CONTENTS

1. LIST OF FIGURES…………………………………………………………………..1

2. PROJECT OVER VIEW……………………………………………………………..3

2.1 INTRODUCTION…………………………………………………………………..4

2.2 ABSTRACT……………………………………………………………….………..5

3. SYSTEM STUDY……………………………………………………………...…….7

3.1 EXISTING SYSTEM…………………………………………….………………....8

3.2 PROPOSED SYSTEM…………………………………………………………..….8

4. OBJECTIVE OF PROJECT……………….…………………………………...…….9

5. SCOPE OF PROJECT………………………………………………………………10

5.1 FEATURES OF PROJECT…………………………………………...………....…13

6. SYSTEM REQUIREMENTS……………………………………………….………14

6.1. HARDWARE REQUIREMENT……………………………………..……………14

6.2. SOFTWARE REQUIREMENT……………………………………..……………..14

7. IDENTIFICATION OF NEED……………………………………...………………..15

7.1 FEASIBILITY OF STUDY………………………………………………………….16

8. SYSTEM DESIGN……………………………………………………………………17

8.1 USER INTERFACE DESIGN……………………………………………………….18

9. PRELIMINARY PRODUCT DESCRIPTION ……………………………………….19

10. TECHNOLOGY OVER VIEW………………………………………………………21

10.1 PHP ………………………………………………………………………………….21

10.2 MY SQL………………………………………………………………..……………21

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10.3 APACHE…………………………………………………………..………..…..…...22

10.4. XAMPP…………………………………………………………………………..….22

11. PROJECT PLANNING…………………………….....................................................23

11.1 PROJECT SCHEDULING…………………………………………………………..24

12 USE CASE MODE OF PROJECT…………………………………..……….……..…25

12.1 USE CASE FLOW DIAGRAM…………………………………...……...….…..….26

12.2 DATA FLOW DIAGRAM………………………………………..………………...29

12.3 FLOW CHART……………………………………………………..……………....31

12.4 ER DIAGRAM………………………………………………………………..…....33

13. DATABASE AND MYSQL TABLES………………………………………….....36

13.1 CODING………………………………………………………….…………….....37

13.2 SAMPLE SCREEN SHOT……………………………………………………......47

14. SYSTEM TESTING………………………………………………….……….……51

15. SYSTEM ANALYSIS ……………………………………………………….….…52

16. CONCLUSION……………………………………………………………….….....54

17. FUTURE SCOPE OF THE PROJECT……………………………….………....….55

17.1 LIMITATION OF PROJECT………………………………………………...…...56

18. BIBLIOGRAPHY……………………………………………………………..........57

19. ABBREVIATION………………………………………………………….............57

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1. LIST OF FIGURES

S.NO TOPIC PAGE NO.

USER FLOW CHART

1. 31

2. ADMIN FLOW CHART 32

3. USE CASE FLOW DIAGRAM (USER) 27

4. USE CASE FLOW DIAGRAM (ADMIN) 28

5. ER DIAGRAM 35

1
PROJECT OVERVIEW

2
2. PROJECT OVER VIEW

 Overall Description will describe major components of the system, interconnection

and external interfaces.

 Specific Requirements will describe the functions of actors, their role in the system
and constraints.

Overall Description:

The rest of this document will give further details on the overall product description,
including the hardware, software, and communications interfaces, product functions, user
characteristics, and any assumptions that will be made.

Specific Requirements:

The college will also include the specific requirements needed. These will include the
functions, performance, design, and software attributes. This document is organized in a
logical manner and is easy to follow. Readers should refer to the table of contents,
appendices, or index if looking for something in specific. Otherwise, reading this document
from start to finish will start with a vague description and get more specific and detailed as
changing sections and reading further.

3
2.1 INTRODUCTION

The "Employee Leave Management System" has been developed to override the problems
prevailing in the practicing manual system. This software is supported to eliminate and in
some cases reduce the hardships faced by this existing system. Moreover this system is
designed for the particular need of the company to carry out operations in a smooth and
effective manner.

The application is reduced as much as possible to avoid errors while entering the data. It also
provides error message while entering invalid data. No formal knowledge is needed for the
user to use this system. Thus by this all it proves it is user-friendly. Employee Leave
Management System , as described above, can lead to error free, secure, reliable and fast
management system. It can assist the user to concentrate on their other activities rather to
concentrate on the record keeping. Thus it will help organization in better utilization of
resources.

Every organization, whether big or small, has challenges to overcome and managing the
information of Leave, Employee, Payroll, Leave Type, Salary. Every Employee Leave
Management System has different Employee needs, therefore we design exclusive employee
management systems that are adapted to your managerial requirements. This is designed to
assist in strategic planning, and will help you ensure that your organization is equipped with
the right level of information and details for your future goals. Also, for those busy executive
who are always on the go, our systems come with remote access features, which will allow
you to manage your workforce anytime, at all times. These systems will ultimately allow you
to better manage resources.

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2.2 ABSTRACT

The purpose of Employee Leave Management System is to automate the

existing manual system by the help of computerized equipments and full-fledged computer
software, fulfilling their requirements, so that their valuable data/information can be stored
for a longer period with easy accessing and manipulation of the same. The required software
and hardware are easily available and easy to work with.

Employee Leave Management System, as described above, can lead to error free,
secure, reliable and fast management system. It can assist the user to concentrate on their
other activities rather to concentrate on the record keeping. Thus it will help organization in
better utilization of resources. The organization can maintain computerized records without
redundant entries. That means that one need not be distracted by information that is not
relevant, while being able to reach the information.

