MANILA DOCTORS HOSPITAL

LEAVE MANAGEMENT SYSTEM

A Project Proposal

In

COMP 03 – Fundamentals of Information System and

Design Development
CHAPTER 1: INTRODUCTION

1.1. COMPANY PROFILE AND ITS BACKGROUND

Manila Doctors Hospital (MDH) started operations in 1956.

MDH is owned and governed by the Manila Medical Services, Inc. (MMSI). The MMSI was incorporated by

14 physicians (see list below) in 1953 as a prelude to establishing MDH in United Nations Avenue, Ermita,

Manila. In February 27, 1979, the Metrobank Foundation, Inc. (MBFI) became the majority stockholder of

MMSI. The MDH has been envisioned by MBFI to be its major corporate social responsibility project in

health. In May, 2003, the term of existence of MMSI has been extended to another 50 years (2053).

Located along United Nations Avenue in the old business district of Metro Manila, which is also considered

the tourist district of Manila, MDH is a stone’s throw away from Chinatown. It has entry and exit points on

both United Nations Avenue and Teodoro M. Kalaw Avenue. Its T.M. Kalaw façade faces the Department

of Tourism and the eastern side of Rizal Park.

MDH operates only in the Philippines, but it serves many international clients and plays an active role in

promoting medical tourism in the country. Over the years, it has continually developed its entire medical

and support departments to become one of the top five hospitals and top of mind hospital in Metro Manila.

In 1979, Dr. George S.K. Ty, Group Chairman of the Metrobank Group and founder of the Metrobank

Foundation, Inc. (MBFI), the parent company of Manila Doctors Hospital, envisioned MDH to become the

leading center of excellence and wellness in the Philippines. His vision had MDH providing world-class

holistic, quality, and safe patient care.

As such, in keeping with their goal to serve as a health and wellness center for all Filipino and international

clients, MDH adheres to a three-fold mission:

  To operate a world-class hospital

 To undertake training and research programs to consistently improve quality services, as well as

pave the way for medical breakthroughs

 To continuously pursue corporate social responsibility programs

The Personnel office is a staff department that serves as arm of the Administrator in manpower

management and acts in an advisory capacity, assisting and helping department heads as well as the

employees in the performance of the various departments’ personnel management functions.

As the hospital increased in bed complement with the increasing number of patients and the influx of a

good number specialist consultants who were added in the lineup of the medical staff, the administration

saw the need of improving its management policies for the manpower as they partner with the Medical

professionals in the management of patients.

To maintain continuous awareness of the hospital’s policies which covers all manpower including newly

hired employees, we made it a point that orientation on the policies were given to newly hired employees

during their period of orientation.

Part of the development of the personnel was the spiritual activities of the Hospital wherein the Human

Resource Division was responsible in scheduling, disseminating notices, reminders and the actual spiritual

activities in the Hospital like October devotion, Advent and Lenten celebration, Anniversaries, Retreats and

Recollections.

Monthly general meetings were also held during one of the salary days so that the employees were

informed on any information/updates which would be necessary and important for them to know and be

aware of. Reminders were also given about any observation and/or deviation from expectations, policies
and guidelines, on proper behavior of the employees so that we could maintain professionalism and

discipline while carrying out their duties and responsibilities.

Professional and Personality Development were also enhanced through scheduled conference attended in

house or outside with the different professional organizations’ seminars and conventions. Cora Dolorosa

was invited to give talks on personality development.

With all of these, there was maintenance of a sound management and employee relationship, not only

through MDH-family get-together on special occasions, but also through openness, counseling and

dialogue which the Human Resource Directress herself handled. At times, when there were

misunderstanding between employee and his/her superior the HR Directress was invited to intervene and

help in solving the misunderstanding. Employees were also made to have a dialogue to discuss their

evaluation submitted by their heads.

Source: http://www.maniladoctors.com.ph
1.2. CURRENT SITUATION AND PROBLEM / OPPORTUNITY STATEMENTS

Manila Doctor's Hospital currently uses the manual leave management system. Where employee process

leaves by filling up a form and let his/her manager or supervisor approve it. This type of system takes time

for information to be gathered and as well as to generate reports.

MDH's Online Leave Management System will aim to have a better system, so they would know who and

how many employees are on leave and are available at the hospital and as well as customers will know the

availability of the doctors that they will need for their consultations.

MDH’s leave management is an inefficient use of company’s time and resources, so MDH will use a new

leave management system for efficient use. The new Online Management system will bring to the

betterment for future use to the company and its employees.

The process of leave management will be easy to employee, customer, and also to the human resource

department who provide information or queries about leaves of every employees whether it may be

concerned on leave balances, approval of leave on a certain date and etc.

