Home

have - College of Science and Technology

Contents

1. Disapproved Routed to Supervisor Routed to Human Resources is in Pending status You can activate the Details hyperlink to view the complete details of a particular leave request To return to the Employee Page activate the hyperlink Home 2 8 Edit Your Profile This option will allow you to update some of your details like e mail address extension and office location Enter the information you want to update and activate the Submit button The page also displays a link to Change Password Page You can activate this link in order to change your password 2 9 Change Password This option allows you to change your password Enter new password along with the old password and activate the Submit button If you enter correct old password your password will be changed otherwise you will be transferred back to the Change password Page and an error message will be displayed 3 Supervisor Interface 3 1 Log Into the System The Login Page will allow you to log into the Supervisor Interface Enter your SSN and Password and activate the LogIn button If your SSN and Password are correct you will be transferred to the Supervisor Page Otherwise you will be transferred back to the Login page and an error message will be displayed 3 2 Supervisor Page This option will display basic information about you and will display the list of active employees in your department You will have options to approve a Leave Request Vi
2. Disapprove 6 Decide Later Please provide reason for Disapproval ee Domet Does Figure 10 Leave Approval Later choices remain in the supervisor s inbox 2 5 4 Leave Request Transactions This page displays all the leaves taken by the employees in the supervisor s staff during the current calendar year This listing includes the type of leave beginning leave date ending leave date amount of leave hours and current status of the leave Administrator Page Employee Approve mmo Se M ELE M mn iaasa _ o o E Employee Edit Leave Cancel Leave Transactions Submit Leave Figure 11 Administrator Interface map 2 5 5 Leave Request Status This page displays the current status of the leave requests made by the employees in the supervisor s staff which are not yet taken 2 6 Administrator Interface Figure 11 diagrams in ascending order the Web pages the user sees as he she navigates through the Administrator interface 2 6 1 Administrator Login This page allows the administrator to login into the system The administrator is prompted to enter his her username and password When the administrator activates the i Leave Management System Netscape lt Human Resources Leave Management System Administrator Information A
3. 14 2 5 4 Leave Request Transactions MER 15 2 5 9 Leave Request SIalus a iis vnus cud ou CUR CUR REIR NS 17 2 0 AXdmimisttabat IDIerf ao 17 17 2 6 2 Administrator PAGE 18 2 6 3 Leave Request Approval WEEK sor 18 2 6 4 Employee Information nl Rai aa 19 2 0 5 Update Details sa 21 240 3 OXOdlU PEOCOSS 25 2 0 7 26 3 PROJECT ENVIRONMENT 28 4 SYS LEM DESIGN 29 AL System OV do Lese 2 30 4 2 Database Design and Implementation rarae rea etna 32 4 2 1 Entity Relationships 4 2 2 Implementation of Tables 4 2 2 1 Importation of Existing Data 4 3 Design of User Interface 4 3 1 Employee Interface ASS dich Employee Login ovile xe X noe aM ada KE EUER 45 1 Forgot Password dM 4 3 1 4 Submit Leav CREQUCS sui 4 3 1 5 Cancel Leave Request Had oua 4 3 1 6 Leave Request Transactions see ceu ouv de Uk 4 5 7 Leave Request o a E a TEE 4 3 1 8 Bdit o 1 9 C bang Password vasa sosesc NO Eoo EIS 4 3 2 Supervisor
4. 4 3 3 5 5 4 3 3 5 6 4325 1 4 3 3 6 1 4 3 3 6 2 4 3 37 4 3 3 7 2 4 3 3 7 3 4 3 3 7 4 Module Name Add Update Leave Type Add Update Title Add Update Employee Loc Add Update Adm Loc Monthly Audit Process Yearly Audit Process Yearly Audit Report Vacation balances over MCO Report Sick Leave Pool Report Active Employee Leave Balances Report Table 4 3 3 displays the Administrator Interface modules to database tables matrix Table 4 Administrator Interface Modules to Database Tables Matrix Tables Module Employee Details Leave Statistics Title Leave Types Dept Employee Loc Employee Leave 4 3 3 1 4 3 3 2 4 3 3 3 4 3 3 4 1 4 3 3 4 2 4 3 3 4 3 4 3 3 4 4 4 3 3 4 5 4 3 3 5 2 4 3 3 5 3 4 3 3 5 4 R A M 4 3 3 5 5 R A M 4 3 3 5 6 4 3 3 5 4 3 1 6 4 3 1 7 2 4 3 1 7 3 4 3 1 7 4 4 3 1 7 5 J Notation R Read A Add M Modify D Delete 4 3 3 1 Administrator Login Login php Check Login php Input SSN Password Session Cookies Userid Sessionid Function The Login php script deletes all previously set cookies and displays the Administrator Login Page which prompts the user to enter his her SSN and Password When the user submits the form the Check Logi
5. Sessionid field in the Employee Details table The Check Login php script also generates two session cookies one with the SSN called Userid and other with a random value called Sessionid and transfers the user to the Supervisor Page Tables Employee Details SQL Statement SELECT FROM Employee Details WHERE SSN S userid AND Password Spasswd AND Context 15 Output If the values provided by the user are incorrect the Supervisor Login Page is displayed containing an error message and prompting the supervisor to re enter his her SSN and Password If the values provided are correct and if the Context of the user 15 supervisor then the Supervisor Page is displayed 4 3 2 2 Supervisor Page Supervisor Page php Input None Session Cookies Userid Sessionid Function The Supervisor Page php script displays the Supervisor Page which consists of the basic information of the Supervisor The script uses Userid to access the Employee Details table to retrieve information about the supervisor The script also displays a set of options which allow the supervisor to approve a leave request display transactions or check status of leave requests of any employee in his staff and log out from the system Tables Employee Details Output Supervisor Page containing the information about the supervisor and also the following set of options Approve Leave Request Display Leave Request Transactions Display Leave
6. Social Security Number 11111 First Name JOHN Last Name SCENTERS ZAPICO Middle Initial Supervisor BARBARA REGMUND Context Supervisor Title Administrative Location 1513130 Employee Location 5131020 Extension 55 Figure 16 Add Update Employee Information 2 6 5 2 Add Update Leave Statistics This page allows the administrator to enter leave balances of a new employee or update leave balances of the existing ones as shown in Figure 17 The administrator is transferred back to the Update Details Page after adding the employees information to the database 3X Leave Management System Netscape File View Go Communicator Help X d w Back Forward Reload Home Search Netscape Print Security Stop lt gt Human Resources Leave Management System TAMUCC Add Update Leave Statistics Home Adm Location Emp Location Leave Types Title Update Details Social Security Number 111111111 Sick Leave Vacation Leave 5 00 Compensatory Time State Compensatory Time joo Sick Leave Pool 9 00 Fiscal Year Boo 0 Update WEE DewetDoe Figure 17 Add Update Leave Statistics 2 6 5 3 Add Update Leave Type This page allows the administrator to add a new leave type or update a existing one The administrator is transfe
