Report

EMPLOYEE LEAVE MANAGEMENT
VISVESVARAYA TECHNOLOGICAL UNIVERSITY

"Jnana Sangama", Belagavi: 590 018
A Database Management Systems Mini Project report on
“Employee Leave Management System”

Submitted in partial fulfillment of the requirement for the award of Degree of
BACHELOR OF ENGINEERING
IN
COMPUTER SCIENCE AND ENGINEERING
By
Mahesh Y 1AY20CS076
Pradeep P 1AY20CS106
Under the guidance of
Prof. Swathi U
Prof. Rajini Kodagali
DEPARTMENT OF COMPUTER SCIENCE & ENGINEERING

ACHARYA INSTITUTE OF TECHNOLOGY
(Affiliated to Visvesvaraya Technological University, Belagavi)
2022-2023
Dept of CSE, AIT, Bengaluru 2022-2023 1

ACHARYA INSTITUTE OF TECHNOLOGY

(Affiliated to Visvesvaraya Technological University, Belagavi)
Soladevanahalli, Bangalore – 560090
DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING
Certificate
Certified that the DatabaseManagementSystems miniproject entitled Employee Leave

Management is a bonafide work carried out by Mahesh Y(1AY20CS076) & Pradeep P
(1AY20CS106) of 5th semester in partial fulfillment for the award of degree of Bachelor of
Engineering in Computer Science & Engineering of the Vishvesvaraya Technological
University, Belagavi, during the year 2022-2023. It is certified that all corrections/ suggestions
indicated for internal assessments have been incorporated in the Report deposited in the
departmental library. The Mini Project report has been approved as it satisfies the academic
requirements in respect of Mini Project work prescribed for the Bachelor of Engineering
Degree.
Signature of Guides Signature of H.O.D
Name of the examiners Signature with date
1.
2.

ACKNOWLEDGEMENT
I express my gratitude to our institution and management for providing us with good
infrastructure, laboratory, facilities and inspiring staff whose gratitude was of immense help in
completion of this seminar successfully.
I express my sincere gratitude to our principal, Dr. Prakash M R for providing required
environment and valuable support for developing this mini project.
My sincere thanks to Dr. Prashanth C M, Head of the Department, Computer Science

and Engineering, Acharya Institute of Technology for his valuable support and for rendering us
resources for this mini project work.
t
I express my gratitude to Prof. Swathi U, Prof. Rajini kodaligi, Assistant Professors,
Dept. Computer Science and Engineering, Acharya Institute of Technology who guided me with
valuable suggestions in completing this mini-project at every stage.
My gratitude thanks should be rendered to many people who helped me in all possible ways.
Mahesh Y
(1AY20CS076)

Table of Contents
CHAPTER 1:
INTRODUCTION……………………………………………………………………………………5
1.1 Introduction
1.2 Purpose of the Project
1.3 Problems and Solution for Existing problems In the System
CHAPTER 2: SOFTWARE REQUIREMENT SPECIFICATION…..........9

2.1 Hardware Requirement Specification
2.2 Software Requirement Specification
2.3 Functional requirements
2.4 Non-Functional requirements
CHAPTER 3: SYSTEM DESIGN ................................................................10

3.1 System Design
3.2 E-R Diagram and its Mapping
3.2 Schema Diagram
CHAPTER 4: DATABASE DESIGN......................................................................................11

4.1 Creation of Tables
4.2 Front-end details
CHAPTER 5: RESULTS AND DISCUSSIONS...................................................31

CONCLUSION AND FUTURE SCOPE..................................................................33
REFERENCES.................................................................................................. 35

CHAPTER 1
1.1 INTRODUCTION
The Employee Leave Management System (ELMS) is an Intranet based

application that can be accessed throughout the organization or a specified
group/Dept. This system can be used to automate the workflow of leave
applications and their approvals.
The project has been planned to be having the view of distributed architecture,
with centralized storage of the database. The application for the storage of the data
has been planned. Using the constructs of MySQL Server and all the user
interfaces have been designed using the PHP technologies. The database
connectivity is planned using the “MySQL Connection” methodology. The
standards of security and data protective mechanism have been given a big choice
for proper usage. The application takes care of different modules and their
associated reports, which are produced as per the applicable strategies and
standards that are put forwarded by the administrative staff.
1.2 PURPOSE OF THE PROJECT

This project is aimed at developing a web based Leave Management Tool, which is
of importance to either an organization or a college. This is an Intranet based
application that can be accessed throughout the organization or a specified
group/Dept. This system can be used to automate the workflow of leave
applications and their approvals. There are features like cancellation of leave,
approval of leave, report generators etc. in this Tool.
1.3 PROBLEM IN EXISTING SYSTEM

 No use of Web Services and Remoting.

