“STUDENT LEAVE MANAGEMENT SYSTEM”

IV-Semester Project

Submitted to,

Parul Institute of Computer Application

Group Member’s Details

Member 1 Guided By

Name:Anurag Singh Miss Mitali Mistry.

Enrollment Number: 160510101100

Member 2

Name: Jitendra Yadav

Enrollment Number: 160510101122

Member 3

Name: Shailendra Yadav

Enrollment Number: 160510101123

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 Acknowledgement

We take this occasion to thank God, almighty for blessing us with his grace and
taking our endeavor to a successful culmination. We would like to mention our
sincere gratitude towards our principle Dr.Priya Swaminarayan and to our
esteemed guide, Miss Mitali Mistry for providing us with the right guidance and
advice at the crucial junctures and for showing us the right way for allowing us
to use the facilities available. We would like to thank the other faculty members
also, at this occasion. Last but not the least, we would like to thank friends for
the support and encouragement they have given us during the course of our
work.

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 ABSTRACT:

The most common problem faced by students these days is related to Attendance. They get
short of attendance due to several factors beyond their control as in the case of an emergency,
where they might not be able to send their leave application. There are times when due to
lack of coordination with the concerned authorities, they miss the attendance of several
important in-campus and off-campus activities such as events, workshops, seminars etc. In
some cases, they do not even get the information about the upcoming events which would be
beneficial to them. The proposed system automates the existing system. It decreases the paper
work and makes the record maintenance process easy by replacing all the traditional methods
by computerized techniques. We understand that this project cannot be accomplished with
divided thinking. Hence, our technique involves getting into groups and coming up with
ideas, known as brainstorming, and this a tried and true method. This technique has many
variations. Keeping these problems in our mind and brainstorming over all the possible
solutions, we generated an idea of creating an application which would solve all above stated
problems. Through a vast discussion, we came up with the proposal. The idea breaks away
from traditional thought and creates a different perspective. Our application mainly focuses
on the fair distribution of attendance among students. It provides all the related details of
working days, holidays, events & workshops taking place in the college. This project is
aimed at developing an online Student leave management system that is of importance to
either an organization. The Student Leave Management System (SLMS) is an Internet based
application that can be accessed throughout the organization. This system can be used to
automate the workflow of leave applications and their approvals. The periodic crediting of
leave is also automated. There are features like email notifications, automatic approval of
leave, report generators etc in this system. Leave Management application will reduce paper
work and maintain records in a more efficient way.

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 PARUL INSTITUTE OF COMPUTER APPLICATION

CERTIFICATE
This is to certify that _____________________________the student(s) of
ParulInstitute of Computer Application, has/have satisfactorily completed
the project entitled _________________________________ as a part of
course curriculum in BCA / IMCA semester-IV for the academic year
2017-2018 under guidance of Mr./Miss/Mrs._________________________.

Enrollment Number:160510101100

Enrollment Number:160510101122

Enrollment Number: 160510101123

Quality of work Grade Sign of Internal

guide

Poor / Average / Good / B /B+ / A / A+

Excellent

Date of submission: Principal

Dr.Priya Swaminarayan

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 Index

Sr Page
Details
No. No.

1 Introduction to the system 6

2 Existing system 7

3 Drawbacks of Existing System 7

4 Functionalities of New System 8

5 Hardware/Software Details 9

6 System Users 10

7 DFD 13

Zero level

Level 1

8 ER Diagram
18

9 Activity Diagram
19

10 Use Case Diagram 22

11 Class Diagram 23

12 Data Dictionary 24

13 Form Design (Screenshots) 29

14 Future enhancement 38

15 Bibliography 39

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 Student Leave Management System

1. Introduction to the system

This project is aimed at developing an online leave management system that is of importance
to either a college. The Student Leave Management System (SLMS) is an Intranet based
application that can be accessed throughout the college or a specified group/Dept. This
system can be used to automate the workflow of leave applications and their approvals. The
periodic crediting of leave is also automated. Students and faculty can check total leave taken
by the students. Faculty will check approved leave and put the attendance of related student.
There are features like email notifications, automatic approval of leave, report generators etc.
in this system. Leave Management application will reduce paper work and maintains record
in more efficient way.

Advantage of Students Leave Management System

 This system saves time as the users of the system not need to go to their superiors
and the student no need to stand in the queue.
 The wastage of the paper become less as the system is totally based on computers.
 No hassle of maintaining bulky spreadsheets.
 Students can keep a track of leaves taken by them as the data is stored on web
server.
 Accuracy is assured as no manual work is involved. Hence, the chances of any
error being made gets eliminated.
 The faculty can painlessly track the leaves taken by student which enables him/her
to manage attendance.

