ICS/LMS/SDD Issue # 1.

0 Issue Date 29-Oct-2019

Leave Management
System
SOFTWARE DESIGN DESCRIPTION
Document Issue Status
Document ID ICS/LMS/SDD
Document Name SOFTWARE DESIGN DESCRIPTION
Latest Version 1.0
Created By Created Date Reviewed By Reviewed Approved By Approved
Date Date
Udhayan G 14-09-2019

Revision History
Version Author Date Remarks
1.0 Naveen P R, Created
Udhayan G

This product is aimed at developing an online leave management system that is of importance to
either an organization. The Leave Management System (LMS) is an Internet based application that can
be accessed by both mobile device and desktop throughout the globe. This system can be used to
 automate the workflow of leave applications and their approvals. The periodic crediting of leave is also
automated. There are features like email notifications, automatic approval of leave, report generators
etc. in this system. Leave Management application will reduce physical interaction and maintains
records in better way.

Table of Contents
1 Introduction..............................................................................................................................................3
1.1 Purpose..............................................................................................................................................3
1.2 Scope.................................................................................................................................................3
1.3 Product / System Overview................................................................................................................5
2 Functional Requirements..........................................................................................................................5
3 Low Level Design (Detail Design)..............................................................................................................8
4 Other Nonfunctional Requirements........................................................................................................14
5 Database Design.....................................................................................................................................16
5.1 ER Model.........................................................................................................................................16
6 External Interface Requirements............................................................................................................17
6.1 User Interfaces.................................................................................................................................17
6.2 Hardware Interfaces.........................................................................................................................17
6.3 Software Interfaces.........................................................................................................................17

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1 INTRODUCTION
This following details lays out a proper plan for the development of Leave
Management System (LMS).

1.1 PURPOSE
The purpose of the document is to collect and analyze all assorted ideas that have come
up to define the system, its requirements with respect to consumers. Also, we shall predict and
sort out how we hope this product will be used in order to gain a better understanding of the
project.

This document describes the project's target audience and its user interface, hardware
and software requirements. It defines how our client, team and audience see the product and
its functionality. It also helps any designer and developer to assist in software delivery (for
future development) .

Some of the audience roles in this product are following:

Developers who can review project’s capabilities and more easily understand where their efforts should
be targeted to improve or add more features to it.

Quality assurance team can use this document as a base for their testing strategy as some bugs are
easier to find using a requirements document. This way testing becomes more methodically organized.

Project coordinator who can understand the required specification for this LMS application and provide
it.

Administrator and end users of this application who wish to read about what this project can do.

1.2 SCOPE
Primarily, the scope of this LMS product feature which allow the end user (administrator
or employee) having the access to request or approve.

Some of the product scope is following:

The LMS application that automates the functionalities of the leave management.

The target user is the HR Manager, Project Manager, Technical staffs and Non Technical staff.

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The main objective to develop this system is to automate the current leave application and
record that is manually processed in Indocosmo Systems Pvt. Ltd.

This application automatically calculates leave balance from a fix amount of annual leave and
show to the user.

It enables the Managers to record inapplicable leave in systematic database system.

Generate statistical report of employees in order to be used in evaluating the performance of an

employee in Indocosmo Systems Pvt. Ltd.

Improve the mechanism of receiving, approving and rejecting leave application through system

1.3 PRODUCT / SYSTEM OVERVIEW

This product (LMS) is aimed at developing an on-demand (request) based leaves management
system that is of importance to an organization. This LMS product (an application) can be used
to automate the workflow of leave applications and their approvals. The periodic crediting of
leave is also automated. There are features like email notifications, cancellation of leave,
automatic approval of leave, report generators etc. in this system

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 1.3 basic LMS Work flow diagram

2 FUNCTIONAL REQUIREMENTS
2.1 Product Perspective

This product facilitates the effective and smooth management of personnel leave. The Human
Resources Department can always be up to date with their leave management. With comprehensive
reporting and Web based applications. This system facilitates the total leave process, from completing
leave applications by employees, leave application approval by HR & management to setting up your
specific company parameters such as leave types (sick leave, Annual leave, etc.).

Administrative Settings

• Choose the types of leave allowed - Sick, Annual, Family Responsibility,

Maternity, Study, Unpaid, etc.

• Choose the number of days allowed for each of the types. A default is

set for all the employees, but admin can also modify it per employee.

• Leave can be allocated annually or monthly depending on your company

policies.

