EMPLOYEE LEAVE MANAGEMENT SYSTEM

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CHAPTER 1

INTRODUCTION

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1.1 PROJECT BACKGROUND

Definition of Leave management :-

Leave Management encompasses the processes employees use to request time away

from the work and supervisors use to grant or deny leave based on the organization policies.

Complex, manually administered Leave Management programs are costly and often result in

Errors.

In existing system related to the leave management, leaves are maintained

using the attendance register for staff. The staff needs to submit their leaves manually to
their respective authorities. This increases the paperwork & maintaining the records
becomes long process & difficult. Maintaining notices in
the records also increase the paperwork.

Every business has its own unique needs when it comes to managing employee leave.

Vacation days, planned sicks days and FMLA leave all present their own administrative all

challenges. It can be easy to lose track of this scheduled time-off even for the most observant

employer. With the help of Leave management system software it is very easy & possible to

track the employee leave , to maintain employee leave record & leave history.

MANAGING EMPLOYEE LEAVE :

Employees needs time-off. This is reality in any business. These employee leave tasks are
managed by leave management software with a very minimal inputs from users. Once the
software has been configured , it will handle these leave management tasks automatically.
Employee leave management system software also reduce workload & save money.

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Employee leave management system software provides an easy to use control panel for

employee to take control of their own Leave management.

Here, in this project our primary focus is on managing & controlling the employee’s

Leave management. We use the Turbo c++ software in this project. Program is written in c++

There are different types of Leave are there in this project we discuss about the following:

Casual Leave
Casual Leave(CL) are granted for certain unforeseen situation or were you are require to go for one or
two days leaves to attend to personal matters and not for vacation. In case of casual leave normally
company’s strict maximum to 3 days in a month. In such cases the person has to take the permission
in advance.

 Casual Leave can be taken for minimum 0.5 to maximum 3 days. In case of more than 3 days
leave, it should be taken as Earned/Privileged Leave. If taking 3 leaves together Need to apply
before.
 As per the rules under The Shops and Establishment Act, you are entitled to 6 days of Casual
Leave
 There are no casual leave carry-forwards. At the closing day of year any unused Casual
Leaves will lapse automatically.
 Casual leave is not encashable. At the end of the year unused Casual Leaves lapse
automatically.
 Can not be appended with Earned/Privileged Leave or Sick Leave
 For new joinee or person who has resigned Casual leaves are on Pro rata basis.If you have
joined during the middle of the year say Jul 1, your casual leave will half ( pro-rated) from the
date you start employment through December 31 of that calendar year.

Maternity Leave
Maternity Leave is covered by Maternity Benefits Act, 1961

 Female employees are entitled to a maximum of 12 weeks (84 days) paid maternity leave. Six
weeks leave has to be taken after the actual date of delivery
 A woman worker is entitled to maternity benefit only if she has worked at least 80 days in an
establishment in the 12 months prior to her expected date of delivery
 In case of miscarriage or medical termination of pregnancy, an employee is entitled to six
weeks of paid maternity leave.

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  Employees are also entitled to one additional month of paid leave in case of complications
arising related to pregnancy, delivery, premature birth, miscarriage, medical termination or a
tubectomy operation (two weeks in this case)
 No pregnant woman can, on a request made by her in this behalf, be required by her employer
to do any work (during 10 weeks before her expected delivery) which is of an arduous nature or
which involves long hours of standing, or which in any way is likely to interfere with her
pregnancy or the normal development of the fetus, or is likely to cause her miscarriage or
otherwise to adversely affect her health.

MEDICAL LEAVE :-

Medical leave will be provided for self needs of eligible faculty members and academic professional
and administrative (P&A) employees, for needs of their dependent children, and for needs of their
immediate family members. Medical leave may be used for the following reasons:
 A physical or mental health condition that prevents employee performance of any portion of
their work duties for any period of time;
 To undergo a medical procedure, including match testing, to donate bone marrow or an organ
or partial organ to another person;
 To care for or arrange care for an employee's dependent child because of a physical or mental
health condition;
 To care for or arrange care for an employee's immediate family member because of a serious
health condition as defined within the context of this policy; and
 For personal medical and dental appointments or for dependent child's or immediate family
member's appointments when the presence of the employee is required.
Eligibility Criteria
The availability and length of paid medical leave varies according to the terms of the employee's
appointment and the reason for the leave. The availability and length of leave are outlined in
Appendix: Paid Medical Leave Eligibility and Provisions.
Excluded from paid medical leave coverage under this policy are (1) adjunct or clinical appointments
from outside the University, (2) civil service and union-represented staff, (3) graduate assistants, (4)
professionals-in-training employees, and (5) represented UMD faculty whose paid medical leave
provisions are covered under a collective bargaining agreement.

