A Report on

“e-Leave System”
Submitted by

Hala Sabir Iqbal (160853107010)

Gadhadara Madhavan Babubhai (160853107004)
Limabani Sagar Dilipbhai (160853107015)
Jadeja Hardipsinh Pruthvirajsinh (160853107012)
Chavda Dipak Shambhu (140850107004)

Under the guidance of

Mrs. Jipsy Somaiya
(Assistant Prof.)

Computer Engineering Department

HJD Institute of Technical Education and Research

Submitted to

Gujarat Technological University

In Fulfillment of the Requirements for The

8th semester of Bachelor of Engineering

Department of Computer Engineering

HJD Institute of Technical Education and Research-Kera
April-2019
 Acknowledgement
We are very grateful to Dr. Kalpana Maheshwari, Principal of HJD Institute of
Technical Education and Research for her continuous help and support.

We also extend our thanks to Head of Department Mr. Chintan Thacker for providing
facilities for carrying out my project work.
We heartily thank Assistant Prof. Mrs. Jipsy Somaiya (project guide) for giving us such a
chance to undertake under the subject of “e-Leave System”.
We also thank all other faculty members of Computer Science and Engineering
Department and our friends for their help and support.

Jadeja Hardipsinh Pruthvirajsinh (160853107012)

Gadhadara Madhavan Babubhai (160853107004)
Limabani Sagar Dilipbhai (160853107015)
Chavda Dipak Shambhu (140850107004)
Hala Sabir Iqbal (160853107010)

I
 CERTIFICATE
This is to certify that Project work embodied in this report entitled “e-Leave System”
was carried out by Hala Sabir Iqbal (160853107010), Gadhadara Madhavan
Babubhai (160853107004), Limbani Sagar Dilipbhai (160853107015), Jadeja
Hardeepsinh Pruthvirajsinh (160853107012) and Chavda Dipak Shambhu
(140850107004) at HJD Institute of Technical Education and Research for fulfillment of
Bachelor of Engineering in Computer Engineering to be awarded by Gujarat
Technological University. This project work has been carried out under our guidance and
supervision and is to the satisfaction of department.

Date:

Place: HJD-ITER

Mrs. Jipsy Somaiya Mr. Chintan Thacker

Assistant Professor Head of Department
Department of Computer Department of Computer
Engineering Engineering

Signature of Examiner

II
 Abstract
This project is aimed at developing an on-line leave management system that is of importance to
either an organization. The e-Leave System is an Internet based application that can be accessed
throughout the organization. It includes the Leaves of Faculties and Student. Leaves of Faculties
are maintained by their higher authority and leaves of student are maintained by allocated
mentors. There are features like email notifications, automatic approval of leave, report
generators etc in this system. Every day attendance, leaves and notices information is updated in
to database using a user friendly GUI.

III
 List of Figures

Sr. No. Figures Page No.

1 Figure -1.1 Time Feasibility 4
2 Figure -2.1 DFD Level 0 6
3 Figure -2.2 DFD Level 1 6
4 Figure -2.3 DFD Level 2 1.0 7
5 Figure -2.4 DFD Level 2 2.0 8
6 Figure -2.5 DFD Level 2 for 3.0 9
7 Figure -2.6 DFD Level 2 for 4.0 10
8 Figure -2.7 Use case Diagram for All Users 11
9 Figure -2.8 Use case Diagram for Student 12
10 Figure -2.9 Use case Diagram for Faculty 13
11 Figure -2.10 Use case Diagram for HOD 14
12 Figure -2.11 Use case Diagram for Principal 15
13 Figure -2.12 Use case Diagram for Admin 16
14 Figure -2.13 Sequence Diagram for Student 17
15 Figure -2.14 Sequence Diagram for Faculty 18
16 Figure -2.15 Sequence Diagram for HOD 19
17 Figure -2.16 Sequence Diagram for Principal 20
18 Figure -2.17 Sequence Diagram for Admin 21
19 Figure -2.18 Activity Diagram 22
20 Figure -2.19 ER Diagram 23
21 Figure -2.20 AEIOU Canvas 26
22 Figure -2.21 Empathy Mapping Canvas 27
23 Figure -2.22 Ideation Canvas 28
24 Figure -2.23 Product Development Canvas 29
25 Figure -2.24 E-Leave System Login Page 32
26 Figure -2.25 Student Registration Page 32
27 Figure -2.26 Employee Registration Page 33
28 Figure -2.27 User Dashboard 34
29 Figure -2.28 Student Apply For Leave 34

