Leave Management Document

8/3/2019 Leave Management Document

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Leave Management System

Neha Jadhav 367

Huang Wei 368

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Requirement Document

1. Introduction

1.1 Purpose

The Leave management module is a critical HR task. It intelligently adaptsto organization policy and allows employees and their managers tomanage their leaves without any intervention from HR.With its powerful application ensures that employees no longer have tochase their leave requests and HR does not need to follow-up with peopleto reconcile their absences. Employee leave management is basic HR task and one that affects allemployees. Most companies have well defined leave policies that areconveyed them to employees and managers through employeehandbooks or HR policy manuals. Yet HR is saddled with administrativemanagement of leave, updating leave balances and responding to querieson balances and entitlements from employees and their managers.Employees too find it a bother to have to fill paper forms and chase themup with approving managers. A significant amount of expensiveemployee, manager and HR time is wasted in a very basic HR process.

Benefits to the organization

• Integration with attendance logging systems

• Easy data uploads• Plan rosters/work shifts

• Organize and monitor leave data

• Plan for work under absentees

• Reduction in HR intervention

Benefits to HR

• Automatically computes and maintains applicable leave balances

displayed to the employees at the time of applying for a leave

• HR can set-up leave rules

Benefits to Employees and Managers

• Online leave Application & approval

• Allows users to define their own “In my absence” rules for HR

processes of their direct reports

• Online access to leave balances

• Online access to leave transactions

• Track team attendance and work hours

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1.2 Scope

Leave Application• Auto Calculation of Leave Days based on the Selection of Leave

Period.• Send Mail through Workflow to Substitute, Approver.

Leave Balance• Display current balance for all leave types defined for an

organization.• Display history of all leave taken by the user who is currently logged

in.Pending Request

• Approver will get the list of leave requests applied by employees.• Approver can approve/reject. Employee will be notified by mail.

Leave Cancellation• User can cancel leaves which are already approved by approver.• Application will be forwarded for approval.

Leave History

• Features to view the leave history for each calendar year of all theemployees.

Company Holidays• Displays lists of company’s holiday for current calendar year.

Leave Policy• Display the current leave policy of organization.

Monthly Report

• Leave details of all the employees can be emailed to Payrolldepartment.

1.3 Overview of system

Leave Management module provides the organization the approval processof leave request.

The general process is that once the user fills the information and submitsthe application it is forwarded to the concerned person defined in the

workflow hierarchy for approval. The approval authority will be able to eitheraccept / cancel the leave and will detail the reason for the same. Once theapproving authority processes the leave, it is forwarded to the HRdepartment or HR Helpdesk for further processing. The HR helpdesk furtherprocesses the leaves and the leaves records are updated accordingly.Similarly a user can also request for cancellation /extension / of a processedrecord. At each stage the user will be notified via email. The facility is provided to export the information to payroll application.

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2. Specific Requirement

2.1 Functionality

Use Case Diagram:

Apply/Cancel leave Approve /

reject

History report

User/Employee

Report of company

holiday and policy

Monitoring leave

details and

attendance

Update data

if required

Users of the System:

• Employees

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• Managers

• HR Managers

2.2 Usability Requirement

Design consideration:

Leave management portal can be seen when user will connect it from

Intranet portal of the organization. As link is present on intranet portal,

login credentials will not be required from user again.

Help Requirement:

For user query a small FAQ list will be displayed along with the link of

company leave policy link.

Communication Interface:

Email communication will be send after any change in the status of a

leave transaction.

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Program Specification

Login page:

Screen

Name

Login page

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Trigger To access this leave system first enter user employee or admin

credentials

Pre-

condition

If the user is the active employee of the organization then

he/she will be able to login to the page.

Field Level Validations

Field Name Validations

User

Authenticatio

n

User id should be the employee id

which will be numeric. Same

validation will be for admin.

Internal Flags

Table Name.Column

Name

Action

empDetails.empId Both employee and admin will have their

employee id with which they will log in but their

access authorities will be set different.

empDetails. Password For the first login password will be same as the

empID. Later employee is supposed to change he

password. Notification should be send after 1

month for changing password.

Events

User Action System Response

Login

Button

User clicks on login

button to access theemployee information

home page.

System should check user id and

password from the table. It shouldallow user to re login for max 2 times.

Total chances for login should be 3.

After 3 unsuccessful attempts system

should lock the account.

Reset

Button

User clicks on this

button

It will clear all the entered values in

the text box.

Post

Condition• Successful login will take user to home page of employee

details and unsuccessful login will lock the user account.