7. State Compensatory time Compensatory time Beginning Fiscal Year leave balances Correction for any error made etc Enter the employee s SSN Fiscal Year Posting Date Leave Beginning Date Leave Ending Date Type of Leave Leave Hours Note and activate the Submit button 4 5 4 Add Update Leave Type This option allows you to add a new leave type or update an existing one Enter the new leave type and its description in the form displayed and activate the Add button to add a new record You can activate the Show Leave Types button to view the existing leave types Enter the type of leave and the description and activate the Update button to change the description of the existing leave type 4 5 5 Add Update Employee Title This option allows you to add a new employee title or update an existing one Enter the new Title code and the Title name in the form displayed and activate the Add button to add a new record You can activate the Show Title button to view the existing employee titles Enter existing Title code and the Title name and activate the Update button to change the name of the existing title 4 5 6 Add Update Employee Location This option allows you to add a new employee location or update an existing one Enter the new employee location code and the department name in the form displayed and activate the Add button to add a new record You can activate the Show EmpLocs button to view the existing employee locations Enter th
8. and then displays a confirmation message Tables Employee Leave Employee Details Leave Statistics SQL Statements SELECT Employee Leave FROM Employee Leave Employee Details WHERE Employee Leave SSN Employee Details SSN AND Employee Details Supervisor Suserid AND Employee Leave Status VB ORDER BY Employee Leave SSN update Employee Leav set Status 5 WHERE PostNum Srow PostNum Output An HTML page containing a confirmation message will be displayed 4 3 2 4 Leave Request Transactions Transactions php Create LeaveForm php Input EmployeeSSN Session Cookies Userid Sessionid Function The 7ransactions php script displays the Transactions Page which consists of all the leaves taken by the employee selected by the Supervisor during the current calendar year The script accesses the Employee Leave table using the EmployeeSSN and the Leave Types table in order to retrieve all the leave information The script retrieves all the leave requests with Status values of Completed Cancelled D Denied When the supervisor activates the Details hyperlink the Create LeaveForm php script is executed which displays the complete leave request details in another window Tables Employee Leave Leave Types Output Transactions Page containing the leave request records of the selected employee taken in the current calendar year 4 3 2 5 Leave Request Status
9. Interface 4 32 1 Supervisor LOGIN sui esso e Veci 4 3 2 2 Supervisor P 4 3 2 3 Leave Request Approval 4 3 2 4 Leave Request Transactions iva ca vea ea ea e ah aee na ona rani 4 3 215 Leave Request Status eiu 4 3 3 Administrator Interface 4 3 3 1 Administrator Login 4 33 2 Administr tor Page 4 3 3 3 Leave Request 4 3 3 4 Employee In formatio TT TET Update Detalle bs 43 3 6 Audit Process 4 3 3 7 Reports S RESULTS quc T 6 SUMMARY AND FUTURE WORK ise ei aeo rut cos rra RR rar e TeREFERENCES ka dad keV edi kk 8 1 Appendix A Data Diction Appendix C User Manual ary of Leave Management System Tables 32 33 34 35 35 36 37 38 39 40 41 41 42 42 43 44 45 45 47 47 48 50 51 21 52 55 60 62 65 66 67 68 69 73 O t BW NO OQ 9 KF List of Figures Employee Interface Map Employee Leave Cancel Leave Request Transaction Listings Leave Reguest StAtUs Dessau wx a ede nena Edit Employee Profile eds osendes PER pa Sup
10. OF TABISES EAS Qu ra bann suds WAV duane ANE USE Vi 1 BACKGROUND AND RATIONALE 55550 295 pensano 1 I T Human Resources Departmetit e ee eoo o eh rh dae 1 1 2 Current Working System and its 1 1 3 Benefits of Leave Management System 2 2 NARRATIVE 4 2 1 OVOtVIeW 4 2 2 Features of Leave Management System 4 2 3 Description of User Interface 5 2 4 Employee Iter face i5 eee d aera e n rino ama Rn e ER n RE na e 5 244 T Employee Login quee 5 2 4 2 Forgot PASS WOT 2 eec en sena e ea ann ea a n a eui n ai Ea ey o a un aite uoo 6 24 3 Employse pr E ER Evi M Pia QS 7 2 4 4 Submit LeaveRequest c tox a aeo selec EE 8 215 Caticel Leave Request 10 2 4 6 Leave Request Transactions CTS bo a 10 DAT leave Request Stats ueste EU VEN dr iR 11 24 8 Edit Profle qiix IEEE VADO PATIO NE IERI e PIENE 12 249 Change PassWord 12 2 5 SUDEDVISOL Interface e ebria Exe IR ERE Um DUREE EPA CEDE NETT PLIN 13 2 5 1 Supervisor uses eeu e a d 13 2 0 2 14 2 5 3 Leave Request Approval
11. Perform button as shown in Figure 16 to execute the monthly audit process at the beginning of each month This action updates the available leave balances of all the employees depending on previous employment vacation flag and status of the employee The administrator can activate the Yearly Audit Process hyperlink which transfers him her to Yearly Audit Page The administrator can enter details like the fiscal year leave posting date leave beginning date leave ending date and activate the Perform button to execute the yearly audit process at the end of each fiscal year to carry forward the leave balances from the previous year into the new year 9 Leave Management System Netscape Human Resources Leave Management System TAMU CC Audit Process Fiscal Year Posting Date Leave Begin Date Leave Ending Date Yearly Audit Process Figure 18 Monthly Audit Process 2 6 7 Reports Generation This page allows the administrator to generate the reports listed below and to go back to the Administrator Page Each of these reports has a Back button to return to this page e Yearly Audit Report This report displays information about the sick vacation and compensatory time state compensatory time and sick leave pool time each employee has earned and used in the current calendar year Vacation Balances over Report This report displays the difference between number of vac
12. message 4 3 3 5 6 Add Update Employee Location Employee Loc php Add EmpLoc php Show EmpLocs php Input Emp Acct Dept Name Session Cookies Userid Sessionid Function The script Employee Loc php displays a form that allows the administrator to enter a new employee location or modify an existing location This script also displays the Show EmpLocs button when activated executes the Show EmpLocs php script which displays the existing Employee Locations in another window When the administrator submits the form the 444 EmpLocs php script is executed which selects all the data provided by the administrator and accesses the Employee Loc table in order to insert the new Employee Account Code Emp Acct and the department name Dept Name or modify the existing information The script appends the new record or updates a current record in the table and displays a confirmation message Tables Employee Loc Output An HTML page containing a confirmation message 4 3 3 5 7 Add Update Administrative Location Adm Loc php Add AdmLoc php Show AdmbLocs php Input Dept Acct Dept Session Cookies Userid Sessionid Function The script Adm_Loc php displays a form that allows the administrator to enter a new administrative location or modify a existing one This script also displays the Show AdmLocs button when activated executes the Show AdmbLocs php script which displays the existing administrative locations in another window When the admini
