Leave Management System

A Project Report
Submitted
By
Mahita Adapa
M080357CA
in partial fulfillment of
the requirements for the award of the degree of

Master of Computer Applications

Under the guidance of
Mr. Rama Sastry Kodukulla
Delivery Manager,
HP, Chennai

Mr. Srinivasan Pandurangan

Project Manager
HP,Chennai

Mr Sumesh T.A
Asst.Professor, CSED
NIT Calicut

Department of Computer Science and Engineering

National Institute of Technology Calicut,

Kerala 673601
May 2011

NIT Calicut MCA 2011

Declaration

I hereby declare that this submission is my own work and that, to the best of my
knowledge and belief, it contains no material previously published or written by another
person nor material which has been accepted for the award of any other degree or diploma
of the university or other institute of higher learning, except where due acknowledgment has
been made in the text.

Place: NIT, Calicut

Name: Mahita Adapa

Date:

Signature:

Reg.No.M080357CA

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Certificate
This is to certify that the thesis entitled Leave Management System Submitted by
Mahita Adapa to the National Institute of Technology Calicut towards partial fulfillment
of the award of the Degree of MASTER OF COMPUTER APPLICATIONS is carried out
by her under our supervision at Hewlett Packard , Chennai, India.

Signed by the supervisor(s) with name(s) and date

Mr. Rama Sastry Kodukulla

Delivery Manager,
HP, Chennai

Mr. Srinivasan Pandurangan

Project Manager
HP, Chennai

Signed by the internal guide(s) with name(s) and date

Mr. Sumesh T.A

Asst.Professor, CSED,
NIT Calicut.

Place: NIT Calicut

Date:
Signature of Head of the Department

(Office Seal)
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Acknowledgement

I take this opportunity to express my sincere gratitude to all individuals, directly or

indirectly, who have contributed towards the completion of this thesis.

I am grateful to Hewlett-Packard, Chennai for allowing me to do internship at their office.

I express my sincere thanks to my supervisors, Mr. Rama Sastry Kodukulla and

Mr. Srinivasan Pandurangan for their guidance and valuable suggestions throughout this
thesis.

I would like to express my sincere gratitude to my project guide Mr.Sumesh T.A,

Asst.Professor, CSED, NITC for his guidance, support and cooperation throughout this
work.

Lastly, I thank all my friends and classmates for their continuous support and
encouragement. If not for the above mentioned people, this thesis would never have been
completed successfully. I once again extend my sincere thanks to all of them.

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ABSTRACT
The Leave Management System is designed to maintain the leave records of employee
and allows the user to apply different kind of leave permissible. The user can use the
module for applying leave or as approving authority or as Leave Management System
administrator for sanctioning the leave. Through Leave Management System it will be
also possible to cancel a leave already applied. All the notifications corresponding to
application, approval, rejection of the leaves will be done by the email.

This project is aimed at developing an intranet based online Leave Management System
that can be accessed throughout the organization or a specified group/Dept. It will allow
the organizations to set up their own leave policies such as public holidays, leave types as
well as how the system should work. This system can be used to automate the workflow
of leave applications and their approvals. Automatic credit of leaves on a periodic basis
& at the end of year and leave balance updating process will be automated .It will include
features like email notifications, cancellation of leave, approval of leave, cancellation of
leave after its approval and report generation based on weekly ,monthly and yearly basis.
The system will also keep track of all employees leave records,leave balances etc.

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TABLE OF CONTENTS
1. Introduction

1.1. Problem Definition

1.2. Background

1.2.1. Capturing Leave

1.2.2. Approval Workflow

1.2.3. Notifications

1.2.4. Report Generation

1.3. Motivation

1.4. System Requirements

2. Requirement Analysis

3. Design

3.1. Flow chart design

3.2. Screen Design

3.3. Database Design

4. Implementation

11

4.1. Creating Web Application Project

11

4.2. Creating GWT Module

12

4.3. Remote Procedure Call

13

4.4. SMTP

14

4.5. Screen Shots

16

4.6. Testing

33

4.7. Integration

34

4.8. Integration Testing

34

4.8.1. Performance Time Testing

34

4.8.2. Specification Testing

34

5. Conclusion

35

6. Bibliography

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List of Tables & Figures

Table 2.1 Requirements

Fig 3.1 Lms workflow diagram

Fig 3.2.1 Use Case Diagram

Fig 3.2.2 ER Diagram

Table 4.6.1 Test Cases

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Chapter 1

Introduction

1.1 Problem Definition

Problem statement:
A robust web application is required for the management of the process involving applying of
leaves based on the type of leave, approval of the leave(s), checking availability of the leaves, sending
notifications by email, tracking and generating reports thereafter.

