Leave management system chp 1 4

INTRODUCTION
Chapter
1
Abstract
Ghana water company Limited is not a complete automated system for that matter their Leave
Management System is totally manual and it takes a long time to process a leave request. In the
current system a leave application has to go through a long chain of officials and as a result,
several times the competent authorities get manipulated information. I have proposed a new
system to solve the identified problems. The proposed system will minimize the paperwork.
Moreover, it will help management in decision making as they will get up-to-date reports.
1.1 Company Profile
1.2 Existing System and Need for System
1.3 Scope of Work
1.4 Operating Environment - Hardware and Software
1

1.1 Company profile
1.1.0 History
Ghana Water Company Limited was established on 1st July 1999, following the conversion of
Ghana Water and Sewerage Corporation into a state owned limited liability Company under the
Statutory Corporations (Conversion to Companies) Act 461 of 1993 as amended by LI 1648.
1.1.1 Profile
Presently the Company operates 82 urban water supply systems throughout the country. The
installed capacity of all the systems is about 949,000m3/day. Present potable water demand in
the urban areas is estimated at about 1,101,032m3/day whilst average daily production is about
646,494m3/day. Effective urban supply coverage is therefore about 59%.
1.1.2 History of Water Supply in Ghana
The first public water supply system in Ghana, then Gold Coast, was established in Accra just
before World War I. Extensions were made exclusively to other urban areas among them the
colonial capital of Cape Coast, Winneba and Kumasi in the1920s.
During this period, the water supply systems were managed by the Hydraulic Division of Public
Works Department. With time the responsibilities of the Hydraulic Division were widened to
include the planning and development of water supply systems in other parts of the country.
In 1948, the Department of Rural Water Development was established to engage in the
development and management of rural water supply through the drilling of bore holes and
construction of wells for rural communities. After Ghana's independence in 1957, a Water
Supply Division, with headquarters in Kumasi, was set up under the Ministry of Works and
Housing with responsibilities for both urban and rural water supplies.
In line with recommendations of a study by the WHO, the Ghana Water and Sewerage
Corporation (GWSC), was established in 1965 under an Act of Parliament (Act 310) as a legal
public utility entity. GWSC was to be responsible for:
2

- Water supply and sanitation in rural as well as urban areas.
- The conduct of research on water and sewerage as well as the making of engineering surveys
and plans.
- The construction and operation of water and sewerage works.
- The setting of standards and prices and collection of revenues.
Under the Statutory Corporations (Conversion to Companies) Act 461 of 1993 as amended by
LI 1648, Ghana Water and Sewerage Corporation, was converted into a state owned limited
liability company, Ghana Water Company Limited on 1st July 1999. The conversion of GWSC
into a Limited Liability Company in 1999 brought changes into the objectives spelt out in the
Act of Incorporation. The main objectives of GWCL were:
- The planning and development of water supply systems in all urban communities in the
country.
- The provision and maintenance of acceptable levels of service to consumers in respect of
quantity of water supplied;
- The preparation of long-term plans in consultation with the appropriate coordinating authority
established by the President;
- The conduct of research relative to water and related subjects;
- The making of engineering surveys and plans;
- The construction and operation of works in the urban areas;
- Submission of tariff proposals to Public Utility Regulatory Commission for review and final
approval;
- The conduct of other related or incidental activities.
1.1.3 Roles and Responsibilities of GWCL
In general, GWCL is responsible for:
Urban water sector planning and development;
-Investment planning;
-Sector financial management;
-Quality control over urban water sector operations;
3

-Monitoring the Private Operator over compliance with performance standards and targets;
-Contracting for design and construction and/or rehabilitation and expansion of existing as well
as new works;
-Consumer information and sensitization;
-Community outreach activities;
-Regulatory applications and negotiations
-Legal and policy issues including linkages to relevant ministries;
4