The aim is to automate its existing manual system by the help of computerized equipments
and full-fledged computer software, fulfilling their requirements, so that their valuable
data/information can be stored for a longer period with easy accessing and manipulation of
the same. Basically the project describes how to manage for good performance and better
services for the clients.

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SYSTEM STUDY

6
3. SYSTEM STUDY

This project is aimed at developing a web based leaves 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 or department. This system
can be used to automate the workflow of leave application and their approvals. The periodic
crediting of leaves is also automated.

Roles of the System

There are mainly two important roles in the proposed system.

 Administrator
 Staff
I shall explain the functionality of the two roles in detail in the below sections.

Administrator:

An administrator has full control over the system. He/she can manage employees,
system users, leave, departments, and so on. Here, each and every section has its own
respective details such as name and other important details. Here, an admin first has to set up
departments for maintaining further processes. Second, the administrator can manage
employees with their respective details. Moving towards the leave types section, allows the
user to manage types of leaves for the organization. To be more precise, this particular
section plays an important role for the employees in order to apply for a leave. In fact, the
user has to select any of the available leave types while filling up the leave form. The system
requires user to fill out some fields such as leave name, short form with a short description in
order to add a new leave type.

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Employee :

On the other hand, there are few things that fall upon an employee’s account. There
might be very few things to follow up but an essential one for such a system. After logging
into an employee’s account, the user can check for their salary status. Under the salary
section, the system displays lists of salary details once processed by the admin. An employee
can view an invoice of their salary, print it our or generate a PDF copy of it. And the last
feature for an employee account is that he/she can apply for leave by entering a reason, dates,
and a short description about it. After getting results from the admin, the employee can now
check the status of it from his/her leave history which displays the information if the leave
request has been approved or rejected.

3.1 EXISTING SYSTEM

In the existing system the exams are done only manually but in proposed system we have
to computerize the exams using this application.
 Lack of security of data.
 More man power.
 Time consuming.
 Consumes large volume of pare work.
 Needs manual calculations.
 No direct role for the higher officials

3.2 PROPOSED SYSTEM

The aim of proposed system is to develop a system of improved facilities. The proposed
system can overcome all the limitations of the existing system. The system provides proper
security and reduces the manual work.
 Security of data.
 Ensure data accuracy’s.
 Proper control of the higher officials.
 Minimize manual data entry.
 Minimum time needed for the various processing.
 Greater efficiency.
 Better service.
 User friendliness and interactive.
 Minimum time required.

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4. OBJECTIVE OF PROJECT

The main objective of the Project on Employee Leave Management System is to

manage the details of Employee, Leave, Company, Payroll, Salary. It manages all the
information about Employee, Leave Type, Salary, Employee. The project is totally built at
administrative end and thus only the administrator is guaranteed the access. The purpose of
the project is to build an application program to reduce the manual work for managing the
Employee, Leave, Leave Type, Company. It tracks all the details about the Company,
Payroll, Salary.

Functionalities provided by Employee Leave Management System are as follows:

 Provides the searching facilities based on various factors. Such as Employee, Company,
Payroll, Salary
 Employee Leave Management System also manage the Leave Type details online for
Payroll details, Salary details, Employee.
 It tracks all the information of Leave, Leave Type, Payroll etc
 Manage the information of Leave
 Shows the information and description of the Employee, Company
 To increase efficiency of managing the Employee, Leave
 It deals with monitoring the information and transactions of Payroll.
 Manage the information of Employee
 Editing, adding and updating of Records is improved which results in proper resource
management of Employee data.
 Manage the information of Payroll
 Integration of all records of Salary.

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5. SCOPE OF THE PROJECT

It may help collecting perfect management in details. In a very short time, the
collection will be obvious, simple and sensible. It will help a person to know the management
of passed year perfectly and vividly. It also helps in current all works relative to Employee
Leave Management System. It will be also reduced the cost of collecting the management &
collection procedure will go on smoothly.

Our project aims at Business process automation, i.e. we have tried to computerize
various processes of Employee Leave Management System.

 In computer system the person has to fill the various forms & number of copies of the
forms can be easily generated at a time.
 In computer system, it is not necessary to create the manifest but we can directly print
it, which saves our time.
 To assist the staff in capturing the effort spent on their respective working areas.
 To utilize resources in an efficient manner by increasing their productivity through
automation.
 The system generates types of information that can be used for various purposes.
 It satisfy the user requirement
 Be easy to understand by the user and operator
 Be easy to operate
 Have a good user interface
 Be expandable
 Delivered on schedule within the budget.

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Reports:

 It generates the report on Employee, Leave, Leave Type

 Provide filter reports on Company, Payroll, Salary
 You can easily export PDF for the Employee, Leave Type, Payroll
 Application also provides excel export for Leave, Company, Salary
 You can also export the report into csv format for Employee, Leave, Salary

Modules :

 Employee Management Module: Used for managing the Employee details.

 Salary Module : Used for managing the details of Salary
 Leave Management Module: Used for managing the information and details of the
Leave.
 Payroll Module : Used for managing the Payroll information
 Login Module: Used for managing the login details
 Users Module : Used for managing the users of the system

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Input Data and Validation

 All the fields such as Employee, Company, Salary are validated and does not take invalid
values
 Each form for Employee, Leave, Leave Type can not accept blank value fields
 Avoiding errors in data
 Controlling amount of input
 Integration of all the modules/forms in the system.
 Preparation of the test cases.
 Preparation of the possible test data with all the validation checks.
 Actual testing done manually.
 Recording of all the reproduced errors.
 Modifications done for the errors found during testing.
 Prepared the test result scripts after rectification of the errors.
 Functionality of the entire module/forms.
 Validations for user input.
 Checking of the Coding standards to be maintained during coding.
 Testing the module with all the possible test data.
 Testing of the functionality involving all type of calculations etc.
 Commenting standard in the source files.