13. particular report to access all the information relevant to that report Tables None Output Administrator Report Page displaying a set of options to generate the following reports Yearly Audit Report Vacation balances over MCO Report Sick Leave Pool Report and Active Employee Leave Balances Report 4 3 3 7 2 Yearly Audit Report Yearly AuditReport php Input None Session Cookies Userid Sessionid Function The script generates information about the sick vacation compensatory time state compensatory time and sick leave pool time each employee has earned and used in the current calendar year The script accesses the Employee Details and retrieves the SSN employee s name and other information of the employee Then the script accesses the Employee Leave table using the SSN from Employee Details table in order to compute the amount of leave hours earned and used in the current year The script repeats this process for each employee Then the script generates an HTML page with all the retrieved information from the tables Tables Employee Details Employee Leave Output A report with information about the leave time earned and used by each employee in the current calendar year 4 3 3 7 3 Vacation balances over MCO Report MCO Report php Input None Session Cookies Userid Sessionid Function The script generates information about the extra vacation leave hours each employee has at the beginning of each year The script ac
14. 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 is activated the script uses SQL queries to insert update and retrieve data from the Leave Management System data base tables and returns the data to the browser as an HTML formatted document The HTML document returned to the browser can contain hyperlinks to other HTML pages or PHP scripts on the Web server In this way the user is able to navigate among the various pages of the Leave Management System 4 2 Database Design and Implementation 4 2 1 Entity Relationships The Leave Management System database was designed to meet the constraints of the relational model It is split into 7 tables as shown in Tablel The Leave Management System enforces referential integrity to preserve database consistency and prevents the user from deleting a record that has records referencing it thus making sure no archive data is lost Table 1 presents a listing of the MySQL database tables used in the Leave Management System database and briefly describes the contents of each table Table 1 Leave Management System Database Tables In MySQL TABLE NAME DESCRIPTION Employee Details Employee university and personal information Leave Statistics Employee current leave balances Employee Leave Employee leave request information Employee Loc Employee location information Leave Types Available leave types and its de
15. retrieve and update the Password of the employee Tables Employee Details Output An HTML page containing the confirmation message is displayed 4 3 2 Supervisor Interface Table 3 displays the Supervisor Interface modules to database tables matrix Table 3 Supervisor Interface Modules to Database Tables Matrix Tables Mesue Fas Tene mue ens Pm 432 1 4822 R 4323 R R RM 4 3 2 4 4 3 2 5 Notation R Read A Add M Modify D Delete Following is a module number to module name key for the supervisor interface Module No Module Name Module No Module Name 4 3 2 1 Supervisor Login 4 3 2 4 Leave Request Transactions 43 2 2 Supervisor Page 4 3 23 Leave Request Status 4 3 2 3 Approve Leave 4 3 2 1 Supervisor Login Login php Check Login php Input SSN Password Function The Login php script deletes all previously set cookies and displays the Supervisor Login Page which prompts the user to enter his her SSN and Password When the user submits the form the Check Login php script is executed which authenticates the user by comparing the values entered with the values stored in the Employee Details table and whether the user is a Supervisor If the values provided are incorrect the user is transferred back to the Supervisor Login Page and an error message 1 displayed otherwise the Check Login php script generates a random session value and updates the
16. script Leave Type php displays a form that allows the administrator to enter a new leave type or modify an existing leave type This script also displays the Show Leave Types button which executes the Show LeaveTypes php script to display the existing Leave Types in another window When the administrator submits the form 444 LeaveType php script is executed This modifies the existing information based on the action of the administrator The script updates the table and displays a confirmation message Tables Leave Types Output An HTML page containing a confirmation message 4 3 3 5 5 Add Update Employee Title Title php Add Title php Show Titles php Input Title Code Title Name Session Cookies Userid Sessionid Function The script 7itle php displays a form that allows the administrator to enter new employee title or modify an existing title This script also displays the Show Titles button that executes the Show Titles php script to display the existing Employee Titles in another window When the administrator submits the form the 444 Title php script is executed which accesses the Title table in order to insert or update the Code and Title name provided by the administrator in the table The new title 15 available in the Employee Details table only after it 1 inserted in the Title table The script updates the table and displays a confirmation message Tables Title Output An HTML page containing a confirmation
17. 4 3 3 4 4 Check Leave Status Same as Check Leave Status in Employee Interface 4 3 3 4 5 Edit Leave Request Edit Leave php Edit LeaveForm php Update LeaveForm php Input LeaveType Lv Begin Lv End Time Beg Time End Qty Hrs Administrator Note Session Cookies Userid Sessionid EmpSSN Function The Edit Leave php script displays the Edit Leave Page which contains of all the leave requests submitted by the employee during the current calendar year The script accesses the Employee Leave table using EmpSSN and the Leave Types table in order to retrieve all the leave request information The script displays a hyperlink Edit Leave which on activating executes the Edit LeaveForm php script The Edit LeaveForm php displays the leave request information submitted by the employee for that particular leave request The administrator can change some of the values of the leave request information and modify the leave request When the administrator submits the form the Update LeaveForm php script 1 executed to update the leave request information in the Employee Leave table The script also checks whether the leave request is already approved and if approved then it updates the leave balances in the Leave Statistics table and displays a confirmation message Tables Employee Leave Leave Types SQL Statement UPDATE Employee Leave SET LeaveType S LeaveType Lv Begin SBegDt Lv End SEndDt Time Beg SBegTime Tim
