a proposed leave management system for

A PROPOSED LEAVE MANAGEMENT SYSTEM FOR

DUTCH-BANGLA BANK LIMITED

DECLARATION

I declare that dissertation entitled “A PROPOSED LEAVE MANAGEMENT

SYSTEM FOR DUTCH-BANGLA BANK LIMITED is my own work conducted.

I further declare that to the best of my knowledge the dissertation does not contain

any part of my work and has not been plagiarized or formed the basis for the award

of any other diploma or degree, associate ship, fellowship or any other similar

titles.

Signature of Signature of Supervisor Author

ACKNOWLEDGMENTS

Special thanks to Dutch-Bangla Bank Limited for giving me the opportunity to

work with them and complete my thesis. I am thankful to Mr. Mashiur Rahman,

the Manager of Mohakhali Branch of Dutch-Bangla Bank Ltd. who has given me

all the necessary information and suggestion. I also want to express my gratitude to

Mr. Mafijul Islam, my thesis advisor, without his supervision, help and valuable

suggestion it would not be impossible for me to complete my thesis.

CERTIFICATE

This is to certify that the project work titled A PROPOSED LEAVE

MANAGEMENT SYSTEM FOR DUTCH-BANGLA BANK LIMITED is a

bonafide work carried out by KITABI RASHIDA ASGAR ALI

Admission No. DPGD/JL09/0836

A candidate for the post graduate diploma examination of the welingkar institute of

management under my guidance and direction

SIGNATURE OF GUIDE

NAME

DEGISNATION

ADDRESS

STAMP/SEAL OF THE ORGANIZATION

ABSTRACT

Dutch-Bangla Bank Limited is using a complete automated system for all of its

banking sections including General Banking, Credit and finance, Cash and Foreign

Trade. But 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. While working in the bank as an intern I

have analyzed the current Leave Management System and tried to find out the

problems of the system. I have proposed a new system to solve the identified

problems. I have introduced some new concepts and constraints while developing

the proposed solution. The proposed system will minimize the paperwork.

Moreover, it will help management in decision making as they will get up-to-date

reports. While implementing the system, I have used MySQL for the database and

PHP along with HTML as the front end development tools. I believe, the proposed

system will make the leave associated activities easier and will also save time and

energy.

TABLE OF CONTENTS

Page

TITLE i

DECLARATION ii

ACKNOWLEDGEMENTS iii

ABSTRACT iv

TABLE OF CONTENTS v

LIST OF FIGURES vii

CHAPTER I. INTRODUCTION

1.1 The Company 1

1.1.1 Vision 1

1.1.2 Mission 2

1.1.3 Core Objectives 2

1.1.4 Products & Services 2

1.1.4.1 Deposit 2

1.1.4.2 Term Deposit

1.1.4.3 Loan and Advances 4

1.1.5 Social Responsibilities 4

1.2 Objective of the Project 5

1.3 Why Leave Management System? 5

1.4 Methodology 6

1.5 Organization of the Report 6

CHAPTER II. THE EXISTING SYSTEM

2.1 Requirements Determination 7

2.2 An Overview of the Leave Policy 8

2.2.1 Categories of Leave 8

2.2.2 Description of Different Types of Leave 8

2.2.3 Leave is not the Right 10

2.2.4 Recall from Leave 10

2.3 Description of the Existing System 11

2.4 Flowchart of the Existing System 13

2.5 Drawbacks of the Existing System 14

CHAPTER III. THE PROPOSED SYSTEM

3.1 Introduction of New Concepts and Constraints 16

3.1.1 New Concepts 16

3.1.2 New Constraints 17

3.2 Overview of the Proposed System 18

3.3 Structuring the Proposed System: Process Modeling 19

3.3.1 What is Context Diagram? 19

3.3.2 Context Diagram of the Proposed System 19

3.3.3 What is Data Flow Diagram? 19

3.3.4 Data Flow Diagram of the Proposed System 19

3.3.5 Use Case Diagram of the Proposed System 19

3.4 Design Phase 20

3.4.1 Designing Database 20

3.4.1.1 Finalizing the Tables for the Prototype 20

3.4.1.2 Description of Tables 20

3.4.2 Designing the User Interface 21

3.4.3 Forms and Validations 21

3.4.4 An Example of Form’s Validation 21

3.4.5 Report Generation 21

3.4.6 Logout 22

3.4.7 Accessibility and Authentication 22

3.5 Implementation Phase 25

3.5.1 Coding and Testing 25

3.6 Benefits of the Proposed System 26

CHAPTER IV. CONCLUSION

4.1 Conclusion 27

REFERENCES 28

APPENDICES

A. Description of the Tables 29

B. An example of form’s validation 34

C. Context diagram of the system 37

D. Data flow diagram of the system 38

E. Use case diagram of the system 39

LIST OF FIGURES

Figure Page

2.1: The flowchart of the existing Leave Management System 13

3.1: Main page for Branch Manager 23

3.2: Main page for System Administrator 23

1.1 The Company

Dutch-Bangla Bank Limited (DBBL) is a Bangladeshi-European private

joint venture scheduled commercial bank, incorporated in Bangladesh in the year

1995. This public limited bank commenced its formal operation from June 3, 1996.

The Netherlands Development Finance Company (FMO) of the Netherlands is the

international co-sponsor of this bank with 30% equity holding. Out of the rest 70%,

60% equity has been provided by prominent local entrepreneurs and industrialists

and the rest 10% shares is the public issue. During the initial operating year (1996-

1997), the bank received skill augmentation technical assistance from the Amro

Bank of the Netherlands (ABN). Starting with one branch in Dhaka, DBBL now

has expanded to twenty four branches including thirteen branches outside of the

capital. To provide client services all over Bangladesh, it has established a wide

correspondent banking relationship with a number of local banks, and in order to

facilitate international trade transactions, it has arranged correspondent relationship

with large number of international banks which are active across the globe.