1.2 Existing System and Need for System
The existing Leave Management System of GWCL is manual. It is a lengthy process and these
processes are not optimized. The Human Resource Department and/or the Manager are the
competent authorities for the approval or refusal of leave depending on the type of leave. The
Leave Management System is initiated with the submission of an application by an employee for
leave. This application must be submitted to the Controlling Officer at least two weeks ahead
(with the exception of casual leave and the quarantine leave) from the date of commencement of
the leave applied for. The controlling officer is responsible for checking out the eligibilities of
the employee for the type of leave s/he has applied for. If the applicant is eligible then the
controlling officer submits the application to the Manager. The work of the Manager is the most
complicated as s/he is responsible for the synchronization of the leave. Moreover, he is also
accountable for the smooth functionality of the branch. In case of Earned Leave with full pay,
Medical Leave, Quarantine Leave and Casual Leave the Manager has the sole authority to grant
or refuse the leave. If the Manager allows an employee for leave, s/he should inform the HRD by
submitting a report, which will contain the details about the approved leave. For these types of
leave the HRD do not allow any alternative employee. For the other four types of leave the
Manager sends the application to the Human Resource Department for approval. Then the HRD
takes their decision and let the Manager know the result by an official letter. Then the Manager
informs the applicant. So, an employee cannot but wait for a long time to know the decision of
the competent authority. Sometime the HRD sends a backup officer to the branch if they approve
the leave of an employee for a long period of time.
Furthermore, the Branch Manager is supposed to send an annual report informing the leave
status of a calendar year to the HRD. Each branch maintains a register for the leave associated
affairs. The Controlling Officer use to maintain this log. The Branch Manager uses this register
to prepare the annual report. As the annual leave report is nothing but the summary of the leave
register for a particular year, it is not that much helpful for taking any managerial decision. There
is no opportunity to analyze the report and find out the scopes for improvements as the HRD is
not getting any instant data from the report. They are getting present year’s leave status in the
following year. As a result the top management is not being able to utilize the report in a proper
5

manner. So, the existing Leave Management System is a time consuming one. It needs to be
more optimized and more synchronized which will lead the management to have a more
proficient system to support the total employee management scheme.
6

1.3 Scope of Work
In the beginning, key data has been extracted from a detailed description of the current Leave
Management System as a whole, and then potential problems in the current system have been
identified. Next, proposed system has been elaborated and after that the goal of the project has
been established to provide better data reliability, more automation and less effort. Efficient real
time data storage, data manipulation capabilities and up-to-date report generation are the most
important concerns of the proposed system. Then, key aspects of the proposed system are
explained in details with prototype-planning phase, analysis phase and design phase.
This policy applies to all permanent and fixed term, full time and proportional staffs that have
leave entitlements. The annual holiday and leave without pay sections of this policy do not apply
to casual and fixed term employees who receive holiday pay at the end of each period of
engagement.
7

1.4 Operating Environment - Hardware and Software
Operating System: Windows 2000/XP or Better
Font end: Visual Basic, HTML, Dreamweaver
Back end: SQL, Oracle Database
Processor: 1.7 GHz or better
RAM: 512 MB or better
Hard Drive: 20 GB or better
8

PROPOSED SYSTEM
Chapter
2
Abstract
This chapter explains the proposed system, the objectives, and the user requirements. The
proposed system is to provide a system to improve users to request for leave electronically
through the web.
The objective is to develop a database that will allow employees know their leave status that can
be access anywhere in the organization or anywhere in the world. It enables easy management. It
also enables real time report from workers.
2.1 Proposed System
2.2 Objectives of System
2.3 User Requirements
9

2.1 Proposed System
Considering the existing problems of the Leave Management System, I have come up with a web
based solution, which may simplify the work of the Manager along with the Human Resource
Department. The proposed system will help the competent authorities to formulate a decision
regarding a leave request. The proposed system will be initiated if an employee fills up the leave
request form and submits it. The system will verify the eligibilities of the employee for the type
of leave s/he has applied for. If the applicant is eligible then the information will be added to the
pending leave list. The system will sort the pending leave list on basis of the priority of the type
of leave. If more than one employee requests for the same type of leave, the system will use the
employee priority to sort the pending leave list. It is the duty of both the Manager and the HRD
to check the pending leave list frequently.
Furthermore, the proposed system will avail both the Manager and the HRD with instant report
generation. So the HRD will be able to see the leave status of the organization whenever they
want and thus the proposed system will be helpful to take managerial decisions.
10

2.2 Objectives of System
The proposed Leave Management System will make the whole leave management process
efficient. Users will be able to access the software from anywhere. The employees may be
applying for leave from their home as well. This supporting software will help the management
in decision making in case of leave related affairs. Moreover, it will ensure less paper works and
as a result the whole process will be swift and reliable.
11

2.3 User Requirements
Users should have minimum Operating System requirement of Windows 2000/XP or Better
Hard Drive: 20 GB or better
12

ANALYSIS & DESIGN
Chapter
3
Abstract
This chapter contains flow chart defines the activities that can be performed by the entities in the
database. The entities can performs these operation with users computer remotely or the PC with
help of URL. Authentications are assigned to the users’ log which is more secure application.
3.1 Data Flow Diagram (Dfd)
3.2 Functional Decomposition Diagram (Fdd)
3.3 Entity Relationship Diagram (Erd)
3.4 Data Dictionary
3.5 Table Design
3.6 Code Design
3.7 Menu Tree
3.8 Menu Screens
3.9 Input Screens
3.10 Report Formats
13

3.11 Test Procedures and Implementation
14

3.1 Data Flow Diagram (DFD)
Fig: 3.1 Data Flow Diagram (DFD)
Fig: 3.1 Data Flow Diagram (DFD) shows the mode in which leave request is handled in the
system.
15

