0000039066 Leave management system for Bank Pertanbn Malaysia Seremban branch / Khairunnisa Azizan.

LEAVE MANAGEMENT SYSTEM FOR BANK PERTANIAN MALAYSIA SEREMBAN BRANCH

KHAIRUNNISA BINTI AZIZAN

This report is submitted in partial hlfillment of the requirements for the Bachelor of Computer Science (Software Development)

FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY KOLEJ UNIVERSITI TEKNIKAL KEBANGSAAN MALAYSIA
2006

ABSTRACT

Leave Management System for Bank Pertanian Malaysia Seremban Branch is a system that encircles annual leave application and leave approval, and the process to record the other leave type. Before this, they use manual method in manage leave where all information are recorded on paper and keep in the manual file. This system function is leave application, record inapplicable leave, leave approval and generate report. Beside that, there are many process need in leave application. This system will be use by all employees in Seremban branch. Only the accesses the systems are different between the categories that are staffs, manager and clerk as admin. This expectation of the system is to improve their management especially leave.

ABSTRAK

Sistem Pengurusan Cuti Bank Pertanian Malaysia Cawangan Seremban adalah sistem yang merangkumi proses permohonan cuti tahunan dan persetujuan serta merekod jenis cuti-cuti yang lain..Sebelum ini,cara manual di gunakan dalam pengurusan di mana semuanya direkod di dalam kertas dan disimpan di dalam fail-Selainitu,banyak proses perlu dilakukan dalam permohonan cuti.Sistem ini akan digunakan oleh semua kakitangan Bank Pertanian Malaysia Cawangan Seremban-Hanyacapaian sahaja yang . berbeza mengikut kategori iaitu kakitangan,penyelia,pengurus cawangan dan kerani. Sistem ini dijangka dapat membantu pihak bank dalam memperbaiki sistem pengurusan mereka terutamanya bahagian cuti.

CHAPTER I

INTRODUCTION

This chapter will describe the whole project briefly. It is very important to understand this project before it will discuss more detail in Chapter 2.The most important part to be viewed clearly is project background, problem statements and the objectives to archives, project scopes and project significant.
1.1

Project Background

Employee Leave Management System for Bank Pertanian Malaysia Seremban branch is develop to upgrade the current leave application and record which is manually processed in Seremban branch. The proposed system will minimize the problem currently faced by Bank Pertanian Malaysia Branch Seremban. The function of this system is to simplify leave application through online, to improve the mechanism of receiving, approving and rejecting leave application to enable the clerk to record inapplicable leave, to generate report of employees in order to be use in evaluating the performance of an employee Seremban branch

12 Problem Statements .

Bank Pertanian Malaysia Seremban is one of Bank Pertanian Malaysia

branch. The branch has about forty staffs. Nowadays, although another company and private b&& have Leave Management System, Seremban branch still use half manual system. Some leave management data are store in Microsoft Excel and information is record in manual filing system. The problems in this previous system are: i. The many processes of leave application require time and energy. The staffs have to fill the details on the leave application form. After that, there have to get the annual leave balance fiom the clerk. The clerk will record the leave application form. The clerk will get the permission fiom the branch manager. ii. The staffs have to refer to the clerk to know their annual leave amounts and balance. The staffs have to get the annual leave balance fiom the clerk to fill in application form. There will have the problem if the clerks take a.leave or not in ofice. iii. The clerk has to record all kind of leaves in one record book. There are many kind of leave beside annual leave. Because of that, the clerk has to record the other leaves in a record book.

iv. Leave report for each staff are design on paper. For management purpose, the manager needs a leave report for each staff. However, the clerk only record on paper and the record will be check every month.

1.3 Objectives Employee Leave Management System for Bank Pertanian Malaysia Serernban branch is a management system. Above are certain objectives that should be gain in this project: To apply leave online (staffs) To receive leave application from staff online by auto generated email (manager)
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To approve or reject staff leave application by auto generated email (manager) To calculate leave balance from a fix amount of annual leave

iv.

v. vi.

To record all leave information in database

To generate report based on staffs leave

1.4 Scopes

The scopes of this project we: The domain of this system is base on Bank Pertanian Malaysia Seremban branch
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The target user is the branch manager, staffs, supervisor and clerk. The main objectives of develop this system is to upgrade the current leave application and record that is manually processed in Seremban branch.

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iv. v.

