Employee Leave Management System

Submitted for the partial fulfillment for the award of the

Degree of

B.Sc., Computer Science

Submitted by

VASU S Reg. No.: 222203363

Under the guidance of

Dr.S.ALAGU, M.Sc.,M.Phil.,Ph.D.,

Assistant Professor Department of Computer Science

HINDUSTAN COLLEGE OF ARTS & SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

April 2025

i.
 HINDUSTAN COLLEGE OF ARTS & SCIENCE
(Affiliated to University of Madras | Reaccredited by NAAC | 2(f) Status by UGC)
Rajiv Gandhi Road (OMR), Padur, Kelambakkam, Chennai – 603 103.

DEPARTMENT OF COMPUTER SCIENCE

CERTIFICATE

This is to certify that the project entitled “EMPLOYEE LEAVE MANAGEMENT

SYSTEM” is being submitted to the University of Madras, Chennai by VASU S, Register
No: 222203366 for the partial fulfilment for the award of degree of Bachelor of Science
in Computer Science is a bonafide record work done by him under my guidance and
supervision during the academic year 2022-2025.

GUIDE Head of the Department

Place : Padur
Date :

Submitted for the Viva-Voce examination on / / .

Examiners

1). 2).

ii.
 DECLARATION

This is certified that the Mini project work carried by VASU S at HINDUSTAN COLLEGE
OF ARTS & SCIENCE, Chennai under the direct supervision and the proper guidance of Mrs.
Dr.S.ALAGU, for the partial fulfillment of the requirement for the award of the degree in B.Sc.
Computer Science, under Hindustan College of Arts & Science.

I hereby declare that this project is a bonafide work done in VI semester in B.Sc. Computer
Science as a Mini Project and completed successfully.

Signature of Candidate

Place:

Date:

iii.
 ACKNOWLEDGEMENT
First, I would like to thank the Almighty, for showering his blessings and supporting hands on
all instances of this project and making it a complete success.

I wish to record my profound and sincere gratitude to the Director Dr. SUSAN VERGHESE,
Deputy Director Dr. V.J. PHILIP, of our institution and the Principal Dr. D. UTHIRA, for extending
their full support and co-operation in boosting my skills by providing me with all latest facilities in the
lab.

I would like to put forward my hearty gratitude to our Dean & Head of the Department Dr. Y.
ANGELINE CHRISTOBEL, for her valuable assistance in the project.

I am indebted to Mrs. Dr.S.ALAGU, M.Sc.,M.Phil.,Ph.D., in the Department of Computer

Science, my project guide for her constant words of encouragement and suggestions.

I also thank all the other STAFF of the Department of Computer Science for their support in my
project.

Last but not least I would like to thank my PARENTS AND FRIENDS for all my endeavors
during the project and for always providing me with the necessary motivation to complete this project.

iv.
 ABSTRACT

Employee Leave Management System is a distributed application, developed to maintain the

details of employees working in any organization. It maintains the information about the personal
details of their employees, also the details about the leave status. The application is developed
using PHP. It is simple to understand and can be used by anyone who is not even familiar with
simple employees’ system. It is user friendly and just asks the user to follow step by step operations
by giving him/her few options. It is fast and can perform many operations of a company. This
software package has been developed using the HTML, CSS, JavaScript and bootstrap at Front
End and My SQL Server and PHP at Back End. The software is very user friendly. The package
contains different modules like Employee, Admin and Manager.
 TABLE OF CONTENTS

No Title Page
No
1 Chapter 1 Introduction 1
1.1 Overview 1
1.2 Feasibility Study 1-2
2 Chapter 2 Literature Review

2.1.1 Leave Management System- Anjuman-I-Islam’s 3

Kalsekar Technical Campus
2.1.2 Human Resource E-Leave Management: A 3
Decision Support System
3 Chapter 3 Problem Statement
3.1 Overview of Problem 5
3.2 Motivation 5
3.3 Objective 5
4 Chapter 4 Methodology
4.1 Architecture Diagram 6
4.2 ER Diagram 7
4.3 Relation Schema Diagram 8
4.4 Data Flow Diagram 9
4.5 UML Diagram 10-11
5 Chapter 5 Results and Discussion
5.1 Description of Findings 12-48
6 Chapter 6 Summary 49
7 Reference 50
 CHAPTER 1

INTROCUCTION

1.1. Overview
Employee Leave Management System Project is designed to keep track of employee leave
information in any company. It stores data such as their employees' personal information,
leave details and salary details. The employee leave management system project gives
managers a better idea of their employees and helps them plan and manage their work hours
to cut costs and boost productivity. It gives appropriate directions and supervisions for
employees. It also secures and manages information that are important to the employees
including personal and work-related information.
Employee leave management system is developed to override the problems prevailing in the
practicing manual system. It allows employee and manager to get clear insight into the
employee leave history. The detailed leave history will help an employee to plan for their
future leave.