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Table

script

CREATE TABLE empDetails (

empId int(11) primary key NOT NULL,

password varchar(10) NOT NULL

);

Leave Details

Screen

Name

Leave Details

Trigger To access this screen Click Leave System Leave Details

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Pre-

condition

On user login, menu displays according user rights and on

personal page menu, Leave system menu click, Leave Details

screen displays on the screen. Leave system will first display the

leave account balance details. This screen will have another

option for checking leave status. Default tab will be leave

account balance.



User

Authenticatio

n

1. Logged in user details When user logs in

his/her gender is

checked for adding

account of maternity

leaves. Only female

employee will be able to

see the maternity

account. Leaves will

added to following

accounts in way given

below:

Earned leaves: 1 leave

per month

Casual Leaves: 1 leave

per month

Maternity leave: These

leaves will be used when

they are pregnant and

will remain in account

unless they are used by

the female employees.

Internal Flags

Table Name.Column

Name

Action

leaveDetails.

leaveEarnedBalance

It will display the balance leaves from earned

leaves account.

leaveDetails.

leaveEarnedCredit

It will display total leaves credited to the earned

account

leaveDetails. It will display the balance leaves from casual

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leaveCasualBalance leaves account.

LeaveDetails.

leaveCasualCredit

It will display total leaves credited to the casual

account

LeaveDetails.

leaveMaternityBalance

It will display the balance leaves from maternity

leaves account.

leaveDetails.

leaveMaternityCredit

It will display total leaves credited to the maternity

account

LeaveDetails.empId Id of the corresponding employee whose leave

account is displayed.

Events

User Action System Response

Apply

Button

User clicks on apply

button to apply leave

System should check from leave

balance table and give all details.

Leave calendar and holiday calendar

will display all the holidays and leaves

for that month. Leave and holiday

calendar will be displayed according

to current month.

Exit User clicks on this

button

Home page for user portal

Post

Condition• All the leave details for the user will be displayed. User’s

gender will be checked from employee table for addingmaternity leave details.

Table

script

CREATE TABLE leaveDetails (

empId int(11) foreign key NOT NULL,

leaveEarnedBalance float(2) ,

leaveEarnedCredit float(2),

leaveCasualBalance float(2) ,

leaveCasualCredit float(2),

leaveMaternityBalance float(2) ,

leaveMaternityCredit float(2)

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);

Leave Transaction:

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Screen

Name

Leave Transaction

Trigger To access this screen Click Leave System click on leave

application status tab

Pre-

condition

User has logged into the employee information home page. User

will be able to change the status from pending to cancelled only.



User

Authentication

1. Logged in user details As this is the static

page and user will not

be able to change the

records except they

can cancelled any

leave applied.

Internal Flags

Table Name.Column Name Action

LeaveTransaction.transactionD

ate

Auto generated when user enter leave details

and apply for it.

leaveTransaction. leaveId Auto generated id

leaveTransaction.fromDate From which date user has applied

leaveTransaction.toDate To which date leave have applied

leaveTransaction.leaveType Which leave type user has taken

leaveTransaction.leaveReason Employee reason for leave

leaveTransaction.noOfLeaveDa

ys

Number of days for which employee

Events

User

Action

System Response

Apply User clicks System should check from leave balance table and

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Button on apply

button to

apply

leave

give all

Exit User clickson this

button


Post

Condition• Report generated will contain last 10 transaction

happened for leaves for the employee. Reports can begenerated if employee wants the previous records. Leaveafter applied will be with pending status. This status canbe changed as approved or rejected by the approver.Status can also be cancelled

Table

script

CREATE TABLE leaveTransaction(

leaveId int(11) primary key NOT NULL,

leaveType varchar(2),

transactionDate date(),

fromDate date(),

toDate date(),

leaveDays float(2) ,

leaveStatus varchar(2),

leaveReason varchar(4)

);

Leave Application:

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Screen

Name

Leave Application

Trigger To access this screen Click Leave System click on apply

button

Pre-

condition

On user login, even if user is not having any leave in his/ her

account then also they can apply for leave by selecting status as

loss of pay.



User

Authentication

Logged in user details

Leave account If user does not have any leave in

account then there will be loss of

pay.

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Leave type Proper deduction of a leave should

take place after applying for the

leave.

Internal Flags



leaveTransaction.fromDate From which date user wants to apply

leaveTransaction.toDate To which date leave user wants to apply

leaveTransaction.leaveType Which leave type user wants to take

leaveTransaction.leaveReason Employee will enter the reason for applyingleaves

Events

User

Action

System Response

Submit

Button

User clicks

on this

button

It will submit the leave application to the approver

whose name is added into the field of approver.