The software quality plan we will use the following SQA Strategy:

 In the first step, we will select the test factors and rank them. The selected test factors
such as reliability, maintainability, portability or etc, will be placed in the matrix
according to their ranks.
 The second step is for identifying the phases of the development process. The phase
should be recorded in the matrix.
 The third step is that identifying the business risks of the software deliverables. The
risks will be ranked into three ranks such as high, medium and low.

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5.1 FEATURES OF THE PROJECT

 Product and Component based

 Creating & Changing Issues at ease
 Query Issue List to any depth
 Reporting & Charting in more comprehensive way
 User Accounts to control the access and maintain security
 Simple Status & Resolutions
 Multi-level Priorities & Severities.
 Targets & Milestones for guiding the programmers
 Attachments & Additional Comments for more information
 Robust database back-end
 Various level of reports available with a lot of filter criteria’s
 It contain better storage capacity.
 Accuracy in work.
 Easy & fast retrieval of information.
 Well designed reports.
 Decrease the load of the person involve in existing manual system.
 Access of any information individually.
 Work becomes very speedy.
 Easy to update information

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6. SYSTEM REQUIREMENT

System requirements are the configuration that a system must have in order for a hardware or
software application to run smoothly and efficiently. Failure to meet these requirements can
result in installation problems or performance problems.

6.1 Hardware Requirements :

 Processor : Intel Core i3 6th Gen (or) Higher

 RAM : 4 Gb (or) Higher
 Hard disk : 50 Gb

6.2 Software Requirements

 Operating System : Windows 8.1 or Higher

 Language : HTML, JAVA, PHP
 Database : My SQL

Software Requirement Specification

The Software Requirements Specification is produced at the culmination of the

analysis task. The function and performance allocated to software as part of system
engineering are refined by establishing a complete information description, a detailed
functional and behavioral description, an indication of performance requirements and design
constraints, appropriate validation criteria, and other data pertinent to requirements.

14
7. IDENTIFICATION OF NEED

 The old manual system was suffering from a series of drawbacks. Since whole of the
system was to be maintained with hands the process of keeping, maintaining and
retrieving the information was very tedious and lengthy. The records were never used
to be in a systematic order. there used to be lots of difficulties in associating any
particular transaction with a particular context. If any information was to be found it
was required to go through the different registers, documents there would never exist
anything like report generation. There would always be unnecessary consumption of
time while entering records and retrieving records. One more problem was that it was
very difficult to find errors while entering the records. Once the records were entered
it was very difficult to update these records.
 The reason behind it is that there is lot of information to be maintained and have to be
kept in mind while running the business .For this reason we have provided features
Present system is partially automated (computerized), actually existing system is quite
laborious as one has to enter same information at three different places.

Following points should be well considered:

 Documents and reports that must be provided by the new system: there can also be few
reports, which can help management in decision-making and cost controlling, but since
these reports do not get required attention, such kind of reports and information were
also identified and given required attention.
 Details of the information needed for each document and report.
 The required frequency and distribution for each document.
 Probable sources of information for each document and report.
 With the implementation of computerized system, the task of keeping records in an
organized manner will be solved. The greatest of all is the retrieval of information,
which will be at the click of the mouse. So the proposed system helps in saving the
time in different operations and making information flow easy giving valuable reports.

15
7.1 FEASIBILITY STUDY
After doing the project Employee Leave Management System study and analyzing all
the existing or required functionalities of the system, the next task is to do the feasibility
study for the project. All projects are feasible - given unlimited resources and infinite time.
Feasibility study includes consideration of all the possible ways to provide a solution to the
given problem. The proposed solution should satisfy all the user requirements and should be
flexible enough so that future changes can be easily done based on the future upcoming
requirements.
A. Economical Feasibility
This is a very important aspect to be considered while developing a project. We
decided the technology based on minimum possible cost factor.
 All hardware and software cost has to be borne by the organization.
 Overall we have estimated that the benefits the organization is going to receive from
the proposed system will surely overcome the initial costs and the later on running
cost for system.

B. Technical Feasibility
This included the study of function, performance and constraints that may affect the
ability to achieve an acceptable system. For this feasibility study, we studied complete
functionality to be provided in the system, as described in the System Requirement
Specification (SRS), and checked if everything was possible using different type of frontend
and backend plaformst.

C. Operational Feasibility
No doubt the proposed system is fully GUI based that is very user friendly and all
inputs to be taken all self-explanatory even to a layman. Besides, a proper training has been
conducted to let know the essence of the system to the users so that they feel comfortable
with new system. As far our study is concerned the clients are comfortable and happy as the
system has cut down their loads and doing.

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8. SYSTEM DESIGN

In this phase, a logical system is built which fulfils the given requirements. Design phase
of software development deals with transforming the clients’s requirements into a logically
working system. Normally, design is performed in the following in the following two steps:

1. Primary Design Phase:

In this phase, the system is designed at block level. The blocks are created on the
basis of analysis done in the problem identification phase. Different blocks are created
for different functions emphasis is put on minimising the information flow between
blocks. Thus, all activities which require more interaction are kept in one block.
2. Secondary Design Phase:
In the secondary phase the detailed design of every block is performed.

The general tasks involved in the design process are the following:

1. Design various blocks for overall system processes.

2. Design smaller, compact and workable modules in each block.
3. Design various database structures.
4. Specify details of programs to achieve desired functionality.
5. Design the form of inputs, and outputs of the system.
6. Perform documentation of the design.
7. System reviews.

