MAHARJA INSTITUTE OF TECHNOLOGY

MYSORE DEPARTMENT OF INFORMATION

SCIENCE & ENGINEERING
Belawadi, Srirangapatna Taluk, Mandya-571477

CERTIFICATE

This is to certify that the Mini Project work entity “Online Leave
Approval” is a Bonafide work carried out by
NUTHAN MOURYA (4MH22ISO62), PRAJWALG(4MH22IS065),
KUSHAL GOWDA H M (4MH22IS041), GOWTHAM K(4MH22IS029)
in partial fulfilment of the requirements for the Bachelor's degree in
Information Science and Engineering of the Visvesvaraya
Technological University, Belagavi during the academic year 2024-
2025.

..…………….. ……………………

Signature of guide Signature of HOD

prof. Siddaraju M G Dr. Sharath Kumar Y H

Examiners

1)…………………. 2)……………..................

3)…………………………….. 4)…
 ACKNOWLEDGEMENT

We would like to express our special thanks of

gratitude to our Mr. prof. Siddaraju M G as well as our Dr. Sharath
Kumar Y H who gave us the golden opportunity to do this wonderful
project on the topic “Online Leave Approval” which also helped us
in doing a lot of Research and we came to know about so many new
things we are really thankful to them.

We are also thankful to all the other faculty, teaching and non-
teaching staff members of our department for their kind co-operation
and help.

Lastly, we would also like to thank our parents and friends who
helped us a lot in finishing this project within the limited time.

GOWTHAM K [4MH22IS029]

NUTHAN M [4MH22IS062]

PRAJWAL G [4MH22IS065]

KUSHAL GOWDA H M [4MH22IS041]

 ABSTRACT

In the existing Leave Approval, every

college/Department follows manual procedure in which faculty enters
information in a record book. At the end of each month/session.
Administration Department calculates leaves of every member which is a
time taking process and there are chances of losing data or errors in the
records.

Online Leave Approval project is an intranet based

application which can be accessed all over the organization. This
application is automated software application for handling leaves related
information of faculty and student and approval of leaves from the Head
of the department are part of this system. Each faculty and student is
provided with unique id and password for log in to system and send
request for leave. HOD will look after the students and staffs leave
application. This method will improve the process of leave management
inside organization by saving time and resources. This project will reduce
the paperwork and maintain record in an efficient and systematic way. This
project also calculates total no of leaves and display the details once faculty
or students login. HOD will view the entire faculty and students leave
application form details and send the application accepted and rejected
through mail.
Attendance ERP System Report

Chapter 1: Introduction

1.1Overview

An Attendance ERP (Enterprise Resource Planning) system is a software solution

Designed to manage and automate the process of tracking and recording student

Attendance in educational institutions. It provides a centralized platform for realtime

monitoring, data storage, and reporting, thereby enhancing the efficiency and

Accuracy of attendance management. By leveraging technology, this system

Minimizes manual errors and saves significant administrative time and effort.

1.2Problem Statement

• Before implementing an ERP system for attendance management, schools

Faced several challenges:

• Manual attendance recording methods were time-consuming and prone to

Errors.

• Difficulty in maintaining and retrieving attendance records over extended

Periods.

• Limited accessibility to attendance data for stakeholders, such as teachers,

Administrators, and parents

Chapter 2
Literature survey

1. ”Employee Leave Management System”

- Author: Adamu A.

- Year: 2020

- Summary:

This paper discusses the development of a computerized leave management system aimed at
addressing inefficiencies in traditional, manual leave management practices. The proposed
system allows employees to submit leave applications online, which are then routed to their
respective supervisors for approval. Key features include tracking different leave types (e.g.,
annual, sick, and maternity), maintaining a real-time database for leave balances, and
generating periodic leave reports. The system improves transparency, minimizes errors, and
reduces processing times, highlighting the importance of automating administrative tasks in
modern workplaces.

2. ”Leave Management System for AIKTC”

- Authors: Nameera Choudhary, Aynas Khalfe, Yaman Khan, Mukhtar Ansari

- Year: 2020

- Summary:

This study explores the design and implementation of a leave management system specifically
tailored for academic institutions. It transitions from manual workflows to a fully digital
interface, allowing faculty and staff to apply for leave, check leave balances, and view past leave
histories. The system provides hierarchical workflows where applications are approved or
rejected based on role-based access. Notifications and reminders enhance communication
between applicants and decision-makers. The paper underscores the system’s role in
streamlining processes, reducing errors, and improving the overall efficiency of institutional
operations.

3. ”Web-Based Leave Management System for University College of Jaffna”

- Authors: Not mentioned explicitly

- Year: 2021
- Summary:

This paper focuses on creating a web-based leave management system for University College,
Jaffna, to replace their paper-based system. The new system allows employees to submit leave
requests online, track their statuses, and maintain leave records. The admin can define leave
types, manage user accounts, and generate leave reports for the entire institution. Heads of
departments (HODs) and senior management are provided with tools to approve or reject
applications based on real-time data. The study highlights the reduction in data loss and time
consumption, along with the improved organization of leave workflows.