 Risk of mismanagement and of data when the project is under development.
 Less Security.
 No proper coordination between different Applications and Users.
SOLUTION OF THESE PROBLEMS

The development of the new system contains the following activities, which try to
automate the entire process keeping in view of the database integration approach.
1. User friendliness is provided in the application with various controls.

2. The system makes the overall project management much easier and
flexible.
3. There is no risk of data mismanagement at any level while the project
development is under process.
4. It provides high level of security with different level of authentication.

STUDY OF THE SYSTEM
GUI’S
In the flexibility of the uses the interface has been developed a graphics concept in
mind, associated through a browses interface. The GUI’S at the top level have been
categorized as
1. Administrative user interface

2. The operational or generic user interface
The administrative user interface concentrates on the consistent information that is practically,
part of the organizational activities and which needs proper authentication for the data collection.
The interfaces help the administrations with all the transactional states like Data insertion, Data
deletion and Date updation along with the extensive data search capabilities.
The operational or generic user interface helps the users upon the system in transactions through
the existing data and required services. The operational user interface also helps the ordinary
users in managing their own information helps the ordinary users in managing their own
information in a customized manner as per the assisted flexibilities.
NUMBER OF MODULES
The system after careful analysis has been identified to be presented with the following modules:
The modules involved are:

 Administration
 Employee
 Authentication

Administrator:-
In this module the Administrator has the privileges to add all the Employees and
register them in the organization and check the information of the Employee and
check the status of the leave when they have taken and what type of leave they
have taken and search is done based on the employee and report is generated based
on employee.
Employee:-
In this module employee has the privileges to use his username and password for
login and he/ she can apply for the leave and he/ she can check the status of leave
(approved or not approved).
Authentication:-
This module contains all the information about the authenticated user. User
without his username and password can’t enter into the login if he is only the
authenticated user then he can enter to his login.
PROJECT INSTRUCTIONS:
 Based on the given requirements, conceptualize the Solution Architecture.

Choose the domain of your interest otherwise develop the application for
ultimatedotnet.com. Depict the various architectural components, show
interactions and connectedness and show internal and external elements. Design
the web services, web methods and database infrastructure needed both and
client and server.

CHAPTER 2
2.1 HARDWARE REQUIREMENT SPECIFICATIONS

Hardware Requirements are the hardware resources that are need to do the project work. These
resources are a computer resource provides functions and services to do the project. Hardware
resources required for our project are shown below.
HARDWARE REQUIREMENTS:
 Processor : Intel i3 core
 RAM : >=1GB
 Hard disk : Minimum 10 GB
2.2 SOFTWARE REQUIREMENTS SPECIFICATION:
Software Requirements are the software resources that are need to do the project work. These
resources are installed on a computer in order to provide functions, services, hardware accessing
capabilities to do the project.
In our project we used the following software resources.
· Operating System: Windows 10
· Xampp Server 3.2.4.0 tool
· Apache web server
· MySQL database server
· PHP for web page development
· phpMyadmin for interfacing PHP and MySQL

CHAPTER 3
3.1 SYSTEM DESIGN
INTRODUCTION
Software design sits at the technical kernel of the software engineering process and
is applied regardless of the development paradigm and area of application. Design
is the first step in the development phase for any engineered product or system.
The designer’s goal is to produce a model or representation of an entity that will
later be built. Beginning, once system requirement have been specified and
analyzed, system design is the first of the three technical activities -design, code
and test that is required to build and verify software.
The importance can be stated with a single word “Quality”. Design is the place
where quality is fostered in software development. Design provides us with
representations of software that can assess for quality. Design is the only way that
we can accurately translate a customer’s view into a finished software product or
system. Software design serves as a foundation for all the software engineering
steps that follow. Without a strong design we risk building an unstable system –
one that will be difficult to test, one whose quality cannot be assessed until the last
stage.
During design, progressive refinement of data structure, program structure, and
procedural details are developed reviewed and documented. System design can be
viewed from either technical or project management perspective. From the
technical point of view, design is comprised of four activities – architectural
design, data structure design, interface design and procedural design.