Manila Doctors Hospital’s leave management should aim to have a better system, so they would know who

and how many employees are on leave and are available at the hospital and as well as customers will

know the availability of the doctors that they will need for their consultations.
1.3. THE BACKGROUND OF THE STUDY

Manila Doctors Hospital is an organization that needs to monitor the performance of its numerous

employees. In this kind of organization, MDH must have an information system that can do all of that in a

convenient manner. Performance and compliance include the attendance of the employees. In one year, an

employee can commit several leave of absences. These leaves are subject to prior computation and

meticulous monitoring in order to give what should be vested to an employee. This is what our proposal is

all about, leave management system. The leave management system will monitor the number of leaves an

employee commits and proper computations of amount to be paid in one leave. Because of this leave

management system, the records of the MDH-HR will be arranged in an organized and systematic way. It is

very important to monitor the committed leaves of the employees for the proper monitoring. Having this kind

of advancement gives the HR department an easy job to offer quality service plus, the proper way in

handling such essential records. In this proposed information system, we will be able to cover how will the

proposed project will ease the monitoring of leave of absences and how will it be useful to the company in

computing the payments regarding the committed leave. Since MDH is a hospital offering quality service to

all of its clients, this leave management will be a great step towards quality and world-class service.
1.4. PROJECT OBJECTIVES

General Objectives:

 To be able to create an Online Leave Management System of Manila Doctors Hospital.

Specific Objectives:

 For the employees to be able to request for a Sick Leave and Vacation Leave online and to

immediately know if the date they are requesting may not be available.

 To be able to provide online access to clients or patients about the availability of their specified

doctor needed at Manila Doctors Hospital.

 To be able to forecast availability of human resources such as the doctors, nurses and other staffs

or employees of the company at any point in time.

 To be able to manage queries on leave of employees with lesser time to be spent.

1.5. IMPORTANCE OF THE STUDY

This study provides information about Online Leave Management System. There are reasons on why the

study should be implemented. The significance of the study is specified as follows:

For the organization

This study can improve 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 if an employee is absent from work without the manager’s permission.

For the employees

This study will convey policy rules. It will use in-built systems to convey leave policy rules like maximum or

minimum number of days, holiday calendar management according to location etc. Employees can, at any

time, refer to the leave policy before applying for vacation days.

This study will provide 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 uses inherent rules that do not allow employees or managers to bypass rules while applying for or

approving leaves.

For the HR manager

This study will give accurate information. It will provide accurate information about leave balances; leave

trends etc. which allows you to forecast available resources at any point of time.
This study will provide instant information about employee’s leave history. It will allow manager and HR to

look at leave history of the applicant. Leave history for the department or company can also be extracted

immediately.

This study will allow users to save time. Online leave balance visibility will remove a tremendous strain on

HR where as much as 15% of their time is spent in handling queries on leave balance for employees.

This study will provide visibility of employee availability. For managers, it is very important to know the

availability of team members to meet the project deadlines. With online leave management, the leave trend

and the leave data of employees will be easily accessible to help them in approving or rejecting a leave

request

For the clients or patients

This study will provide convenience. Clients may know and access when their doctors are available or not.

This would reduce the hassle of going in the hospital without the specified doctor needed.
1.6. PROJECT SCOPE

The leave management system was designed, developed and implemented taking the distinction of the

leave of absence policies, types of leaves and the leave management of Manila Doctors Hospital. The

system is exclusively designed and developed for the Manila Doctors Hospital Human Resources

Department in general and the employees’ leave records section in particular. The employee’s leave

section is solely responsible for keeping the leave and related records of employees and keeping track of

their information. The leave management system is designed in such a way that makes it possible to

access it through any web browser program. This serves as the user interface. The web browser supported

interface created is dynamic and as a result backed by a database system that enables users to have the

ability to input, access, manipulate and delete data from the database. The system runs online and all leave

aspects can be managed by employees as long as they have an internet access.

The scope of this project is limited to several processes: handling of employees’ leave applications,

managing leave balances, records management, administration and leave management. It will generate the

reports such as leave trends of the company, employee availability, employee leave balance, leave

rejection, leave acceptance, employees with “no leave during the year”, and absence monitoring.
CHAPTER 2: METHODOLOGY USED

2.1. DEVELOPMENT PHASE

WATERFALL MODEL

PLANNING
 Project Selection
 Preparations of Documents for interviews and Survey
Questionnaires for requirement selection

REQUIREMENT GATHERING AND ANALYSIS

 Data Collection about the current system (available files and
transactions) and about Client Requirements
 Conduct Interview (HR officer)
 Survey (Employees)
 Analyze gathered data and plan the processes for the system

DESIGN
 Create/Prepare System Design
Data Flow Diagram (Input Design, Output Design,
Processing Design)
 Submission of Designs for Approval
 Acceptance of Design