Moreover, DBBL has introduced ATM cards and Internet banking to ensure the

customer’s freedom to choose his/her own banking hours.

1.1.1 Vision

Dutch-Bangla bank dreams of better Bangladesh, where arts and letters,

sports and athletics, music and entertainment, science and education, health and

hygiene, clean and pollution free environment and above all a society based on

morality and ethics make all our lives worth living. DBBL’s essence and ethos rest

on a cosmos of creativity and the marvel – magic of a charmed life that abounds

with spirit of life and adventures that contributes towards human.

1.1.2 Mission

Dutch-Bangla Bank engineers enterprise and creativity in business and

industry with a commitment to social responsibility. Profits alone do not hold a

central focus in the bank’s operation, because man does not live by bread and

butter alone [4].

1.1.3 Core Objectives

Dutch-Bangla Bank believes in its uncompromising commitment to fulfill its

customer needs and satisfaction and to become their first choice in banking. Taking

cue form its pool esteemed clientele, Dutch-Bangla Bank intends to pave the way

for a new era in banking that upholds and epitomizes its vaunted marques “Your

Trusted Partner” [4].

1.1.4 Products and Services

DBBL is offering Products and Services in three main forms:

Deposit

Term Deposit

Loan and Advances

1.1.4.1 Deposit

Under Deposit the following products are available:

Savings Deposit Account

Current Deposit Account

Short Term Deposit Account

Resident Foreign Currency Deposit

Foreign Currency Deposit

xi

Convertible Taka Account

Non-Convertible Taka Account

Exporter's FC Deposit (FBPAR)

Current Deposit Account-Bank

Short Term Deposit Account-Bank

1.1.4.2 Term Deposit

Under Term Deposit the following products are offered:

Monthly Term Deposit

Term Deposit 3 Months




Term Deposit 24 Months 1 Year Payout


Term Deposit 36 Months 6 Months Payout

Term Deposit 36 Months 1 Year Payout

Term Deposit above 36 Months

Monthly Term Deposit Banks

Term Deposit 3 Months Banks



1 Month TD NFCD

Months TD NFCD

6 Months TD NFCD

1.1.4.3 Loan and Advances

The followings are known as Loan and Advances products:

Loan against Trust Receipt

Transport Loan

Consumer Credit Scheme

Real Estate Loan (Res. & Comm.)

Loan against Accepted Bill

Industrial Term Loan

Agricultural Term Loan

Lease Finance

Other Term Loan

FMO Local Currency Loan for SME

FMO Foreign Currency Loan

Cash Credit (Hypothecation)

Small Shop Financing Scheme

Overdraft

1.1.5 Social Responsibilities of DBBL

Dutch-Bangla Bank Limited (DBBL) is the first Bangladeshi-European joint

venture bank in Bangladesh addresses social concerns that threaten the structure of

society and redress social conditions that adversely affect the wellbeing of people

and society. DBBL practice thus encompass the professional activities of helping

individuals, families, groups, organizations, and communities to enhance or restore

their capacity for optimal social functioning and of creating societal conditions

favorable to this goal.

1.2 Objective of the Project

The advancement in technology in the last few decades has improved our

lives in every aspect. Manually driven systems are being substituted by the

computerized systems. The existing Leave Management System of DBBL is totally

manual to keep track of all the leave associated records such as leave status,

employee’s availability and creating yearly reports etc. DBBL uses a very

lengthy process to grant or refuse leave including finding out the eligibility of the

employees for the type of leave applied for. Moreover, the information can be

distorted as it has to go through a long chain of officials. The objective of this

project is to formulate a sensible analysis of the current system to find out its

problems and thus design a new computerized system which will be more

optimized and synchronized. The management will be availed with such a system

which may make their task simpler incase of leave related activities and the

employees will not need to wait for a long time to know the decision of the

management.

2. Technical Details

Employee leave management is basic HR task and one that

affects all employees. Most companies have well defined leave policies that are

conveyed them to employees and managers through employee handbooks or HR

policy manuals. Yet HR is saddled with administrative management of leave,

updation of leave balances and responding to queries on balances and

entitlements from employees and their managers. Employees too find it a bother to

have to fill paper forms and chase them up with approving managers. A significant

amount of expensive employee, manager and HR time is wasted in a basic HR

process. HR faces problems of integrating attendance inputs from different

attendance logging systems, card and biometric scanners and manual attendance

registers across all business locations. Each month a lot of HR time is spent

collecting and reconciling attendance data before payroll can be correctly

processed.