IV
Sr. No. Figures Page No.
30 Figure -2.29 Leave Request Send to faculty through email 35
31 Figure -2.30 Faculty Gets Notification 35
32 Figure -2.31 Faculty Approve Leave 36
33 Figure -2.32 HOD Approve Leave 36
34 Figure -2.33 Leave Status Approved 37
35 Figure -2.34 Principal Get Leave Request from 37
Faculty and HOD
36 Figure -2.35 Forgot Password Page 38
37 Figure -2.36 Email Notification for New Request and 38
Forgot Password
38 Figure -2.37 Admin Dashboard 39

V
 List of Tables

Sr. No. Tables Page No.

1 Table – 1.1 Literature Review 2
2 Table – 2.1 Login Master 24
3 Table – 2.2 Registration Master 24
4 Table – 2.3 Department Master 25
5 Table – 2.4 Leave Master 25

VI
 Tables of Content
Page
No
Acknowledgement I
Certificate II
Abstract III
List of Figures IV
List of Tables VI
Table of Content VII

Chapter : 1 Introduction 1
1.1 Problem Summary 1
1.2 Aim and Objective of Project 1
1.3 Problem Specification 2
1.4 Literature Review 2
1.5 Work Plan 4
1.6 SRS 4

Chapter : 2 Analysis, Design Methodology and Implementation Strategy 6

2.1 Data Flow Diagram 6
2.2 Use Case Diagram 11
2.3 Sequence Diagram 17
2.4 Activity Diagram 22
2.5 ER Diagram 23
2.6 Data Dictionary 24
2.7 AEIOU Summary 26
2.8 Empathy Mapping Canvas 27
2.9 Ideation Canvas 28
2.10 Product Development Canvas 29

VII
Chapter : 3 Implementation Strategy
30
3.1 List of Modules
30
3.2 Result
32
Chapter : 4 Conclusion and Reference 40
4.1 Conclusion 40
4.2 Reference 40
Appendix
PPR Report
Business Model Canvas Report
Plagiarism Report

VIII
 Chapter-1
Introduction
1.1 Problem Summary
• In the current system, student and Faculty have to suffer lots of problems and formalities for
the approval of leave.
• Also the Admin department has to go through that papers to check the number of leaves are
taken from the employee.
• The Faculty mentor also have to maintain the leaves of student which difficult to
maintain.[12]

1.2 Aim and objective of the Project

• The aim of the project is to automates the existing system. It decreases the paper work and
easier record maintenance by having a Database for leaves maintenance. The Leave
Management System reduces the over work and time duration . It provide a easy,
maintained and systematic environment for the higher panel(HOD/principal)for the
approval of leave. [13]

❖ Objective :
➢ Reduce the Paper Work
The leave are requested on the paper are reduced by automating the system. The Student and
Faculty can now apply for the leave through the online web application. So that the work of
maintaining the leave request papers are reduced.

➢ Reduce the work load of Admin

In the proposed system the work load of the admin is reduced as the admin does not have to
maintain the leave papers to calculate the salary of the employees.

➢ Reduce the time required for leave approval

The students and faculty can apply from the single place and their leave will go through the
all their higher authority and the status of their leave will be given to them through the
system.

➢ Maintain the Leave Status and centralized data store

The leave status will be maintained in the system. The student and faculty can check their
Pending Leaves, Whether their leave is approved or not and the number of remaining leaves
they can apply .Also all the data is maintained in the database at the centralized server.