DEVELOPMENT/IMPLEMENTATION
 Develop the system planned on the design phase
 Integration of The Leave Management System to Manila
Doctor’s Hospital Website

TESTING
 User-Training Site Preparation
 Test for any errors
 File Conversion
 User Acceptance Testing and gathering feedbacks

POST-IMPLEMENTATION AND MAINTENANCE

 System enhancements due to organizational change

 Hardware requires periodic maintenance
 Bringing the system to the New Standards
2.2. DEVELOPMENT TOOLS

Front End Technologies:

This project will use the following front-end technologies:

HTML (HTML5)

HyperText Markup Language (HTML) is a computer language devised which allow website creation. It is

the HTML code that provides an overall framework of how the site will look. These websites can then be

viewed by anyone else connected to the Internet. [1]

JavaScript (JavaScript 1.8)

JavaScript is an event-based imperative language that is used to transform a static HTML page into a

dynamic interface. Some of the dynamic behavior that can be generated by JavaScript are the following:

can change html content; can change html attributes; can change html styles (CSS); and can validate data.

[2]

CSS (CSS3)

Cascading Style Sheets (CSS) is a style sheet language used to describe presentation and layout of HTML

tags. It controls the presentation aspect of the site and allows your site to have its own unique look. It does

this by maintaining style sheets, which sit on top of other style rules and are triggered based on other

inputs, such as device screen size and resolution.[3]

jQuery (jQuery 2.1.4)

jQuery is a fast, small, and feature-rich JavaScript library. It makes things like HTML document traversal

and manipulation, event handling, animation, and Ajax much simpler with an easy-to use application

programming interface (API) that works across a multitude of browsers. With a combination of versatility

and extensibility, jQuery has changed the way that millions of people write JavaScript.[4]

Back End Technologies:

This project will use the following front-end technologies:

PHP (PHP 5.6.9)

Hypertext Preprocessor (PHP) is a server side web programming language that can be embedded into

HTML. It is used for creating dynamic web pages that interact with the user and can include functionalities

such as getting user input, manipulation of the input and storage of this data in a suitable DBMS. PHP is

also easy to integrate with web pages.[5]

MySQL (MySQL 5.7.6)

MySQL stands for My Structured Query Language. It is an open-source relational database management

system (RDBMS). It is non-proprietary, easily extensible and platform independent. It is a popular choice of

database for use in web applications. Its downside is that it lacks a graphical user interface; therefore you

need to know how the database works to make the most efficient use of it.[6]
SQL

SQL stands for Structured Query Language is a standardized query language for requesting information

from a database. It is declarative computer language aimed at querying relational databases. It lets you

access and manipulate databases.[7]

[1] http://www.yourhtmlsource.com/starthere/whatishtml.html

[2] http://www.w3schools.com/js/js_intro.asp

[3] https://en.wikipedia.org/wiki/Cascading_Style_Sheets

[4] https://jquery.com

[5] http://www.techsquaresolutions.com/php.html

[6] https://scriptingmysql.wordpress.com

[7] http://www.w3schools.com/sql/default.asp
2.4. PROJECT COST

Cost and Benefit Analysis

It is the process of analyzing financial facts associated with the system development project performed

when conducting the preliminary investigation. This analysis is done to answer the following questions:

 Can the project be finished within the given cost constraints?

 What are the minimal costs to attain this system?

 What are the benefits of this system relating to costs?

 Is the project’s benefit outweigh costs?

Following is the figure showing the approximated amounts of costs that will be incurred to the system:

DEVELOPMENT COSTS:

Planning Phase Php 2 500.00

Requirement Gathering and Analysis Php 11 670.00

Design Php 5 200.00

Development and Implementation Php 5 000.00

Testing Php 10 500.00

Post-Implementation and Maintenance Php 8 000.00

Benefits:

To Managers or Supervisors:

• Leave Sanction/Rejection

• Attendance Regularization Sanction/Rejection

• Multiple Application Sanction/Rejection

• Get System Alerts through Auto mails

• Get Leave Summaries or Reports

To HR Department:

• Employee Attendance Status Reports

• Facility to apply for leave in case of employee’s absence

• Facility to update Employee Leave Balances during office hours

• Getting system alerts for leave applications

• Having soft copies of leave applications (approved or not)

To Employees:

• Convenient application for leave

• Attendance Regularization

• Reports of own attendance

• Email alerts for approval or rejection of application of leave

3. THE PROJECT DETAILS

3.1. PROJECT NARRATIVE DESCRIPTION

This online leave management system is to be made specifically for the purpose of giving Manila Doctors

Hospital a proposal for implementing a better leave management system. This is to automate the leave

management system of Manila Doctors Hospital.