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8.1 USER INTERFACE DESIGN

User Interface Design is concerned with the dialogue between a user and the

computer. It is concerned with everything from starting the system or logging into the system

to the eventually presentation of desired inputs and outputs. The overall flow of screens and

messages is called a dialogue.

The following steps are various guidelines for User Interface Design:

1. The system user should always be aware of what to do next.

2. The screen should be formatted so that various types of information, instructions and

messages always appear in the same general display area.

3. Message, instructions or information should be displayed long enough to allow the

system user to read them.

4. Use display attributes sparingly.

5. Default values for fields and answers to be entered by the user should be specified.

6. A user should not be allowed to proceed without correcting an error.

7. The system user should never get an operating system message or fatal error.

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9. PRELIMINARY PRODUCT DESCRIPTION

The first step in the system development life cycle is the preliminary investigation to
determine the feasibility of the system. The purpose of the preliminary investigation is to
evaluate project requests. It is not a design study nor does it include the collection of details
to describe the business system in all respect. Rather, it is the collecting of information that
helps committee members to evaluate the merits of the project request and make an informed
judgment about the feasibility of the proposed project.

Analysts working on the preliminary investigation should accomplish the following

objectives:

 Clarify and understand the project request

 Determine the size of the project.
 Assess costs and benefits of alternative approaches.
 Determine the technical and operational feasibility of alternative approaches.
 Report the findings to management, with recommendations outlining the acceptance
or rejection of the proposal.

 Benefit to Organization

The organization will obviously be able to gain benefits such as savings in operating
cost, reduction in paperwork, better utilization of human resources and more presentable
image increasing goodwill.

 The Initial Cost

The initial cost of setting up the system will include the cost of hardware software
(OS, add-on software, utilities) & labour (setup & maintenance). The same has to bear by the
organization.

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  Running Cost

Besides, the initial cost the long term cost will include the running cost for the system
including the AMC, stationary charges, cost for human resources, cost for update/renewal of
various related software.

 Need for Training

The users along with the administrator need to be trained at the time of
implementation of the system for smooth running of the system. The client will provide the
training site.

We talked to the management people who were managing a the financial issues of the
center, the staff who were keeping the records in lots of registers and the reporting manager
regarding their existing system, their requirements and their expectations from the new
proposed system. Then, we did the system study of the entire system based on their
requirements and the additional features they wanted to incorporate in this system.

Reliable, accurate and secure data was also considered to be a complex task without
this proposed system. Because there was no such record for keeping track of all the activities,
which was done by the Employee Leave Management System on the daily basis.

The new system proposed and then developed by me will ease the task of the
organization in consideration. It will be helpful in generating the required reports by the staff,
which will help them to track their progress and services.

Thus, it will ease the task of Management to a great extent as all the major activities
to be performed, are computerized through this system.

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10. TECHNOLOGY OVERVIEW

The technology selected for implementing Student Information Management System is

PHP/MYSQL. Apache is used as the HTTP server. The development was done in a
‘windows’ environment using adobe dreamweaver CS5.

10.1 PHP

PHP is a general-purpose scripting language that is especially suited to server-side

web development where PHP generally runs on a web server. PHP code is embedded into
the HTML source document. Any PHP code in a requested file is executed by the PHP
runtime, usually to create dynamic web page content. It can also be used for command-line
scripting and client-side GUI applications. PHP can be deployed on many web servers and
operating systems, and can be used with many relational database management systems
(RDBMS). It is available free of charge, and the PHP Group provides the complete source
code for users to build, customize and extend for their own use.

10.2 MySQL

MySQL is a relational database management system (RDBMS) that runs as a server

providing multi-user access to a number of databases. MySQL is a popular choice of

database for use in web applications and is an open source product. The process of setting up
a MySQL database varies from host to host, however we will end up with a database name, a

user name and a password. Before using our database, we must create a table. A table is a
section of the database for storing related information. In a table we will set up the different
fields which will be used in that table. Creating a table in Php My Admin is simple, we just
type the name, select the number of fields and click the ‘go’ button. we will then be taken to
a setup screen where you must create the fields for the database. Another way of creating
databases and tables in Php My Admin is by executing simple SQL statements. We have
used this method in order to create our database and tables.

21
10.3 APACHE

The Apache HTTP Server is a web server software notable for playing a key role in the
initial growth of the World Wide Web. In 2009 it became the first web server software to
surpass the 100 million web site milestone. Apache is developed and maintained by an open

Community of developers under the auspices of the Apache Software Foundation. Since
April 1996 Apache has been the most popular HTTP server software in use. As of November
2010 Apache served over 59.36% of all websites and over 66.56% of the first one million
busiest websites.

10.4 XAMPP

XAMPP is a small and light Apache distribution containing the most common web

Development technologies in a single package. Its contents, small size, and portability make
it the ideal tool for students developing and testing applications in PHP and MySQL.
XAMPP is available as a free download in two specific packages: full and lite. While the full
package download provides a wide array of development tools, XAMPP Lite contains the
necessary technologies that meet the Ontario Skills Competition standards.The light version
is a small package containing Apache HTTP Server, PHP, MySQL, Php My Admin, Open
ssl, and SQLite.

22
11. PROJECT PLANNING

Software project plan can be viewed as the following:

1) Within the organization: How the project is to be implemented? What are various
constraints (time, cost, staff)? What is market strategy?

2) With respect to the customer: Weekly or timely meetings with the customer with
presentation on status reports. Customers feedback is also taken and further
modification and developments are done. Project milestones and deliverables are also
presented to the customer.