1
 1.3 Problem Specification
• The main problem in the existing system is that the faculty who wants the leaves need to fill
up the leave forms manually which is very time consuming task also they have to take
approval from their authority manually.
• So by E-leave system all this work is done automatically no paper needed to be maintained
and the admin department work load is also be reduced.

1.4 Literature Review

We have searched some information regarding our topic on basis of some literature we have
found some information related our topic, after having some group discussion we have found
some materials which are given below table.

Table – 1.1 Literature Review

SR Author Description
No.

1 Patel, Payroll Management System is a user-friendly web

Rakeshkumar. application that takes care of most delicate
"Payroll resources of the business. Main aim of this project
Management is to develop a software application for organization
System." through which they can manage the records of the
(2016) [1] employees working in the Organization and
financial information of employees. It gives power
to streamline and automate the process of
employee’s payroll information.

2 Ansari, This module is a single leave management system

Mukhtar, and that is critical for HR tasks and keeps the record of
Rehaal vital information regarding working hours and
Qureshi. leaves. This application can be used in a college to
"Leave reduce processing work load. Leave management
management application will reduce paperwork and maintain
system." record in a more efficient systematic way.
(2017) [2]

2
3 Nguyễn, Minh Today, there is a significant rise in the amount of
Thức, Mạnh companies that computerize their management
Quân Khương, system. the process of leave form submission and
and Minh creating leave balance. From the awareness of this
Hoàng problem, we want to develop a leave management
Nguyễn application that can apply to any kind of
Trần. Leave organization to reduce wasting time/paper resource
Management and cut down the complexity in the process of
System. Diss. statistics.
FUG HCM,
2014 [3]

4 Madavarapu, Payroll Application has been designed to for the

Jhansi purpose of maintaining details of various
Bharathi. allowances and deductions that need to be given to
"Payroll the employees of the organization. Payroll provides
Management database activities each and every records of the
System." employee are maintained in the database, so all the
(2014) [4] data are retrieved easily and faster. As the means of
administrator point of view, the admin person have
the full rights to make decisions like who are all
the users and creating the statuses, views and
modify.

5 Win, Kyaw The new computerized Leave Management System

Kyaw. "Leave is developed to replace the existing manual system.
management This system is based on client/server architecture.
system." The primary benefits of client/server computing
(2006) [5] have been giving people access to the data or
information they need when they need it-just-in-
time data delivery. All data are kept in a database
server.

3
 1.5 Work Plan
It defines the time feasibility means how much time/month are
required for Requirement Gathering, Designing, Coding, Testing and
to decide the Maintenance. Additionally we have to define milestones
at which the project progress can be evaluated.

Month
Requirment Design Coding Testing Maintainance

Maintainance Requirment
1 Month 1 Month

Testing
1 Month Design
1.5 Month

Coding
2.5 Month

Figure – 1.1 Time Feasibility

1.6 System Requirement Specification

Hardware Requirement:

Minimum Configuration: Server side:

• Processor: Above Pentium 4

• RAM: 1 GB

• Hard Disk: 35 GB

• Centralized Server

4
 Minimum Configuration: Client side:
• Processor: Any Processor

• RAM: 1 GB

• Hard Disk: 35 GB

Software Requirement:

Minimum Software Requirement: Server Side:

• Operating System: MS Windows or any other.

• Front End: PHP,HTML,CSS,JS

• Front End Tool: Dreamweaver, Sublime Text

• Back End : MySQL

• Back End Tool: MySQL

• UML Diagram : MS Visio 2003, Edraw Max

Minimum Software Requirement: Clint Side:

• Internet Explorer or any other Web Browser.

