism. Additionally, the platform&#
39;s integration with popular calendar systems ensures seamless synchronization,
giving teams real-time visibility into employee availability.

Features Of Absence.io app:

• Leave Management: Submit, approve, and track leave requests for various
types of absences.
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 • Real-Time Notifications: Alerts for both employees and managers regarding
leave requests and approvals.
• Custom Leave Policies: Set and manage different leave policies based on company needs.
• Leave Balances: View remaining leave balances for employees, including
vacation, sick leave, and other types.
• Calendar Integration: Access a calendar view to see who is out of the office and when.
• Reporting Tools: Generate reports on absence trends and patterns to
aid in workforce planning.
• Mobile Accessibility: Manage absences on-the-go via mobile devices.

8) Summary on LeaveBoard

LeaveBoard provides a comprehensive and large organizations. The platform supports

online submission of leave requests, with automated routing to approvers based on custom
workflows. LeaveBoard includes features such as leave balance management, approval
tracking, and real-time notifications to keep all parties informed. The system also offers
reporting and analytics tools to help organizations monitor leave trends and manage their
workforce effectively. LeaveBoard’s user-friendly interface and emphasis on automation
align closely with the goals of improving efficiency and transparency in leave
management. LeaveBoard enhances workforce management by offering detailed analytics,
allowing HR teams to monitor leave trends, such as patterns of absenteeism or peak leave
periods, which helps in making informed staffing decisions. Its customizable workflows
ensure that the approval process aligns with the specific structure of large organizations,
reducing bottlenecks. Additionally, LeaveBoard’s user-friendly interface makes it easy for
employees to request time off and for managers to track approvals, fostering better
communication and transparency across departments.

Features of app LeaveBoard :

• Leave Management: Easily request, approve, and track employee leave requests.
• Attendance Tracking: Monitor employee attendance, including clock-ins and clock-outs.
• Leave Balance: View and manage leave balances for each employee.
• Custom Leave Types: Set up various types of leave (sick, vacation, etc.)
based on organizational needs.
• Approval Workflow: Streamlined process for managers to approve or deny leave requests.
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 • Notifications: Receive alerts for pending leave requests and updates.
• Reporting Tools: Generate reports on leave usage, attendance, and trends.
• User-Friendly Interface: Intuitive design for easy navigation and usage by
both employees and managers.

9) Summary on Leave Management System (LMS) by Freshteam

The platform allows users to submit leave requests online through an intuitive interface,
which are then automatically routed to the appropriate approvers based on predefined
workflows.
Freshteam LMS integrates with other HR functions, providing features such as leave
balance tracking, automated notifications, and real-time status updates. Freshteam's
Leave Management System (LMS) simplifies the leave request process by providing an
intuitive online portal for submissions, ensuring that requests are quickly routed to the
correct approvers through automated workflows. The platform offers real-time status
updates and automated notifications,keeping both employees and managers informed.
Additionally, Freshteam LMS integrates seamlessly with other HR functions, suchas
payroll and employee data management, ensuring accurate leave balance tracking and
improving overall HRefficiency.

Features of app LeaveBoard :

• Approval Workflow: Managers can review and approve or deny leave requests with ease.
• Leave Balances: Employees can view their current leave balances for various
types of leave (e.g., vacation, sick leave).

• Custom Leave Policies: Set up and manage different leave policies

tailored to organizational needs.

• Notifications: Receive alerts for pending requests, approvals, and upcoming leaves.
• Reporting and Analytics: Generate reports on leave usage and trends for
better workforce planning.
• User-Friendly Interface: Intuitive design for both employees and managers
for easy navigation.
• Mobile Access: Manage leave requests and approvals from mobile devices.
• Integration Capabilities: Integrate with other Freshteam features or third-party
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 tools for seamless HR management.
10) Summary of Leave Management System App:

Leave Management System is an application designed to facilitate the management of

employee leave requests in organizations. It provides a streamlined platform for tracking
leave, approving requests, and ensuring compliance with company policies. By
automating the leave management process, the app aims to enhance efficiency and
communication between employees and management.

Features Of Leave Management System App :

• Leave Request Submission: Employees can submit requests for various

types of leave, including vacation, sick leave, and personal days, directly
through the app.

• Approval Workflow: Managers receive notifications for leave requests, allowing

them to review and approve or deny requests quickly.

• Leave Balance Tracking: Users can view their available leave balances in
real time, helping them plan their time off effectively.

