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Development of a feature-rich, practical online leave management system (LMS)

 Title of the project


Development of a feature-rich, practical online leave management system (LMS)


Abstract of the project


This project is aimed at developing an online leave management system that is of importance to either an organisation or a college . The Leave Management System (LMS) is an Intranet based application that can be accessed throughout the organisation or a specified group/Dept. This system can be used to automate the workflow of leave applications and their approvals. The periodic crediting of leave is also automated. There are features like email notifications, cancellation of leave, automatic approval of leave, report generators etc in this system.




Generic Technlogy keywords


Databases, Network and middleware, Programming


Specific Technology keywords


MS-SQL server, HTML, Active Server Pages


Unix, Shell, C, Oracle


Project type keywords


Analysis, Design, Implementation, Testing, User Interface


Functional components of the project


Following is a list of functionalities of the system. More functionalities that you find appropriate can be added to this list. And, in places where the description of a functionality is not adequate, you can make appropriate assumptions and proceed.


There are registered people in the system. Some are approvers. An approver can also be a requestor. In an organization, the hierarchy could be Engineers/Managers/Business Managers/Managing Director etc. In a college, it could be Lecturer/Professor/Head of the Department/Dean/Principal etc.


  1. A person should be able to


  • login to the system through the first page of the application


  • change the password after logging into the system


  • see his/her eligibility details (like how many days of leave he/she is eligible for etc)


  • query the leave balance


  • see his/her leave history since the time he/she joined the company/college


  • apply for leave, specifying the from and to dates, reason for taking leave, address for communication while on leave and his/her superior’s email id


  • see his/her current leave applications and the leave applications that are submitted to him/her for approval or cancellation


  • approve/reject the leave applications that are submitted to him/her


  • withdraw his/her leave application (which has not been approved yet)


  • cancel his/her leave (which has been already approved). This will need to be approved by his/her Superior


  • get help about the leave system on how to use the different features of the system


  1. As soon as a leave application /cancellation request /withdrawal /approval /rejection /password-change is made by the person, an automatic email should be sent to the person and his superior giving details about the action


  1. The number of days of leave (as per the assumed leave policy) should be automatically credited to everybody and a notification regarding the same be sent to them automatically


  1. An automatic leave-approval facility for leave applications which are older than 2 weeks should be there. Notification about the automatic leave approval should be sent to the person as well as his superior


  1. A summary report of the leave details of his/her sub-ordinates should be sent to every manager periodically


  1. A calender giving the public holidays of the organization/college should be available on the system


Steps to start-off the project


There are couple of alternatives to implement such a system.


A. Microsoft platform: The system is developed using Active Server Pages as the

     front end and SQL Server as the back end.


B. Unix-based platform: HTML or even Shell scripting, C programming, any  

     relational database (eg Postgress or Oracle or even flat files) , and tools in



The following steps will be helpful to start off the project.


  1. Study and be comfortable with technologies such as
    1. Active Server Pages/HTML and SQL server.
    2. Unix commands, Shell programming, C Programming, Tools like AWK etc.

            Some links to these technologies are given in the ‘Guidelines and References’ 

            section of this document


  1. Decide on a leave policy (ie, the different types of leave such as earned leave, medical leave etc, the number of days of leave that the employees at different levels are eligible to, etc) and define it formally.


  1. Make a database of people at different levels with their roles and form a hirearchy of them, like which role reports to which particular role. Decide on the various details of the people and their roles that would be stored in the database (like employee/registeration-number, name, grade, location, system-login, password in cryptic form, etc)


  1. Assign a mail-admin who will create mail-ids for the people in the intranet of  your lab or in the internet. These mail-ids will be used for sending automatic notifications and reports. The mail-admin will also take care of assigning the logins to the users of the leave system


  1. Since the real-time project needs to be tested in real-time, you can take ‘hours’ as ‘days’ for testing the system. However, the display will still be in ‘days’ only.


  1. Create the front-page of the leave system giving a brief description about the system and a login box


  1. Create the help-pages of the system in the form of Q&A. This will help you also when implementing the system


  1. Create other sub-systems like automatic notification, screens for various functions (like apply,reject,cancel,withdraw etc)






Hardware requirements




Alternatives (If available)


PC with 2 GB hard-disk and 256 MB RAM






Software requirements




Alternatives (If available)


Windows 95/98/XP with MS-office

Not Applicable


MS-SQL server




Not Applicable


Oracle database system



Manpower requirements


2 to 3 students can complete this in 4 – 6 months if they work fulltime on it.


Milestones and Timelines



Milestone Name

Milestone Description





Week no. 

from the start

of the project





Requirements Specification

Complete specification of the system (with appropriate assumptions) including the framing of leave policy etc constitutes this milestone. A document detailing the same should be written and a presentation on that be made.


Attempt should be made to add some more relevant functionalities other than those that are listed in this document.


Technology familiarization

Understanding of the technology needed to implement the project.


The presentation should be from the point of view of being able to apply it to the project, rather than from a theoretical perspective.


Database creation

A database of atleast 100 entries of employees of all grades should be created. The number of mail-ids to be created need not be 100. It can be around 10 to 20.


It is important to finalize on the database at this stage itself so that development and testing  can proceed with the actual database itself.


High-level and Detailed  Design

Listing down all possible scenarios (like leave application, approval, rejection, cancellation, automatic credit etc) and then coming up with flow-charts or pseudocode to handle the scenario.


The scenarios should map to the requirement specification (ie, for each requirement that is specified, a corresponding scenario should be there).


Implementation of the front-end of the system

Implementation of the main screen giving the login, screen that follows the login giving various options, screens for each of the options (application form, cancellation form etc).


During this milestone period, it would be a good idea for the team (or one person from the team) to start working on a test-plan for the entire system. This test-plan can be updated as and when new scenarios come to mind.


Integrating the front-end with the database

The front-end developed in the earlier milestone will now be able to update the employee leave database. Other features like mail notification etc should be functional at this stage. In short, the system should be ready for integration testing.




Integration Testing

The system should be thoroughly tested by running all the testcases written for the system (from milestone 5).


Another 2 weeks should be there to handle any issues found during testing of the system. After that, the final demo can be arranged.


Final Review

Issues found during the previous milestone are fixed and the system is ready for the final review.


During the final review of the project, it should be checked that all the requirements specified during milestone number 1 are fulfilled (or appropriate reasons given for not fulfilling the same)


Guidelines and References


http://msdn.microsoft.com/library/default.asp?url=/library/en-us/dnasp/html/asptutorial.asp (ASP tutorial)


http://www.functionx.com/sqlserver/ (SQL-server tutorial)


http://heather.cs.ucdavis.edu/~matloff/UnixAndC/Unix/CShellII.html (Shell script introduction)

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