5
 Chapter-2
Analysis Methodology

2.1 Data Flow Diagram

DFD Level 0:

Response
Response
Request
Request
E-Leave
System
Leave Management db
User files

Figure -2.1 DFD Level 0

Request 1.0 Request

Registration db file
Response
Registration Response

Request
2.0 Request
Response Leave Request db file
Leave Request Response

User

3.0
Request Request
Report Generate db file
Report
Response Generation Response

4.0
Request Request
Payroll Management db file
Payroll
Management Response
Response

Figure -2.2 DFD Level 1

6
 DFD level 2 1.0

Request Request
1.1
Response Response
Registration

Request
Request
1.2
Response Response
Login

Request
Request
Response 1.3
Response
Forget
Password
User
Registration db file

1.4
Request Request
Change
Response Password Response

1.5
Request Request
Update
Response data Response

Figure -2.3 DFD Level 2 1.0

7
 DFD level 2 for 2.0

Request Request
2.1
Response
Leave Type Response

Request Request
2.2
Response Response
Leave
Description

User

Response 2.3 Response

Leave Request db file
From Date
Request Request

Request 2.4 Request

Response To Date Response

Request 2.5
Request
Response Leave Status
Response

Figure -2.4 DFD Level 2 2.0

8
 DFD level 2 for 3.0

Request Request
3.1
Response Response
Department Id

Request
Request
3.2
Response Response
Faculty id

Request
Request
Response 3.3
Response
Number of Leave
Taken
User
Report Generate db file