• Calendar View: The app often features a calendar that displays employee
leave days, helping teams visualize availability and manage scheduling
effectively.

• Reporting and Analytics: Admins can generate detailed reports on leave usage,
enabling them to analyze patterns and make informed decisions regarding
workforce management.

• Notifications and Alerts: Automated notifications keep users informed

about request statuses and upcoming leave, reducing the chances of
miscommunication.

• User-Friendly Interface: Designed for ease of use, the app provides

an intuitive experience for both employees and managers.

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3.Problem Statement:

1. Current leave application processes are manual and time-consuming.

2. Inefficient tracking of leave requests leads to confusion and delays.
3. Lack of a centralized system increases the risk of miscommunication between residents
and management.
4. Difficulty in monitoring the status of leave applications creates uncertainty for residents.

5. Residents receive inadequate notifications regarding approval or rejection of leave requests.

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4.Objectives:

• Develop a User-Friendly Platform:

Create an intuitive interface accessible from mobile devices and desktops for easy
submission of leave requests by students.

• Enhance the Approval Workflow:

Implement a step-by-step approval process involving the Chief Rector, HOD,

and Rector to ensure proper authorization for leave requests.

• Automate Administrative Tasks:

Minimize manual handling by automating leave submission, routing, and

tracking, reducing the possibility of errors or delays.

• Enable Real-Time Notifications:

Notify students and approvers at each stage of the approval process (approval,
rejection, or escalation). This promotes transparency and smooth
communication between students and authorities.

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 5.Methodology:

Figure 1 Methodology

To create a hostel online leave form application for Android with both student and admin modules,
begin by gathering requirements from stakeholders, identifying key functionalities for each user role.
Students should be able to submit leave requests and check their status, while admins need the ability to
view, approve, or reject these requests.Next, focus on system design, which involves creating user
interfaces (UIs) for both modules. The student module should include a leave application form with
fields for Student ID, Name, Leave Dates, and Reason for Leave, along with a submission button. The
admin module should feature a dashboard to display leave requests, complete with options to approve or
reject them. For data storage, consider using Firebase Firestore or SQLite to maintain collections for
students and leave requests.

In the implementation phase, set up your Android project in Android Studio, designing the layouts using
XML. The code structure should include activities for navigation and functionalities. For example, the
MainActivity could facilitate navigation between student and admin activities. The StudentActivity
would handle leave request submissions, while the AdminActivity would manage the retrieval and
approval of leave requests.

Once the code is in place, proceed with rigorous testing, including unit tests for individual components
and integration testing to ensure smooth interactions between modules. After testing, deploy the
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application by building the APK and testing it on physical devices, making adjustments based on user
feedback.

Lastly, plan for ongoing maintenance, which will involve regularly updating the app to address bugs
and incorporate user suggestions. Additionally, consider implementing user authentication, notification
systems for leave approvals, and a help section for user guidance, ensuring the application meets the
needs of all stakeholders effectively.

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 5.1DFD level 0

Figure 2. DFD Level 0 Hostel online leave form app

The diagram represents a simplified data flow for a hostel's online leave application system. In this system, a
student submits a leave request through the Hostel Online Leaveform App. The app processes this request and
forwards it to the admin, who either approves or rejects the request. Once the admin makes a decision, the app
sends a notification back to the student, informing them whether their leave was approved or rejected.
Additionally, the admin also receives notifications about new leave requests. The system facilitates smooth
communication between the student and the admin, ensuring that leave requests are processed efficiently and
notifications are sent in a timely manner.

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5.2 DFD Level 1

Figure 3. DFD Level 0 Hostel online leave form app

The diagram represents a detailed data flow for a hostel's online leave management system. The process starts
with the student submitting a leave request in 1.1, where they provide their student ID and a reason for the
leave. The system generates a leave request ID and sends a confirmation message back to the student, ensuring
the request is logged.Next, in 1.2, the admin reviews the submitted request. Based on the leave request details,
the admin can either approve or reject the leave. The decision is updated in the system, and a notification is sent
to the student informing them of the outcome.In 1.3, the student is able to view the leave status by entering
their student ID, allowing them to see whether their leave was approved or rejected. Finally, in 1.4, the system
allows the admin to generate a leave report based on the leave request status and the date range, compiling a
report that shows all approved and rejected leaves.Overall, the system facilitates an organized and efficient
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communication process between students and admins, ensuring all leave requests are processed and tracked
systematically.

