software methodology
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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-Selain itu,banyak proses perlu dilakukan dalam permohonan cuti.Sistem ini akan digunakan oleh semua kakitangan Bank Pertanian Malaysia Cawangan Seremban-Hanya capaian 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
1.2 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:
1. To apply leave online (staffs) . . 11. To receive leave application from staff online by auto generated email
(manager) ... 111. To approve or reject staff leave application by auto generated email
(manager)
iv. To calculate leave balance from a fix amount of annual leave
v. To record all leave information in database
vi. To generate report based on staffs leave
1.4 Scopes
The scopes of this project we:
1. The domain of this system is base on Bank Pertanian Malaysia Seremban
branch . . 11. The target user is the branch manager, staffs, supervisor and clerk. ... 111. The main objectives of develop this system is to upgrade the current leave
application and record that is manually processed in Seremban branch.
iv. This system automatically calculates leave balance fiom a fix amount of
annual leave and show to the user.
v. It enables the supervisor to record inapplicable leave in systematic database
system.
vi. Generate statistic report of employees in order to be use in evaluating the
performance of an employee Serernban branch.
vii. Improve the mechanism of receiving, approving and rejecting leave
application through system.
1.5 Project Significance
Employee Leave Management System for Bank Pertanian Malaysia
Seremban Branch is a very important project. This project is expected will improve
the leave management of the branch. Nowadays, the branch still uses manual
system in managing staff leave. Although there have local area network, it is not
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 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:
I. 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. . . 11. 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
. *.
111. 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
Microsoft Windows XP SP2
MYSQL
Apache Sewer
Internet Explorer 4.0 and above
Adobe Photoshop 7.0
Macromedia Dreamweaver MX
Descriptions
Operating System
Database
Web Server
Browser
Design
Design and coding
2.4.1.2 Documentation
Table 2.2: Software Requirement and Documentation
2.4.2 Hardware Requirements
Software
MicroSofl Word XP
Microsoft Project
Microsoft Power Point
Rational Rose Enterprise
Table 2.3: Hardware Requirements - --
Descriptions
Documentation
project planning and Scheduling
Presentation
Modeling
2.4.3 Network Requirement
Hardware
Operating System
Hard Disk
Processor
RAM
i) PC Server
ii) PC Client
iii) Router
iv) Network Cable
Description
Windows XP
40 GB
Intel Pentium N
128 MB
2.4.14 Other Requirements
Table 2.4: Other Requirements
2.5 Project Schedule and Milestone
Hardware
Printer
USB Handy Drive
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.
Description
Print Document
Temporary Data Storage
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
B* 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), ,mua 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:
Start ! $ / - ---tG----- .'.
! Management , \ - - -- 1
Applicable Leaw \ /
.()'.., Inapplicable Leaw r - - I .. ,, - - - - - --
. I f - I , "The clerk &ord inapplicable ' ,,
Fill lea= '. leaw in inapplicable leaw file application form ,
Pass up the lea= application '\. form to the clerk
i
Clerk will get i i validation from the bank manger
The clerk will recbrd information in \
annual leaw file.
The manager check the file for management purpose ', ' -- -.-.,
::, (6 Stop . -
Figure 3.1: As-is system modeling
3.2.2 Business Process Perspective Problem
I. 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.
. . 11. 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.
... 111. 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.
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.
..... ... . ..-.... .......... * . .
i . . . . . ................. ....-.--..-...-.... . .
......................... . . : . j
i ...-. :-.-- ..---
I ~ea \~~ . .~anagement System (orBank Pertanian Malaysia Seremban " ' 1 . : . . . i . . ' . . . . . . ... . . . . . , . I . . -----? :Bknch . . . . . . . . . . . . . . ] , ; .-̂ .̂-...---.. . .: . . . . . [: , : . ~ . ' ' 7 . :
' . ! . I .
. . . . . . . . :. .. I j i . . . . : . 1 ! . . : I : ,:,"ab6isa~i~--7 .... ,I -- .-.---.- ". ---. i , : ! . : , ' -<
. . . . 1 ' Annual Lea= . . . . Check 1 j . . ' / ~nfonation ' . .
' ; Abplication i I i Balance i i ! ! i 1
. , " .
Apprke and. ' Generate : Integrate Email i Reject Lea= :
.................................... : . ....... -. ... - .- - i
Figure 3.2: Overview of the purpose system.
Start
. . ., ,;a-G;; ... , ,,
I \... .. .???!?!! ..::. ./'
I
?.. . .............. <:- ............. , .............. I -.-/ \ I' ; lea\sapPacation report
\
inapplicaMe I-' ' lea= appmwl
' . . . . . . . . . . . . . . . . . .. . . . . . . . . _ . . ., Ski lea= ',,, & ik& inapplicabk
select iype . ' Select leew \
application , '., leaw information .... . \ . . . . . _ . _ . . . . . . . . . . aPP""1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . report
\
: /.' &&.idi&e . . ,'
& + lea,& '\,, , . View.ihe .- ./' .%Ill l e a ~ .\, ;pplicatian ; ,,,application fom, ,; . , kaw inhil l ion
........ . . .
:, . . ..... . . . ~rint the repat . . .
enaylh- lea= balance baame do
not encugh , , -i LG .
@cation , ' .................
. , ' Papup rnAsage:~ea\e ' ., application mject
,/' '.,
..... Log Out
;& End
Figure 3.3: To-Be System Process Model
The actors that involve in this system are:
1. 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.
. . 11. Clerk
The clerk records the inapplicable leave to the database and saves.
... 111. 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.
. . . I ' \
-. .
Lea\e Appllcatim
/..
. .
' ChedtLea\~Ba!ance
,,.. .._ /' /' ',&. -- - . .
. >
htegdte Email ,. . ,
, . . . . . . . ,. '. '..
, > ' '. ./ . ..
... St* Appae ard Reject Leaw
'.. ".?. , . . ..
/
happlicable Leaie htwmation
'. . , j \. . __ C.
Generate Report
Clerk
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. The staffs can apply leave online.
b. 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. The manager approves or rejects the leave application.
b. The staffs automatically get the approval message by integrate email.
v. Event: The clerk record inapplicable leave information.
Use Case: Inapplicable Leave Information
a. After the clerk sign in as administrator, she can see the form of
inapplicable leave.
b. 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.