For a successful software project, the following steps can be followed:

 Select a project

o Identifying project’s aims and objectives

o Understanding requirements and specification

o Methods of analysis, design and implementation

o Testing techniques

o Documentation

 Project milestones and deliverables

 Budget allocation

o Exceeding limits within control

 Project Estimates

o Cost

o Time

o Size of code

o Duration

 Resource Allocation

23
 o Hardware

o Software

o Previous relevant project information

o Digital Library

 Risk Management

o Risk avoidance

o Risk detection

11.1 Project Scheduling:

An elementary Gantt chart or Timeline chart for the development plan is given below. The
plan explains the tasks versus the time (in weeks) they will take to complete.

January February March

Requirement
Gathering

Analysis

Design

Coding

Testing

Implement

W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4

Wi‘s are weeks of the months, for i =1, 2, 3, 4

24
11.2 COST ESTIMATION OF THE PROJECT

Software cost comprises a small percentage of overall computer-based system cost. There are
a number of factors, which are considered, that can affect the ultimate cost of the software
such as - human, technical, Hardware and Software availability etc.

The main point that was considered during the cost estimation of project was its sizing. In
spite of complete software sizing, function point and approximate lines of code were also
used to "size" each element of the Software and their costing.

The cost estimation done by me for Project also depend upon the baseline metrics collected
from past projects and these were used in conjunction with estimation variables to develop
cost and effort projections.

We have basically estimated this project mainly on two bases -

1) Effort Estimation - This refers to the total man-hours required for the development of the
project. It even includes the time required for doing documentation and user manual.

2) Hardware Required Estimation - This includes the cost of the PCs and the hardware cost
required for development of this project.

25
12 USE CASE MODEL OF THE PROJECT

The use case model for any system consists of “use cases”. Use cases represent
different ways in which the system can be used by the user. A simple way to find all the use
case of a system is to ask the questions “What the user can do using the system?” The use
cases partition the system behavior into transactions such that each transaction performs some
useful action from the users’ point of view.

The purpose of the use case to define a piece of coherent behavior without reveling
the internal structure of the system. An use case typically represents a sequence of interaction
between the user and the system. These interactions consists of one main line sequence is
represent the normal interaction between the user and the system. The use case model is an
important analysis and design artifact (task).Use cases can be represented by drawing a use
case diagram and writing an accompany text elaborating the drawing.

In the use case diagram each use case is represented by an ellipse with the name of
use case written inside the ellipse. All the ellipses of the system are enclosed with in a
rectangle which represents the system boundary. The name of the system being moduled
appears inside the rectangle. The different users of the system are represented by using stick
person icon. The stick person icon is normally referred to as an Actor. The line connecting
the actor and the use cases is called the communication relationship. When a stick person
icon represents an external system it is annotated by the stereo type<<external system>>.

26
12.1 USE CASE FLOW DIAGRAM
Use Case Flow Diagram (User)

Login

User Dashboard

Fill the Leave form

User
Submit

View Leave
History

27
Use Case Flow Diagram (Admin)

Login

Admin Dashboard

Add Employee and

Delete Employee

Add Department and

Delete Department

Add Leave Type

Manage Leave

Admin

Pending ,Declined
and Approved

View details and

Set action

Manage Admin

28
12.2 DATA FLOW DIAGRAM

Data flow diagram is the starting point of the design phase that functionally
decomposes the requirements specification. A DFD consists of a series of bubbles joined
by lines. The bubbles represent data transformation and the lines represent data flows in the
system. A DFD describes what data flow rather than how they are processed, so it does not
hardware, software and data structure.

A data-flow diagram (DFD) is a graphical representation of the "flow" of data

through an information system. DFDs can also be used for the visualization of data
processing (structured design). A data flow diagram (DFD) is a significant modeling
technique for analyzing and constructing information processes. DFD literally means an
illustration that explains the course or movement of information in a process. DFD
illustrates this flow of information in a process based on the inputs and outputs. A DFD can
be referred to as a Process Model.

The data flow diagram is a graphical description of a system’s data and how to

Process transform the data is known as Data Flow Diagram (DFD).

Unlike details flow chart, DFDs don’t supply detail descriptions of modules that graphically
describe a system’s data and how the data interact with the system. Data flow diagram
number of symbols and the following symbols are of by DeMarco.

There are seven rules for construct a data flow diagram.

i) Arrows should not cross each other.

ii) Squares, circles and files must wears names.
iii) Decomposed data flows must be balanced.
iv) No two data flows, squares or circles can be the same names.
v) Draw all data flows around the outside of the diagram.
vi) Choose meaningful names for data flows, processes & data stores.
vii) Control information such as record units, password and validation requirements
are not penitent to a data flow diagram.

29
 DFD DIAGRAM

LEAVE
MANAGMENT

LEAVE
EMPLOYEE STATUS
MANAGMENT MANAGMENT
EMPLOYEE
LEAVE
MANAGMENT

SALARY SYSTEM USER

MANAGMENT MANAGMENT

LOGIN
MANAGMENT

30
12.3 FLOW CHART

User Flow Chart

ELMS

UserLogin

LEAVE FORM

Submit

31
Admin Flow Chart

ELMS

Login

Employee Section

Department Section

Manage Leave and Manage admin

Pending, Approved,
Declined ,Leave History

32
12.4 ER DIAGRAM

Entity Relationship Diagram

E-R Model is a popular high level conceptual data model. This model and its variations are
frequently used for the conceptual design of database application and many database design
tools employ its concept.

A database that confirms to an E-R diagram can be represented by a collecton of tables in the
relational system. The mapping of E-R diagram to the entities are:

 Attributes

 Relations

o Many-to-many

o Many-to-one

o One-to-many

o One-to-one

 Weak entities

 Sub-type and super-type

The entities and their relationshops between them are shown using the following
conventions.