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2. Existing system
The Existing system for students leave management is Manual System.Students have to apply
leave through on piece of papers that will be approved by principle and maintained by their
Faculty Representative in File.

3. Drawbacks of Existing system

In the current system, students have to suffer lots of problems and formalities for the approval
of leave.

In today’s system student specially hostellers have to maintain a leave register and slip for
the record of leave, all the activities in this system are done manually and which results
student to face problems.

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4. Functionalities of Student Leave Management System

 The proposed system automates the existing system. It decreases the paper work and
easier record maintenance by having a database for leaves records.

 The student leave management system reduces the over work and time duration. It
provide a easy maintained and systematic environment for the top

panel(HOD/ADMIN) for the approval of leave .

Features of system:

The online student leave management system is an internet based application that can be
accessed through out the institute. This system can be used to automate the workflow of leave
application and their approvals.

1) Email notification.

2) Cancellation of leave.

3) Automate approval of leave.

4) Check leave status.

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5.Hardware and Software Requirements

Hardware requirements:

Sever Configuration

 Processor 1.6 GHz

 512 MB RAM
 3.5 GB Free Space in Hard Disk

Client Configuration

 Processor 1 GHz
 128 MB RAM
 100 MB Free Space in Hard Disk

Software requirements:

Server Configuration

 Microsoft windows 2000 or above with .NET framework1

 Internet Explorer 5.0 or above
 MS SQL Server

Client Configuration

 Windows XP or above
 Internet Explorer 5.0 or above

Front End-Microsoft Visual Studio 2010

Back End- SQL Server

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6. System Users:
There are four users in our system:

• Admin
• Student
• Faculty

• Principal

*Admin:

 The initial step which is handled by the admin module is to create a unique user
account for each student and faculty member in the organisation.

 This module handles the administrative functions of the system and is used by the
head department.

 Head department will enter the leave eligibility of each faculty and student, for each
type of leave,at the beginning of each leave year.

 Leave record of a particular student and faculty members in a week or month.

*Student:

 Student is allowed to log in/out in their account for the leave apply by a unique id
provided by the admin department.

 In the starti01ng month of the semester student can apply for the leave basis on the
criteria of leave that is short leave, long leave.

 After the first month of the new semester attendance criteria is maintained it means
student having more than 75% attendance can apply for long leave. In case if
emergencystudent have to show some petition for the leave.

 Leave is then transferred to HOD for the verification.

 If the leave is verified by the HOD then it is forwarded to the principal for the
approval .

 Student can see their leave record in amonth or in semester.

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*Faculty:

 Faculty can log into his account to check how many students leave have been
approved by the principal.

 After checking the notification He/She will do the attendance of the students.

*Principal:

 This module is the higher authority for all.

 This module can see the whole view that is leaves verified by the HOD abd
application of leave by the employee and students.

 Principal is having authority of approval or disapproval of leave and remark on that.

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7. DFD:
A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system,
modelling its process aspects. A DFD is often used as a preliminary step to create an overview of the system
without going into great detail, which can later be elaborated also be used for the visualization of data(structured
design).

ZERO LEVEL DFD:

Apply for leave Approve leave

Student Principal
Student Check notification
Leave
management
Approved leave view Student faculty details

Faculty Admin

View report

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 LEVEL 1 FOR STUDENT:

submit
1.0 DB
Student STUDENT_INFO
Login

Entry for leave

2.0
Apply DB
APPLY FOR LEAVE
For
submit
Leave

Leave confirmed

2.1
Leave submit DB
LEAVE RECORD
Approve
Or not

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 LEVEL 1 FOR ADMIN:

1.0 DB
Admin Registration submit
LOGIN FILE
Login

Update
Student
Detail
2.0 DB
Manage submit MANAGE STUDENT
DETAILS
student

Update
Faculty
Detail

Main report
3.0
Manage submit
DB
MANAGE FACULTY
Faculty DETAILS

4.0
MAINTAIN REPORT
View submit DB
VIEW REPORT
Report

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 LEVEL 1 FOR PRINCIPAL:

submit
1.0 DB
Principal Login details PRINCIPAL
Login

View student leave details

2.0 DB
submit
View STUDENT LEAVE

Leave
notification

Approval cancel leave

Manage report
3.0
Approval/
Cancel leave

View attendance

4.0
View
Report

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LEVEL 1 FOR FACULTY:

1.0 submit
DB
Faculty LOGIN
Login

Approve leaves
2.0
Approve submit
DB
APPROVE FILES
For
Leave

View reports

2.1
DB
Update submit
UPDATE ATTENDANCE
attendance

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7.ER Diagram

An entity–relationship model (ER model for short) describes interrelated things of interest in
a specific domain of knowledge. A basic ER model is composed of entity types (which
classify the things of interest) and specifies relationships that can exist between instances of
those entity types.