Use Case Diagram Admin
Admin Dashboard
Manage Department
(Add / update / delete)
Manage Leave type

(Add / update / delete)
Manage Employees
(Add / update / Delete)
Admin
Manage Leave requests

(Approve / not approve)
Change Password

Use Case Diagram Employee
Employee Profile
(Update)
Change Password
Apply for Leave
Admin
View leave History

FLOW CHART
User flow chart
ELMS
Employee Sign in
After Sign in
Request for leave
Submit

Admin flow chart
ELMS
Admin Sign in
After Sign
in
Add Department and Leave type
Add Employee
Leave Requests
(Approve and not approve)

3.2 E – R DIAGRAMS
 The relation upon the system is structure through a conceptual ER-Diagram,
which not only specifics the existential entities but also the standard relations
through which the system exists and the cardinalities that are necessary for the
system state to continue.
 The entity Relationship Diagram (ERD) depicts the relationship between the
data objects. The ERD is the notation that is used to conduct the date modeling
activity the attributes of each data object noted is the ERD can be described
resign a data object descriptions.
 The set of primary components that are identified by the ERD are
u Data object u Relationships
u Attributes u Various types of indicators.
The primary purpose of the ERD is to represent data objects and their
relationships.


CHAPTER 4
Database Design
The data in the system has to be stored and retrieved from database. Designing the
database is part of system design. Data elements and data structures to be stored
have been identified at analysis stage. They are structured and put together to
design the data storage and retrieval system.
A database is a collection of interrelated data stored with minimum redundancy to

serve many users quickly and efficiently. The general objective is to make database
access easy, quick, inexpensive and flexible for the user. Relationships are
established between the data items and unnecessary data items are removed.
Normalization is done to get an internal consistency of data and to have minimum
redundancy and maximum stability. This ensures minimizing data storage required,
minimizing chances of data inconsistencies and optimizing for updates. The MS
Access database has been chosen for developing the relevant databases.
Employee Leave Management System (elms) contains 5 MySQL tables :
 admin
 tbldepartments
 tblemployees
 tblleaves
 tblleavetype
4.1 CREATION OF TABLES:

admin MySQL Table : This table stores admin login details
CREATE TABLE admin (

id int(11) NOT NULL,
UserName varchar(100) NOT NULL,
Password varchar(100) NOT NULL,
updationDate timestamp NOT NULL DEFAULT '0000-00-00 00:00:00' ON
UPDATE current_timestamp()
)
tbldepartments MySQL Table : This table stores department of the organization
CREATE TABLE tbldepartments (

DepartmentName varchar(150) DEFAULT NULL,
DepartmentShortName varchar(100) DEFAULT NULL,
DepartmentCode varchar(50) DEFAULT NULL,
CreationDate timestamp NULL DEFAULT current_timestamp()
)

tblemployees MySQL Table : This table stores employees data.

CREATE TABLE tblemployees (
EmpId varchar(100) NOT NULL,
FirstName varchar(150) DEFAULT NULL,
LastName varchar(150) DEFAULT NULL,
EmailId varchar(200) DEFAULT NULL,
Password varchar(180) DEFAULT NULL,
Gender varchar(100) DEFAULT NULL,
Dob varchar(100) DEFAULT NULL,
Department varchar(255) DEFAULT NULL,
Address varchar(255) DEFAULT NULL,
City varchar(200) DEFAULT NULL,
Country varchar(150) DEFAULT NULL,
Phonenumber char(11) DEFAULT NULL,
Status int(1) DEFAULT NULL,
RegDate timestamp NULL DEFAULT current_timestamp()
)

tblleaves MySQL Table : This table stores leave related info.

CREATE TABLE tblleaves (
LeaveType varchar(110) DEFAULT NULL,
ToDate varchar(120) DEFAULT NULL,
FromDate varchar(120) DEFAULT NULL,
Description mediumtext DEFAULT NULL,
PostingDate timestamp NULL DEFAULT current_timestamp(),
AdminRemark mediumtext DEFAULT NULL,
AdminRemarkDate varchar(120) DEFAULT NULL,
Status int(1) DEFAULT NULL,
IsRead int(1) DEFAULT NULL,
empid int(11) DEFAULT NULL
)
tblleavetype MySQL Table : This table stores type of the leave.