This system automatically calculates leave balance fiom a fix amount of annual leave and show to the user. It enables the supervisor to record inapplicable leave in systematic database system. Generate statistic report of employees in order to be use in evaluating the performance of an employee Serernban branch. Improve the mechanism of receiving, approving and rejecting leave application through system.

vi.
vii.

1.5 Project Significance

Employee Leave Management System for Bank Pertanian Malaysia Seremban Branch is a very important project. the leave management of the branch. use to improve their management. The existence of this system will actually give a huge contribution to improve leave management of Bank Pertanian Malaysia Seremban branch. Without this system, the staffs have to apply the leave manually, the manager has to approve and reject leave application manually the clerk has to record leave manually and report are generate manually. There are many process of leave application system that should be simplified using a systematic system. The features that insert to system will give benefit to the branch. By using This project is expected will improve Nowadays, the branch still uses manual

system in managing staff leave. Although there have local area network, it is not

this system, the staffs simplify many processes in apply leave. Beside that, the branch can improve one of their management that is leave management. By improve the old management; the other can be upgrade step by step after this using the system.

1.6 Conclusion

Employee Leave Management System for Bank Pertanian Malaysia Seremban covers two type of leave, which are annual leave (recorded leave) and unrecorded leave. The target users of this system are the branch manager, staffs and clerk. Each of these users has a different access to this system. The system believe to upgrade manual system and simplify the process in apply and record leave information. The system can record all the information about leave management system in one database. This project can improve the leave management in this branch.

CHAPTER I1

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1

Introduction
The literature review and project methodology is a chapter that describes the

analysis and findings on passed research, case study or research that relates with this project, Employee Leave Management System for Bank Pertanian Malaysia Seremban branch and it also review the selected approach or methodology used in this system detail.

2.2

Fact and Finding

Leave Management System is the important system in administration

department in all company. However, the management is different for each company. Some company still comfort with the manual system and the other make change the system fiom manual to computerize to make the management more effective.

"The employee is considering absent if he or she did not come to work in daily working day. This is not involve certain time that the employee have privilege to time o f such as public holiday ,annual leave that have been approve by the employers. The absent types that bring problem are absent that cause of sick (medical certificate) and leave without permission and strong reason. (Maimunah Aminuddin, 1992).
"

[]I.
Refer to Workteach in their website, leave time is a comprehensive and flexible leave management system enabling us to enter and manage leave requests according to company rules. Mantract Pty Ltd is one of software company that develops Leave Management System. Base on their experience, this time of the year, many employers face a formidable task of juggling and approving leaves applications. Employer need to ensure they are keeping staff happy but retaining the right workforce to do the job for themselves and customers over Christmas-New Year ,traditionally a time with high priorities on maintenance and preparations for the year ahead. This company develop outsourced automated payroll and leave management systems which offers an on-line leave management system designed to radically simplifL for employees and employers alike the process of planning, applying for and approving leave. This system eliminates paperwork and cuts delay by enabling employees and supervisors to action time-off applications simply by entering the dates and type of leave being sought after the employee has viecved his or her entitlements online. Managers can in turn view the applications on a graphical leave planner where they can see the overall pattern of leave applications and personnel availability, helping them to make prompt informed decisions on approvals and staffing levels. Employees used a personal ID code to get immediate access to their entitlements, while managers can at a glance see all employees' leave history, leave balances, pending leave applications, authorizations, authorizations awaited and statutory holidays. The benefit of the system is saves time by eliminating paperwork, enhances employee satisfaction by speeding up the process and helps managers by ensuring compliance with company policies. Their system is a web-based, there is no software to install or support and no additional hardware required to operate the system. From the research that have been done, Leave Management System for

Bank Pertanian Malaysia Seremban have a little different than Mantract system. The purpose system did not include in the payroll management because it is not include

in project scopes.

2 3 Project Methodology

In this system development, OOAD (Object-oriented System Analysis and Design) is the best approach than traditional structured approach. This methodology is using UML (Unified Modeling Language).It is because base on John W.Satzinger, the object oriented approach has the potential to reduce errors, reduce costs, and increase flexibility because of its inherent features. The development of the project consists of five SDLC (Software Development Live Cycle) phases .The phases are: Planning Phase In this phase, the first step is making a research in finding the best project to propose. After get information about the project, proposal is submitted. The proposal consists of the project summary, background, scopes, problem statement, objectives and project requirements. This is the most important thing to do in phase planning. Beside that, the faculty has accommodated a flow that need to be follow by the student. From the schedule, the student can plan the best way in managing time to develop the project. Gantt chart are develop base on schedule and time that given by the lecturer to submit those entire thing needed.
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Analysis Phase Analysis phase consist of Chapter 1, Chapter 2 and Chapter 3.In chapter 1,first of all, the analysis have to done to know the view of whole system to

develop. The content of the proposal is the result from the analysis.