18. Check Status php Create LeaveForm php Input EmployeeSSN Session Cookies Userid Sessionid Function The Check Status php script displays the Check Leave Status Page which consists of the current status of the leave requests submitted by the employee selected by the supervisor that are not yet taken The script accesses the Employee Leave table using EmployeeSSN and the Leave Types table in order to retrieve all the leave request information The script retrieves all the leave requests with Status values of A Approved D Denied or Routed to Supervisor or Pending When the supervisor activates the Details hyperlink the Create LeaveForm php script is executed which displays the complete leave request details in another window Tables Employee Leave Leave Types Output Check Leave Status Page containing the leave request records of the selected employee taken in the current calendar year 4 3 3 Administrator Interface Following is a module number to module name key for the administrator interface Module No 4 3 3 1 4 3 3 2 4 3 3 3 4 3 3 4 1 4 3 3 4 2 4 3 3 4 3 4 3 3 4 4 4 3 3 4 5 4 3 3 5 1 4 3 3 5 2 4 3 3 5 3 Module Name Administrator Login Administrator Page Approve Leave Employee Information Submit Leave Request Transactions Listing Leave Request Status Edit Leave Request Update Details Page Add Update Employee Add Update Leave Statistics Module No 4 3 3 5 4
19. Corpus Christi to determine the type of interface system desired and to document the specific needs and requirements 2 Held focus group meeting in order to get feedback from the supervisors of different departments in the University about the different aspects of the leave process from their point of view 3 Researched several MySQL Web interface software products to evaluate which program should be used 4 Evaluated the cost effectiveness of alternative software and hardware 5 Analyzed and designed an interface system that will meet all the user requirements The following steps were taken to complete the development and testing of the Leave Management System with the Web Implemented the system using HTML MySQL and PHP scripts Imported existing Employee Information and their current leave balances to MySQL database from MS Access database Installed and tested the system with active data Developed user manual 4 1 System Overview The Leave Management System uses a set of PHP scripts and HTML files to display the data stored in the Leave Management System database Figure 19 illustrates the key components of the Leave Management System The functional description of major components is a JavaScript The system uses JavaScript executed on the client s Web browser for the validation of user input data b Apache Web Server The system uses Apache Web Server running under the Unix operating system to execute the PHP scri
20. LEAVE 04 01 2001 04 01 2001 8 00 COMPLETE Details Figure 5 Transaction Listings year which are already taken as shown in Figure 5 This listing includes the type of leave beginning leave date ending leave date amount of leave hours and current status of the leave The employee can activate the Details hyperlink to view the complete details of a particular leave request 2 4 7 Leave Request Status This page displays the current status of the employee s leave requests that are not yet taken as shown in Figure 6 The page displays whether the leave request is Approved Disapproved Routed to Supervisor Routed to Human Resources or is in Pending status The employee can activate the Details hyperlink to view the complete details of a particular leave request Leave Management System Netscape lt gt Human Resources Leave Management System TAMU CC Leave Request Status Submit Leave 11 Edit Profile Out Cancel Leave JOHN SCENTERS ZAPICO J VACATION LEAVE 03 05 2001 04 10 2001 8 75 APPROVED Details VACATION LEAVE 03 02 2001 03 12 2001 49 00 APPROVED Details STATECOMPENSATORY TIME 03 02 2001 03 12 2001 10 00 APPROVED Details COMPENSATORY TIME 03 02 2001 03 12 2001 11 00 APPROVED Details SICK LEAVE PERSONAL 02 26 2001 02 28 2001 16 00 ROUTED TOSUPERVISOR Details SICK LEAVE FAMILY 02 25 2001 02 28 2001 26 00 APPROVED Details SICK LEAVE PERSONAL 02 24 2001 02 24 2001 8 00 APPROVED De
21. Leave This table contains the information of the leave request made by the employee This table has the following attributes PostNum Represents the leave request number which is incremented each time a new leave request is made b SSN Represents the social security number of the employee c LeaveType Represents the type of leave requested by the employee d Date Represents the date on which leave request was made e Lv Begin Represents the beginning leave date of the leave request f Lv End Represents the ending leave date of the leave request 2 Time Beg Represents the beginning time of the leave request h Time End Represents the ending time of the leave request i Qty Hrs Represents the amount of leave hours requested j Status Represents the current status of the leave request k FMLA Represents whether the leave request falls within FMLA Family and Medical Leave Act policies l Purpose X Represents the Purpose of the leave request m Nature X Represents the Nature of leave n Duration Represents the duration of leave o Relative Name Represents the name of the employee s relative for whom he she is requesting leave p Relation Represents the relation of the employee with the person for whom he she is requesting leave q Employee Remarks Represents the remarks provided by the employee with the leave request Supervisor Comments Represents the notes comments provided by the
22. Texas amp University Corpus Christi College of Science and Technology Department of Computing and Mathematical Sciences LEAVE MANAGEMENT SYSTEM GRADUATE PROJECT BY HIREN PATEL COMMITTEE MEMBERS Dr Patrick Michaud Chairperson Dr Holly Patterson McNeill Member Dr Michelle Moore Member Texas A amp M University Corpus Christi College of Science and Technology Department of Computing and Mathematical Sciences LEAVE MANAGEMENT SYSTEM GRADUATE PROJECT SPRING 2001 BY HIREN PATEL COMMITTEE MEMBERS Dr Patrick Michaud Chairperson Dr Holly Patterson McNeill Member Dr Michelle Moore Member Abstract The project is the design and implementation of an interactive World Wide Web based Leave Management System for the Human Resources Department at Texas A amp M University Corpus Christi The Leave Management System automates the process of managing and tracking multiple types of employee leaves Employees are able to submit the leave form cancel previously submitted leave requests check the status of leave requests and view completed leave transactions The Leave Management System maintains a database to keep a running balance of each employee s account accrues employee vacation and sick credits and provides individual reports on employees leave accruals TABLE OF CONTENTS PBS PRACT cioe ii LIST OF FIGURES ON INEO ERR vile REESE VAR EN V LIST