1.2. General Overview of the Problem

It is difficult to provide an individual leave report, as well as there will be complicated in

searching, editing, and updating the data. Since it is complicated in searching, editing, and
updating it will consume lots of time. So, it is time consuming process as well. Employee is
not able to see any other employees leave status and it is difficult to manage and track multiple
type of an employee leave.

1.3. Feasibility study

Feasibility study aims to uncover the strength and weaknesses of the proposed project
objectively and rationally. A feasibility study analyses the viability of a project to determine
whether the project or venture is likely to succeed. The study is also designed to identify
potential issues and problems that could arise while pursuing the project.

1
1.3.1. Technical feasibility

All the member of the group is familiar with PHP, so it helped us to work upon this
project.

1.3.2. Schedule feasibility

The project has been chosen keeping in mind the scheduling of the project. The estimated
time is feasible to complete the project.

2
 CHAPTER 2

LITERATURE REVIEW

2.1. Existing Systems

2.1.1. Leave Management System- Anjuman-I-Islam’s Kalsekar

Technical Campus

Introduction

The project is the design and implementation of an interactive World Wide Web-based Leave
Management System for the Human Resources Department at Texas A&M University-
Corpus Christi. The Leave Management System automates the process of managing and
tracking multiple types of employee leaves. Employees can submit the leave form, cancel
previously submitted leave requests, check the status of leave requests and view completed
leave transactions.

Methodology:

Data were collected using a self-administered survey distributed through the internet.

Problem:

 The employee Can only view the application & request online, as it fails to generate an
employee leave report regarding with the leave details

2.1.2. Human Resource E-Leave Management: A Decision Support

System

Introduction

To have an efficient and effective management of leave transactions, the web-based system
was designed and implemented with modules on leave applications, leave balances
monitoring, records management, administration, and install the business intelligence
technique to aid in the decision-making activities of the HRDM Officer and the Management.
3
 Methodology:

Data were collected using a self-administered survey distributed through the internet.

Problems:

 The e-leave management system can have a summary of employee’s current leave, but an
employee cannot have the permission to look after other employees leave.

4
 CHAPTER 3
PROBLEM STATEMENT
3.1. Overview of Problem
The use of paperwork in handling some of the processes could lead to human error, papers
may end up in the wrong hands and not forgetting the facts that this is time consuming. A few
current systems lack employee self-service meaning employees are not able to access and
manage their personal information directly without having to go through their HR department
or their managers. Another challenge is that multi-national companies will have all the
employee information stored at the headquarters of the company making it difficult to access
the employee information from remote place when needed at short notice. The project is aimed
at setting up an employee’s information system about the status of the employee, the
educational background, and the work experience to help monitor the performance and
achievement of the employee through password protected system.

3.2. MOTIVATION:

 The primary concern of this Employee Management System project is to make a system
which will help any organization to maintain the employee’s information.
 It will take lots of time to maintain the record manually.
 Employees are not able to see their leave status and payslip.

3.2. OBJECTIVES:

 Develop a well-designed database to store employee information.

 Easy retrieval of employee information.
 Easy calculation of various leave.
Employee can check the leave request status of them as well as other employee in their
leave transactions.
 To generate an employee leave report regarding with the leave details .

5
 CHAPTER 4
METHODOLOGY

4.1. ARCHITECTURE DIAGRAM:

M_id M_pswd name

Manager
L_id type reason

Employee Leave Management System Leave

department Employee Duration

Ph no

Leave
E_id E_psw name add Salary

Fig: 4.1 ARCHITECTURE DIAGRAM

6
 4.2. Entity relationship diagram

M_pss

M_Name

M_ID
Manager

Can
Manage

L_type

Eid E_name
L_date
E_pass

leave
Employee Can Leave
apply

salary

contact E_add reason

L_id

Fig:4.2 ER-DIAGRAM

7
 In the Fig: 4.2, ER diagram of Employee Leave Management System we have 3 different
entities and each entity have its own-own attributes and relationship between them.

 The first entities we have are Manager and its attributes are: M_ID, Manager name, Manager
password. Here M_ID is the “primary key”
 The second entities we have are Employee and its attributes are: Employee id, Employee
password, Employee name, Leave, Salary, Employee address, Employee ph. no. Here
Employee ID is the primary key and Manager Id is the foreign key.

The relationship between both the entities is “can manage” i.e., manager can manage the
employee.