In this chapter, the important thing need is make more research to

captured key functionality, system process and tolls needed. This finding and research can be done via internet, journal, books and article. The finding should be described and elaborate in diagram, chart and table to make the system easier to understand in process of develop later. In chapter 3, many analyses must be done to know the business process of the as-is system and to-be system. Analysis about requirement and fbnctionality of the system is very important in process to develop the system
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Design Phases Based on the analysis phase, the design will be done. The design phase is consisting of 3 activities. The activities are: a. Logical design This activity involves class diagram and interaction diagram
b.

Interface design The activity includes navigation design, output design and input design.

c.

Database design This activity defines logical data model, detail explanation for each entity, description of the association, cardinality and relationship.

iv.

Testing Phase In this phase, the all functionality system are testing and confirm that there are no error and record the entire not function requirement and correct it.

v.

Implement Phase After all phase have been perfectly done, the system will be implemented to the server and the system can be used.

2.4 Project Requirements 2.4.1 Software Requirements

The software requirements can be divided into two categories, which is system development and documentation.
2.4.1.1 System development Table 2.1: Software Requirement for System Development Software Descriptions

Microsoft Windows XP SP2 MYSQL Apache Sewer Internet Explorer 4.0 and above Adobe Photoshop 7.0 Macromedia Dreamweaver MX

Operating System Database Web Server Browser Design Design and coding

2.4.1.2

Documentation Table 2.2: Software Requirement and Documentation Software Descriptions

MicroSofl Word XP Microsoft Project Microsoft Power Point Rational Rose Enterprise

Documentation project planning and Scheduling Presentation Modeling

2.4.2

Hardware Requirements Table 2.3: Hardware Requirements

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Hardware

Description

Operating System Hard Disk Processor RAM

Windows XP
40 GB

Intel Pentium N
128 MB

2.4.3

Network Requirement

i) ii) iii) iv)

PC Server PC Client Router Network Cable

2.4.14

Other Requirements Table 2.4: Other Requirements Hardware

Printer USB Handy Drive

Description
Print Document Temporary Data Storage

2.5 Project Schedule and Milestone This section will describes the project schedule and milestone as the main time from guidelines in implementing PSM project in proper and manageable way. Project Gantt chart is attached in appendix 1.O.

2.6

Conclusion
The literature review and project methodology are conclude the analysis and

the fact finding. This part is important in understanding the system. The project methodology is creating base on schedule and system process. The project requirement important in preparing tools, software in documentation and develop the syste

CHAPTER I11

ANALYSIS

3.1 Introduction

This chapter will cover the problem analysis, requirement analysis and conclusion of the analysis. From the analysis, the criteria and problem of the current system will be analyze and characterized.

3.2

Problem Analysis This section is explained about the background of current system scenario. Rational

Unified Process (RUP) is used to visualize the system flow on how the systems is runs. All the problems in the current system will be listed and explained in detail. The logical problem analysis method basically falls into three parts such as identifies the problems, choosing the best solution and implement the solution.

3.2.1 Background of As-Is System

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Pertanian Malaysia Seremban branch manage the staff manually. The

clerk record leave information in Microsoft Excel. Leave management involve five types of leave that are annual leave, medical leave, leave for h a j purpose, leave for courses and unrecorded leave, maternity and paternity.

The people involved in this system are branch manager, staffs, supervisor and clerk. Many people involve in this management make the management complicated. There are many processes of leave application. It wastes time and energy. First of all, to apply the annual leave, the staffs have to fill the leave application form. This form is dividing to four sections. The sections are staffs and leave 'information (Staff), , m u a l leave balance (Clerk), the permission from the supervisor(Staff pass up to supervisor),the validation from the branch manger (Staffs pass up to clerk and clerk pass up to branch manager). The leave application forms are kept in a manual file. Every month, the clerk will record leave information in Microsoft Excel. The information are staffs name, maximum total of medical certificate, maximum total of annual leave, table of that for the month, medical certificate leave balance and annual leave balance. The other leaves are record in an inapplicable leave file. Every month, in the meeting the manager will discuss about the staff's performance. The manager will check the manual leave management file and make a report. The manager also has to make the chart that does include staff leave information. The activities of manual leave management are described below:

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Figure 3.1: As-is system modeling

3.2.2 Business Process Perspective Problem Many processes of leave application require time and energy. The staffs have to fill the details on the leave application form. After that, there have to get the annual leave balance from the clerk Then, there will get the approval from the supervisor. If the leave application approved, the leave application form will be sent to the clerk The clerk will get the permission from the branch manager.