23. as hired in the university n Birth Date Represents the date of birth of the employee o Prev Emp Represents the previous employment of the employee in months p Status Represents the current status of the employee Vac Flag Represents whether the employee is eligible to get vacation leave or not r Date Term Represents the date on which the employee was terminated from the university s Lwop Represents the total number of months the employee was on leave without pay t Email Represents the E mail address of the employee Comment Represents the notes or comments provided by the administrator Primary Key SSN 2 Leave Statistics This table contains the current leave balances of the employee The leave balances are updated each time the employee takes a leave Following are the attributes of this table a SSN b FiscalYear c Sick Leave d Vac Leave e Sick Lv Pool f Comp Time g State Comp Primary Key SSN Represents the social security number of the employee Represents the current fiscal year Represents the current available sick leave hours of the employee Represents the current available vacation leave hours of the employee Represents the current available sick leave pool hours of the employee Represents the current available compensatory time hours of the employee Represents the current available state compensatory time hours of the employee 3 Employee
24. ation leave hours that are available and the number of vacation hours that should be available Maximum Carry Over or MCO for each employee at the beginning of each calendar year Sick Leave Pool Report This report displays information about the sick leave pool hours each employee has earned and used in a particular period e Active Employee Leave Balances Report This report displays information about the sick vacation and compensatory time state compensatory time and sick leave pool time each employee has currently at the beginning of each month for each department 2 6 8 Log Out The administrator can use this option to logout of the system 3 Project Environment The Leave Management System is designed to run on any Web browser such as Netscape The MySQL 3 22 relational database system running under the Unix operating system is used as the back end The Hypertext Markup Language HTML is used to generate all front end documents PHP Hypertext Preprocessor PHP scripts are used to access the MySQL database Structured Query Language SQL is used for querying the database Images were created using PhotoShop and Graphics Interchange Format GIF builder tools 4 System Design The following steps were taken during the design process of the Leave Management System with the World Wide Web Web 1 Interviewed Debra Cortinas Director of the Human Resources Department the client on behalf of Texas A amp M University
25. cesses the Employee Details and retrieves the SSN employee s name and other information of the employee Then the script accesses the Leave Statistics table using the SSN in order to retrieve vacation hours of the employee Then the script computes the difference between the number of vacation hours available and the number of hours that the employee can have in balance depending on his years of employment and generates an HTML page with all the retrieved information from the tables Tables Employee Details Leave Statistics Output A report with information about the vacation hours available to each employee over maximum carry over at the beginning of each year 4 3 3 7 4 Sick Leave Pool Report SickLvPool_Report php Input None Session Cookies Userid Sessionid Function The script generates information about the sick leave pool hours each employee has earned and used between particular dates The script accesses the Employee Details and retrieves the SSN employee s name and other information of the employee Then the script accesses the Employee Leave table using the SSN from Employee Details table in order to compute the amount of leaves hours earned and used between the dates entered by the user The script repeats this process for each employee Then the script generates an HTML page with all the retrieved information from the tables Tables Employee Details Employee Leave Output A report with information about the sick lea
26. ci tamucc edu Employee List SCENTERS ZAPICO JOHN sj Figure 9 Supervisor Page 2 5 3 Leave Request Approval This page allows the supervisor to approve or refuse the leave requests of employees in his her department This page lists all the leave requests submitted by employees in his her department along with three options Approve Leave Disapprove Leave or Decide Later The supervisor can select any of these three options for all leave requests and activate the Submit button If the supervisor approves a leave request it is forwarded to the Human Resources Department for approval If the supervisor disapproves a leave request the status of the leave request is set to Denied and the employee is notified via e mail along with the reason specified by the supervisor leave requests with Decide Leave Management System Netscape 8 x File Edi View Go Communicator Help amp Human Resources Leave Management System TAMU CC Approve Leave Request Home Employee Info Update Details Audit Reports Sign Out Total Leave Requests 14 Leave Request No 1 Employee Name ALAN LESSOFF H Leave Application Date 02 20 2001 Leave Begin Date 02 18 2001 Leave Ending Date 03 03 2001 Leave Begin Time Leave Ending Time Purpose of Leave Employee s illness injury or doctor s appointment Leave Hours Leave Type 88 00 SICK LEAVE PERSONAL 56 00 STATE COMPENSATORY TIME Total Hrs 144 Approval Approve
27. d to the Human Resources Page Otherwise an error message is displayed and the employee 1 transferred back to the Forgot Password Page The employee can activate the Cancel button which transfers him her to the Human Resources Page 2 4 3 Employee Page This page displays University and personal information about the employee along with the current leave balances The leave balances reflect the number of available leave hours for sick leave vacation leave compensatory time state compensatory time and sick leave pool The Employee Page has options Submit a Leave Request Cancel a Leave Request Display Leave Request Transactions Display Leave Request Status Edit Profile or Logout of the system as shown in Figure 2 LEAVE MANAGEMENT SYSTEM Netscape Harara Human Resources Leave Management System TAMU CC Employee Information Name JOHN SCENTERS ZAPICO SSN 111111111 Department ARTS AND HUMANITIES Title Name ASSISTANT PROFESSOR Office Location FC Extension 5993 cancel Leave Previous Employment 12 Months Rate of Vacation 8 Hours Months Accrual Email Address hkp23134 sci tamucc edu Current Leave Balances Compensato State Sick Leave Vacation Leave dus Compensatory Sick Leave Pool Time Logout J 40 00 49 00 31 25 10 00 10 00 Contact Us x Figure 2 Employee Page 2 4 4 Submit Leave Request This page allows the employee to submit a leave request The page consists of an onli
28. department and to the administrator of the Human Resources Department The Leave Management System enables employees with capabilities to submit leave requests online check their leave time balances and view the status of the leave requests via the World Wide Web Web relieving the Human Resources Department from time consuming inquiries The automated leave management ensures that employees accrue the right amount of leave that they are entitled to receive and provides a quick and efficient validation method that saves precious time and eliminates a cumbersome paper process Also enabling the supervisor to approve online requests saves management time The Leave Management System calculates and maintains balances of each employee s vacation sick and other benefit time It gives Human Resource administrators the ability to review edit and approve employee time and leave from any location by using a standard Web browser Thus the Leave Management System simplifies the leave process makes it more maintainable gives better clearer and more frequent information to end users standardizes the processing of different types of leaves and lowers the amount of data entry and verification activities 2 Narrative 2 1 Overview The Leave Management System is a Web based system that enables the employee to submit leave requests The leave request is forwarded to the employee s supervisor who approves it or denies it Approved leave request
