THE ELDORET NATIONAL POLYTECHNIC

PROJECT PROPOSAL FOR THE FINAL YEAR STUDY IN

INFORMATION COMMUNICATION TECHNOLOGY

BY

MERCY KAGEHA

EMPLOYEES LEAVE MANAGEMENT SYSTEMSUBMITTED

IN PARTIAL FULFILLMENT OF THE DIPLOMA IN
INFORMATION TECHNOLOGY

NOVEMBER 2023

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 DECLARATION AND APPROVAL

DECLARATION
I MERCY KAGEHA MUGALI I declare that this is my original work and have
never been submitted to any examination body.

NAME: MERCY KAGEHA

SIGNATURE ……………………………………………………….

DATE…………………………………………………………………

NAME OF SUPERVISOR………………………………………….

SIGNATURE…………………………………………………………

DATE………………………………………………………………….

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ACKNOWLEDGMENT
My gratitude to the almighty God for wisdom he provided me during the
writing of this project, I would like to acknowledge my supervisor for
guiding me to come up with this project, I would also like to
acknowledge my coursemates for their support and lastly family
members for financial support and motivation that they gave me during
the creation of this project

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ABSTRACT

The most common problem faced by employees of most company these days is

related to social life. These problem caused by several factors beyond their control

as in the case of an emergency, where they might not be able to send theirleave

application due to the long process presented by the existing leave system which is

manual and has a lot of procedures to be followed. However, the proposed project

is aimed at developing an employees’ leave management system that is of

importance to many companies and will help in solving the employees leave

activities easily. This Employee Leave Management System (ELMS) is a web-

based application that can be accessed within the company. This system will

automate the workflow of leave applications and their approvals and also automate

the periodic crediting of leave. There are also features like automatic approval of

leave, report generators etc. in this system. This proposed system will reduce paper

work and maintains record in more efficient way by replacing all the existing

traditional methods by computerized techniques.

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Contents
DECLARATION AND APPROVAL .......................................................................................................... 2
DECLARATION .......................................................................................................................................... 2
ACKNOWLEDGMENT............................................................................................................................... 3
ABSTRACT.................................................................................................................................................. 4
CHAPTER ONE ........................................................................................................................................... 6
1.0 INTRODUCTION .................................................................................................................................. 6
1.1 BACKGROUND INFORMATION ....................................................................................................... 6
1.2 PROBLEM STATEMENT ..................................................................................................................... 6
1.3 OBJECTIVES ......................................................................................................................................... 7
1.3.1 MAIN OBJECTIVE............................................................................................................................. 7
1.3.2 SPECIFIC OBJECTIVES .................................................................................................................... 7
1.4 JUSTIFICATION OF THE PROJECT ................................................................................................... 7
1.4.1 BENEFITS (OVER EXISTING SOLUTIONS) .................................................................................. 7
1.4.2 ASSUMPTIONS .................................................................................................................................. 8
1.5 SCOPE .................................................................................................................................................... 8
1.6 LIMITATIONS OF THE PROJECT ...................................................................................................... 8
CHAPTER TWO .......................................................................................................................................... 8
2.0 LITERATURE REVIEW ....................................................................................................................... 8
CHAPTER THREE ...................................................................................................................................... 9
3.0 METHODOLOGY ................................................................................................................................. 9
3.1AGILE METHODOLOGY...................................................................................................................... 9
CHAPTER FOUR....................................................................................................................................... 10
SYSTEM REQUIREMENTS ..................................................................................................................... 10
4.0 HARDWARE REQUIREMENTS........................................................................................................ 10
4.1 SOFTWARE REQUIREMENTS ......................................................................................................... 11
4.2 FUNCTIONAL REQUIREMENTS ..................................................................................................... 11
4.3 NONFUNCTIONAL REQUIREMENTS............................................................................................. 13
CHAPTER FIVE ........................................................................................................................................ 13
FEASIBILITY STUDY .............................................................................................................................. 13
5.1 TECHNICAL FEASIBILITY ............................................................................................................... 14
5.2 ECONOMIC FEASIBILITY ................................................................................................................ 14