PARTIAL LEAVE :-
If an employee is capable of performing some of his/her own or alternative duties, either by working
reduced hours or spending more time on carrying them out, he/she can be granted partial sick leave
and be entitled to partial sickness benefit. Partial sickness benefit can be granted down to a minimum

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of 20%. The percentage is stated in your sick leave certificate. Periods of partial sick leave count as
Employer, must cover the sick pay the first 16 days as for full sick leave.

2 PRODUCT FUNCTIONALITY
Some major product functionalities of the system are as follows:
 Information about the employee/student/staff attendance.

 Check for leave availability.

 Maintain employee leave record.

 Display notices.

 Apply for leave.

 Approve or reject leave application.

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1.3 OBJECTIVES
It has following objectives :-

1.To automate existing leave management in educational institutes.

2. 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 replacementsforbetter scheduling of work load & processes .
3. The main objective of Employee Leave Management System is to enhance and upgrade the existing
system by increasing its efficiency and effectiveness. The software improves the working methods by
replacing the existing manual system with the computer-based system.
4. The Employee Leave Management System automates each and every activity of the manual
system and increases its throughput. Thus the response time of the system is very less and it works
very fast.
5. The Employee Leave Management System provides the uses a quick response with very accurate
information regarding the users etc. Any details or system in an accurate manner, as and when
required.
6. The software Employee Leave Management System has a very user-friendly interface. Thus the
users will feel very easy to work on it. The software provides accuracy along with a pleasant
interface.Make the present manual system more interactive, speedy and user friendly.
7. Reduce the cost of maintenance.
8. The primary objective of the design of course, is to deliver the requirements as specified in the
feasibility reports. In general the following design objectives should be kept in mind.
9. It is desirable to aim for a system with a minimum cost subject to the condition.
10. The system should be modifiable depending on the changing needs of the user. Such modifications
should not entail extensive reconstructing or recreation of software. It should also be portable to
different computer systems.

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1.2 BENEFITS
1. Accurate information: Provides accurate information about leave balances, leave trends etc.
which allows you to forecast available resources at any point of time.

2. Conveying policy rules: Uses in-built systems to convey leave policy rules like maximum /
minimum number of days, holiday calendar management according to location etc. Employees
can, at any time, refer to the leave policy before applying for vacation days.

3. Compliance to leave policy: Often, lack of knowledge about organizational leave policies,
lead to negligence of leave policy rules by employees and managers. A Leave Management
System uses inherent rules that do not allow employees or managers to bypass rules while
applying for or approving leaves.

4. Instant information about employee’s leave history: Allows manager and HR to look at
leave history of the applicant. Leave history for the department or company can also be
extracted immediately.

5. Saves time: Online leave balance visibility can remove a tremendous strain on HR where as
much as 15% of their time is spent in handling queries on leave balance for employees.

6. Improves discipline: Leave, when paired with attendance, can improve accuracy and build
discipline in any organization. For instance some companies may have a policy of enforcing a
leave without pay if an employee is absent from work without the manager’s permission.

7. Multi-location holiday management: Leave when paired with location specific holiday
calendars can help calculate the correct number of days that an employee applied for leave.

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CHAPTER 2

DESIGN DETAILS

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DATA FLOW DIAGRAM (DFD) :-

1st Level DFD’s

DFD For New Employee Registration

Employee Registration
Details Admin
Details

Details

Insert New Check for Check For

Registration Admin
Employee
Verify Verify
Verify
Data Data
Data

insert

Employee
Details

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2nd Level DFD’s

DFD for Employee taking Leave

Details Employee Leave Details

Details

Check for
Designation
Verify
Verify Verify
Data
Data Data Check for
Leave Type

Check for Leave

info

Check for Check for

Leave Status Leave Type
Verify Verify
Data Data

Leave Status Leave Type

Detail Details

Inser
t

Employee
Details [11]
2.2 Login activity diagram

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User Registration Activity Diagram

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USE CASES FOR ADMIN

Home Page

Login Page

Admin Home Page

Add Employee

Delete Employee

Add / Delete Leave

Admin

Leave Checking

Leave Sanction

Register Employee
Monthly Leave
Trans

Yearly
Search forLeave Trans
Employee
Repor

Search Employee

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USE CASES FOR EMPLOYEE

Home Page

Login Page

Employee Home
Page

Change Own Info

Change Password

Apply for Leave

Employee

Check Leave Status

Leave Sanction
Status
Check Leave Type

Search Leave Type

Repor

Update Info
Search for Employee

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 CHAPTER 3

IMPLEMENTATION DETAILS

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 3.1 SOFTWARE & HARDWARE REQUIREMENT

Software Requirements

 TURBO C++

Hardware Requirements

 Hard Disk – 2 GB.

 RAM – 1 GB.

 Printer

 Mouse

 Processor – Dual Core or Above.