4. “Development of Online Leave Management System”

- Authors: Rajan Deshmukh, Saurav Avhad, Adarsh Maid, Abid Dhankwala

- Year: 2022

- Summary:

This research presents a web-based leave management system designed to streamline the
leave application and approval process for businesses. Features include hierarchical workflows,
real-time notifications, and leave balance tracking. Employees can apply for leave through the
system, and managers can review, approve, or reject these requests while maintaining records
for audits. The system also enables reporting and analytics, offering insights into leave trends
across the organization. The paper emphasizes how automation reduces the administrative
burden and enhances communication between stakeholders.

5. “Employee Management System with Leave Management”

-Year: 2022

- Summary:

This paper discusses a comprehensive employee management system integrating attendance

and leave tracking. Employees can apply for leave, view their application status, and check their
remaining leave balances. Managers and HR departments have tools to monitor leave trends,
approve requests, and generate detailed reports. The system automates notifications and
reduces delays caused by manual approvals. By centralizing data and streamlining operations,
the solution aims to enhance productivity and improve employee satisfaction.
Chapter 3
Methodology
The development of an online leave approval web application for students was designed to
address the specific needs of academic institutions, enabling students to request leave and
obtain approvals digitally. The following methodology was adopted to ensure the successful
implementation of the system:

3.1.Requirement Analysis

The initial phase focused on understanding the requirements of students, faculty, and
administrative staff:

 Objective Identification: The application aimed to simplify the leave application and
approval process for students by providing a digital platform.
 Stakeholder Identification:
 Students: To submit leave requests.
 Faculty/Advisors: To approve or reject requests.
 Administrative Staff: To oversee leave records.
 Key Requirements:
Students should be able to apply for leave with details such as type, reason, and
duration.
Faculty should receive notifications and approve or reject leave requests.
An option for tracking leave history and balances.
Automated notifications for status updates.

3.2.System Design

The design phase established the structure and functionality of the application:

 Architecture:
 Frontend: Designed with HTML, CSS, and JavaScript to provide a user-friendly interface
for students and faculty.
 Backend: Developed using Python (Flask/Django) or PHP to manage application logic.
 Database: A relational database like MySQL or SQLite was used to store user data, leave
requests, and logs.
 Workflow Design:
Step 1: Students submit a leave application via an online form.
Step 2: Faculty members receive a notification and review the application.
Step 3: Approval or rejection is recorded, and the student is notified of the decision.
Step 4: Administrative staff can view leave records for oversight and reporting.
 UI/UX Considerations:
Designed a responsive interface for easy use on both desktop and mobile devices.
 Ensured clarity and simplicity in navigation, with dedicated dashboards for students and
faculty.

3.3.Development

The development process focused on implementing core features iteratively:

 Technology Stack:
Frontend: HTML5, CSS3, JavaScript, and Bootstrap for responsive design.
Backend: Python (Flask/Django) or PHP for application logic.
Database: MySQL or SQLite for data storage.
 Core Features:
Student Login: Role-based authentication for secure access.
Leave Application: A dynamic form to capture leave details (reason, dates, type).
Approval Workflow: Faculty dashboards for reviewing and approving/rejecting requests.
Notification System: Email or SMS notifications for status updates.
Leave Records: Students and administrators can view past leave requests and statuses.
 Iterative Development:
Developed and tested modules incrementally, starting with login functionality, followed
by leave submission, and approval processes.

3.4.Testing and Validation

Testing ensured that the application met functional and non-functional requirements:

 Unit Testing: Each module, such as login, leave application, and approval, was tested
individually for correctness.
 Integration Testing: Ensured that all modules worked seamlessly together.
 User Acceptance Testing (UAT): A small group of students and faculty tested the system
to validate usability and functionality.
 Bug Fixes: Addressed issues identified during testing, such as notification delays or
incorrect leave balance calculations.

3.5.Deployment and User Training

The application was deployed and made available for use within the institution:

 Deployment:
Hosted on a local server or cloud platform such as Heroku or AWS for accessibility.
Configured a domain for user access.
 User Training:
Conducted workshops for students and faculty to demonstrate system usage.
Provided user manuals and FAQs to address common queries.

3.6.Security and Maintenance

To ensure data protection and application reliability, the following measures were implemented:
  Security:
Encrypted sensitive data, including student credentials and leave records.
Implemented role-based access control to ensure faculty and administrators could only
access relevant data.
 Maintenance:
Regular system monitoring to identify and resolve issues promptly.
Periodic updates based on user feedback to enhance functionality.

3.7.Evaluation and Feedback

After deployment, the system’s effectiveness was evaluated:

 Metrics:
Reduction in time taken for leave processing compared to manual methods.
User adoption rates among students and faculty.
 Feedback:
Collected feedback through surveys to identify areas for improvement.
Incorporated suggestions such as advanced filtering options for leave records and
customizable notification settings.

This methodology ensured the development of an efficient, secure, and user-friendly online
leave approval application tailored for students. By digitizing the leave management process,
the system simplifies communication, improves transparency, and saves time for all stakeholders
involved.