Role of technology in leave management

Maintaining compliance or managing leave data can be difficult if your leave

management is manual or excel based. The HR technology can significantly

simplify your leave management and add value by streamlining the organization’s

leave data. Here are some of the key challenges that an automated leave

management system can resolve:

Accurate information about leave data: Leave Management System can

provide accurate information about the leave balances, leave trends etc.

which allows you to forecast available resources at any point of time.

Conveying policy rules: Leave Management Systems have an in-build

helps, messages etc. to convey leave policy rules like maximum/minimum

number of days, leave clubbing, holiday calendar management according to

location etc. Employees can at anytime refer to the leave policy before

applying leaves.

Compliance to leave policy: Often, lack of knowledge about organizational

leave policies, lead to negligence of leave policy rules by employees and

managers . A Leave Management System has intact rules, that does not

allow employee or manager to bypass rules while applying or approving

leaves.

Instant information about employee’s Leave History: A leave

management system also allows manager and HR to look at leave history of

the applicant. Leave history for the department or company can also be

extracted immediately.

Saves HR’s Time: Online leave balance visibility can remove a tremendous

strain on HR where as much as 15% of their time is spent in handling

queries on leave balance for employees.

Improves Discipline: Leave, when paired with attendance, can improve

accuracy and build discipline in any organization. For instance some

companies may have a policy of enforcing a leave without pay in attendance

if an employee is absent from work without managers permission.

Multi-location Holiday management: Leave when paired with location

specific holiday calendars can help calculate the correct number of days that

an employee applied for leave. These can help in implementing the leave

policy of an organization and remove confusion.

Requirements

User Interface :- The external users are students and teachers. The students

can access their accounts to give exams and teacher keeps their record.

Hardware Interface :- It is used for accessing the OES on the personal

computers of the teachers and the students. The PCs may be laptops with

wireless LAN as the internet connections provided will be wireless.

Software Interfaces :- The Operating Systems can be any version of

Windows (xp, 7, vista), IIS and support of TCP/IP protocols.

Communication Interfaces :- The communication interface is a local area

network through wired and wireless network router.

Hardware Requirements

Main Memory :- It is often referred to simply as memory, is the only one

directly accessible to the CPU.Requirement :- 512 Mega Bytes or more.

Processor :- Requirement :- Intel Pentium4 or higher.

Software Requirements:-

Front- end Tools :- 1. HTML (Hyper Text Markup Language).

2. CSS (Cascading Style Sheets).

Back- end Tools :- 1. C# .

2. AJAX .

Other Software :- 1. OS (Operating System).

2. Microsoft Visual Studio.

3. Microsoft SQL Server.

Innovativeness & Usefulness :-

Benefits to the organization :-

1. Easy data uploads.

2. Plan rosters/work shifts.

3. Organize and monitor leave data.

4. Reduction in HR intervention.

Benefits to Employees and Managers :-

1. Online leave Application & approval.

2. Online access to leave balances.

3. Online access to leave transaction.

Market Potential & Competitive Advantages

While many companies may take the leave management “not so

seriously”, research shows that poor leave management has had bad impact on

business performance. It can impact project deliveries and employee morale

negatively. Here are some of the critical business issues, that are directly related to

leave management.

Meeting Project Delivery Deadlines: Availability of manpower directly

impacts the project delivery schedules. While committing Project Delivery

dates managers need to keep in mind the general availability of sufficient

resources. They need to know what are the peak leave months/ weeks and

should commit the delivery dates accordingly. Also, while crucial projects

are nearing deadlines, they should approve leaves prudently.

Legal Issues with Leave: Each country has legal rules for employee leaves.

Like FMLA in the United States – with its broad definition of medical

conditions and generous leave provisions -it can scare employers, especially

smaller companies who rely on a handful of key employees. Failing to

comply with the complicated requirements of this law can result in serious

liability for both companies and individuals. Similarly, in India THE

FACTORIES ACT CHAPTER VIII, Annual Leave with Wages lay clear

guidelines for leaves. If organizations do not comply with these rules, they

risk being sued by the employees and penalized by the Government

Authorities.

Emotional Factors related to Leave: Getting leaves in time is a major

employee satisfaction factor. Employees have several personal needs which

requires their absence from work. Read our another post denying leaves can

cause emotional stress where we studied a case of mismanaged leave

request.

Financial Implications of Leave: Accrued leaves are financial liabilities on

organizations especially Paid Time Offs and Privileged leaves which are to

be reimbursed at the time of separation (or as and when required by

employee ) according to the leave policy. If employees do not take enough

leaves, the financial liability of organization increases and the HR should

report this to management at regular intervals.

Performance Vs Leaves: Work Life Balance have a direct impact on an

employee’s performance. Employees who do not take enough leaves (and

suffer from stress) or the employee who takes too much leave (and is

careless towards job), both have negative impact on their performance. Both

type of employees need to be monitored carefully and coached on

maintaining a productive work life balance.

LEAVE MANAGEMENT GUIDELINES

Intent

The University’s leave liability must be effectively managed to ensure that

staff have a reasonable period of rest and recreation and to prevent excessive leave

being accrued.

The process of managing leave is the responsibility of the Head. The Head

will consult with staff to ensure, where possible, leave accruals are taken at a

mutually convenient time and the operations of the areas are not adversely

affected. A staff member is entitled to take long service leave at a time of their

choosing, providing six months written notice is given.