 An entity is shown in rectangle.

 A diamond represent the relationship among number of entities.

 The attributes shown as ovals are connected to the entities or relationship by lines.

 Diamond,oval and relationships are labeled.

33
 Model is an abstraction process that hides super details while
highlighting details relation to application at end.
 A data model is a mechanism that provides this abstraction for database
application.
 Data modeling is used for representing entities and their relationship in the
database.
 Entities are the basic units used in modeling database entities can have
concrete existence or constitute ideas or concepts.
 Entity type or entity set is a group of similar objects concern to an organization
for which it maintain data,
 Properties are characteristics of an entity also called as attributes.
 A key is a single attribute or combination of 2 or more attributes of an entity
set is used to identify one or more instances of the set.
 In relational model we represent the entity by a relation and use tuples to
represent an instance of the entity.
 Relationship is used in data modeling to represent in association between an
entity set.
 An association between two attributes indicates that the values of the
associated attributes are independent.

34
 ER DIAGRAM

id
LOCATION
Name
id
Name

has DEPARTMENT Description

COMPANY

Name Address

Provides
Employee Phone No

id

Email Id

Takes

Leave Type Leave Status

Leave
id
Description

35
13. DATABASE AND MYSQL TABLES

MySQL ("My S-Q-L", officially, but also called "My Sequel") is (as of July 2013) the world's
second most widely used open-source relational database management system (RDBMS). It
is named after co-founder Michael Widenius daughter, My SQL phrase stands for Structured
Query Language. The MySQL development project has made its source code available under
the terms of the GNU General Public License, as well as under a variety of proprietary
agreements. MySQL was owned and sponsored by a single for-profit firm, the Swedish
company My SQL, now owned by Oracle Corporation .MySQL is a popular choice of
database for use in web applications, and is a central component of the widely used LAMP
open source web application software stack. LAMP is an acronym for "Linux, Apache,
MySQL, PHP /Python." Free-software-open source projects that require a full-featured
database management system often use MySQL. For commercial use, several paid editions
are available, and offer additional functionality. Applications which use MySQL databases
Library Management System include: WordPress, PHP, and other software. MySQL is also
used in many high-profile, large-scale websites, including Wikipedia, Google (though not for
searches), Facebook, Twitter and YouTube.

Database tables:

In this project various tables used for maintain the information.

36
13.1 SAMPLE CODING

Dashboard.Php

<!-- Content Wrapper. Contains page content -->

<div class="content-wrapper">

<!-- Content Header (Page header) -->

<section class="content-header">

<h1>

Dashboard

<small>Control panel</small>

</h1>

<ol class="breadcrumb">

<li><a href="#"><i class="fa fa-dashboard"></i> Home</a></li>

<li class="active">Dashboard</li>

</ol>

</section>

<!-- Main content -->

<section class="content">

<!-- Small boxes (Stat box) -->

<div class="row">

<div class="col-lg-3 col-xs-6">

<!-- small box -->

<div class="small-box bg-primary">

<div class="inner">

37
<h3><?php

if(isset($department))

echo sizeof($department);

else{

echo 0;

?></h3>

<p>Departments</p>

</div>

<div class="icon">

<i class="ionicons ion-social-buffer"></i>

</div>

<a href="<?php echo base_url(); ?>manage-department" class="small-box-

footer">More Info <i class="fa fa-arrow-circle-right"></i></a>

</div>

</div>

<!-- ./col -->

<div class="col-lg-3 col-xs-6">

<!-- small box -->

<div class="small-box bg-maroon">

<div class="inner">

<h3><?php
38
if(isset($staff))

echo sizeof($staff);

else{

echo 0;

?></h3>

<p>Staff</p>

</div>

<div class="icon">

<i class="ionicons ion-android-contacts"></i>

</div>

<a href="<?php echo base_url(); ?>manage-staff" class="small-box-footer">More Info

<i class="fa fa-arrow-circle-right"></i></a>

</div>

</div>

<!-- ./col -->

<div class="col-lg-3 col-xs-6">

<!-- small box -->

<div class="small-box bg-red">

<div class="inner">

<h3><?php

if(isset($leave))
39
{

echo sizeof($leave);

else{

echo 0;

?></h3>

<p>Leave Requests</p>

</div>

<div class="icon">

<i class="ionicons ion-log-out"></i>

</div>

<a href="<?php echo base_url(); ?>approve-leave" class="small-box-footer">More

Info <i class="fa fa-arrow-circle-right"></i></a>

</div>

</div>

<!-- ./col -->

<div class="col-lg-3 col-xs-6">

<!-- small box -->

<div class="small-box bg-green">

<div class="inner">

<h3>$<?php

if(isset($salary))

{
40
foreach ($salary as $s) {

echo $s['total'];

else{

echo 0;