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8.ACTIVITY DIAGRAM
Activity diagrams are graphical representations of workflows of stepwise activities and
actions with support for choice, iteration and concurrency. In the Unified Modeling
Language, activity diagrams are intended to model both computational and organizational
processes (i.e., workflows), as well as the data flows intersecting with the related
activities.Although activity diagrams primarily show the overall flow of control, they can also
include elements showing the flow of data between activities through one or more data stores.

 ADMIN:

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  STUDENT:

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  FACULTY:

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  principal activity:

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10.USE CASE DIAGRAM

A use case diagram at its simplest is a representation of a user's interaction with the system
that shows the relationship between the user and the different use cases in which the user is
involved. A use case diagram can identify the different types of users of a system and the
different use cases and will often be accompanied by other types of diagrams as well.

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11.CLASSDIAGRAM

a class diagram in the Unified Modeling Language (UML) is a type of static structure
diagram that describes the structure of a system by showing the system's classes, their
attributes, operations (or methods), and the relationships among objects.

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 12.DATA DICTIONARY

1. Data Dictionary of Admin

 Admin operates all data in system.

ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN

ADMIN
ADMIN_ID VARCHAR2 6 BYTE YES 1

FIRST_NAME VARCHAR2 15 BYTE YES

LAST_NAME VARCHAR2 15 BYTE YES

JOINING_DATE DATE YES 1

MOBILE_NUMER VARCHAR2 10 BYTE YES

E_MAIL VARCHAR2 30 BYTE YES

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 2. Data Dictionary of DEPARTMENT:

ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN

DEPARTMENT DEPARTMENT_ID VARCHAR2 6 BYTE YES 1

DEPARTMENT_NAME VARCHAR2 25 BYTE YES

REGION VARCHAR2 20 BYTE YES

DISTRICT VARCHAR2 20 BYTE YES 1

JOB_TITLE VARCHAR2 20 BYTE YES

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 3. Data Dictionary of FACULTY:

ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN

FACULTY
FACULTY_ID VARCHAR2 6 BYTE YES 1

FIRST_NAME VARCHAR2 15 BYTE YES

LAST_NAME VARCHAR2 15 BYTE YES

JOINING_DATE DATE YES 1

MOBILE_NUMER VARCHAR2 10 BYTE YES

E_MAIL VARCHAR2 30 BYTE YES

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 4. Data Dictionary of STUDENT:

ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN

STUDENT
STUDENT_ID VARCHAR2 6 BYTE YES 1

FIRST_NAME VARCHAR2 15 BYTE YES

LAST_NAME VARCHAR2 15 BYTE YES

MOBILE_NUMER VARCHAR2 10 BYTE YES

E_MAIL VARCHAR2 30 BYTE YES

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 5. Data Dictionary OF PRINCIPAL:

ENTITIES ATTRIBUTES DATATYPE SIZE MANDATORY CONSTRAIN

PRINCIPAL
PRINCIPAL_ID VARCHAR2 6 BYTE YES 1

FIRST_NAME VARCHAR2 15 BYTE YES

LAST_NAME VARCHAR2 15 BYTE YES

JOINING_DATE DATE YES 1

MOBILE_NUMER VARCHAR2 10 BYTE YES

E_MAIL VARCHAR2 30 BYTE YES

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13.FORM DESIGN (SCREENSHOTS):

Portal page

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 Admin login page

login validation
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 Invalid data

Admin dashboard

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 Create account for principal

Registration form with validation

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 Delete account of student

Principal dashboard

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 Principal information

Timetable

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 Student dashboard

Student information

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 Half day leave form

Full day leave form

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 Leave form for more days

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14.FUTURE ENHANCEMENT:
 We can add check attendance modules in our system.
 We can apply a condition where a student can not apply for leave who
has less attendance.
 We will add mobile sms facility in our system ie.student will get leave
confirmation in their mobile.

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15.BIBLIOGRAPHY:

 http://www.ijariie.com/Student_Leave_Manageme
nt_System.
 https://www.w3schools.com
 https://www.youtube.com

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