Definitions

‘Accrued leave’ means leave that has accumulated over time in accordance

with the provisions of the employment instrument

‘balances’ means the amount of leave available to a staff member, that being

the difference between the leave entitlement granted to an individual and leave

taken by that individual.

‘credits’ means the positive balance or amount of leave remaining.

‘entitlements’ means an established right granted in accordance with the

provisions of the employment instrument

‘Head’ means the head of the academic unit in which a staff member is

employed

Procedural Guidelines

Annual Leave

Employees are normally expected to take their full annual leave entitlement

within the year following its accrual, however it is recognised that staff may wish

to build up an accrual for an extended absence. In accordance with the provisions

of the various employment agreements, staff may accrue up to 40 days annual

leave.

In instances where a staff member has accrued in excess of 40 days annual

leave at 31 December of any year then the provisions outlined in the section

Excess Annual Leave shall apply.

Long Service Leave

Employees are normally expected to take their full long service leave

entitlement prior to the accumulation of a further entitlement (i.e. within seven

years). In accordance with the provisions of the various employment agreements,

staff may accrue up to 98 days, however specific clearance requirements are in

place as outlined in the section Excess Leave.

Leave Management Plan

All staff members are required to establish a leave plan for each calendar

year, ideally as part of their work plan. The plan is to be developed by the staff

member in consultation with their Head, and addresses annual leave, and where

appropriate long service leave, usage and balances.

The purpose of the leave management plan is to ensure that staff take their

leave entitlement on a regular basis, that the School/Area is able to continue its

business by managing the timing of staff leave, and that accrual is understood and

managed.

A Leave Management Plan template is attached. The template is for the

purposes of planning and is indicative only. It does not substitute the leave

application form. Employment agreements require that leave balances are to be

maintained at or below the prescribed limit.

Recording of Leave

Unless leave has already been notified and approved in writing in some

other way (e.g. in a study leave application or by means of authorised Leave

Management Plan), every staff member must complete and submit an Application

for Leave (unless an online leave booking can be made via the Employee Kiosk)

for every absence from work for the purpose of either annual or long service leave.

This is mandatory.

Heads of Unit are required to consider and approve/decline applications for

leave and ensure that staff are submitting applications forms correctly. If a staff

member fails to submit an application, the Head must personally complete a form

for recording purposes and ensure that the staff member signs the form. The Head

shall advise the staff members of the correct procedure to be followed in future.

Excess Leave Balances

Any leave (annual or long service) accrued above the amounts permitted

within applicable employment agreements is deemed an excess and a plan must be

developed to ensure that annual leave is reduced to an appropriate balance by an

agreed date. The workplan must be adjusted accordingly when there is a direction

to reduce a leave balance.

Annual Leave

Specific provisions apply to staff covered by the terms of the University’s Certified

Agreements:

No general staff member shall have more that 40 working days annual leave

entitlement at 31 December 2005 and each 31 December thereafter. No

more than 60 days of annual leave shall be paid out upon resignation or

retirement.

An academic staff member, who at 31 December each year has annual leave

credits in excess of 40 days shall clear the excess leave within the next 12

months, unless there are exceptional circumstances. With effect from 1 July

2007 no more than 60 days annual leave shall be paid out on resignation or

retirement, unless special circumstances have limited a staff member’s

ability to take annual leave.

In instances where these provisions would impact upon the operations of a

School/Area the following arrangements shall apply:

Where a staff member has in excess of 40 days annual leave, the balance between

40 days and actual accrual of leave entitlements, must be exhausted in accordance

with the following formula:

41-60 annual leave days, the Head to negotiate a balance not in excess of 40

days annual leave as at 31 December each year within 2 years of written

notification to the employee, unless there are extenuating circumstances and

these are clearly documented; and

Over 60 annual leave days, the Head to negotiate a balance not in excess of

40 days annual leave as at 31 December each year within 3 years of written

notification to the employee, unless there are extenuating circumstances and

these are clearly documented.

Long Service Leave

A staff member with an accrued entitlement of 98 working days or more will

be required to clear not less than 33 working days and not more than 65 working

days within two years of accruing the latest period of 33 working days, except

where the staff member has advised of their intention to retire within the next five

years, or where alternative arrangements have been agreed with the appropriate

Executive Dean or Deputy Vice-Chancellor.

All employees affected by this provision will be notified in writing of their

leave entitlements when 98 days is accrued and must consult with their Head to

plan the exhausting of the excess balances within two years. A staff member may

take long service leave at a time of their choosing with six months written notice.

The Head will, where possible, plan for the leave to be taken at a mutually

convenient time for the employee and School/Area.

If the excess leave has not been exhausted within two years and agreement

cannot then be reached for the leave to be taken at a mutually convenient time for

the employee and School/Area, the employee may be directed to take such leave.

In so doing, the Head will consider the operational needs of the area. The Head

must give the staff member at least 14 days’ notice in writing, and preferably more,

specifying the actual dates on which leave will be taken.

Monitoring

Staff Services will regularly review the excess leave data to identify which

segments of the University are accumulating excessive leave and liaising with

Executive Deans in relation to the options available.