29. diagrams in ascending order the Web pages the user sees as he she navigates through the employee interface 2 4 1 Employee Login This page allows the employee to login into the system The employee is prompted to enter his her SSN and password When the employee activates the Submit button the system validates the identifying information entered by the employee and if valid the employee 15 transferred to the Employee Page Otherwise an error message 15 displayed and the employee is transferred back to the Login page If the employee forgets his her password then he she can activate the Forgot Password hyperlink which transfers him her to the Forgot Password Page Login Page Forgot Password m i saai a i ie LITRO ume iem LS M men Resources Leave Management Syren Submit Leave Cancel Leave Transactions Check Status Edit Profile Figure 1 Employee Interface Map 2 4 2 Forgot Password This page allows the employee to request a new password when he she forgets the existing one The employee is prompted to enter his her basic details such as social security number first name last name and birth date When the employee activates the Submit button the system validates the identifying information entered If valid information 1 entered the system generates a new password and sends it to the employee via e mail and the employee is transferre
30. dministrator DEBRA CORTINAS Department HUMAN RESOURCES Title DIRECTOR OF HUMAN RESOURCES Location USC 105 Extension 5743 Email hkp23134 sci tamucc edu Figure 12 Administrator Page Submit button the system validates the information entered by the administrator and if valid he she is transferred to the Administrator Page otherwise an error message is displayed and the administrator is transferred back to the Login Page 2 6 2 Administrator Page This page displays the basic information like name department and title of the administrator and has the following options Leave Request Approval Employee Information Update Details Audit Process Report Generation and Log Out as shown in Figure 12 2 6 3 Leave Request Approval This page allows the administrator to approve or refuse a leave request This page lists each employee s leave requests already approved by their respective supervisor with three options Approve Leave Disapprove Leave or Decide Later as shown in Figure 10 The administrator can select any of these three options for all leave requests and activate the Submit button If the administrator approves a leave request then the requested amount of leave hours are posted into the database the status of the leave request 1 set to Approved and the leave balances are updated The employee is notified about the approved leave request via e mail If the administrator disapproves the leave request the
31. e End SEndTime Qty Hrs OQty Hrs Administrator Note SAdmNote WHERE PostNum SLeavenum Output Edit Leave Page displaying the leave requests of the employee taken in the current calendar year having links for each leave request to Edit Leave Form Page 4 3 3 5 1 Update Details Update_Details php Input None Session Cookies Userid Sessionid Function The Update Details php script displays a set of options This set of option allows the administrator to select a particular link to access all the information relevant to that link Tables None Output Update Details Page displaying the following set of options Add Update Employee Add Update Leave Type Add Update Title Add Update Employee Location and Add Update Department Location 4 3 3 5 2 Add Update Employee Check_SSN php Search_Name php Employee_Details php Add_Employee php Input EmployeeSSN FirstName MiddleIni LastName Supervisor Title Code Dept Emp Acct Office Loc Extension Email Date Hired Prev Emp Status Flag Dt Term Lwop Comment Session Cookies Userid Sessionid Function This module is executed when a new employee is to be added to the Leave Management System or an existing employee s information is to be updated The Check SSN php script prompts the administrator to enter an employee s SSN The script also allows the administrator to search for a particular employee by last name or first name and executes the Sea
32. e beginning date and time of leave ending date and time of leave type of leave amount of leave hours and purpose of leave in the leave form to request a leave and activate the Submit button If you are applying for a family sick leave then you must enter your relationship with your family member If you are applying for a personal or family sick leave for more than 3 days then you must enter the nature and duration of the illness The leave request will be forwarded to your respective supervisor 2 5 Cancel Leave Request This option will allow you to cancel a previously submitted leave request You can select the checkbox for the leave requests you want to cancel and activate the Cancel Leave button If the leave request has been already approved your leave balances will be updated accordingly 2 6 View Transaction Listings This option will display all the leaves taken by the employee which are already taken by you during the current calendar year This listing includes the type of leave beginning leave date ending leave date amount of leave hours and current status of the leave You can activate the Details hyperlink to view the complete details of a particular leave request To return to the Employee Page activate the hyperlink Home 2 7 View Leave Request Status This option will display the current status of the leave requests made by you which are not yet taken The page will displays whether the leave request is Approved
33. e employee location code and the department name and activate the Update button to change the department name of the existing employee location 4 5 7 Add Update Administrative Location This option allows you to add a new department location or update an existing one Enter the new administrative location code and the department name in the form displayed and activate the Add button to add a new record You can activate the Show AdLocs button to view the existing administrative locations Enter the administrative location code and the department name and activate the Update button to change the department name of the existing administrative location 4 6 Audit Process Audit Process consists of monthly audit and yearly audit 4 6 1 Monthly Audit Process This option allows you to perform monthly vacation and sick accrual process Enter details like the fiscal year leave posting date leave beginning date and leave ending date and activate the Perform button to execute the monthly audit process at the beginning of each month This action will update the available leave balances of all the employees depending on previous employment vacation flag and status of the employee You can activate the Yearly Audit Process hyperlink which will transfer you to Yearly Audit Page 4 6 2 Yearly Audit Process The option allows you to perform yearly audit process Enter details like the fiscal year leave posting date leave beginning date leave end