 Keyboard

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3.2 Setup steps :-

1. Install TURBOC++ Software on Windows O.S

2. C++ project file copy to the bgi directory of TURBOC++ software.

3.Open the TURBOC++ software & set the path for project file as below:

“C:\turboc\bgi\project.cpp”

4. It will open the project file which is in the bgi directory of turboc software.

5. Then the next step is Compilation step. Compile the project first.

6. Now after succesfull compilation of code Run the code.

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3.3 Feasibility :

Feasibility studies aim to objectively and rationally 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 theproject.Generally, feasibility studies precede technical development
andproject implementation. The assessment of feasibility study is based on the following factors:

1) Technical Feasibility
2) Economic Feasibility
3) Operational Feasibility

1.Technical Feasibility :-

Generally,feasibilitystudiesprecede technical development and projectimplementation.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 a 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


2.Economic Feasibility :-

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 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.

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.

Conclusion of feasibility :-

1) Technical Feasibility:
Thesystem can be implemented using computer software& hardware.

2) Economic Feasibility:
The System implementation is economical if implemented for large/medium organizationwhich
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 paperworkand humanerrors.

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 CHAPTER 4

INPUTS & OUTPUTS

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4.1 TEST CASES :-
1. Check results on entering valid User Id & Password :-

In this test case if we enter valid user id & password that we entered during registration then

we get the result as Login is succesfull. If anyone trying to enter in to login then it fails.

2. Check the employee information as per employee id :-

If we enter employee id 1 for Nikhil then we have to check at the time of searching record for

Employee id 1 whether it will show Nikhil’s details.

If we search aditya for employee id 1 it will show there is no such record on employee id1.

4. Check Employee leave status :-

For CL we have to enter CL entry for employee after that we check it whether it will display

The Right & valid data as we enter. If it shows right result then it’s working correctly.

For ML & PL we have to check same condition as for CL.

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4.2. INPUT AND OUTPUT

The main inputs, outputs and major functions of the system are as follows

Inputs :-

1. Admin enters his or her user id and password.

2. Employee enter his or her user id and password.

3. Employee send request for Leave.

4. Employee can check for status for Leave.

5. Admin can edit the employee details and so on..

Outputs :-

1. Admin gets his homepage.

2. Employee get his homepage.

3. Employee leave request data will be stored in database..

4. Displays leave Status.

5. Admin view employee details.

5. APPLICATIONS

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Software Features: Employee Leave Management Application

The Empower CS Employee Leave Management Application offers numerous benefits ranging from
ease-of-use to skill-shortage management. With the scalability option, companies of all sizes can
effectively and efficiently manage their employee leave data. Some of our software features include:

An Easy-to-Use Web-based Interface

The Empower CS Employee Leave Management Solution allows leave requests to be submitted online
and rejections or approvals to be communicated via automated email notification.

Automatic Leave Accruals

The Employee Leave Management Application allows administrators to set up leave accruals that
automatically update once: leave requests are accepted, leave is carried forward, or leave is forfeited.

Reporting and Analytics

With the Employee Leave Management Software, managers, human resource officers or leave
coordinators, are able to gain instant visibility of employee: leave balances, leave histories, and overall
quantity of leave requests or approvals for any given period. They can also filter leave by employee,
team, or leave type, access associated documentation and keep track of peak work periods.

Customisable and Flexible User Interface

Companies can personalise the solution with corporate logo and colours; add their particular leave
parameters, and set data permissions and restrictions according to employee hierarchy.

Leave Management Reminders

The solution can be configured to send reminders to individual employees, and/or managers in relation
to any outstanding requirements (such as medical certificates) needed to approve or reject leave.

Business Benefits

The Empower CS Employee Leave Management Application is a feature-rich solution that is packed
with cost and time-saving benefits. Key benefits include:

Improved and more efficient Collaboration between Internal teams – the system brings together
employees, human resources staff , managers and/or payroll officers to make quicker, more informed
leave decisions, which can in turn reduce the consequences of excessive staff absenteeism. Insufficient
staff can lead to skills shortage and/or missed project deadlines. With this application, an employee’s

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leave management becomes a collaborative decision, reducing the occurrences of skill/staff shortage
ensuring project deliverables are met.

Enforcement of Internal Leave Policies –Software allows companies to track staff leave, preventing
staff abuse of leave entitlements that can in turn, impact on company output levels and human resource
costs.

Enhanced data Integrity – By eliminating the use of paper-based request submissions and
minimising manual data entry, there is little room for data entry errors and discrepancies.

6. CONCLUSION :-

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

Limitations :-

The leave status cannot be cleared until and unless the HOD approves/ rejects the application.
The staff cannot cancel the leave application once made.

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 organisation.

 Every employees individual leave record can be tabulated in a pie chart format to ascertain
his/her performance during the working session for HR appriasal activity.

 The summarised 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, a 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.

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7. REFERENCE :-
Books:
 C++ Programming by E. Balgurusamy

 C++ Programming Language by Bjarne Stroustrup

Websites:

https://www.scribd.com/doc/77442410/Report-Leave-Management-System-1

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