REFERENCES

Responsible Area: Staff Services

Prepared in consultation

with:

Implementation and Monitoring Committee (IMCC); and

Management and Staff Consultative Committee (MSCC)

RESPONSIBILITIES

Persons/Areas Affected: Management and Staff of the University

Contact: Director, Staff Services

Tel: 9266 4120

Fax: 9266 2401

Approval Authority: Deputy Vice-chancellor, Academic Services

LEAVE PLAN TEMPLATE

For the calendar year from ________________

Name Staff Number Position Title Leave Balances

_______________ __________ _______________

Annual Long Service

Leave

_______ days ______ days

Periods of Leave

From To New Balances

_______________ to _______________ _______ days _______ days

_______________ to _______________ _______ days _______ days

_______________ to _______________ _______ days _______ days

_______________ to _______________ _______ days _______ days

_______________ to _______________ _______ days _______ days

_______________ to _______________ _______ days _______ days

NOTE: The template is for the purposes of planning and is indicative only. It

does not substitute the leave application form. Employment agreements may

require that leave balances are maintained at or below the prescribed limit.

1.3 Why Leave Management System?

When I was accepted as an intern by DBBL, I was placed in Mohakhali

Branch under the direct supervision of the Branch Manager. The Branch Manager

allowed me to observe the functionalities of all the departments and also let me

browse the software named “Flex-cube”, which they are using for all the

transactions. I found that, all the schemes are automated except the Leave

Management System and this manual system is creating a lot of problem for the

management. I have discussed with the Branch Manager and let him know my

interest to automate this system. He accepted my proposal and told me about their

expectations from this system.

1.4 Methodology

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.

1.5 Organization of the Report

In chapter II, the Existing System has been described. I have given the

complete elaboration of the Proposed System in chapter III. Conclusion is written

in chapter IV and then references and appendices are attached.

2.1 Requirements Determination

Requirements determination is one of the most complicated and prolonged

part of developing a new system. It is the combination of gathering and analyzing

information about the existing system. The primary objectives of the requirements

determination are to understand the existing policies, identify the problems of the

current system and collecting required data to develop a model of the new system.

The deliverables for requirements determination that I have used are

interview transcripts, business mission and strategy statements, job descriptions of

the employees, existing written documents and the results of Joint Application

Design (JAD) sessions. With the intention of collecting the required data for my

project I have interviewed Mr. Mashiur Rahman, the Manager of Mohakhali

Branch of DBBL. He gave me an overall idea about the leave associated activities

that he has to go through when an employee seeks leave. Then he referred me to

Mr. Almas Uddin, the executive officer of the Human Resource Department

(HRD) of DBBL. He explained some part of the leave policy of DBBL and

provided me with some documents on service rules of DBBL. With the due

permission of the Branch Manager I have organized two JAD

sessions. In these sessions all the employees of Mohakhali branch participated and

gave their priceless feedback. The outcomes were summarized and delivered to all

the participants of these sessions. The outcomes of these sessions enabled me to

find out the problems that both the management and the employees are facing from

the existing system and their expectations from the new system.

2.2 An Overview of the Leave Policy

2.2.1 Categories of Leave

Subject to fulfilling the terms and conditions as stipulated rules, the

following

eight types of leave may be admissible to an employee of DBBL. These are:

1. Earned Leave with full pay

2. Extraordinary Leave without pay

3. Medical Leave

4. Special Disability Leave

5. Quarantine Leave

6. Maternity Leave

7. Study Leave

8. Casual Leave

2.2.2 Description of Different Types of Leave

Earned Leave with full pay: This type of leave is allowed for the employees who

have completed 1 (One) year of continuous service in the bank. An employee is

allowed to take earned leave once in a calendar year. This period has to be less

than 30 (Thirty) days.

Extraordinary Leave without pay: This type of leave may be granted for a

maximum period of 2 (Two) months to an employee in special circumstances,

when no other type of leave is available. This type of leave is allowed once for an

employee in his/her entire service life. At least 3 (Three) years of continuous

service is must for this type of leave.

Medical Leave: Leave on medical ground may be granted for the period not

exceeding 2 (Two) months. At least 1 (One) year of continuous service is needed

for an employee to be eligible for this type of leave.

Special Disability Leave: Special disability leave may be granted by the Human

Resource Department to an employee who is disabled by injury inflicted or caused

in course of, or in consequence of, the due performance of his/her official duty, or

in consequence of his/her official position. This type of leave shall not be granted

unless the disability manifested itself within three months of the occurrence to

which it is attributed, and the person disabled acted with due promptitude in

bringing it to the notice of the competent authority. An employee should comprise

at least 3 (Three) years of continuous service to get this type of leave and the leave

period should not exceed 6 (Six) months.

Quarantine Leave: Quarantine leave is the leave of absence from duty by an

employee as the presence of an infectious disease is found in his/her body.

Cholera, Pox, Jaundice, Plague, Diphtheria, Typhoid, Measles, Mumps, Cerebra–

spinal and Meningitis are considered as infectious diseases. An employee is

allowed to take quarantine leave from his/her joining day at DBBL. The period of

quarantine leave should not exceed 1 (One) month.

Maternity Leave: Maternity leave may be granted by the competent authority to

an employee for a maximum period of 3 (Three) months at a time. This type of

leave shall not be admissible to an employee for more than two occasions during

her entire period of service life. To be eligible for this type of leave one must

complete 2 (Two) years of continuous service in the bank.