3.2 Functional Decomposition Diagram (FDD)
Fig: 3.2 Functional Decomposition Diagram (FDD)
Fig: 3.2 Functional Decomposition Diagram (FDD) shows how employee leave request is
applied, rejected, approved or cancelled.
16
HRD
Administrator
Leave
Approval
Department/
Sectional unit
Leave
Rejected
Recall from
Leave
Leave
Application
Employee

3.3 Entity Relationship Diagram (ERD)
3.3 Entity Relationship Diagram (ERD)
Fig: 3.3 Entity Relationship Diagram (ERD) - this shows the entity relationship with its attributes
in the table design
17

3.4 Data Dictionary
ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN
DEPARTMENT DEPARTMENT_ID VARCHAR2 (6 BYTE) Yes 1
DEPARTMENT_NAME VARCHAR2 (25 BYTE) Yes
REGION VARCHAR2 (20 BYTE) Yes
DISTRICT VARCHAR2 (20 BYTE) Yes 1
JOB_TITLE VARCHAR2 (25 BYTE) Yes
EMPLOYEE EMPLOYEE_ID VARCHAR2 (6 BYTE) Yes 1
FIRST_NAME VARCHAR2 (15 BYTE) NO
MIDDLE_NAME VARCHAR2 (15 BYTE) NO
LAST_NAME VARCHAR2 (25 BYTE) Yes
JOINING_DATE DATE Yes
MOBILE_NUMBER VARCHAR2 (10 BYTE) NO 1
E_MAIL VARCHAR2 (30 BYTE) Yes
18

LEAVE LEAVE_ID VARCHAR2 (6 BYTE) Yes 1
LEAVE_NAME VARCHAR2 (25 BYTE) No
MIN_DAYS VARCHAR2 (2 BYTE) No
MAX_DAYS VARCHAR2 (2 BYTE) No 1
PRIORITY VARCHAR2 (6 BYTE) Yes
Fig: 3.4 Data Dictionary
Fig: 3.4 Data Dictionary- the are detail description of the Data Dictionary that will be used in the
developing of the leave management system
19

3.5 Table Design
Employee_ID ID of the employee
First_Name First part of name of the
employee
Middle_Name Middle part of name of the
employee
Last_Name Last part of name of the
employee
Phone_Number Phone number of employee
E_Mail E-mail address of employee to
contact through E-mails
Fig: 3.5 Table Design
Fig: 3.5 Table Design- this is the tables and their attributes that are used in the table designing
20

3.6 Code Design
CREATE TABLE GHWATER_EMPLOYEE
(
EMPLOYEE_ID VARCHAR2(6) NOT NULL,
FIRST_NAME VARCHAR2(15),
MIDDLE_NAME VARCHAR2(15),
LAST_NAME VARCHAR2(25) NOT NULL,
JOINING_DATE DATE NOT NULL,
MOBILE_NUMBER VARCHAR2(10),
E_MAIL VARCHAR2(30) NOT NULL
, CONSTRAINT GHWATER_EMPLOYEE_PK PRIMARY KEY
(
EMPLOYEE_ID
)
)
;
CREATE TABLE GHWATER_DEPARTMENT
(
DEPARTMENT_ID VARCHAR2(6) NOT NULL,
DEPARTMENT_NAME VARCHAR2(25) NOT NULL,
REGION VARCHAR2(20) NOT NULL,
DISTRICT VARCHAR2(20) NOT NULL,
JOB_TITLE VARCHAR2(25) NOT NULL
, CONSTRAINT GHWATER_DEPARTMENT_PK PRIMARY KEY
(
DEPARTMENT_ID
)
)
; This is the code design used in creating the tables
21

3.7 Menu Tree
Fig: 3.7 Menu Tree
Fig: 3.7 Menu Tree - this is a tree that shows the various levels in which Employee Leave
information is processed.
22

3.8 Menu Screens
Fig: 3.8 Menu Screens
Fig: 3.8 Menu Screens- This show the kind of information that the users will see and the options
that are available to them
23

3.9 Input Screens
Fig: 3.9 Input Screens
Fig: 3.9 Input Screens- If a user miss spells his/her User Id or Password then an error massage
will be shown.
24

3.10 Report Formats
Fig: 3.10 Report Formats
Fig: 3.10 Report Formats- The report formats is the query generated from the database system as
to how it’s going to look like an example is the employee report seen above.
25

3.11 Test Procedures and Implementation
I have used Visual Basic for the front end and SQL Server for the back end while implementing
the system.
The following are the test procedures that are used in testing the software to insure that it meets
the users’ requirements:
Unit testing – This testing procedure is carried out after a line/block of code is written. This is
done to find out whether the line /block of code are running or not. Unit test is very important at
every stage of programming because it enables the programmer to evaluate his or her progress.
Functional testing – Also functional testing procedure was implemented during this project’s
testing process to ensure that the outcome of each function of the software meets the user’s
requirements.
26