My Module:
Capture the Leave and Notifications in Leave Management System.
Definition:
Capture leaves based on their types, for example Sick leave, casual leave, annual leave, travel
leave, maternity leave, compensatory leave, special leave. Mailer should be sent an email at each level
for status updates involving the leave applied notification, leave approval/rejection notification.

1.2 Background
LMS is a web-based leave management system where an employee can apply for a leave. The
system will also keep track of all employees leave records, leave balances. User is able to view their
leave balance and according to that employee can apply for a leave and notification of leave
approval/rejection from their manager. The function of this system is to simplify leave application
through online, to improve the mechanism of receiving, approving and rejecting leave application, to
generate report of employees in order to be use in evaluating the performance of an employee.

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1.2.1 Capturing leaves
After logging into the system employee can check the leave balance, according to that
he/she can apply for a leave. Capturing leaves will be based on their types, for example sick
leave, casual leave, annual leave, maternity leave, adaption leave, compensatory leave, special
leave, travel leave, paternity leave. This module is done by me(Mahita Adapa) and Avnish Singh
Chouhan.

1.2.2 Approval workflow

The leave applied should pass through more than one level of approvals if needed based
on the type of leave applied. The leave application will be sent to his/her corresponding
supervisor. Then supervisor will forward to the project manager. The approval can be from one
level to two levels at max. This module is done by Avnish Singh Chouhan.

1.2.3 Notifications
The leave application which is sent by an employee will be forward to corresponding
manager. The approval/rejection of leave application will be sent to employee via email
automatically. Through Leave Management System it will be also possible to cancel a leave
already applied . All the application, approval, rejection of the leaves will be done by the
email.This module is done by me(Mahita Adapa).

1.2.4 Report generation

In report generation we can see various kinds of reports which can be viewed by an
employee as well his manager. For example report on leave history for an employee will give
him the details of all the leave taken by him since he/she joined the company. Displaying
monthly leave calendar, date wise report of leaves application to be viewed by manager/admin
for staffs performance, approval history etc. This module is done by Harsh Gaurav Mishra.

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1.3 Motivation
The project work has benefits to both the company and the student. They can be summarized as
follows.
Companys perspective:
Efficiently organization can use the LMS system.
Easily employee can keep track of his/her records and it will decrease the paper work.
Reduction in HR intervention

Student perspective:
Learn the steps which are involved in during the project .
Chance to work on Eclipse.
Hands-on working experience in an Enterprise portal .

1.4 System requirements

To develop Leave Management System, it must meet the following requirements.

Hardware requirements:
CPU:Intel compatible 450Hz or higher
Memory: 512MB or higher RAM

Software requirements:
Software :Eclipse (Java IDE)
Database :Oracle 10g
Technology: Java/J2EE
OS: Windows Xp
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Chapter 2

Requirement Analysis

Requirements analysis is critical to the success of a development project. we analyzed the

requirements that are needed for the project .

Table 2.1 Requirements:

Functional
Req. #
Requirements
Login
Requirements

1.0

Check the leave

balance
Apply for leave

1.1

Approve/reject a
leave
Check status of
leave application
History
Requirements
Default display
setting
requirements
Notifications

1.3

Report generation

1.8

Cancellation of
approved leave

1.9

1.2

1.4
1.5
1.6

1.7

Description
An authorized employee should be able to Login to the system
Change the password
An employee can check how many days of leave he/she
is eligible for etc.
An employee can apply for a leave specifying the
from and to dates and reason for taking leave.
Withdraw his/her leave application which has not
been approved yet.
A manager can approve /reject a leave application of his
subordinates.
An employee can check the status of leave application
whether it has been approved/rejected/pending.
An employee can see the history of his/her leave taken
for the maximum period of 2-3 years.
After login to the system employee should be displayed
their corresponding views based on his/her role.
As soon as a leave
application/withdrawal/approval/rejection/passwordchange is made by an employee ,an automatic
confirmation should be sent to the employee and to his
manager.
A manager can see weekly/monthly/yearly leave details
of his/her subordinates.
Administrator can cancel the leave application which is
approved by the manager.
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Chapter 3

Design

3.1 Flow chart Design

A flowchart is ideal for a process that has sequential process steps. The steps will be executed in a
simple order that may change as the result of some simple decisions.