Study Leave: Study leave for a period not exceeding 2 (Two) years may be

granted by the HRD to an employee to enable him/her to study or undergo special

courses of training considered useful for his/her services under the bank. An

employee should encompass at least 3 (Three) years of continuous service to

acquire the study leave.

Casual Leave: This kind of leave refers to a leave of absence for a very short

period of days granted to an employee who may be unable to attend duty due to

sudden illness or urgent private/family affairs. The total number of days for which

casual leave shall be admissible in a calendar year to an employee shall not exceed

15 (Fifteen) days. Moreover, not more than 6 (Six) days casual leave can be taken

at a time. This kind of leave is allowed for an employee from his/her very first day

at DBBL.

2.2.3 Leave is not the Right

Leave cannot be claimed as a matter of right. The competent authority shall

have the right to refuse, or grant leave for a shorter period than applied for. No

employee shall remain absent from duties, nor leave place of positioning on any

ground whatsoever without obtaining prior approval of leave from the authority.

2.2.4 Recall from Leave

An employee on leave may be recalled to duty before expiry of the leave and

if recalled, s/he shall be treated on duty from the date on which s/he starts for the

station.

2.3 Description of the Existing System

The existing Leave Management System of DBBL is manual. It is a lengthy

process and this process is not optimized. The Human Resource Department and/or

the Branch 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 one month ahead (with the exception of casual leave

and the quarantine leave) from the date of commencement of the leave applied for.

For the branches of the bank, the Second Manager of the branch acts as the

controlling officer. 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

Branch Manager. The work of the Branch 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 Branch Manager has the sole authority to grant or refuse the

leave. If the Branch 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 Branch Manager sends the application to the

Human Resource Department for approval. Then the HRD takes their decision

and let the Branch Manager know the result by an official letter. Then the Branch

Manager informs the applicant. So, an employee can not 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 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.

2.4 Flowchart of the Existing System

The Flowchart of the existing Leave Management System, which has been

described above is given below:

Fig 2.1: The flowchart of the existing Leave Management System.

2.5 Drawbacks of the Existing System

The current Leave Management System that DBBL is using has some

drawbacks. The main drawbacks are:

1) Sometimes it happens that the branch runs short of employees as for the Casual

leave and Quarantine leave the leave of absence is allowed and more than one

employee remains absent on a same day.

2) Employees need to submit leave application one month ahead from the date of

commencement of the leave applied for. Consequently, the employees cannot get

the leave if it is immediately needed.

3) The leave register only contains the record of the granted leave. There is no

pending leave list. So, if an employee failed to get the permission for leave, s/he

has to apply again for the next time.

4) There is no priority assigned for the types of leave. As a result, it may happen

that a less deserved person is getting the authorization in place of the person who

actually needs the leave.

5) Data flow from the branch to the HRD requires many days and gets delayed.

6) The HRD is getting present year’s leave report in the following year. As a result

they are not getting any current data from the report.

7) The proper synchronization is absent in this system.

8) The Branch Manager may not be totally transparent in case of the approval of

leave. S/he may misuse the power as it is hard for the HRD to trace what is going

on in the branch.

9) The total process is very lengthy and it can make an employee extremely

dissatisfied if s/he waits for a month for leave and finally ends with not getting it.

In conclusion it can be said that, from the existing system it is hard to get

accurate, reliable and up-to-date information which ensures better management and

thereby more efficiency in the administrative work. So, the existing system needs

to be altered with a new synchronized and optimized system.

3.1 Introduction of New Concepts and Constraints

I have introduced several concepts and constrains in the proposed Leave

Management System which are not present in the current system. These ideas are

used to make the proposed system more synchronized.

3.1.1 New Concepts

Leave Priority: Each type of leave is assigned with a priority. These priorities have

been given on basis of the significance of the type of leave.

Employee Priority: The employee priority is given on basis of the designation of

the employee. If more than one employee is found with same designation, the

service length of the employees is considered while assigning the priority.

Employee Expertise: Employee expertise is given depending on the performance

record of an employee in a particular department. The Human Resource

Department is responsible for assigning the expertise level for each employee.

Minimum Expertise Required for a Department: Each and every department

requires a minimum amount of cumulative employee expertise to operate

smoothly. This requirement is calculated depending on the work volume of a

particular department.

3.1.2 New Constraints

If more than one employee applies for different types of leave, the employee

who has applied for the type of leave with higher priority will be considered

first.

If more than one employee applies for same type of leave, the employee

with higher priority will be considered first.

The available cumulative employee expertise of a particular department

should never be less than the minimum cumulative employee expertise

required for the department to operate smoothly.

3.2 Overview of the 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 Branch

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 Branch Manager and the HRD to check

the pending leave list frequently. In case of Earned Leave with full pay, Medical

Leave, Quarantine Leave and Casual Leave the Branch Manager will make the

decision. The system will not allow the Branch Manager to grant any leave request

if the available expertise of a department becomes less than the minimum expertise

required for the smooth operation of that department. If the manager still needs to

grant the leave request, s/he should recall an employee who is already on leave so

that the available expertise remains adequate. For the other four types of leave the

Human Resource Department will make the decision. If the HRD grants any leave

request they will have to send a backup officer to the branch with similar expertise.

