Cloud Based Employee Leave Management System

Volume 2, Issue 6, June 2017 International Journal of Innovative Science and Research Technology
ISSN No: - 2456 2165
Cloud Based Employee Leave Management System

Sowjna.K.Shetty Garima Jha
Computer Science and Engineering Computer Science and Engineering
Sai Vidya Institute Of Technology Sai Vidya Institute Of Technology
Bangalore,India. Bangalore,India.
Pruthvi.R.Raju Sai Sagar.K.R

Computer Science and Engineering Computer Science and Engineering
Sai Vidya Institute Of Technology Sai Vidya Institute Of Technology
Bangalore,India. Bangalore,India.
Abstract While paper records are a traditional way of management system or an intelligent employee information
managing data there are several drawbacks to this method. system with an inbuilt mechanism to meet the requirements of
Paper records are difficult to manage and track. The employee-related information management as well as to serve
physical exertion required to retrieve, alter, and re-file the the purpose of a school management system. Furthermore, we
paper records are all non-value added activities. The are looking forward to a complete package on teacher
implemented system provides a simple interface for the information management system from a single vendor.
maintenance of student information. It indicates the design Employee ERP system provides a simple interface for
and implementation of an interactive World Wide Web- maintenance of teachers information. It can be used by
based Employee Leave Management System for the educational institutes or colleges to maintain the records of
Management Department at different institutions and teachers easily.
colleges. The Employee Leave Management System
automates the process of managing the employee leaves
and tracking multiple types of employee leaves for example II. LITERATURE SURVEY
casual leave, earned leave, restricted holiday, etc. It summarizes the evaluation of the literature relevant
Employees will be able to submit the leave form, cancel to the Employee Leave Management System. An ELMS refers
previously submitted leave requests, check the status of to the systems and processes at the intersection between
leave requests and view completed leave transactions. The employees leave management (ELM) and cloud technology. It
Employees can even check the number of leaves that are merges ELM as a discipline and in particular its basic EL
remaining, so that they can organize their leave. The activities and processes with the cloud technology field
higher authorities like HOD and Principal can view the whereas the programming of data processing systems evolved
details of the employees and even check their history of into standardized routines and packages of employee leave
leaves. The Leave Management System maintains a planning (ELM) software. An organization or company with a
database to keep a running balance of each employee is very large number of employees manages a greater volume of
account, accrues employee vacation and sick credits and data. This activity can be daunting without a more
provides individual reports on employees leave accruals sophisticated tool to store and retrieve data.
Keywordshtml,css,javasciprt,bootstrap,php,ajax.
III. SYSTEM DESIGN
I. INTRODUCTION
The impact of computers on our lives today is Software design sits at the technical kernel of the software
probably much more than we are actually known to. Getting engineering process and is applied regardless of the
good information and transforming it quickly into products development paradigm and area of application. Design is the
than consumers want to buy is the essential key to staying in first step in the development phase for any engineered product
business and this all is done nowadays using Computers and or system. The designers goal is to produce a model or
Application Software. The Cloud Based Employee Leave representation of an entity that will later be built. Beginning
management system is a system which will be used to once system requirement have been specified and analyzed,
implement in the institutes, where it becomes easy for the system design is the first of the three technical activities
employees to apply leave. design, code and test that is required to build and verify
The software helps the employees to apply leave from software.
anywhere and the permission to grant the leave by principal Initially the super admin gives the login credentials to
and HOD can also be done from anywhere at any time. It all the employees, later the faculties can reset their password.
provides a regular flow of information for managerial The admin has the authority to add a new employee or delete
decision-making and control. Educational institutions were an existing employee . The faculty then log into the leave
looking for a web-based solution such as a teacher information portal, as soon as he logins in the information about the faculty
will be stored in the database. The faculty applies for the leave
IJISRT17JU141 www.ijisrt.com 337

ISSN No: - 2456 2165
and checks his leave history, the information with respect to Once the leave has been applied it will be forwarded to the
this will be stored in database. The faculties will get the HOD. The HOD can either approve or reject a leave. If the
notification regarding whether their leave has been approved HOD approves a leave, it goes to the principal else a message
or rejected by the HOD and principal. Even the principal and will be sent to the particular faculty that the leave is not
HOD can apply for leave. Initially the process includes granted. If the leave is granted it further goes to the principal
mounting of data on database. The user then log into his who can either accept or reject it. If the leave is either accepted
profile which is known as the login page available for all staff or rejected by the principal, a notification will be received by
members in which each staff can either update profile, view faculties indicating acceptance or rejection of leave.
profile, apply leave or view the history of leaves taken.
Fig. 1. System Design
IV. IMPLEMENTATION
Implementation is also an important phase where the
developing of the proposed system is based on the decisions
made previously in the design and system requirement phase.
Selecting the platform to implement the system also the
guidelines to develop the code are also discussed in this
section. The decisions made on the selection of the languages,
code and other aspects are based on the environment the
system works on. This is the phase of the SDLC, where the
theoretical system designed is turned in to the actually
working system. Thus, this phase is considered as the trivial
phase that yields the required results making the users
confident enough about the system to use effectively. There
are three major decisions made on the project before
implementation that is selection of platform, selecting
programming languages and coding guidelines.
A. Login module
This is the login page where the users have to choose their
specific login before logging in. This page can be accessed by Fig. 2. Login page
faculty or HOD or principal.