Fig 3.1 LMS Workflow Diagram

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3.2 Screen design
Detailed screen design follows makes clients sites efficient and easy to navigate between pages.
In this phase, we need to plan how each page should appear in the system. It should be understandable
by client and in this phase we have to decide what should appear in every page, what should not keep in
page because software (web application) should not take too much time to load certain page. And this
screen design will be given to client before we start developing a project and ask them any changes are
required in the screen design. According to that the screen chart will be designed.
3.2.1 Use case diagram

Fig 3.2.1 Use Case Diagram

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3.2.2 ER Diagram

Fig 3.2.2 ER Diagram

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3.3 Database Design
Login table:

Field
Data Type
Username(Employee Number
Id)

Null (Y/N)
N

Description
This field gives the username
of an employee.

Password

Varchar2(10)

Security Question

Varchar2(50)

Answer

Varchar2(30)

This field gives the Password

of an employee.
This field is for security
purpose.
This field is for security
purpose.

Employee Table

Field
Employee Id

Data Type
Number

Null (Y/N)
N

Description
This field identifies an
employee uniquely.

First name

Char(20)

Middle name

Char(20)

Last name

Char(20)

Gender

Char(6)

Date of birth

Date

Street

Varchar2(25)

City

Varchar2(25)

State

Varchar2(20)

Postal code

Number

Email Id

Varchar2(25)

Phone number

Number

This field gives the first name

of an employee.
This field gives the middle
name of an employee.
This field gives the last name
of an employee.
It gives the gender of an
employee.
It gives the age of an
employee.
This field related to address
of an employee.
This field related to address
of an employee.
This field related to address
of an employee.
It gives the postal code of an
employee.
This field gives the email id
of an employee.
This field gives the contact
number of an employee.
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Date of joining

Date

This field gives when the

employee joined in the
organization.
It gives the type of an
employee(for ex :contract
based, permanent etc)
This field gives the
designation of an employee.
It shows the salary of an
employee.
It gives the working location
of an employee.

Resource Type

Varchar2(15)

Level

Varchar2(5)

Salary

Number

Current location

Varchar2(20)

Base location

Varchar2(20)

It gives the job location of an

employee.

Working hours

Number

Manager Id

Number

This field gives how many

hours the employee is
working.
It gives who is the manager
for employee.

Leave Applied Table:

Field
Employee Id

Data Type
Number

Null (Y/N)
N

Leave Id

Number

Type of leave

Varchar2(25)

Start Date

Date

End date

Date

Duration

Number

Reason

Varchar2(100)

Manager Id

Number

Description
It gives the identification
number of an employee.
It gives the identification
number of a leave.
This field gives name of leave
type (for ex: annual leave,
sick leave etc).
It gives when the employee
will take leave.
It gives upto which date an
employee will take leave.
It gives how many days the
employee is applying for a
leave.
This field gives the reason for
taking leave.
This field tells about the
corresponding manager to an
employee.

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Leave Balance Table:
Field
Employee Id

Data Type
Number

Null (Y/N)
N

Sick Leave

Number

Travel Leave

Number

Annual Leave

Number

Casual Leave

Number

Maternity Leave

Number

Paternity Leave

Number

Adaption Leave

Number

Compensatory Leave

Number

Special Leave

Number

Leave Table:
Field
Leave Id

Data Type
Number

Null (Y/N)
N

Leave Type

Varchar2(20)

Duration

Number

Employee
Level
Description

Varchar2(5)

Varchar2(100)

Description
It gives the identification
number of a leave.
This field gives name of
leave type (for ex: annual
leave, sick leave etc).
It gives how many days the
employee is applying for a
leave.
This field determines the
eligibility criteria of leave
Additional information
about the Leave.