Furthermore, the proposed system will avail both the Branch Manager and

the HRD with instant report generation. So the HRD will be able to see the leave

status of a branch whenever they want and thus the proposed system will be

helpful to take managerial decisions.

3.3 Structuring the Proposed System: Process Modeling

Process modeling involves geographically representing the functions, or

processes, which capture, manipulate, store and distribute data between a system

and its environment and between components within a system [1].

3.3.1 What is Context Diagram?

An overview of an organizational system that shows the system boundaries,

external entities that interact with the system and the major information flows

between the entities and the system [1].

3.3.2 Context Diagram of the Proposed System

The context diagram is given in Appendix C.

3.3.3 What is Data Flow Diagram?

A picture of the movement of data between external entities, the processes and data

stores within a system [1].

3.3.4 Data Flow Diagram of the Proposed System

Data flow diagram is provided in Appendix D.

3.3.5 Use Case Diagram of the Proposed System

Use case diagram is provided in Appendix E.

3.4 Design Phase

3.4.1 Designing Database

The Branch Manager provided me with an idea about their expectation from

the future system. Their main focus was on:

Pending leave list

Leave application form

Up to date leave status

So, I have decided to design the database containing the tables which will be

able to store the inputs for the desired outputs. In addition, the back-end database is

created using MySQL. There is no query in the database. Queries are maintained

from the front-end.

3.4.1.1 Finalizing the Tables for the Prototype

No matter what information is to be retrieved from the fields of the tables, to

me Employee Information and Leave Information are the key tables that should

exist in the database. While working with the database I had to change the

prototype repeatedly for the desired output. At last I finalized the design after

getting the approval of both the company advisor and the academic advisor.

3.4.1.2 Description of Tables

The description of all the tables is provided in appendix A.

3.4.2 Designing the User Interface

While designing the user interface, I have tried to make the interfaces as

userfriendly as possible so that from the interface the users easily understand what

they are doing and what they should do. Moreover, I have attached quick tips in all

the buttons so that they can understand what will happen if they Click it. Again, I

have used red stars beside the mandatory fields and at the beginning of the pages

where red stars are used; it has been mentioned that the red started fields cannot be

blank.

3.4.3 Forms and Validations

I have used PHP and HTML to create the forms that has been used in the

prototype. I kept the back ground very simple so that users can find the information

easily. For validating the forms, I have provided massages to the users so that they

can check and correct their inputted values without difficulty.

3.4.4 An Example of Form’s Validation

An example of the validation of a form is provided in appendix B.

3.4.5 Report Generation

In this system I have not used any report generating tool. All the reports (e.g.

Pending Leave List, Current Leave Status) have been generated using the SQL

queries. These reports are shown on a page by using tables so that the users can

view the requested reports.

3.4.6 Logout

Proper logging out is an important issue as it has a relation with the

company’s privacy and security. A user must logout after s/he has completed

his/her task. I have used session for login and logout. Every time a user logins in, a

variable will be crated in the session with the same value of the User Id. When the

user will log out then the session variable will be destroyed. As a result, no one

will be able to use the “Back” option from the tool bar to go back to any pages of

the previous user.

3.4.7 Accessibility and Authentication

Every organization has employees with different position and rank.

Moreover, different users has different task that they perform and they deals with

divergent information. So, it is necessary to ensure that an employee will have

accessibility only to those sections of the prototype which really required by them.

For an example, an employee will not have the permission to access all the sections

that the Branch Manager of the bank can access. So, accessibility of different users

means privacy and security of important information of an organization. To

maintain the accessibility I have used different forms for different types of user.

When a user logs in, the system will check his/her user type and will present

different pages accordingly. So, the Branch Manager will never be able to access

the information which are not permitted for him/her but permitted for the System

Administrator as they have different user type.

Fig 3.1: Main page for Branch Manager

Fig 3.2: Main page for System Administrator

In this system, all the users have some specific authentication rights and these

authentication rights have been categorized on basis of the user type. These are:

Branch Manager:

View the leave documentation.

View the pending leave list.

View the current leave status.

View the employee expertise list.

View the minimum expertise required for a particular department.

View the available departmental expertise.

Grant the employee’s leave (for some particular types of leave).

Recall the employees from leave.

View the yearly report.

Change his/her password.

System Administrator:

Create new user.

Delete any user.

Add the employee information.

Update the employee information.

Delete the employee information.


Employees:


Apply for leave.

View the result of his/her leave request.


Human Resource Department Officer:


View the pending leave list.

View the current leave status.

Assign the employee expertise.

View the employee expertise.

Update the employee expertise.

Assign the minimum expertise required for a particular department.

View the minimum expertise required for a particular department.

Update the minimum expertise required for a particular department.

View the available departmental expertise.

View the employee information.

Grant the employee’s leave (for some particular types of leave).

Recall the employees from leave.

View the yearly report.


3.5 Implementation Phase

3.5.1 Coding and Testing

I have used PHP and HTML for the front end and MySQL for the back end

while implementing the system. I have completed almost all the pages except few.

I have not completed the rest because of time constrain. As I am yet to implement

the total system, the system has not gone through the testing phase.