 The third entities we have is leave and its attributes are as follow: leave id, leave type, leave
date, leave reason. Here the primary key is leave Id and the foreign key is Employee id.

The relationship between an employee and leave entities is “can apply” i.e., employee can
apply for the leave.

4.3. Relational schema Diagram

Manager

M_ID Password M_name

Employee

E_ID E_name leave Salary E_pswd E_add E_ph no M_Id

Leave

L_ID Type Date Reason E_ID

Fig: 4.3 Relational Schema Diagram

8
 4.4. Data Flow Diagram
LEVEL 0 DFD (Context level)

Post LEAVE View

MANAGEMENT
ADMIN SYSTEM USER

Response 0 Request

Fig: 4.4 DATA FLOW DIAGRAM

9
 4.5. UML USE CASE DIAGRAM
Description: A use case diagram is a dynamic or behaviour diagram in UML. Use case
diagrams model the functionality of a system using actors and use cases. Use cases are a set
of actions, services, and functions that the system needs to perform.

Apply leaves
Manage user & full
application

Check leave status

Manage Salary

Check salary
Manage employee
Employee

Login & logout from system

Admin

Update my profile

Change account password

Manage leaves Check leaves

Reject leave

Manage login Approve leaves Manager

Fig: 4.5 UML USE CASE DIAGRAM

10
In the Fig No. 4.5, UML Use Case diagram of employee management system, we have 3
Actor and use cases. They are:

Admin: Admin can manage the full application, user, salary, employee, and leave. Admin
can also login and logout from the system, can update profile and can change account
password.

Employee: Employee can apply for leave, can check leave Status & salary. Employee can
also login and logout from the system, update their profile and change account password.

Manager: Manager can check leave, can approve, or reject leaves.

11
 CHAPTER 5
RESULT AND DISCUSSION

5.1. HOMEPAGE FOR EMPLOYEE MANAGEMENT SYSTEM

DESCRIPTION: This is the home page for employee management system, form where
employee, admin and manager can login.

5.1.1. Coding for homepage of employee management system:

12
5.1.2. OUTPUT FOR HOMEPAGE:

13
5.1.3. Login Page for Employee

DESCRIPTION: This is an employee login page from where any employee can login
to the website by entering the correct username and password.

5.1.4 Coding for employee login page

14
5.1.5. OUTPUT FOR EMPLOYEE LOGIN:

5.1.6. EMPLOYEE DASHBOARD

DESCRIPTION: This an employee dashboard from where employee can view their
details. By clicking on “Employee Details” any employee can view their personal details. By
clicking on “Salary Details” they can view the details of their salary. By clicking on a “Leave
Details” one employee can view all the leave details of other employee as well because, the
leave history of other employee will help them to decide for their leave, Overtime (OT) work
etc. By Clicking on “Leave Request” an employee can request for their leave. And if you
click logout, it will redirect you to homepage of employee management system.

15
5.1.7. Coding For Employee Dashboard

5.1.8. OUTPUT FOR EMPLOYEE DASHBOARD

16
5.1.9 EMPLOYEE VIEW DETAILS
DESCRIPTION: From here employee can see their personal details, like their leave
details, how many CL or ML they have left etc.

5.2. Coding for employee view details

17
5.2.1. OUTPUT FOR EMPLOYEE VIEW DETAILS

18
5.2.2. EMPLOYEE VIEW SALARY DETAILS
DESCRIPTION: From here employee can see their salary details, like their basic pay,
dearness allowance (DA), house rent allowance (HRA), and their total pay. Employee can
also print their salary details records.

5.2.3. Code for employee view salary details

19
20
5.2.4. OUTPUT FOR VIEW SALARY DETAILS

5.2.5. OUTPUT FOR PRINT SALARY DETAILS

21
5.2.6. EMPLOYEE VIEW NOTIFICATION

DESCRIPTION: By clicking on a view notification employee can see the notification

that the admin has added.

5.2.7. Code for View Notification

22
5.2.8 OUTPUT FOR VIEW NOTIFICATION

23
5.2.9. EMPLOYEE LEAVE MASTER
DESCRIPTION: This is a leave details page for employee from where employees can
apply for their leave, can view their leave status, and can delete the leave.

5.3. Coding For Employee Add Leave

24
5.3.1. OUTPUT FOR EMPLOYEE ADD LEAVE

5.3.2. Coding for Employee View Leave

25
5.3.3. OUTPUT FOR EMPLOYEE VIEW LEAVE

26
5.3.4. EMPLOYEE MESSAGE DETAILS

DESCRIPTION: “Message details” is a chat system from where employee can send
message to the admin and admin can reply to the message send by an employee. Employee
can also view the chat between him/her and admin.