• Choose the persons to be notified when leave requests are received. Employees An leave summary
shows the employee, how many leaves are available, how many they have taken and the status of their
leave applications.

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• Easily apply for leave choosing the required leave type and amount of days.

• Employees can upload supporting documentation, such as university documents or sick notes when
they apply for leave.

• The Leave Management Software is completely secure, thus employees can't view each other's leave
statuses. Leave processing and reporting

• A notification is received by relevant manager/s when a leave application is submitted by an employee.

• The relevant manager can then log in and choose to approve or reject an

application. Reasons can also be provided. The employee will be notified

once the leave application is approved or rejected.

• A summary can be selected whereby management, HR or the persons

tasked with managing the employees leave can search via an employee

and leave year, to get a summary of the employees current leave

applications as well as his outstanding leave days per category such as

sick leave, maternity leave, yearly leave etc.

• We make reports on Leave Management System. Simply select data to

include in your reports such as department, employee name, leave year,

leave status, dates and the output format for example HTML, PDF,Excel,

XML and DOC etc.

2.2 Product Functions

• On-line application for leave without the need for paperwork.

• Email notifications to approving officer and applicants.

• Applicant and Approving Officer can see complete leave records and approval history
respectively.

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 • Leave records are updated automatically once applications are approved.

• Leave records may be printed out or generated into reports.

• Leave records may be exported to any back-end system.

• Leave calendar provides a bird's eye view of who's on leave.

• All leave policies are configurable.

2.3 User Classes and Characteristics

There are three types of users :

Type Of User Privilege Level

Super Admin High

HR Manager Medium

Employee Low

3 LOW LEVEL DESIGN (DETAIL DESIGN)

System features are organized by use cases and functional hierarchy so that the main functions of the
system will be understandable.

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3.1 Login

3.1.1 Description and Priority

Users of the system can use the system features only after the login. Login is used for
identify the user is authenticated or not.

Priority: High

3.1.2 Stimulus/Response Sequences

3.1.2.1 Basic Flow:

1. Open the login page.

2. Enter login credential (user-Id and password).

3. Click on the Login button.

4. Validate the user.

5. User Homepage is shown.

3.1.2.2 Alternate Flow:

1. If user and password does not match then it show error message.

2. Again same page is opened and asking for correct login credential.

3.1.3 Functional Requirements

REQ-1: User-id and Password is required.

3.2 Employee Registration

3.2.1 Description and Priority

Employee registration is done by HR Manager. It requires all the details related to that employee.
It is necessary for all the employee.

Priority: High.

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 3.2.2 Stimulus/Response Sequences

3.2.2.1 Basic Flow:

1. Login to the system as HR Manager.

2. Open the Employee Registration page.

3. Fill all the details of employee.

4. Click on the Register button.

5. Validate all the fields and ask for Confirmation.

6. Confirmation Message shown for Successfully Registered.

3.2.2.2 Alternate Flow:

1. If any detail is missing or wrong then it show error message.

2. Again same page is opened and asking for correct input.

3.2.3 Functional Requirements

REQ-2: Details of the employee.

3.3 Recover Forgot Password

3.3.1 Description and Priority

If user forgot the password then he can ask for reset of password.

Priority: High.

3.3.2 Stimulus/Response Sequences

3.3.2.1 Basic Flow:

1. Open the login page.

2. Click on the Forgot Password button.

3. Fill the User-Id for recovery of password.

4. Click on the Reset password button.

5. New password is sent on his/her email.

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 6. Confirmation message is shown to user.

3.3.2.2 Alternate Flow:

1. If user-Id does not exist in system then it show error message.

2. Again same page is opened and asking for correct User-Id.

3.3.3 Functional Requirements

REQ-3: User-Id of the user.

3.4 View Profile

3.4.1 Description and Priority

A user profile is collection of his/her personal details, leave application and leave
information. In profile user can also view the available notifications.

Priority: Medium

3.4.2 Stimulus/Response Sequences

3.4.2.1 Basic Flow:

1. Login into the system.

2. Click on View Profile Button.

3. User profile is shown to user.

3.4.3 Functional Requirements

REQ-4: User has to login.

3.5 Apply for Leave

3.5.1 Description and Priority

Leave application is submitted by user for taking leave. User can select the type of the
leave and also submit a document related to leave reason or any other document.

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 Priority: High.