3.6 Benefits of the Proposed System

The proposed system will solve most of the problems that the existing

system encompasses. This web based system will make the total leave

management process faster and it will also save a lot of time and energy. The main

benefits are:

1. The employees will not need to wait for a long time to know the decision of the

authority as unlike the existing system where they need to submit the leave

application one month ahead from the date of commencement of the leave applied

for.

2. It will ensure that the most deserving person will get the leave as priority is

assigned for each types of leave and for each employee.

3. Unlike the existing system where the leave register only contains the record of

the granted leave, the pending leave list of the proposed system will contain the

record of all the leave requests which are pending as a result an employee will not

need to apply twice for the same leave.

4. Less chance of the manipulation of information as both the Branch Manager and

HRD will get information directly from the system.

5. The management will get up-to-date report which will help them in

decision making.

4.1 Conclusion

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.

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.

Website

[4] http://www.dbbl.com.bd/

A. Description of the Tables

Table Name: Employee_Information

Description: Stores Information about the Employees.

Primary key: Employee_Id

Field Name Description

Employee_Id Id of the employee. It groups all the employees together.

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.

Designation Designation of the employee in the bank.

E_Priority Assigned priority of the employee for leave by the bank.

Joining_Date Joining date of the employee in the bank.

Phone Employee’s residence telephone number.

Mobile Mobile phone number of the employee.

E_mail E-mail address of employee to contact through E-mails.

Table Name: Create_User

Description: Stores Information of the users that are using the system.

Primary key: User_Id


User_Id Id of the user. It groups all the users together.

Employee_Id Id of the employee which already exists in the

Employee_Information table.

User_Type Type of the user (e.g. Employee, System Administrator).

Password Password of the user to login in the system.

Table Name: Employee_Expertise

Description: Stores Expertise of the Employees in each department.

Foreign key: Employee_Id




Cash Expertise of an employee in Cash department.

General_Banking Expertise of an employee in General Banking department.

Finance_Credit Expertise of an employee in Finance & Credit department.

Foreign_Trade Expertise of an employee in Foreign Trade department.

Table Name: Available_Employee_Expertise

Description: Stores Available Expertise of the Employees in each department.

Modification of this table depends on the availability of employees.

Foreign key: Employee_Id




Cash Available expertise of an employee in Cash department.

General_Banking Available expertise of an employee in General Banking.

Finance_Credit Available expertise of an employee in Finance & Credit.

Foreign_Trade Available expertise of an employee in Foreign Trade.

Table Name: Leave_Information

Description: Stores Information about all types of Leave.

Primary key: Leave_Id


Leave_Id Id of the leave type. It groups all types of leave together.

Leave_Name Name of the leave.

Min_Days Minimum days at service required by an employee to be

eligible for a particular type of leave.

Max_Time The maximum number of days that an employee can take

leave at a time for a particular type of leave.

Priority Priority of the type of leave assigned by the bank.

Table Name: Leave_Request

Description: Stores Information about the requested leave.

Composite key: Employee_Id, Start_Date




Leave_Id Id of the leave type which already exists in the

Leave_Information table.

Start_Date Requested starting date of the leave.

End_Date Requested ending date of the leave.

Request_Date On which date the leave request was submitted.

Status Status of the leave request (e.g. pending, granted).

Narration Added comments regarding the leave request.

Table Name: Min_Dept_Exp

Description: Stores Minimum Expertise required by each department.

Primary key: Department_Id


Department_Id Id of the department. It groups all the departments together.

Department_Name Name of the department.

M_D_Exp Minimum cumulative employee expertise in a department

required for smooth operation of that particular department.

Table Name: Available_Expertise

Description: Stores Available Expertise in each department. Modification of this

table depends on the availability of employees.

Foreign key: Department_Id


Department_Id Id of the department which already exists in the

Min_Dept_Exp table.

Expertise Available cumulative employee expertise in a department.

Table Name: Granted_Leave

Description: Stores Information about the granted leave.

Composite key: Employee_Id, Start_Date






Start_Date Granted starting date of the leave.

End_Date Granted ending date of the leave.

Table Name: Recalled_Leave

Description: Stores Information about the recalled leave.

Composite key: Employee_Id, Recall_Date






Recall_Date Recall activation date.

B. An example of form’s validation

For an example, here I am considering the login page. The users will put their

specific User Id and Password to login. Every employee will be given a User Id

and password by the System Administrator. The user will be able to change the

password by clicking “Change Password”.

Fig: Login page

I have considered two scenarios for the validations in the login page. These are:

1. The user may miss spell his/her User Id or Password.

2. The user may keep the Password filed blank.

If a user miss spells his/her User Id or Password then an error massage will be

shown. Like in the database, there is an employee whose User Id is “u01101042”

and Password is “bonny”. The user may try to login with a misspelled User Id

“u01101024” or with a misspelled Password “boney”.

Fig: User misspelled User Id

In this situation in the next page s/he will get a massage, “Invalid User Id or

Password”.

Fig: Error massage for invalid User Id or Password

If the user keeps the Password blank, then in the next page s/he will get a

massage, “Password can not be blank”.

Fig: User keeps the Password blank

Fig: Error massage for blank Password

C. Context diagram of the system

Fig: Context diagram

D. Data flow diagram of the system

Fig: Level 0 DFD

E. Use case diagram of the system

Fig: Use case diagram

a proposed leave management system for

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