Example Requirements and Use Case Modeling

Employee Leave Module (version 1.0)

In IIITDM Jabalpur, there are two kinds of employee – Faculty and Staff. Every employee has a
designation and is assigned a specific Section/Department/Office. For example, Mr. Nitin K
Tripathi is a ‘Junior Assistant’ in the ‘Academic’ Section, Dr. Ayan Seal is an ‘Assistant Professor‘
in the Department of Computer Science and Engineering, and Mr. Akhilesh Srivastava is a
‘Senior Technician’ in the department of ECE, and so on…

Type of applicable Leaves

An employee can avail of six types of leaves of the institute –

• Casual Leaves (CL),

• Restricted Holidays (RH),
• Special Casual Leaves (SCL),
• Earned Leaves (EL),
• Commuted (or Medical) leaves (COL), and
• Vacation Leave (VL).
Each employee has some stipulated number of leaves granted every year, among which
CL(8) and RH (2) are not carry forward to next year, but all other leaves get to carry forward and
accumulated as a credit in the leave record of that employee. The leaves which get carry forward
are – Vacation Leaves (60, for faculty only), Earned leaves (30 for staff only), and Commuted
leaves (20). Please note that the vacation leaves are only given during vacation period and if a
faculty does not avail all the 60 vacation leaves (VLs) in a calendar year, then the balanced un-
availed VLs are converted to Earned Leave (ELs) in the ratio 2:1, and these ELs get credited in the
faculty leave record as ELs and get carry-forward for the next year.

Administrative Structure
Each Section/Department is supervised by a Head, which can be referred to as Head
(Section/Department), and who is responsible for sanction or forward the leave requests of
each employee of that Section/Department. See Fig 1 for the organization’s Employee hierarchy.
Figure 1

Leave Workflow
The Head (Section/Department) is the leave sanctioning authority for CL, RH, and Station leave
involving only CL and/or RH. For the remaining types of leaves, the Head forwards the leave
application to his/her boss (or supervisor) in the hierarchy. Once the leave is granted/sanctioned,
then the employee is informed about the same, and the leave record is updated. The Director’s
leave will be sanctioned by the Director him/her itself.

Leave Rules
An employee can take a half-day CL as well for either half of the day. Also, if an employee goes
out of Jabalpur, he/she must take ‘Station Leaves’ in addition to the applicable leaves. If an
employee goes out of Jabalpur during Saturday/Sunday or on holidays only then he/she should
take the station leave only.
When an employee is taking a leave other than ‘Station Leave', she/he needs to specify who will
take care of her/his academic as well as administrative responsibilities during the filling of the
leave application form. In other words, she/he needs to provide a substitute in her/his absence
so that the work of the institute does not suffer because of her/his absence. The person to be
substituted must agree to perform the delegated task(s) in the absence of the employee.
There are some other rules which suggest what kinds of leaves can be combined. Also rules of
counting days of absence (or leaves) while taking different types of leaves.

Requirements:
1. An Employee can apply for a leave stating the type, the duration, and providing a
substitute for academic and administrative responsibilities. Leaves can also be taken in
combination. He/she should be able to see the status of the applied leave. He can also
get the application printed.

2. An employee can also act as the substitute for ‘academic’ and/or administrative
responsibilities during the absence of the employee going for a leave.

3. The Head of the Section/Department/Office process the leave. CL an RH to be sanctioned

by Head and the remaining leaves to be forwarded for approval to the Director/Registrar
as applicable. If leaves are not approved, then a reason can be given.

4. Notifications for various events during the leave workflow should be suitably generated
and displayed. Additionally, the action needed, and responses are to be communicated
through mails as well.

5. ‘What if’ kind of situations to be handled e.g.,

a. System may be down/unavailable during some period. An offline procedure of
leave application and sanction is also to be incorporated….
b. The acknowledgement for administrative/academic responsibility did not receive.
c.
d. …and so on…
6. …and so on …
 Specifications (Use cases)

print_leave (UC#6) Employee Leave Module

System
process_ requests_for-
Substitute (UC#5)

apply_for_Leave
(UC#1)
<<extends>>
<<includes>>
<<extends>>
Cancel
Employee check_leave-bal
(UC#2)

insufficient_leaves
check_leave-status
(UC#3)
is-a
deny-leaves
process_leave <<extends>>
requests (UC#4)

deny-leaves
Head <<extends>>
process_leave
requests (UC#4)

update_leave_offline check_leave
(UC#7) (UC#8)

Director/Registrar

AR(GA)
 Descriptions of two Use Cases (UC#1 and UC#4)

UC ID UC#1
Use case apply_for_leave
Name
Description This use case specifies the interaction of an employee with the system to apply for leave. For this, the employee has
to fill up a form specifying the types and number of leaves requested along with station leave, if required as well as
the name of the employee(s) for substituting her/his work during her/his absence. The system should assist her/his to
specify the applicable and available leaves. (Use UC#2)
Actor Employee
Precondition The employee must be logged-in
Main Flow 1 The employee chose the option to apply for leave
2 The system presents a form to be filled the required details like type(s) of leave, number of leaves, duration,
and names of the person coordinating her/his academic as well as administrative responsibilities
3 The employee fill-in the details [A1]
4 The employee submits the form
5 The system asks for a confirmation
6 The employee confirms for submission [A2]
7 The system presents an acknowledgment including all the furnished details of the leave request
8 The system returns to the employee ‘Dashboard’ – initial screen.
Post The application is successfully received by the system and reflected in the database.
conditions
Alternate A1 Insufficient leave - The system checks for the balance leaves and ensure if the employee has sufficient leaves
Flow in her/his account.
Post-condition – a message is displayed stating the same
A2 The employee chooses not to confirm rather choose to cancel.
Post-condition – The system displays the form with the data filled in so far.
Sub Flow NIL
Global GA1 The employee can ‘cancel’ the procedure at any time by exercising such an option
Alternate Post-condition – The system returns to the employee ‘Dashboard’ – initial screen.
Flow GA2 The employee can exercise UC#2 at any time during this use case
Post-condition – same as that of UC#2

UC ID UC#4
Use case process_leaves
Name
Description This use case specifies the interaction of the Head of the Section/Department/Office of the applicant employee to
process the leave request. For this, the Head can sanction the leaves (in case of RH, CL along with Station leaves) or
forward the leave request with her/his remarks to the person representing Higher Authority.
Actor Head (Section/Department/Office)
Precondition The head must be logged-in
Main Flow 1 The head chose the option to see the pending requests for leave.
2 The system presents a list of the pending requests for leave.
3 The head select one of ’pending requests for leave’ to view details
4 A form containing the details of the leave request gets displayed along with options for actions to be taken
(‘sanction’ or ‘forward’ depending on the type of leaves along with ‘reject’ option)
5 The head choose an action [A1]
6 The System asks for a confirmation
6 The head confirm for the action [A2]
 7 The system presents an acknowledgment including all the furnished details of the leave request and action
taken
8 The system returns to the head ‘Dashboard’ – initial screen.
Post The Head processes the application, and corresponding data is reflected in the database.
conditions
Alternate A1 In case of the ‘reject’ option, the system seeks for the reason/comments from head
Flow Head provides the comments and confirm
Post-condition – The system returns to the employee ‘Dashboard’ – initial screen.
A2 The head chooses not to confirm.

Post-condition – The system displays the form with the data filled in so far.
Sub Flow The employee is notified with the head’s action as the status update of the application
Global GA1 The head can ‘cancel’ the procedure at any time by exercising such an option
Alternate
Flow
Post-condition – The system returns to the employee ‘Dashboard’ – initial screen.