Request 3.4 Request

Merge Leave
Response Response

3.5
Request Request
Export Leave
Response Response

Figure -2.5 DFD Level 2 for 3.0

9
 DFD level 2 for 4.0

Request Request
4.1
Response Response
Department id

Request
Request
4.2
Response Response
Faculty id

Request Request
Response 4.3 Response

Type of Leave
User
Payroll Management db file

Request 4.4 Request

Salary to Deduct
Response Response

4.5
Request Request
Total Salary
Response Response

Figure -2.6 DFD Level 2 for 4.0

10
2.2 Use Case Diagram

Use Case Diagram : All User

e-Leave System

Login

HOD
Student

Registeration

Apply for Leave

Faculty
Principal

Manage Leave
Requests

Genearate Leave
Report

Admin

Merge Leave Report

Manage Payroll

Figure -2.7 Use case Diagram for All Users

11
 Use Case Diagram: Student

e-Leave System

Login

Student

Registeration

Apply for Leave

Figure -2.8 Use case Diagram for Student

12
Use Case Diagram: Faculty

e-Leave System

Login

Registration

Faculty
Apply for Leave

Manage Leave
Requests

Figure -2.9 Use case Diagram for Faculty

13
 Use Case Diagram: HOD

e-Leave System

Login

Registration

HOD

Apply for Leave

Manage Leave
Requests

Genearate Leave
Report

Figure -2.10 Use case Diagram for HOD

14
 Use Case Diagram: Principal

e-Leave System

Login

Apply for Leave

Principal

Manage Leave
Requests

Merge Leave Report

Figure -2.11 Use case Diagram for Principal

15
 Use Case Diagram: Admin

e-Leave System

Login

Admin

Manage Payroll

Figure -2.12 Use case Diagram for Admin

16
 2.3 Sequence Diagram

Student

Student System Database

New Registration

Registration Page

Basic Information

Add into Registration Table

Login

Validate Username and Password

Student Panel

Update Information

Update Data

Data Updated

Apply for Leave

Store Leave Information

Notify Leave Status

Logout

Figure -2.13 Sequence Diagram for Student

17
 Faculty

Faculty System Database

New Registration

Registration Page

Basic Information

Add into Registration Table

Login

Validate Username and Password

Faculty Panel

Update Information

Update Data

Data Updated

Apply for Leave

Check Leave availability and Store Leave Information

Notify Leave Status

Check Requested Leave from Student

Check Request List

Provide List

Manage Leave Requests

Store Leave Status

Notify Student

Logout

Figure -2.14 Sequence Diagram for Faculty

18
 HOD

HOD System Database

New Registration

Registration Page

Basic Information

Add into Registration Table

Login

Validate Username and Password

HOD Panel

Update Information

Update Data

Data Updated

Apply for Leave

Check Leave availability and Store Leave Information

Notify Leave Status

Check Requested Leave from Faculty

Check Request List

Provide List

Manage Leave Requests

Store Leave Status

Forward Request to Principal

Notify Faculty

Logout

Figure -2.15 Sequence Diagram for HOD

19
 Principal

Principal System Database

New Registration

Registration Page

Basic Information

Add into Registration Table

Login

Validate Username and Password

Principal Panel

Update Information

Update Data

Data Updated

Apply for Leave

Check Leave availability and Store Leave Information

Notify Leave Status

Check Requested Leave from HOD

Check Request List

Provide List

Manage Leave Requests

Store Leave Status

Notify HOD

Logout

Figure -2.16 Sequence Diagram for Principal

20
 Admin

Admin System Database

Login

Validate Username and Password

Admin Panel

Update Information

Update Data

Data Updated

Check Requested Leave from Principal

Check Request List

Provide List

Manage Leave Requests

Store Leave Status

Notify Principal

Check Leave of Employees

Check List

Provide List

Provide List

Calculate Salary on Leave type

Store total Salary

Logout

Figure -2.17 Sequence Diagram for Admin

21
2.4 Activity Diagram

Figure -2.18 Activity Diagram

22
2.5 ER Diagram

Emp_Name Password Password

Emp_Name
Mo_No
Emp_id Mo_No

Request for Email

HOD Leave Faculty
Email

Emp_id

Request for
leave
Request for
leave
Password

Registration Mo_No

Student
Emp_id
Email
Password Enroll_no
principal
Email
Std_Name
Mo_No

Emp_Name From_Date

To_Date

Leave_Description
Leave
Leave Type

Autoruty_Remarks
Leave_Status

Generate
Emp_id
Late_Leave
Early_Leave
Dept_id

Forword_
Report
Report Dept_name

Emp_id
Report_date

id Password

Emp_id
Admin

Manages Dept_id
Salary
Payroll

Deducted_Slary No_of_Leaves

Figure -2.19 ER Diagram

23
 2.6 Data Dictionary

Table number: 1

Table name: Login master

Description: This Table is for user login.

Table – 2.1 Login Master

Field name Data type Size Description

User Type Varchar 15 Primary key

User ID Varchar 15 To store user id

Password Varchar 8 Md5

Table number : 2

Table name : Users Registration detail master

Description : This Table is for user registration

Table – 2.2 Registration Master

Field name Data type Size Description

Uid Number 15 Foreign key

Password Number 10 Foreign key

Dep. ID Number 10 Foreign key

Fname Varchar 15 To store first name

Lname Varchar 15 To store last name

Address Varchar 15 To store address

Contect_no. Varchar 10 To store mobile no.

Birth_date Varchar 15 To store birth date

City Varchar 10 To store city

Email Email 20 To Store Email id of user

24
 Table number: 3

Table name: Department master

Description: This Table is used to show the information of department.

Table – 2.3 Department Master

Field name Data type Size Description

Dep_ID Number 10 Foreign key

Department Varchar2 15 To store department name

Table number: 4

Table name: Leave master.

Description: This Table is for user login.

Table – 2.4 Leave Master

Field name Data Size Description

type

User ID Varchar 15 To store user id

Password Varchar 8 To store password

Leave Type Varchar 20 Type of leave

Leave Status Varchar 15 Status of the leave

From Date Date 10 From which Date Leave is applied

To Date date 10 To which date leave is required

Leave Description Varchar 50 Description of the applied leave

25
2.7 AEIOU Summary Canvas
This is the first and basic sheet of any project. This sheet contains small but important things
which are the building pillars of any project, such as users, activities and interactions of the location,
etc.

Figure -2.20 AEIOU Canvas

26
2.8 Empathy Mapping Canvas

Here the sheet included is observation matrix canvas, goodly known as empathy summary
canvas. This canvas includes topics from daily interactions and activities to the main objective of
project.