USER MANUAL
Chapter
4
Abstract
This chapter contains Software User Guide that talks about the requirements and proper
installation of the software and its operational manual.
4.1 User Manual
4.2 Operations Manual / Menu Explanation
4.3 Forms and Report Specifications
4.4 Drawbacks and Limitations
4.5 Proposed Enhancements
4.6 Conclusion
4.7 Bibliography
27

4.1 User Manual
Leave Management System
Version1.0.0
Software User Guide
By Einstein Balaara
Note:
For proper installation of this product, be sure to read this document before installing the
product.
Please send your comments or feed backs on the following:
0244145168 or einsteinbalaara@yahoo.com
Contents
SOFTWARE REQUIREMENT....................................................................... 1
SETTING UP THE SOFTWARE................................................................... 2
OPERATION MANUEL / MANU EXPLANATION……………………………. 2– 4
SOFTWARE REQUIREMENT
Operating System: Windows 2000/XP or Better
Hardware Requirements:
Hard Disk Space: 20 GB or better
SETTING UP THE SOFTWARE
1. Insert the installer CD into your computer’s CD-ROM Drive
2. Run the setup file
3. Follow the on screen instructions carefully
4. You will be notified on the screen whether the installation is successful or not at the end of the
installation process.
28

On start of the software you will be required to input your user name “Einstein” and password
“balaara” as the main administrator to the program.
Figure 4.1
Figure 4.1 shows the Login Screen of Leave MS. This is where the user is required to
authenticate the ID and Password.
29

4.2 Operations Manual / Menu Explanation
Figure 4.2
Figure 4.2 shows the main window of Leave MS. Here, we have the Menu at the left pane of the
window name, Personal Information, Create Leave Record, Manage Leave Record, and Leave
Report.
Personal Information
This menu displays a window where staff’s required details are captured. This includes name, ID
etc. Hence, staff personal details are managed here.
Create Leave Record
This menu displays a window where custom leave record are created. When a staff sends a leave
request, it is then captured here and kept on pending for approval from the manager.
Manage Leave Record
This menu displays a window where pending leave records or requests are approved or rejected
by management. This menu can only be accessed by the manager. Also, this window has a
button called Send Report that sends the response to a leave request to the respective staff
through email.
30

Leave Report
This menu is displays a leave report on the screen after the report has been generated or created.
31

4.3 Forms and Report Specifications
This section of Forms and Reports Specifications talk about the various forms available:
1. Login
2. Personal Information
3. Create Leave Record
4. Manage Leave Record
5. Leave Report
Forms Descriptions
1. Login It help the user to be able to login to the
system
2. Personal Information Information about the user inputted
through the application
3. Create Leave Record It helps to process users leave
information
4. Manage Leave Record It helps the one in charge of
authorization or grating of leave request
5. Leave Report It helps the user to check a student feel
status and to update
32

4.4 Drawbacks and Limitations
So many problems were encountered during the organization of this project, from the software
development to the documentation.
The first major problem that we faced was financial problem: due to the demand to for money to
purchase materials for the project.
The second problem we faced was the compulsory nature of everybody choosing a topic that
involved designing an application or software: considering the background in which we were
been admitted to the school, most of us do not have programming background.
The third problem we faced was time: they say time waits for no man. Because of the limited
time it actually prevented us from doing enough research on the topic that I have chosen which
will have increased our knowledge base at least on research.
33

4.5 Proposed Enhancements
Automation of leave Management system is design to take over the current manual leave
processes. This can later be improvement on if the needs arise. We are well aware of the growing
rate of technology in the world and therefore the system is design in a way that if later we need
to add something we can do so without any problem.
34

4.6 Conclusion
The proposed Leave Management System will make the whole leave management process
efficient. Users will be able to know their leave status. The employees may be applying for leave
from their home as well. This supporting software will help the management in decision making
in case of leave related affairs. Moreover, it will ensure less paper works and as a result the
whole process will be swift and reliable.
35

4.7 Bibliography
Book:
[1] Jeffery A. Hoffer, Joey F. Geroge and Joseph S. Valacich, “Modern
System Analysis And Design”, Ed. 3rd. India: Pearson Education
(Singapore) Pte. Ltd, 2002.
[2] C.J. Date, “An Introduction to Database System”, Ed. 7th. India: Pearson
Education Singapore).Pte. Ltd, 2002.
[3] Craig Larman, “Applying UML And Patterns”, Ed. 2nd. India: Pearson
Education (Singapore) Pte. Ltd, 2002.
[4] NIIT BOOKS
Website:
[5] http://www.dbbl.com.bd/
36

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