5.3.5. Coding for Add Message Details

5.3.6. OUTPUT FOR ADD MESSAGE

27
5.3.7. Coding for View Message

28
5.3.8. Output for View Message

29
5.3.9. LOGIN PAGE FOR MANAGER
DESCRIPTION: This is a manager login page from where any manager can login to
the website by entering the correct username and password.

5.4. Coding For Manager Login

5.4.1 OUTPUT FOR MANAGER LOGIN

30
5.4.2. MANAGER DASHBOARD
DESCRIPTION: This a manager dashboard from where manager can add and view the
details of an employee. Manager can also add and view the salary of an employee. Manager
can also view, approve, or reject the leave that has been end by an employee

5.4.3. Coding for Manager Dashboard

31
5.4.4. OUTPUT FOR MANAGER DASHBOARD

5.4.5. EMPLOYEE MASTER

DESCRIPTION: Employee Master allow a manager to add an employee, salary, leave
status, to view any employee details, their salary and the notification.

5.4.6. Coding for Add Employee

32
33
5.4.7. OUTPUT FOR ADD EMPLOYEE

5.4.8. Coding for View Employee

34
5.4.9. OUTPUT FOR VIEW EMPLOYEE

35
5.5. SALARY MASTER
DESCRIPTION: Manager can add the salary of an employee as well as
manager can view the salary of any employee.

5.5.1. Coding for Add Salary

36
37
5.5.2. OUTPUT FOR ADD SALARY

5.5.3. Coding for View Salary

38
39
5.5.4. OUTPUT FOR VIEW SALARY

40
5.5.5. EMPLOYEE LEAVE REQUEST

DESCRIPTION: Manager can view the leave that has been send by an employee,
manager can also perform the operation like, manager can either approve or reject the leave
and provide the reason.

5.5.6. Coding for employee leave request

41
42
43
5.5.7. OUTPUT FOR VIEW LEAVE REQUEST

44
5.5.8. OUTPUT FOR MANAGER LEAVE OPERATION

45
5.5.9. VIEW NOTIFICATION
DESCRIPTION: By clicking on a view notification manager can view the notification
that has been post by an admin.

5.6 : Coding for View Notification

46
 5.6.1. OUTPUT FOR VIEW NOTIFICATION

5.6.2. Future scope of the project

The application can be further developed which can include more functionalities & user-
friendly interfaces.

 Future developers can enhance this project by including documents scanning of employee.
 Future developers can enhance this project by including ability to send the notification Via
SMS and E-Mail.

47
5.6.3. CONCLUSION

We have successfully designed and developed a webpage, which is demonstrated in a way so

that all the employee details are stored securely, and employee can send the leave easily. The
system was implemented using web-based technologies which include CSS, JS, Bootstrap,
HTML, MySQL, and PHP. The system serves as improvement in employee management,
maintain accuracy, transparency and highlight the need to integrate advance technology in
employee record. The developed system enables the employees to request and track their
leave at their own convenient time in timely manner. Superior officers of the institution and
administrative department can create leave policies, check transparency and plan activities
ahead of time. Employee Leave Management System will provide an effective way of
managing the different employee leave requests. The system will eliminate all the problems
encountered in the manual method which will help the companies or organization better
improve their business operations.

48
 CHAPTER 6
SUMMARY

6.1. Summary of Achievement

We have designed an application that can perform different functionalities and meet the
requirements.

Some of the highlights of our application are:

 User friendly: simple and easy to use

 Efficient functioning: capable of producing a result

6.1.2. Difficulties encountered during project

 The entire development of project encountered a little problem. The prime being
learning the new functionalities of the application on which the development of the
project is based on. A lot of detailed study was required the initial phases of the project
development.

6.1.3. Limitation of the project

 Due to the constraint of resources and time, the size of the project could not be
increased.

49
 REFERENCES:
1. Fariza Hanim Rusly & Khairina Rosli payroll Management System.

2. Hridita, A. (2018). Employee leave Management System in Metlife Bangladesh. An Intenship

Report on Meltlife.

3. Stephen, B.U. and Chukwudebe, G.A., Dike, D.O. and Chukwuchewa, N. (2018). Improved
Leave
Schedulling Algorithm for Improved Service Delivery in Nigeria University System.

4. Vibrant, K.K., Arjun, K.G., Ashish, K., and Abhishek, P. (2017). Student Leave Management
System. International Journal of Advance Research and Innovative Ideas in Education.

5. Zehra, A.B. (2014). Human Resources Management and Its Importance for Todays
Organization.

6. Mishal, R., Prity, S., Prachir C. and Arhant, C. (2017). Employee Leave Management System.
International Journal of Advance Research and Innovative Ideas in Education.

50