Figure -2.21 Empathy Mapping Canvas

27
 2.9 Ideation Canvas

This second sheet i.e. ‘ideation canvas’ includes points such as users of the system, activities
and location of visits as well as the props or tools used during the project.

Figure -2.22 Ideation Canvas

28
 2.10 Product Development Canvas

This is somehow the most important sheet, which mainly includes objective of the project,
features and functions of the project, the pros and cons of the project.

Figure -2.23 Product Development Canvas

29
 Chapter-3
Implementation Strategy

3.1 List Of Modules :

➢ Admin Module
- This module handles the administrative functions of the system and is used by
the head department.

➢ Faculty Module
- Faculty can log in or log out their account for the leave application with the
unique id Based on the availability of leave like Casual leave ,Privilege leave,
Sick leave ,Compensatory off , Duty Leave he/she apply for Leave through
application is then transferred to the respective HOD's ,so that the can forward
the leave for further approval by the principal. Also maintain the leaves of
Student.

➢ HOD Module
- HOD can log in or log out their account for the leave application with the
unique id Based on the availability of leave like Casual leave , Privilege leave
,Sick leave, Compensatory off , Duty Leave he/she apply for Leave through
application is then transferred to the principal for leave approval by the
principal. Also maintain the leaves of faculty and generate the leave report.

➢ Principal Module
- This module is the higher authority for all. This module can see the whole view
that is leaves verified by HOD and application of leave by employee and
student. Principal is having authority of approval or disapproval of leave and
remark on that. Also merge the all department leave reports.

➢ Student Module
- Faculty can log in or log out their account for the leave application with the
unique id he/she apply for Leave through application is then transferred to the
respective Faculty mentor.

➢ Registration Module
- Here in this module each new user have to provide the basic information and
register him/her self to the application through the web application.

30
➢ Leave report Module
- In this module the monthly department wise leave reported is generated by the
HOD and that report is generated submitted to the principle. All department
report is then merged and that report is submitted to the admin.

➢ Leave Status Module

- It contains sub parts like
• Approved Leave
• Rejected Leave
• Pending Leave

31
3.2 Result

Figure -2.24 E-Leave System Login Page

Figure -2.25 Student Registration Page

32
Figure -2.26 Employee Registration Page

33
 Figure -2.27 User Dashboard

Figure -2.28 Student Apply For Leave

34
Figure -2.29 Leave Request Send to faculty through email

Figure -2.30 Faculty Gets Notification

35
Figure -2.31 Faculty Approve Leave

Figure -2.32 HOD Approve Leave

36
 Figure -2.33 Leave Status Approved

Figure -2.34 Principal Get Leave Request from Faculty and HOD

37
 Figure -2.35 Forgot Password Page

Figure -2.36 Email Notification for New Request and Forgot Password

38
Figure -2.37 Admin Dashboard

39
 Chapter-4
Conclusion and References
4.1 Conclusion

Leave Management System is very useful for college to maintain the leave records of the
students and employees. This system not only maintains the leave details of the staff, it also
maintains the leave applications of the staff and students. The higher authorities may accept or
reject the leave applications requested by the staff. Thus this system maintains the excess
amount of job done by college to maintain the leaves.

4.2 References

[1] Patel, Rakeshkumar. "Payroll Management System." (2016)

[2] Ansari, Mukhtar, and Rehaal Qureshi. "Leave management system." (2017)
[3] Nguyễn, Minh Thức, Mạnh Quân Khương, and Minh Hoàng Nguyễn Trần. Leave
Management System. Diss. FUG HCM, (2014)
[4] Madavarapu, Jhansi Bharathi. "Payroll Management System." (2014)
[5] Win, Kyaw Kyaw. "Leave management system." (2006)
[6] https://wbxpress.com/leave-rules
[7] https://www.quora.com
[8] https://betterbusiness.deskera.com
[9] http://hrmangtaa.com
[10] https://www.shireburn.com
[11] https://www.sumhr.com
[12] http://ijariie.com
[13] https://www.slideshare.net

40