Case Study for Leave Management System

Workflow based Online Leave Application

Gateway TechnoLabs Pvt. Ltd.

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Tel: +91 79 2685 255/5/6 Fax: +91 79 26858591
E-mail: [email protected]
URL: www.gatewaytechnolabs.com

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

Table of Contents

1. THE CLIENT ........................................................................................... 3

2. THE PROJECT......................................................................................... 3

3. SCOPE OF THE PROJECT ........................................................................ 3

4. THE CHALLANGES .................................................................................. 3

5. THE SOLUTION ...................................................................................... 4

6. TOOLS AND TECHNOLOGIES .................................................................. 5

7. SOLUTION FEATURES ............................................................................ 6

8. BENEFITS .............................................................................................. 7

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

1. The Client

Human Resources department of one of the leading Manufacturing Company based at

United States has taken a major initiative of automating all the functions. Leave
Application & Approval process was identified as the best candidate for implementing a
workflow based solution. Windows SharePoint was the best fit & hence was chosen to
implement the solution.

2. The Project

The requirement of the solution is online application & approval of the leaves availed by
Gateway employees. Additionally, feature was required to view the Leave History,
Current Leave Balance was when required. Automatic credit of leaves on a periodic basis
& at the year end leave balance updation process will be automated as part of the
solution. This solution should be closely integrated with Gateway’s home grown Project
Monitoring System.

3. Scope of the Project

• Employee can apply/cancel a leave application.

• Immediate superior can approve/reject the leaves. Auto-escalation in case the
leave is not approved for a defined period of time.
• Accurate leave balance at any point in time.
• Employee-wise leave history should be available.

4. The Challanges

• Integrating SharePoint Services with Windows Workflow Foundation.

• Creation / Destruction of WorkFlow Instance at appropriate time.

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

5. The Solution

Application Architecture

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

WorkFlow Details:

• A WorkFlow is used to fetch record from the database

• Based on the user action, change the status of the leave application.
• Send Mail to Applicant | Substitute for the Approval | Rejection of Leave.

6. Tools and Technologies

• Microsoft Visual Studio 2005 - is used to implement the Web Parts created for the
SharePoint Site.
• Microsoft Share Point Services 3.0 – is used to publish the leave management
application.
• Microsoft Share Point Designer 2007 – is used for designing the web parts.

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

• Microsoft WorkFlow Foundation – is used to implement the process from Leave

Application to Leave Approval/Rejection.
• MS SQL Server 2005 - Backend Database is maintained in MS SQL Server 2005,
for writing Stored Procedures, Queries and Functions.

7. Solution Features

• Leave Application
o Auto Calculation of Leave Days based on the Selection of Leave Period.
o Send Mail through WorkFlow to Substitute, Approver.
• Leave Balance
o Display current balance for all leave types defined for an organization.
o Display history of all leave taken by the user who is currently loggen in.
• Pending Request
o Approver will get the list of leave requests applied by employees.
o Approver can approve/reject. Employee will be notified by mail.
• Leave Cancellation
o User can cancel leaves which are already approved by approver.
o Application will be forwarded for approval.
• Leave History
o Features to view the leave history for each calendar year of all the
employees.
• Company Holidays
o Displays lists of company’s holiday for current calendar year.
• Leave Policy
o Display the current leave policy of organization.
• Monthly Report
o Leave details of all the employees can be emailed to Payroll department.

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 Gateway TechnoLabs Pvt. Ltd.
Leave Management System August 2007
Case Study

8. Benefits

• In this application all the business rules and business policies are applied
dynamically. No change is required in the application when any of the above
change.
• It is template based solution, so if we need to implement this solution on another
SharePoint server, the template can be imported & some configuration changes
are required.

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