ISSN No: - 2456 2165
B. Employee module b) Updating leaves information: This module gives

The initially an employee can enter into his main form and employees information which are applying for leaves
access his information only by giving his login details.Only an according to the given dates and allows the user who change
authorized can enter into main form of employees, otherwise the leaves information such as period from, period to etc
an error message will be displayed. c) Generating leaves report: This module allows user to
In this module, employees can login from any remote place generate a complete report of leaves according to the given
dates .This report includes employee id, employee name,
and can view their details. They can also update their
department, designation and purpose.
educational and experience etc. details whenever needed. Once
updated, their details are modified in the database and, thus d) Holiday details: Yearly holidays lists are available in
available to Administrator when searched. Employees can give this module. Employee can plan leaves based on this list.
suggestions and any remarks also. Leave Module: Using this module employee can apply for
leave and know status of leave approval or cancellation by
HOD/Principal.
The different activities performed by an employee are
as follows:
View / Update Details

Change The Password
Feedback To Administrator
Apply for leaves
bClass alternate
Fig. 4. Leave apply page
D. Admin module
This is a major module that involves administrative details
Fig. 3. Employee profile page regarding employees departments.
a) Employees: This involves adding a new employee,

C. Leaves management module
updating the existing employee information and deleting the
a) Online leaves processing: This is the first phase of existing employee details.
Employee Leaves Management and it forms a foundation for
further processing. This facilitates for data capturing of b) Departments: This involves adding a new
employees who are applying for leaves and leaves will be department, updating the existing department information and
processing through HOD & Principal. This serves as a unique deleting the existing department details and adding new
template for employees of various departments in the college. designations.
This includes employee id, leaves, period and purpose
The Administrator module consists of the following:

ISSN No: - 2456 2165
View Employee Details F. Notification module

Add New Employee
Update Employee Details If the leave is accepted by HOD it will be forwarded to
Delete Existing Employee principal and if principal accepts leave it will be granted to the
Forgot Password support faculty and notification will be sent to particular faculty
Online leaves processing through SMS.
Add New Department
E. Verify leave module

The faculties will apply for leave and it will be processed
through HOD and principal respectively. HOD and principal
can either accept or reject a leave which is done by them going
through the history of leaves and then verifying that whether
they are eligible for leave or not.
Fig. 7. Notification page
V. TEST CASES
The below mentions are examples of some of test cases
which are tested on the application.
A. Login Test
The login test has 3 cases. The login test is same for all
modules such as admin, principal, HOD and faculty. If the
Fig. 5. Admin page name and password is valid, then respective modules home
will be displayed or else it displays invalid credentials. If only
name or password is entered, then invalid credentials is
displayed.
SL Test Case Expected Test

NO Result Result
1 Enter valid login Successful

name and successful
password
2 Enter Invalid Successful

invalid Credentials
name and
password
3 Enter only Login Successful

name or unsuccessful
password
Fig. 6. Verify leaves page

Fig 8: Login Test Case for username and password

ISSN No: - 2456 2165
B. HOD-Principal approval module test References

The leave applied by the respective faculties will be
processed by HOD and principal and they have the supreme [1] employee leave management sytem, School of
authority either to accept or reject a leave. Mathematics and Systems Engineering, Author: Kancho
Dimitrov Kanchev, Vaxjo University.
SL Test Expected Test Result [2] employee leave management system, International
NO Case Result School of informatics and Management, Author: Saurabh
Kumar Jain, Uma Joshi, Bhupesh Kumar Sharma, IIM
1 Click HOD HOD Jaipur.
on approval approves(successful) [3] employee leave management system, college of science
Submit page and technology, Department of computer science and
button opens engineering, Author: Hiren Patel, Texas A&M University.
2 Click Principal Principal

on approval approves(successful)
Submit page
button opens.
Fig 9. HOD-Principal approval test case

C. Employee leave apply module test
When the faculty apply for leave, he should go
through the leave format and apply for the leave
required by him. The different forms of leaves are
EL, CL, RH, OOD and LOP.
SL NO Test Case Expected Result Test Result
1 Enter leave Invalid number Successful

type and of days
invalid no of
days
2 Enter leave Invalid leave Successful

type and type
valid no of
days
3 Leave the Fill in all blanks Successful

number of
days empty
Fig 10: Employee leave apply Test Case

VI. CONCLUSION
It is aimed at automating the existing manual system for

applying the leave by the employee and process the leave
through HOD and Principal. It helps in maintaining the
records of the employees which will help human resource
team to manage leave approval, leave cancellation and report
generation. It is useful in organisations with large number of
employees. Its a faster approach as it takes less time when
compared to a manual process.There is a proper management
of database as the one handled by manual system is not always
accurate and even there is a misplacement of databases which
could cause a severe problem in near future.It is very reliable
and it leads to an efficient report generation

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Volume 2, Issue 6, June 2017 International Journal of Innovative Science and Research Technology

ISSN No: - 2456 2165