5.3 DFD Level 2

Figure 4. DFD Level 0 Hostel online leave form app

The diagram illustrates the data flow and process for a hostel’s online leave management system, showing how
leave requests are handled between the student and the admin. First, the student submits a leave request,
providing details like their student ID and the reason for the request. This request, along with student data, is
stored in the student record, where the list of leave requests is maintained. The leave request is forwarded to the
admin, who either approves or rejects it.Once the admin makes a decision, the approval or rejection is stored in
the leave approval history. The student can then view the status of their leave request, whether it has been
approved or rejected, by accessing the leave request system. The admin can also generate a leave report by
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selecting a date range, compiling a list of all approved and rejected leave requests. This report, as well as the
leave request history, helps in managing the records of student leave efficiently.The flow allows students to
track their leave status in real time, while the admin can keep records organized and generate reports to review
leave data as needed. The system ensures that the entire process is managed in a streamlined way, from
submission to report generation.

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6. UML Diagram :

6.1Use Case Diagram

Figure 5. Use Case Diagram

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6.2 Class Diagram :

Figure 6. Class Diagram

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6.3Sequence Diagram :

Figure 7. Sequence Diagram

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6.4 Activity Diagram :

Figure 8. Activity Diagram

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6.5Deployment Diagram :

Figure 9. Deployment Diagram

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7. What is actually done ?

Student Function:

The student module is designed to empower students to manage their leave requests effectively. Its
primary functions include submitting leave applications by filling out a dedicated form, checking the
status of submitted requests, and editing requests before they are approved. Additionally, students
receive notifications regarding the approval or rejection of their applications and can access their leave
history to review past requests and their outcomes. The user interface is focused on ease of use, featuring
straightforward forms and simple navigation to facilitate the submission and tracking of requests.
Access is limited to personal data and requests, ensuring that students cannot modify information related
to other users. This structure ensures a user-friendly experience while maintaining privacy and security.

Admin Function:

The admin module is designed for administrators to oversee and manage all leave requests efficiently. It
includes functions such as viewing a comprehensive list of all submitted applications, allowing admins
to approve or reject requests and update their statuses accordingly. Administrators can filter and search
requests based on various criteria to find specific applications quickly, as well as generate reports to
analyze leave trends and usage patterns over time. Additionally, the module enables admins to manage
user accounts, including adding new students or updating existing records. The user interface is more
complex than that of the student module, featuring dashboards, advanced search functionalities, and
various data management tools to facilitate efficient oversight. With elevated access, admins can view
all users' leave requests and modify or manage user accounts, ensuring effective administration
of the leave request process.

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8.Project Scope:
The scope of the Hostel Leave Form Management System project includes user management for
students and administrators, a streamlined leave application process with automated notifications, and
a customizable approval workflow. It features leave tracking for students and reporting tools for
administrators to monitor attendance patterns. The system will be mobile-friendly and may
integrate with existing student management systems, ensuring security through data encryption and
regular backups. A feedback mechanism will also be implemented for continuous improvement,
creating an efficient solution for managing hostel leave requests.

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 9. Conclusion
In Hostel Leave Form Management System app streamlines the process of requesting and managing
leave for hostel residents. By digitizing leave applications, the app enhances efficiency, reduces paperwork,
and ensures better tracking of student attendance. Key features such as notifications, approval workflows,
and reporting tools provide administrators with the necessary oversight while giving students a user-
friendly platform to manage their leave requests. Ultimately, this system fosters better communication
between students and hostel management, contributing to a more organized and supportive living
environment.

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10.References:
1. https://www.timeoffmanager.com

2. https://elearningindustry.com/directory/elearning-software/zenefits

3. https://www.bamboohr.com/hr-software/mobile

4. https://www.absence.io/

5. https://leaveboard.com/

6. https://support.freshteam.com/support/solutions/articles/19000138216-applying-for-time-
off-on- freshteam-mobile-app

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 Declaration

We the undersigned have submitted the Synopsis report for the proposed
Project work entitled Hostel online leave form app. We declare that we have submitted the
Synopsis report after through Study & it is not copied from any other source.

Name of Student Sign of Student

 Sanskruti Mukund Wadkar

 Pratiksha Pradeep Kshirsagar

 Nandini Dipak Yadav

 Sanika Babruvan Galgunde

Project Accepted & Approved by:

Date:

Place:

Name & Sign of Name & Sign of Name & Sign

Project Guide H.O.D Principal

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