3.5.2 Stimulus/Response Sequences

3.5.2.1 Basic Flow:

1. Login into system.

2. Click on Apply Leave button.

3. Select the leave type.

4. Fill all the required details.

5. Click on Apply button.

6. Validate the form and ask for Confirmation.

7. Confirmation message is shown to user.

3.5.2.2 Alternate Flow:

1. If any field is missing or incorrect then it shows error message.

2. Again same page is opened that asks for correct Data.

3.5.3 Functional Requirements

REQ-5: Leave type is required.

3.6 Approve/Reject Leave

3.6.1 Description and Priority

Leave application submitted by employee can be viewed by HR Manager. After that

checking all the details of application Hr manager can approve or reject the leave application.

Priority: High.

3.6.2 Stimulus/Response Sequences

3.6.2.1 Basic Flow:

1. Login into system.

2. Click on Apply Leave button.

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 3. Select the leave type.

4. Fill all the required details.

5. Click on Apply button.

6. Validate the form and ask for Confirmation.

7. Confirmation message is shown to user.

3.6.2.2 Alternate Flow:

1. If any field is missing or incorrect then it show error message.

2. Again same page is opened and asking for correct Data.

3.6.3 Functional Requirements

REQ-6: Leave History is required

3.7 View Notification

3.7.1 Description and Priority

Notification about leave application will sent to related authority. And Notification about
status of the application is also sent to employee.

Priority: High.

3.7.2 Stimulus/Response Sequences

3.7.2.1 Basic Flow:

1. Login into system.

2. Click on Notification button.

3. List of notification is shown.

3.7.3 Functional Requirements

REQ-7: Notification is available for the user.

3.8 View Leave History of Employees :

3.8.1 Description and Priority

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 Leave history contains the details of all the Leave Application History and
available Leaves for that user.

Priority: High.

3.8.2 Stimulus/Response Sequences

3.8.2.1 Basic Flow:

1. Login into system.

2. Click on Leave History button.

3. History of leaves applications is shown to the user.

3.8.2.2 Alternate Flow:

1. If any field is missing or incorrect then it show error message.

2. Again same page is opened and asking for correct Data.

3.8.3 Functional Requirements

REQ-8: Leave History is required.

3.9 Set Rules

3.9.1 Description and Priority

Administrator will set the leave rules. Administrator can also add new rules and modify
existing rules.

3.9.2 Stimulus/Response Sequences

3.9.2.1 Basic Flow:

1. Open the administrator login page.

2. Login as administrator.

3. Add, Modify rules for employee.

3.9.3 Functional Requirements

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 REQ-9: User must have administrator privilege.

4 OTHER NONFUNCTIONAL REQUIREMENTS

4.1 Performance Requirements

As this is a web application hence it is not a resource hog and will run on almost every computer.
Its functions and features are not computationally intensive. It does not require a powerful processor or
graphics card, much RAM, or disk space. It only requires a latest browser.

4.2 Safety Requirements

This application as all the other web application requires the Internet availability, and is also
requires that the user should keep his private keys safe and secure and the same should not be shared
with any one.5.3 Security Requirements User should keep his key safe. The system or the place where
the key is stored should not be public. In the case if the user loses his key then he/she should
immediately inform the system admin.

4.3 Software Quality Attributes

Client Side Quality Attributes:

The application provides a quite user-friendly interface with its operations accessible from the menu bar
and the main toolbar. An average or casual user should not find any problem using the program to
perform at least its main functions. Interoperability is guaranteed since this program runs on both Mac
and PC (Linux,Windows or other operating system).

Server Side Quality Attributes:

Along with that our system provides the server which is scalable so that it can meet up any future
requirements and is easily upgradeable. Admin can take a backup on a regular interval so in case of any
failure or damage system can be restored easily.

4.4 Business Rules

Administrative Tasks:

1. Can approve or deny the leave applications of the employees working under his hierarchy.

2. Can see the leave history of a particular employee.

3. Can define the custom rules in the system.

4. Can generate the report.

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User Tasks :

1. Can view his leave balance.

2. Can apply for new leave and check the status of the application(s).

5 DATABASE DESIGN
5.1 ER MODEL

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 ER Diagram for Leave Management System.

5.2 Database Object Definitions

Not Applicable

6 EXTERNAL INTERFACE REQUIREMENTS

6.1 USER INTERFACES

6.2 HARDWARE INTERFACES

6.3 SOFTWARE INTERFACES

6.4 Communication Interfaces

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7 Appendices

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