CREATE TABLE tblleavetype (
LeaveType varchar(200) DEFAULT NULL,
Description mediumtext DEFAULT NULL,
CreationDate timestamp NOT NULL DEFAULT current_timestamp()
)

MySQL Tables Relationship

Output Screens
Home Page
Admin login

Admin Dashboard

Add Departments
Manage Departments

Edit Departments
Add Leave Type
Manage Leaves

Add Employee
Manage Employees

Leaves History
Leave Details

Employee Details
Employee Password Recovery

Employee Change Password
Employee Profile

Employee Apply for leave
Employee leave History

4.2 Front-End Details:

PHP:
PHP known as “Hypertext Preprocessor”. It is a server-side scripting language usually written in
an HTML context. Unlike an ordinary HTML page, a PHP script is not sent directly to a client
by the server; instead, it is parsed by the PHP binary or module, which is server-side installed.
HTML elements in the script are left alone, but PHP code is interpreted and executed. PHP code
in a script can query databases, create images, read and write files, talk to remote servers – the
possibilities is endless. The output from PHP code is combined with the HTML in the script and
the result sent to the user’s web-browser, therefore it can never tell the user whether the web-
server uses PHP or not, because the entire browser sees is HTML.
PHP’s support for Apache and MySQL .Apache is now the most-used web-server in the world,
and PHP can be compiled as an Apache module. MySQL is a powerful free SQL database, and
PHP provides a comprehensive set of functions for working with it.
PHP supports an extensive list of databases and web-servers.
Basic PHP Syntax :
A PHP scripting block always starts with <?php and ends with ?>. A PHP scripting block can be
placed anywhere in the document.

A PHP file normally contains HTML tags, just like an HTML file, and some PHP scripting code.
HTML:
HTML or Hyper Text Markup Language is the standard markup language used to create web
pages.HTML is written in the form of HTML elements consisting of tags enclosed in angle
brackets(like <html>). HTML tags most commonly come in pairs like <h1> and </h1>, although
some tags represent empty elements and so are unpaired, for example <img>. The first tag in a
pair is the start tag, and the second tag is the end tag (they are also called opening tags and
closing tags).The purpose of a web browser is to read HTML documents and compose them into
visible or audible web pages. The browser does not display the HTML tags, but uses the tags to
interpret the content of the page. HTML describes the structure of a website semantically along
with cues for presentation, making it a markup language rather than a programming language.
CSS:
Cascading Style Sheets (CSS) is a style sheet language used for describing the look and
formatting of a document written in a markup language.
CSS is designed primarily to enable the separation of document content from document
presentation, including elements such as the layout, colors, and fonts. This separation can
improve content accessibility, provide more flexibility and control in the specification of
presentation characteristics, enable multiple pages to share formatting, and reduce complexity
and repetition in the structural content.
JAVASCRIPT:
JavaScript (JS) is a dynamic computer programming language. It is most commonly used as part
of web browsers, whose implementations allow client-side scripts to interact with the user,
control the browser, communicate asynchronously, and alter the document content that is
displayed. It is also being used in server-side network programming (with Node.js), game
development and the creation of desktop and mobile applications.

CONCLUSION
It has been a great pleasure for me to work on this exciting and challenging project. This project
proved good for me as it provided practical knowledge of not only programming in PHP and
MySQL web based application. It also provides knowledge about the latest technology used in
developing web enabled application and client server technology that will be great demand in
future. This will provide better opportunities and guidance in future in developing projects
independently.
BENEFITS:
The project is identified by the merits of the system offered to the user. The merits of this project
are as follows: -
 It’s a web-enabled project.

 This project offers user to enter the data through simple and interactive forms. This is very
helpful for the client to enter the desired information through so much simplicity.
 The user is mainly more concerned about the validity of the data, whatever he is entering.
There are checks on every stages of any new creation, data entry or updation so that the user
cannot enter the invalid data, which can create problems at later date.
 Sometimes the user finds in the later stages of using project that he needs to update some of
the information that he entered earlier. There are options for him by which he can update the
records. Moreover there is restriction for his that he cannot change the primary data field.
This keeps the validity of the data to longer extent.
 User is provided the option of monitoring the records he entered earlier. He can see the
desired records with the variety of options provided by him.
 From every part of the project the user is provided with the links through framing so that he
can go from one option of the project to other as per the requirement. This is bound to be
simple and very friendly as per the user is concerned. That is, we can say that the project is
user friendly which is one of the primary concerns of any good project.
 Data storage and retrieval will become faster and easier to maintain because data is stored in
a systematic manner and in a single database.