As for the leave management system, the employees and human resource department would provide

information in the system. The employees could request for leave through online application. After filling up

the application, complete leave application form could be printed. Also, the employees can view their leave

details and personal information in the system. As for the approval for the leave request, it is the manager

who would approve it on site. If the leave request would be approved, then that would be the time the

human resource department would update the employees’ information and the leave approval in the

system. After updating, the employees can already see the details about the leave he or she had applied

for as well as his or her other leave details like balances. As the update has been made, the HR

department can also view the employee leave reports, queries and information through the system.

Manager may also see the leave schedules, personal information and leave balances of his or her

employees.

The above mentioned would be possible through these procedures: First, an employee must log-in to the

leave management system in Manila Doctors Hospital website. The employee can view his or her personal
information by clicking the “Personal information” button including his or her leave details by clicking “Leave

details”. The employee can also choose to click the “Apply for Leave” button if he or she would be

requesting for a leave. As it was clicked, the application form can be seen. The employee now would fill-up

the application form online and print it. After printing, he or she may log-out. The employee can now give

the printed filled-up application form for signature or approval to the manager or supervisor. After approval

of leave by the manager or supervisor, the form would be presented to the HR. The HR would update

employees’ leave information based on the form. After that, the leave queries and information of the

employees are now updated.

The log-in procedure is composed of entering the username and password of the user. If the user is an

employee of Manila Doctors hospital, he or she may proceed using the system. In applying for leave, the

employee may select which type of leave he or she would apply for. The leave may be sick leave,

emergency leave, vacation leave, maternity leave or paternity leave. After selecting which type of leave, the

employee would fill the number of days, the date and end date, and the reason for the leave request. As

the form had been presented, the manager or supervisor will negotiate for any changes through validating

the number of leave days and the date it was requested. The manager would end up into a decision

whether the leave request would be approved or rejected. The leave request would be confirmed on site

however, the HR may also send emails to employees and managers regarding the confirmation on the

leave request.

3.3. DESIGN ISSUES

Internal Design
Leave Management System Internal Design

The user will enter a uniform resource locator (URL) into his/her browser as a request for a leave

management system webpage. The browser will then forward the request to the
web server, which will use

the path portion of the URL to determine the file to be returned to the browser or the PHP script to be

executed on the web server. If a PHP script will be activated, the script will use SQL queries to insert,

update and retrieve data from the leave management system database tables, and returns the data to the

browser as an HTML formatted document. The HTML document, which will be returned to the browser, will

contain hyperlinks to other HTML pages or PHP scripts on the web server. In this way, the user will be able

to navigate among the various pages of the leave management system.

External Design

The user interface of the leave management system will consists of any web browser that will enable users

to navigate the website. There are two types of users associated within the leave process: the Employees

and the Human Resources Department as the Administrator. The Human Resource Manager is not part of

the users since the approval of leave is still on manual basis and once approved it will be encoded by the

HR Administrator. Hence, the system will be divided into two main interfaces: an employee interface and a

Human Resource administrator interface. Upon entering the website, users will be greeted by the

homepage the Manila Doctor’s Hospital, which has a link to the login page of the leave management

system. When the user will login to the system, he/she will be transferred to their respective interface

depending on the type of user he/she is.

Employee Interface
  Login Page

 Employee Information Page

 Employee Leave Details Page

 Employee Leave Application Form Page

Human Resources Department Administrator Interface

 Log in Page

 Home Page

 Update Employee Leave Information Page

 Update Employee Leave Requests Page

3.4. IMPLEMENTATION ISSUES

Hardware and Software Requirements

 It is advisable to check that the software will run adequately on the systems. Check for

recommended specifications as well as minimum specifications, these are often a more reliable

guide to the equipment needed.

  Hardware or software upgrades may be needed if the current hardware is

insufficiently powerful or if old versions of operating systems are in use. Network

requirements should be investigated if the software is to run from a file server.

 If using World Wide Web or Internet facilities, you will need to ensure that the lab that you intend to

use is connected to the external networks and that the set-up is sufficiently robust and reliable to

work with a number of employees all accessing external sources at the same time.

Security

 Virus infection can cause serious disruption to both data, program and system files and it is

essential to keep upgrading the virus checkers to protect against new viruses. If computer based

assessment is being undertaken it will be necessary to ensure that users do not have access to the

data files containing the test materials. Sensitive data files such as these should only be stored on

the network when required and it is advisable to store them in an encrypted format for greater

security.

Training, Maintenance and Other Relevant Issues

 Presentation skills: Implementation teams have the unenviable task of bringing about change or

introducing new concepts. Though the saying goes that new ideas are always met with resistance,

the key lies in properly explaining the idea for the other side to see reason. Implementation teams

need training in presenting new methods, selling concepts and convincing others.