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5.3 BEHAVIORAL / OPERATIONAL FEASIBILITY ............................................................................ 14
5.3 REFERENCES ..................................................................................................................................... 15

CHAPTER ONE
1.0 INTRODUCTION
In the current time the use of computer is evidently at its most point because it is greatly
considered as the fastest way for processing and ensuring security of the data. In that case
management systems are a clear indication that computers have made tasks easier, more efficient
and organized. This ELMS is a system that provides storage processing and dissemination of
employee leave data in any organization or company. Simply this system ensure that the
employee leave data and actions are transformed from the traditional way which in this case is
manual into an automatic and centralized way which is more efficient, accurate and systematic.

1.1 BACKGROUND INFORMATION

In most companies there is need to monitor the performance of its employees in that case it is
evident that leave is part of their employee privileges offered often basing on various situations
like emergencies e.tc. All these activities are managed and follow a manual procedure involving
a lot of time and paperwork. The ELMS we are coming up with is a centralized web-based
application connected to a database which will maintain all employee leaves in a more efficient,
accurate and systematic manner.

1.2 PROBLEM STATEMENT

Employees leave is an important aspect of consideration in every company nowadays since from
time to time employees are hit by emergencies like Financial emergencies, Social life
emergencies, maternity leave among others which require them to leave the work and attend to
them and then afterwards return to recover what they left at a stand while they were away. The
existing leave management system is a manual system and as a result it suffers from a series of
drawbacks since the whole system is maintained by manual means which makes the process of

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 keeping, maintaining and retrieving of leave information very lengthy and tedious. For instance,
in a scenario where an employee has an emergency and needs to borrow a leave, he/she is
required to go through different concerned departments where they have to fill in forms and
transfer them from one department to another for signing, authorization and approval of their
leave requests. As a result, some employees tend to assume such process and just leave the
company without notifying the concerned departments which later affects their attendance record
and leads to them into serious problems including being fired from work.

1.3 OBJECTIVES
1.3.1 MAIN OBJECTIVE
To develop a system that will automate the existing manual ELMS in most of the companies in
order to enable an efficient, reliable and centralized way of handling employee leaves.

1.3.2 SPECIFIC OBJECTIVES

i. To develop a system that will provide companies with an accurate and efficient way of
handling employee leaves.
ii. To develop a system that will maximize use of resources by minimizing paperwork and
energy used to provide and manage employee leaves.
iii. To develop a system which is user friendly, interactive and faster to use than the existing
system.

1.4 JUSTIFICATION OF THE PROJECT

The proposed system is necessary because it seeks to automates the existing manual ELMS in
companies and work places thus reducing the resources for instance paperwork used by the
existing system and also it will provide accuracy, security and efficiency of the leave
management process.

1.4.1 BENEFITS (OVER EXISTING SOLUTIONS)

i. The new system will present an accurate and efficient way of handling employee leaves.
ii. The system is user friendly and interactive.
iii. The system is faster to use than the existing system.

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 iv. 1.4.2 ASSUMPTIONS
i. The company and the employees will be willing to contribute to the project.
ii. All members in the company have knowledge on how to use computers.

1.5 SCOPE
This ELMS is designed, developed and implemented taking into consideration of the various
kinds of leave policies that any company offers to its employees for instance maternity leaves,
sick leaves among others and also its main priority which is to manage the leave actions of the
company in a centralized way which is more accurate and efficient. The system is designed and
developed for implementation in the HR Department which in particular also deals with the
employees’ leave records in any company. This system is mainly web-based since it is designed
in such a way that makes it possible to be access through any web browser program which serves
as the user interface and it is backed by a database system that enables users to have the ability to
input, access, manipulate and delete data from the database. The scope of this project is limited
to several processes: handling of employees’ leave applications, managing leave balances, leave
records management and. It will also generate the reports such as employee leave balance, leave
rejection, leave acceptance and absence monitoring.

1.6 LIMITATIONS OF THE PROJECT

The project will be only available for use by users who have access to computers and also have
knowledge on how to use the computers.