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The staffs have to refer to the clerk to know their annual leave amounts and balance. The staffs have to get the annual leave balance from the clerk to fill in application form. There will have the problem if the clerks take a leave or not in off~ce.

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The clerk has to record all kind of leaves in one record book. There are many kind of leave beside annual leave. Because of that, the clerk has to record the other leaves in a record book.

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Leave report for each staff are design on paper. For management purpose, the manager needs a leave report for each staff However, the clerk only record on paper and the record will be check every month.

3.3

Requirement Analysis

3.3.1 To-Be System Functional Requirements i. The staffs can apply the annual leave online. They only have to sign in to their page and choose to apply annual leave. They have to fill the online leave application information. If the annual leave balance is not enough, the leave application cannot

be approve. However, if the staff really needs leave, they can apply for unpaid
leave.

ii. The supervisor and manager can check the leave application from staffs online. They can approve or reject the application by email.

iii. The clerk can record inapplicable leave in database. The database is including all the leave information.

iii. The system can generate the report that important for management purpose.

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Figure 3.2: Overview of the purpose system.

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Figure 3.3: To-Be System Process Model

The actors that involve in this system are:

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Staffs After sign in to the system, the staffs will select leave application function. They will fill the application leave information. The popup message will show the leave balance. If the leave balance is not enough, the leave application is reject. However, if the staff really needs leave, they can apply for unpaid leave. The staffs submit the online form to the supervisor to get the approval.

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Clerk The clerk records the inapplicable leave to the database and saves.

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Manager

If the application is approve, the manager will get the message to validate or
reject the application. The staff will get the leave validation message.

3.3.2 Use Cases

Use case diagrams are use to shows the functionality that the system will provide and which users will communicate with the system in some way when it provides that hctionality.

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Figure 3.4: Use Case Diagram

3.3.3 Actors Actors represent the roles of people, other systems or devices take on when communicating with particular use cases in the system. The leave management system main users are staffs, supervisor, manager and clerk

3.3.4 Use Case Description

Use cases are textual description of fbnctionality of the users from the users' perspective.

1 .

Event: Apply annual leave Use Case: Leave application

a. The staffs need to sign in to the system. b. The message will be shown if the id and password is wrong. c. After sign in, the staffs can see their profile on screen. The staffs need to click leave application button. d. The staffs the online fill leave application fonn and submit to the manager.

ii.

Event: Staffs check leave balance Use Case: Check Leave Balance
a. The staff does not intend to apply leave; he just wants to know his leave balance. b. The other is, once the staff submits the application, a pop-up message will appear only if his leave balance is not enough. If the leave balance is not

enough, the system must ask the staff whether he wants to try again or not. The staffs also can take unpaid leave if they really need'leave.

iii.

Event: Connect to other groups Use Case: Integrate Email

a. b.

The staffs can apply leave online. The manager can approve leave application online

iv.

Event: Manager and supervisor want to approve and reject leave application. Use Case: Approve and reject leave

a. b.

The manager approves or rejects the leave application. The staffs automatically get the approval message by integrate email.

v.

Event: The clerk record inapplicable leave information. Use Case: Inapplicable Leave Information

a. b.

After the clerk sign in as administrator, she can see the form of inapplicable leave. If there are any staffs take inapplicable leave such as Emergency Leave (EL), the clerk records the inapplicable leave information in the database by using the system.

vi.

Event: The manager need staff leave information report. Use Case: Generate Report
a. The clerk and manager can access leave information report by select the generate report. b. This report has all information about staff leave either annual leave or inapplicable leave. This report is important for management purpose and to check staffs performance.

3.3.4

Sequence Diagram
A sequence diagrams shows an interactiop between objects arrange in time

sequence. The purpose of sequence diagrams is to represents the detail object interaction for one use case. The sequence diagram below is base on the earlier use case diagram.