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Chapter 4

Implementation

The Google Web Toolkit (GWT) is a toolkit to develop Ajax web application with Java. Once
the Java code is finished, the GWT compiler translates the Java code into HTML and JavaScript. The
compiler creates browser specific HTML and JavaScript to support all the major browsers correctly.
GWT supports a standard set of UI widgets.

4.1 Creating web application project:

After creating web application project we need to create new GWT module for this project.

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4.2 Creating GWT Module:

GWT applications are described by modules. A module with modulename is described by a

configuration file "ImageViewer.gwt.xml". Each module can define one or more Entry point classes.
An entry point in GWT is the starting point for a GWT application similar to the main method in a
standard Java program.

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4.3 RPC(Remote Procedure Call):

In order to define RPC interface, we need to define the following classes and interfaces:

Service: It is service definition interface. It defines the methods in service and extends the
RemoteService marker interface that indicates that this is a GWT RPC service. This is the synchronous
definition and the server-side class must implement this Service interface.

Sample Code for Service.java:

package com.mycompany.project.client;
import java.sql.ResultSet;
import com.google.gwt.user.client.rpc.RemoteService;
import com.google.gwt.user.client.rpc.RemoteServiceRelativePath;
import com.mycompany.project.client.myexception;

@RemoteServiceRelativePath("ImageViewer")

public interface Service extends RemoteService {

public String send_details(String username,String password) throws myexception;
}

ServiceAsync: It must have the same methods as the synchronous interface i.e Service, and in this
interface each method will include an AsyncCallback object as a parameter and the methods will not
return anything.

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Sample Code for ServiceAsync:

package com.mycompany.project.client;

import java.sql.ResultSet;
import com.google.gwt.user.client.rpc.AsyncCallback;
import com.mycompany.project.client.myexception;

public interface ServiceAsync {

public void send_details(String username, String password, AsyncCallback<String>
callback) throws myexception;
}

Service

Impl:

This

is

the

server-side

implementation

of

service.

This

must

extend

RemoteServiceServlet and implement the synchronous interface i.e.Service.In this class ,all the methods
should be implemented which are listed in Service interface. From this class ,objects will be returned to
client side class.

4.4 SMTP
SMTP is a text-based protocol, in which a mail sender communicates with a mail receiver by
issuing command strings and supplying necessary data over a reliable ordered data stream channel,
typically a Transmission Control Protocol (TCP) connection. An SMTP session consists of commands
originated by an SMTP client (the initiating agent, sender, or transmitter) and corresponding responses
from the SMTP server (the listening agent, or receiver) so that the session is opened, and session
parameters are exchanged. A session may include zero or more SMTP transactions. An SMTP
transaction consists of three command/reply sequences .

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They are:
MAIL command :This is the address for bounce messages.

RCPT command :This is to establish a recipient of this message. This command can be issued multiple times, one for
each recipient.

DATA :This is to send the message text. This is the content of the message. It consists of a message header
and a message body separated by an empty line. DATA is actually a group of commands, and the
server replies twice: once to the DATA command proper, to acknowledge that it is ready to receive
the text, and the second time after the end-of-data sequence, to either accept or reject the entire
message.

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4.5 Screen Shots

Login Page:

This screen allows all the employees to enter their username and password to enter into the main page.

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Register Page:
This screen allows the employee to register for leave management system.

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Access Denied:
This screen shows that employee id is invalid.

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Forgot Password:

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Main page:

This screen allows the employees to see the leave balance for each type of leave and according to
that he/she can apply for a leave.

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Leave applying:

This screen allows the employee to apply for a leave and enter the leave type,the start date,end
date,duration of the leave and reason for taking leave.The notification regarding the leave request will be
sent to corresponding person.

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Configuring SMTP server:

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Notification regarding applying leave:

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Cancel Leave:
This screen allows the employee to cancel a leave.

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Selecting for cancellation:

This screen allows the employee to cancel the applied leave which is not approved by his/her
manager.

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Notification regarding cancellation:

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List of leave:
This screen allows the employee to see the leave requests which is applied by an employee and
status of leave request.

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Change Password:
This screen allows the employee to change his/her password .The notification regarding the
password change will be sent to employee.