Reset User clicks

on this

button

It will reset all the values in the text boxes.

Post

Condition• Employees leave will be entered into transaction table

with status of leaves applied i.e. Pending and all otherdetails. After leave is applied auto-generated mail shouldbe send to approver and the employee who have appliedfor the leave. After approving the leave by the approverits status should get changed and again mail should besend to approver as well as employee.

Table

script





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fromDate date(),

toDate date(),

leaveDays float(2) ,

leaveStatus varchar(2),

leaveReason varchar(4)

);

Admin Employee Edit:

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Screen

Name

Admin Employee Edit

Trigger To access this screen Click Leave System with admin

credentials.

Pre-

condition

All the admin users will have same credentials. HR department

employees will have this access.



User

Authentication

Logged in with the help of admin

credentials.

User Employees department should be HR

and should be allowed to be admin.

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Internal Flags



leaveTransaction.fromDate From which date user wants to apply

leaveTransaction.toDate To which date leave user wants to apply

leaveTransaction.leaveType Which leave type user wants to take

leaveTransaction.leaveReason Employee will enter the reason for applying

leaves

Events

User

Action

System Response

Submit

Button

User clicks

on this

button

It will submit the leave application to the approver

whose name is added into the field of approver.

Reset User clicks

on this

button


Post

Condition• Employees leave will be entered into transaction table

with status of leaves applied i.e. Pending and all otherdetails. After leave is applied auto-generated mail shouldbe send to approver and the employee who have appliedfor the leave. After approving the leave by the approverits status should get changed and again mail should besend to approver as well as employee.

Table

script





fromDate date(),

toDate date(),

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Screen

Name

Admin Add Employee

Trigger To add new user account for leaves in leave details table with

leaves credited to respective accounts.

Pre-

condition

User whose details are to be added should be new employee

and this work should be done by HR admin.



User

Authentication


credentials.



Internal Flags


leaveDetails. empId Employee’s ID will be entered by admin

leaveDetails.

leaveEarnedCredit

Earned leaves will be added according to the

employee’s level of working

leaveDetails.

leaveCasualCredit

Casual leaves will be added according to the

employee’s level of working

leaveDetails.

leaveMaternityCredit

Maternity leaves will be added according to

the employee’s gender

Events

User

Action

System Response

Add Button User clicks

on this

button

Employees will be added with their leaves details of

earned leaves, casual leaves.

Reset User clicks

on this

It will reset all the values in the text boxes.

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button

Post

Condition• Admin will be able to add employees details with their

leaves details into leaveDetails table.

Table

script

CREATE TABLE leaveDetails (

empId int(11) foreign key NOT NULL,

leaveEarnedCredit float(2),

leaveCasualCredit float(2),

leaveMaternityCredit float(2)

);

Add Holiday:

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Screen

Name

Add holiday in calendar table

Trigger To add new holidays into calendar table.

Pre-

condition

User whose details are to be added should be new employee

and this work should be done by HR admin.



User

Authentication


credentials.



Internal Flags


holidayCalender. holidayId Holiday’s ID will be entered by auto

generated

holidayCalender. holidayDate Holiday date will be entered by admin

holidayCalender. holidayName Also name will be enter along with the reason.

Events

User

Action

System Response

Add new

holidays

User clicks

on this

button

All selected/marked days will be added to added as

holidays

Delete User clicks

on this

button

All the marked days will be deleted from new

calendar.

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Post

Condition• At the end of the year all these holidays will be entered

into the holiday calendar. This calendar will be availablefor all the employees on leave system portal home page.

Table

script

CREATE TABLE holidayCalender (

holidayId int(11) primary key NOT NULL,

holidayDate date(),

holidayName varchar(10)

);

Trigger:

Trigger will be set to add new leaves at the end of year for every month in the

account of all these employees. When current date match with year’s last daythis trigger will run. All the leaves will added to the account of employees

according to their level of working.

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Database Structure

Table 1:

Table Name: Emp_leaves_details

Earned_Leaves_Bal

Casual_Leaves_bal

Earned_credit

Casual_credit

Mat_credit

Mat_leave_bal

Emp_id

Table 2:

Table Name: Leave_transaction_details

leave_id

Transaction_date

Leave_type

from_date

to_date

Leave_status

Reason

Table 3:

Table Name: HolidayCalender

HolidayId HolidayDate HolidayName

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ER Diagram

Leave Management Document

Documents

Transcript of Leave Management Document