?></h3>

<p>Salary Paid</p>

</div>

<div class="icon">

<i class="ionicons ion-social-usd"></i>

</div>

<a href="<?php echo base_url(); ?>manage-salary" class="small-box-footer">More

Info <i class="fa fa-arrow-circle-right"></i></a>

</div>

</div>

<!-- ./col -->

</div>

<!-- /.row -->

</section>

<!-- /.content -->

</div>
41
<!-- /.content-wrapper -->

Apply Leave.Php

<!-- Content Wrapper. Contains page content -->

<div class="content-wrapper">

<!-- Content Header (Page header) -->

<section class="content-header">

<h1>

Leave Management

</h1>

<ol class="breadcrumb">

<li><a href="#"><i class="fa fa-dashboard"></i> Home</a></li>

<li><a href="#">Leave Management</a></li>

<li class="active">Apply Leave</li>

</ol>

</section>

<!-- Main content -->

<section class="content">

<div class="row">

<?php echo validation_errors('<div class="col-md-12">

<div class="alert alert-danger alert-dismissible">

<button type="button" class="close" data-dismiss="alert" aria-

hidden="true">×</button>

<h4><i class="icon fa fa-check"></i> Failed!</h4>', '</div>

</div>'); ?>

42
<?php if($this->session->flashdata('success')): ?>

<div class="col-md-12">

<div class="alert alert-success alert-dismissible">

<button type="button" class="close" data-dismiss="alert" aria-

hidden="true">×</button>

<h4><i class="icon fa fa-check"></i> Success!</h4>

<?php echo $this->session->flashdata('success'); ?>

</div>

</div>

<?php elseif($this->session->flashdata('error')):?>

<div class="col-md-12">

<div class="alert alert-danger alert-dismissible">

<button type="button" class="close" data-dismiss="alert" aria-

hidden="true">×</button>

<h4><i class="icon fa fa-check"></i> Failed!</h4>

<?php echo $this->session->flashdata('error'); ?>

</div>

</div>

<?php endif;?>

<!-- column -->

<div class="col-md-12">

<!-- general form elements -->

<div class="box box-info">

<div class="box-header with-border">

<h3 class="box-title">Apply Leave</h3>

43
</div>

<!-- /.box-header -->

<!-- form start -->

<?php echo form_open('Leave/insert'); ?>

<div class="box-body">

<div class="col-md-6">

<div class="form-group">

<label for="exampleInputPassword1">Reason</label>

<input type="text" name="txtreason" class="form-control" placeholder="Reason">

</div>

</div>

<div class="col-md-6">

<div class="form-group">

<label for="exampleInputPassword1">Leave From</label>

<input type="date" name="txtleavefrom" class="form-control">

</div>

</div>

<div class="col-md-6">

<div class="form-group">

<label for="exampleInputPassword1">Leave To</label>

<input type="date" name="txtleaveto" class="form-control">

</div>

</div>

<div class="col-md-6">

44
<div class="form-group">

<label for="exampleInputPassword1">Description</label>

<textarea name="txtdescription" class="form-control"

placeholder="Description"></textarea>

</div>

</div>

</div>

<!-- /.box-body -->

<div class="box-footer">

<button type="submit" class="btn btn-success pull-right">Submit</button>

</div>

</form>

</div>

<!-- /.box -->

</div>

<!--/.col (left) -->

</div>

<!-- /.row -->

</section>

<!-- /.content -->

</div>

<!-- /.content-wrapper -->

45
Footer.Php

<footer class="main-footer">

<div class="pull-right hidden-xs">

</div>

<center><strong>&copy; <?php echo date("Y"); ?></strong> Albert <a

href="http://stjosephcollege.ac.in/"target="_blank">SJCK</a></center>

</footer>

</div>

<!-- ./wrapper -->

<!-- Bootstrap 3.3.7 -->

<!-- Slimscroll -->

<script src="<?php echo base_url(); ?>assets/bower_components/jquery-

slimscroll/jquery.slimscroll.min.js"></script>

<!-- bootstrap datepicker -->

$(function() {

$('#example1').DataTable()

$('#example2').DataTable({

'paging': true,

'lengthChange': false,

'searching': false,

'ordering': true,

'info': true,

'autoWidth': false

})

})

</script>

</body>

</html>

46
13.2 Screenshots

Admin and staff Login

Admin Dashboard

Manage Department

47
Add Department

Add Staff

Manage Staff

48
Add Salary

View Leave

Approve Leave

49
Staff Dashboard

View Salary

Apply Leave

50
14. SYSTEM TESTING

System testing is the stage of implementation, which is aimed at ensuring that the system
works accurately and efficiently before live operation commences. Testing is the process of
executing the program with the intent of finding errors and missing operations and also a
complete verification to determine whether the objectives are met and the user requirements
are satisfied. The ultimate aim is quality assurance.

Tests are carried out and the results are compared with the expected document. In the case
of erroneous results, debugging is done. Using detailed testing strategies a test plan is carried
out on each module. The various tests performed in “Network Backup System” are unit
testing, integration testing and user acceptance testing.

TEST CASE DESIGN

Unit Testing:

The software units in a system are modules and routines that are assembled and
integrated to perform a specific function. Unit testing focuses first on modules, independently
of one another, to locate errors. This enables, to detect errors in coding and logic that are
contained within each module. This testing includes entering data and ascertaining if the
value matches to the type and size supported by java. The various controls are tested to
ensure that each performs its action as required.

Integration Testing:

Data can be lost across any interface, one module can have an adverse effect on another,
sub functions when combined, may not produce the desired major functions. Integration
testing is a systematic testing to discover errors associated within the interface. The objective
is to take unit tested modules and build a program structure. All the modules are combined
and tested as a whole. Here the Server module and Client module options are integrated and
tested. This testing provides the assurance that the application is well integrated functional
unit with smooth transition of data.

User Acceptance Testing:

User acceptance of a system is the key factor for the success of any system. The system
under consideration is tested for user acceptance by constantly keeping in touch with the
system users at time of developing and making changes whenever required.