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Notification:

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Cancelling leave:

The manager can cancel the leave applied by an employee. Once it has been approved by
manager then only administrator can cancel particular leave. The notification regarding the cancellation
of leave request will be sent to employee.

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Approval/Rejection of leave:

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Notification regarding rejection of leave:

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4.6 Testing
This is the first and the most important level of testing.In this phase ,we will write some test
cases and run these test cases on web application so that we will fix all bugs in web application .
P- Expected and observed behaviors are same.
F - Expected and observed behavior are different. This is classified as a defect.
Table 4.6.1 Test Cases:
<Test Case ID>:
Test Case Description
S.
No
.

Data Input

Expected
Behavior

Observed Behavior *
Run 1
Run 2

(P/F)
1.

2.

Enter the correct Login

P
username
and successful and
password
and user would be
click OK
navigated to
the main page
Enter the invalid Username and F
username
and password does
password
and not match
click OK

Run 3

(P/F
)
P

(P/F
)
P

3.

Enter characters Datatype

in Employee id Mismatch
field

4.

Should
not F
Enter
START accept
the
DATE
greater value for the
than END DATE particular field

Should
not F
invalid accept
the
value for the
particular field

5.
Enter
email id

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6.

Should
not F
text in accept
the
number value for the
particular field

Should
not F
Enter Text in the accept
the
Working hours value for the
field
particular field

Enter
phone
field
7.

4.7 Integration
Leave Management System project is done by three members. It has been divided into 3 modules
and each module is done by separately .In this phase, we combined all modules.

4.8 Integration Testing

In this phase, we tested entire application. It has been done by three members. In this phase we
fixed all bugs in entire application, if any bugs were found while doing testing process then we fixed
that bug and again we did the testing. We did same process until all bugs are fixed in web application.

4.8.1 Performance Time Testing

Performance time testing is done to determine how long it takes to accept and respond, the total
time for processing when it has to handle quite a large number of records. It is essential to check the
exception speed of the system that runs well with only a handful of test transactions might be slow when
fully loaded. So testing is done by providing large number of data for project.
4.8.2 Specification Testing
Specification testing is done to check if the program does what it should do and how it should
behave under various condition or combination and submitted for processing in the system and it is
checked if any overlaps occur during the processing.

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Conclusion

A web application for Leave Management System is designed to maintain the leave records of
employee and allows the employee to check his/her leave balance and allows the employee to apply
different kinds of leave permissible. Through Leave Management System it will be possible that
employee can cancel a leave and the corresponding notification will be sent. Through this system
employee can check the status of the leave application which is requested by him/her.

All the notifications corresponding to application, approval, rejection of the leaves are done by
the email. The system keeps track of information about employee leave records and leave balances.

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Bibliography
The following are the references and resources used till now
Books
[1] .John Hunt & Chris Loftus Guide to Java/j2ee
[2]. Richard Monson-Haefel J2EE

Web Services

Publisher :Springer; 1st Edition, June 24, 2003.

Publisher : Addison-Wesley ,October 30, 2003

URL links
[1] http://hpedia.hp.com/wiki/Duet accessed on 22/2/2011
[2] http://code.google.com/webtoolkit/gettingstarted.html

accessed on 3/3/2011

[3] www.javapassion.com/ajax/GWT.pdf accessed on 8/3/2011

[4] http://www.ajaxmatters.com/2006/05/introduction-to-gwt-remote-procedure-calls-rpc-with-exampleapplication accessed on 14/3/2011
[5] http://download.oracle.com/docs/cd/.../db.../gettingStarted.html accessed on 18/3/2011
[6]http://help.eclipse.org/ganymede/index.jsp?topic=/org.eclipse.datatools.connectivity.doc.user/projects
/dtp/dtp/en/source/t_creating_a_database_connection_profile.html accessed on 18/3/2011
[7]http://www.microsoft.com/technet/prodtechnol/WindowsServer2003/Library/IIS/e4cf06f5-9a36474b-ba78-3f287a2b88f2.mspx?mfr=true accessed on 11/4/2011
[8]http://groups.google.com/group/google-web-toolkit/browse_thread/thread/a487f64d27eb7dbf
accessed on 14/4/2011

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