 Decision making process would be greatly enhanced because of faster processing of

information since data collection from information available on computer takes much less
time then manual system.
 Allocating of sample results becomes much faster because at a time the user can see the
records of last years.
 Easier and faster data transfer through latest technology associated with the computer and
communication.
 Through these features it will increase the efficiency, accuracy and transparency,

BIBLIOGRAPHY
For PHP
 https://www.w3schools.com/php/default.asp
 https://www.sitepoint.com/php/
 https://www.php.net/
For MySQL
 https://www.mysql.com/
 http://www.mysqltutorial.org
For XAMPP
 https://www.apachefriends.org/download.html

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EMPLOYEE LEAVE MANAGEMENT

VISVESVARAYA TECHNOLOGICAL UNIVERSITY

A Database Management Systems Mini Project report on

“Employee Leave Management System”

DEPARTMENT OF COMPUTER SCIENCE & ENGINEERING

Dept of CSE, AIT, Bengaluru 2022-2023 1

ACHARYA INSTITUTE OF TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

Certified that the DatabaseManagementSystems miniproject entitled Employee Leave

Signature of Guides Signature of H.O.D

Name of the examiners Signature with date

Dept of CSE, AIT, Bengaluru 2022-2023 2

My sincere thanks to Dr. Prashanth C M, Head of the Department, Computer Science

Dept of CSE, AIT, Bengaluru 2022-2023 3

CHAPTER 2: SOFTWARE REQUIREMENT SPECIFICATION…..........9

CHAPTER 3: SYSTEM DESIGN ................................................................10

CHAPTER 4: DATABASE DESIGN......................................................................................11

CHAPTER 5: RESULTS AND DISCUSSIONS...................................................31

Dept of CSE, AIT, Bengaluru 2022-2023 4

The Employee Leave Management System (ELMS) is an Intranet based

1.2 PURPOSE OF THE PROJECT

1.3 PROBLEM IN EXISTING SYSTEM

Dept of CSE, AIT, Bengaluru 2022-2023 5

 No use of Web Services and Remoting.

SOLUTION OF THESE PROBLEMS

1. User friendliness is provided in the application with various controls.

Dept of CSE, AIT, Bengaluru 2022-2023 6

STUDY OF THE SYSTEM

1. Administrative user interface

The modules involved are:

Dept of CSE, AIT, Bengaluru 2022-2023 7

 Based on the given requirements, conceptualize the Solution Architecture.

Dept of CSE, AIT, Bengaluru 2022-2023 8

2.1 HARDWARE REQUIREMENT SPECIFICATIONS

2.2 SOFTWARE REQUIREMENTS SPECIFICATION:

Dept of CSE, AIT, Bengaluru 2022-2023 9

3.1 SYSTEM DESIGN

Dept of CSE, AIT, Bengaluru 2022-2023 10

Use Case Diagram Admin

Manage Leave type

Manage Leave requests

Dept of CSE, AIT, Bengaluru 2022-2023 11

Use Case Diagram Employee

Apply for Leave

View leave History

Dept of CSE, AIT, Bengaluru 2022-2023 12

User flow chart

Request for leave

Dept of CSE, AIT, Bengaluru 2022-2023 13

Admin flow chart

Add Department and Leave type

Dept of CSE, AIT, Bengaluru 2022-2023 14

u Data object u Relationships

u Attributes u Various types of indicators.

Dept of CSE, AIT, Bengaluru 2022-2023 15

Dept of CSE, AIT, Bengaluru 2022-2023 16

A database is a collection of interrelated data stored with minimum redundancy to

4.1 CREATION OF TABLES:

Dept of CSE, AIT, Bengaluru 2022-2023 17

admin MySQL Table : This table stores admin login details

CREATE TABLE admin (

tbldepartments MySQL Table : This table stores department of the organization

CREATE TABLE tbldepartments (