51
15. SYSTEM ANALYSIS

System analysis is a process of gathering and interpreting facts, diagnosing problems

and the information about the Employee Leave Management System to recommend
improvements on the system. It is a problem solving activity that requires intensive
communication between the system users and system developers. System analysis or study is
an important phase of any system development process. The system is studied to the minutest
detail and analyzed. The system analyst plays the role of the interrogator and dwells deep into
the working of the present system. The system is viewed as a whole and the input to the
system are identified. The outputs from the organizations are traced to the various processes.
System analysis is concerned with becoming aware of the problem, identifying the relevant
and decisional variables, analyzing and synthesizing the various factors and determining an
optimal or at least a satisfactory solution or program of action. A detailed study of the process
must be made by various techniques like interviews, questionnaires etc. The data collected by
these sources must be scrutinized to arrive to a conclusion. The conclusion is an
understanding of how the system functions. This system is called the existing system. Now
the existing system is subjected to close study and problem areas are identified. The designer
now functions as a problem solver and tries to sort out the difficulties that the enterprise
faces. The solutions are given as proposals. The proposal is then weighed with the existing
system analytically and the best one is selected. The proposal is presented to the user for an
endorsement by the user. The proposal is reviewed on user request and suitable changes are
made. This is loop that ends as soon as the user is satisfied with proposal. Preliminary study
is the process of gathering and interpreting facts, using the information for further studies on
the system. Preliminary study is problem solving activity that requires intensive
communication between the system users and system developers.
Data Dictionary:

This is normally represented as the data about data. It is also termed as metadata some
times which gives the data about the data stored in the database. It defines each data term
encountered during the analysis and design of a new system. Data elements can describe files
or the processes.

Following are some major symbols used in the data dictionary

 = equivalent to
 + and
 [] either/ or
 () Optional entry
52
Following are some rules, which defines the construction of data dictionary entries:

1. Words should be defined to understand for what they need and not the variable
need by which they may be described in the program .
2. Each word must be unique. We cannot have two definition of the same client.
3. Aliases or synonyms are allowed when two or more enters shows the same
meaning. For example a vendor number may also be called as customer number.
4. A self-defining word should not be decomposed. It means that the reduction of
any information in to subpart should be done only if it is really required that is it
is not easy to understand directly.
Data dictionary includes information such as the number of records in file, the
frequency a process will run, security factor like pass word which user must enter to get
excess to the information.

53
16. CONCLUSION

Our project is only a humble venture to satisfy the needs to manage their project work.
Several user friendly coding have also adopted. This package shall prove to be a powerful
package in satisfying all the requirements of the school. The objective of software planning is
to provide a frame work that enables the manger to make reasonable estimates made within a
limited time frame at the beginning of the software project and should be updated regularly as
the project progresses.

At the end it is concluded that we have made effort on following points…

 A description of the background and context of the project and its relation to work
already done in the area.
 Made statement of the aims and objectives of the project.
 The description of Purpose, Scope, and applicability.
 We define the problem on which we are working in the project.
 We describe the requirement Specifications of the system and the actions that can be
done on these things.
 We understand the problem domain and produce a model of the system, which
describes operations that can be performed on the system.
 We included features and operations in detail, including screen layouts.
 We designed user interface and security issues related to system.
 Finally the system is implemented and tested according to test cases.

54
17. FUTURE SCOPE OF THE PROJECT:

In a nutshell, it can be summarized that the future scope of the project circles around
maintaining information regarding:

 We can add printer in future.

 We can give more advance software for Employee Leave Management System
including more facilities
 We will host the platform on online servers to make it accessible worldwide
 Integrate multiple load balancers to distribute the loads of the system
 Create the master and slave database structure to reduce the overload of the database
queries
 Implement the backup mechanism for taking backup of codebase and database on
regular basis on different servers

The above mentioned points are the enhancements which can be done to increase the
applicability and usage of this project. Here we can maintain the records of Employee and
Leave. Also, as it can be seen that now-a-days the players are versatile, i.e. so there is a scope
for introducing a method to maintain the Employee Leave Management System.
Enhancements can be done to maintain all the Employee, Leave, Company, Payroll, Salary.

We have left all the options open so that if there is any other future requirement in the
system by the user for the enhancement of the system then it is possible to implement them.In
the last we would like to thanks all the persons involved in the development of the system
directly or indirectly. We hope that the project will serve its purpose for which it is develop
there by underlining success of process.

55
17.1 LIMITATION OF PROJECT

Although I have put my best efforts to make the software flexible, easy to operate but
limitations cannot be ruled out even by me. Though the software presents a broad range of
options to its users some intricate options could not be covered into it; partly because of
logistic and partly due to lack of sophistication. Paucity of time was also major constraint,
thus it was not possible to make the software foolproof and dynamic. Lack of time also
compelled me to ignore some part such as storing old result of the candidate etc.

Considerable efforts have made the software easy to operate even for the people not
related to the field of computers but it is acknowledged that a layman may find it a bit
problematic at the first instance. The user is provided help at each step for his convenience in
working with the software.

List of limitations which is available in the Employee Leave Management System:

 Excel export has not been developed for Employee, Leave due to some criticality.
 The transactions are executed in off-line mode, hence on-line data for Company, Payroll
capture and modification is not possible.
 Off-line reports of Employee, Salary, Company cannot be generated due to batch mode
execution.

56
18. BIBLIOGRAPHY

 The Joy of PHP Programming: A Beginner’s Guide – by Alan Forbes

 W3School.

 Head First PHP & My SQL by Lynn Beighley and Micheal Morrison

 Wikipedia

 PHP Ebook by Robin Nixon

 www.Stackoverflow.com

 www.ietlucknow.edu

19. ABBREVIATION:

API Application Programming Interface

HTML Hyper Text Markup Language

HTTP Hyper Text Transfer Protocol

JDBC Java Database Connectivity

JSP Java Server Pages

SQL Structured Query Languages

UML Unified Modeling Language

URL Uniform Resource Locator

57
58