CHAPTER TWO
2.0 LITERATURE REVIEW
Referring to employee’s work teach website, leave time is a comprehensive and is managed by a
flexible leave management system enabling them to enter and manage leave requests according
to company rules. Leave management system is the important system in administration
department in all the companies. However, the management is different from all the work places
since some still comfort the manual system and the other change make the system from manual

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to computerize to make the management more efficient. Unlike the old system the new system is
a web-based application in which employees use their respective and unique username ID code
and passwords or PIN codes to get access to their entitlements, while administration can have a
glance of all the employees leave history, pending leave applications and approved. This system
will contribute in saving of time by eliminating paperwork, enhancing employees’ satisfaction by
speeding up the process and moreover help the administration by ensuring compliance with the
company’s policies.

CHAPTER THREE
3.0 METHODOLOGY
The project methodology used in the development of this ELMS is the System Development Life
Cycle (SDLC). The SDLC will help in understanding how information system can meet the user
needs, then also guide us in designing, building, and delivering the system it to the potential
users. It is mainly composed:

i. Adaptive Software Development (ASD) life cycle in which requirements cannot be

clearly expressed thus projects are task driven and component based by using time-based
cycles.

ii. Predictive life cycle in which the scope of the project can clearly be expressed and the
schedule and cost can be predicted.

For our ELMS I am going to use an Adaptive Software Development life cycle called Agile
Software Development Methodology.

3.1 AGILE METHODOLOGY

Agile SDLC model is a combination of iterative and incremental process models with focus on
process adaptability and customer satisfaction by rapid delivery of working software product.
Agile Methods break the product into small incremental builds. These builds are provided in

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iterations. Each iteration typically lasts from about one to three weeks and it involves cross
functional teams working simultaneously in order to minimize risk by developing software. The
following are the characteristics of the agile model which makes it suitable for development of
our ELMS.

i. Iterative with short cycles enabling fast verifications and corrections which are time
bound.

ii. It allows modularity at the development process level.

iii. It is an incremental approach that minimizes risks and allows functional additions to the
system.

iv. It is a collaborative and communicative working style of system development.

CHAPTER FOUR
SYSTEM REQUIREMENTS
4.0 HARDWARE REQUIREMENTS
Hardware refers to the collection of internal electronic circuits and external physical devices
used in building a computer. After keen analysis of the ELMS we concluded that the minimum
hardware requirements for the system will be as follows:

i. Processor: Intel Pentium 4 or any standard processor with a speed of 1.6 GHz or more

ii. RAM: 58GB HDD or more

iii. Computer/laptop

iv. Keyboard and Mouse: Both Standard

v. Place of work or office

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 vi. Power backup

4.1 SOFTWARE REQUIREMENTS

Softwareis set of programs and part ofthe computer system which enables the user to interact with
several physical hardware devices. After keen analysis of the ELMS we concluded that the minimum
software requirements for the system will be as follows:

i. Operating System: Windows 7.

ii. Presentation layer: PHP 5.5.x, CSS, Adobe Dreamweaver, XAMMP v2.4 and any
browser.
iii. Database: MySQL.
iv. Documentation Tool: Microsoft Office 2007
v. Browser(mozilla fireworks)
vi. Html

4.2 FUNCTIONAL REQUIREMENTS

Functional requirements are those functions that the system developed is required to do,here are the
needs;

USER LOGIN

This feature is used by the three types of users of the ELMS that is the administrator, supervisor and
staff to login in to the system. In this case they are required to key in their username and the
password before they are granted permission to enter the system. The respective usernames and the
passwords will be verified for validity and incase of invalid username and password the user will not
be allowed to enter the system. All users are registered by the administrator and in that case the
system must only allow the user with valid username and password to enter the system.

REGISTER NEW USER

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This feature is used by the administrator to register new system users and to ensure that all details are
available and valid. The system must ensure that the information supplied by the new user is in the
correct form through the input type of the registration forms.

DELETE USER

This feature allows the user to exit from using the system. This functionality is meant for the
administrator, supervisor and staff in case they want to delete their entire account from the system.
The system must be able to allow the user to delete their accounts provided they show out the correct
information and credentials that prove the account belongs to them.