34. e updated The Check SSN php script prompts the administrator to enter an employee s SSN Taking the SSN as input the Leave Statistics php script is executed which checks whether there is a record for this employee stored in Leave Statistics table If a record is found the script retrieves the leave balances of the employee and displays it with the opportunity to modify it otherwise an empty form is displayed which allows the employee to enter employee s leave balances The administrator can activate the Add button to add a new record and activate the Update button to modify existing information When the administrator submits the form the Add LeaveStatistics php is executed This script selects all the data provided by the administrator and accesses the Leave Statistics table and updates the table by appending the new record or updating existing information based on the action of the administrator and then displays a confirmation message Tables Leave Statistics Output An HTML page containing a confirmation message is displayed 4 3 3 5 4 Add Update Leave Type Leave Type php Add LeaveType php Show LeaveTypes php Input LeaveType Leave Description Category Session Cookies Userid Sessionid Function This module is executed when a new leave type 15 to be added to the Leave Management System or an existing leave type is to be updated This new leave type is available to employees only after it has been added in the Leave Types table The
35. ed or D Denied When the employee activates the Details hyperlink the Create LeaveForm php script is executed which displays the complete leave request details in another window Tables Employee Leave Leave Types Output Transactions Page containing the leave request records of the employee taken in the current calendar year 4 3 1 7 Leave Request Status Check Status php Create LeaveForm php Input None Session Cookies Userid Sessionid Function The Check Status php script displays the Check Leave Status Page which consists of the current status of the leave requests submitted by the employee that are not yet taken The script accesses the Employee Leave table using the session value Userid and the Leave Types table in order to retrieve all the leave request information The script retrieves all the leave requests with Status values of A Approved D Denied B Routed to Supervisor or P Pending When the employee activates the Details hyperlink the Create LeaveForm php script is executed which displays the complete leave details of a particular leave request in another window Tables Employee Leave Leave Types Output Check Status Page containing the leave request records of the employee is displayed 4 3 1 8 Edit Profile Edit Profile php Update Profile php Input Office Loc Extension Email Session Cookies Userid Sessionid Function This Edit Profile php script displays the Edit P
36. ement System This system is very labor intensive error prone and therefore expensive It can be replaced by an extension of Leave Management System in which the employees can submit work hours on line employees can view their records on line and submit corrections Supervisors and Human Resources Department administrators can review and approve records and the current leave balances of the employees can be maintained and calculated automatically 7 References Castagnetto Jesus Harish Rawat Sascha Schumann Chris Scollo Deepak Veliath Professional PHP Programming Birmingham England Wrox Press Inc Dec 1999 Hilton Craig Jeff Willis Building Database Applications on the Web Using PHP3 NJ Pearson Education Corporate Sales Division Addison Wesley Longman Inc December 1999 Lerdorf Rasmus PHP Pocket Reference Sebastopol CA O Reilly amp Associates Jan 2000 McComb Gordon JavaScript sourcebook create interactive JavaScript programs for the World Wide Web New York John Wiley amp Sons Inc 19960 MYSQL AB 19950 MySQL January 31 2001 Available http www mysgl com cited February 01 2001 The PHP Development Team 19980 PHP Hypertext Preprocessor January 24 2001 Available http www php net cited February 01 2001 Wall Larry Tom Christiansen Jon Orwant Programming PERL Sebastopol CA O Reilly amp Associates Inc July 2000 Yarger Randy Jay George Reese Tim Kin
37. ervisor Interface Map Supervisor Page Leave Approval Administrator Interface Map Administrator Pape o ERE PRA CH b PREX Qe e Employee Information Page Edit Leave Request Form Update Details Page Add Update Employee Information esee Add Update Leave Statistics Monthly Audit Process Leave Management System Entity Relationship Diagram ON 10 12 13 14 15 16 17 19 21 22 23 24 26 31 34 1 Background and Rationale 1 1 Human Resources Department The Office of Human Resources at Texas A amp M University Corpus Christi A amp M CC contributes to the University s mission of public service by facilitating informed decision making regarding employee benefits by providing accurate timely accessible information Of the many benefits available to the employees leave is one of the most valuable The Human Resources Department is responsible for keeping track of multiple types of leave for all of its employees 1 2 Current Working System and its Drawbacks The current procedure requires an employee to manually fill a leave request form and submit it to his her supervisor for approval After the supervisor s signature the leave form 1 submitted to the Human Resources Department The Human Resources Department retrieves the employee s record from a database cur
38. ew Transaction Listing or View Leave Request Status of any employee in your department or Logout of the system Activate the hyperlink to transfer to the respective page 3 3 Approve Leave This option will allow you to approve or refuse the leave requests of employees in your department This page will list all the leave requests submitted by employees in your department along with three options Approve Leave Disapprove Leave or Decide later You can select any of these three options for each leave request and activate the Submit button You must specify the reason for disapproving a leave request If you approve a leave request it will be forwarded to the Human Resources Department for approval If you disapprove leave request the employee will be notified via e mail along with the reason specified by you leave requests with Decide later option will remain in your inbox To return to the Supervisor Page activate the hyperlink Home 3 4 View Transaction Listing or Leave Request Status This option will allow you to view the transaction listing or view the status of the leave requests of any employee in your department Select the employee from the available list and activate the Get Transactions button to display all the leaves taken by the employee during the current calendar year or activate the Get Status button to display the current status of the leave requests made by the employee which are not yet taken To return to