APPLY LEAVE

This feature is used to apply for leave in the system. This feature is meant for all the users of the
system that is the administrator, supervisor and staff when they want to borrow leave. The system
must be able to allow users to apply for leave

APPROVE/REJECT LEAVE

This feature is used to manage leave actions in this case approval or rejection of leaves. This feature is
only meant for the system administrator in this case to approve or reject leaves applied by users. This
actions will be determined by recommendations from supervisors of respective staff. The system must
be able to allow leave approval or rejection basing on recommendations by the supervisors.

RECOMMEND LEAVE

This feature is used to recommend leaves for either approval or rejection. This feature is only meant
for the supervisor in this case the respective supervisor assigned to a particular staff to recommend if
a particular staff leave request should be approved or rejected. The system must be able to allow
recommendation of various leaves for approval or rejection.

ASSIGN SUPERVISOR

This feature is used to allocate a supervisor to a staff. This feature is only meant for the system
administrator to assign a supervisor who will for see the staff needs in terms of leave requests and
recommend them if there is need to approve or reject them. The system must allow assigning of a
supesor to the various staff in the company

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4.3 NONFUNCTIONAL REQUIREMENTS
1. The system should be able to handle users logging in
2. The system should have high level of security
3. The system should be portable
4. The system should be cost effective
5. The system must perform accurately towards the administrator request

CHAPTER FIVE
FEASIBILITY STUDY
A feasibility analysis usually involves a thorough assessment of the operational (need), financial
and technical aspects of a proposal. Feasibility study is the test of the system proposal made to
identify whether the user needs may be satisfied using the current software and hardware
technologies, whether the system will be cost effective from a business point of view and
whether it can be developed with the given budgetary constraints. A feasibility study should be
relatively cheap and done at the earliest possible time. Depending on the study, the decision is
made whether to go ahead with a more detailed analysis.
When a new project is proposed, it normally goes through feasibility assessment. Feasibility
study is carried out to determine whether the proposed system is possible to develop with
available resources and what should be the cost consideration. Facts considered in the feasibility
analysis were
Technical Feasibility
Economic Feasibility
Behavioral Feasibility

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5.1 TECHNICAL FEASIBILITY
Technical feasibility includes whether the technology is available in the market for development
and its availability.
The assessment of technical feasibility must be based on an outline design of system
requirements in terms of input, output, files, programs and procedures. This can be qualified in
terms of volumes of data, trends, frequency of updating, cycles of activity etc, in order to give an
introduction of technical system. Considering our project it is technical feasible. We can strongly
says that it is technically feasible, since there will not be much difficulty in getting required
resources for the development and maintaining the system as well. All the resources needed for
the development of the software as well as the maintenance of the same is available in the
organization here we are utilizing the resources which are available already.

5.2 ECONOMIC FEASIBILITY

This feasibility study present tangible and intangible benefits from the project by comparing the
development and operational cost. The technique of cost benefit analysis is often used as a basis
for assessing economic feasibility.
This system needs some more initial investment than the existing system, but it can be justifiable
that it will improve quality of service. Development of this application is highly economically
feasible .The country needed not spend money for the development of the system already
available. The only thing to be done is making an environment for the development with an
effective supervision. If we are doing so, we can attain the maximum usability of the
Corresponding resources .Even after the development, the organization will not be in condition
to invest more in the country. Therefore, the system is economically feasible.

5.3 BEHAVIORAL / OPERATIONAL FEASIBILITY

This analysis involves how it will work when it is installed and the assessment of companies
managerial environment in which it is implemented. People are inherently resistant to change
and computers have been known to facilitate change. The new proposed system is very much
useful to the users and therefore it will accept broad audience from around the world.

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5.3 REFERENCES
1. Murray, James(2011-12-18)cloud network architecture and ICT modern network
architecture and ictachived from the original on 2017-09-20 retrieved 3013-08-18
2. Kondra, Imuniyal (2020) use of it in higher education UGC care journal India: studies in
Indian place
3. IEEE-CS Adopts skills framework for the information Age. IEE computer society
www.computer.orgRetrieved 14 march 2018
4. ICT in Education UNESCO, unesco retrieved 10 march 2016

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