39. g MYSQL and mSQL Nutshell Series Sebastopol CA O Reilly amp Associates July 1999 Appendix Appendix Appendix C 8 Appendices Data Dictionary of Leave Management System Tables CD ROM Containing the MySQL database files empleave the Microsoft Word file for this report Report doc e the Source Code for Leave Management System Interface files User Manual APPENDIX 1 Employee Details This table contains the university and personal information of the employee This table has the following attributes a SSN Represents the social security number of the employee which is also the Loginid of the employee b FirstName Represents the first name of the Employee c MiddleIni Represents the middle initial of the Employee d Last Name Represents the last name of the employee e Password Represents the password of the employee to login in the system f Supervisor Represents the Supervisor who will approve the employee s leave request Context Represents the type of user ie Employee Supervisor or Administrator h Title Code Represents the title code of the employee i Dept_Acct Represents the code of the department j Emp_Acct Represents the code of employee location k Extension Represents the employee s campus phone extension number 1 Office Loc Represents the physical location of the employee on campus m Date Hired Represents the date on which the employee w
40. ge 2 6 4 1 Submit Leave Request This page allows the administrator to submit a leave request for an employee who manually submits a leave request instead of using the Web based system When the administrator activates the Submit button after entering the leave request information the leave request is forwarded to the respective supervisor and transfers the administrator to the Employee Information Page 2 6 4 2 Cancel Leave Request This page allows the administrator to cancel a previously submitted leave request by the employee The page displays all the submitted leave requests by the employee which are not yet taken by him her as shown in Figure 4 When the administrator selects a leave request and activates the Cancel Leave button the status of the leave request is set to Cancelled and if the leave request has been already approved then the leave balances of the employee in the database are updated accordingly 2 6 4 3 Leave Request Transactions This page displays all the leaves taken by the employee during the current calendar 2 6 4 4 Edit Leave Request This page allows the administrator to edit a previously submitted leave request by the employee The page displays the details of leave request submitted by the employee as shown in Figure 14 and allows the administrator to update information like leave begin date leave end date leave begin time leave end time type of leave and amount of leave hours When the administrator activa
41. he Employee Details Leave Statistics Title and Department and the Employee Leaves table to retrieve all the required information about the employee Next the script generates e mail messages that are both sent to the employee and his her supervisor and then displays a confirmation message Tables Employee Details Leave Statistics Employee Leave Department Title SQL Statement NSERT INTO Employee Leave PostNum LeaveType SSN Dt Lv Begin Lv End Time Beg Time End Qty Hrs Status FMLA Purpose Nature Duration Relative Name Relation Employee Remarks Supervisor Comment Administrator Note VALUES S Num Suserid Sdate SLvBeg SLvEnd TimeBeg STimeEnd 50 Hrs Status SFMLA SPurpose SNature SDuration Name SRelation SRemarks SComment SAdmin_Note Output Leave Form Page containing the online leave application form is displayed If the input provided is valid a confirmation message is displayed otherwise an alert message is displayed 4 3 1 5 Cancel Leave Request Cancel Leave php Submit CancelLv php Create LeaveForm php Input PostNum Session Cookies Userid Sessionid Function The Cancel Leave php script displays the Cancel Leave Page which consists of all the previously submitted leave requests by the employee that are not yet taken by him her The Cancel Leave php script accesses the Employee Leave table using Userid a
42. ing date and activate the Perform button to execute the yearly audit process at the end of each fiscal year which will carry forward the leave balances from the previous year into the new year 4 5 Report Generation This option allows you to generate the reports listed below Activate the hyperlink of the report you want to generate Yearly Audit Report This report displays information about the sick vacation and compensatory time state compensatory time and sick leave pool each employee has earned and used in the current calendar year Vacation Balances over MCO Report This report displays the difference between number of vacation leave hours that are available and the number of vacation hours that should be available Maximum Carry Over MCO for each employee at the beginning of each calendar year Sick Leave Pool Report This report displays information about the sick leave pool hours each employee has earned and used in between a particular period Active Employee Leave Balances Report This report displays information about the sick vacation and compensatory time state compensatory time and sick leave pool each employee has currently at the beginning of each month for each department 5 LogOut You can activate the Log Out hyperlink to log out of the system
43. ion relevant to that link Tables Employee Details Output An HTML page containing basic information about the administrator This page also displays the following set of options Leave Approval Employee Information Update Details Audit Process Report Generation Log Out 4 3 3 3 Leave Request Approval Leave Approval php Submit ApproveLv php Show LeaveStatistics php Input PostNum Administrator Note Session Cookies Userid Sessionid Function The Leave Approval php script queries the Employee Leave table and retrieves all the leave requests whose Status is S Routed to Human Resources Then the script displays the Leave Approval Page which consists of a list of all the leave requests submitted by different employees already approved by their respective supervisors The script also displays the Leave Statistics button which when activated by the administrator executes the Show _LeaveStatistics php script to display the current leave balances of the employee in a separate window The administrator has a choice to approve disapprove or decide later for all leave requests When the administrator submits the form the Submit ApproveLv php script is executed to update the Status of all the leave requests and the current leave balances of the employee depending on the action of the administrator If the administrator approves the leave request then the script sets the Status value to Approved in the Employee Lea
44. loyee meets these criteria the leave request is forwarded to the supervisor responsible for approving the leave request of the employee The status of the leave request is set to Routed to Supervisor and a confirmation message is displayed The supervisor is notified about the leave request via email However if the employee is not entitled to receive the type of leave requested then the employee is notified of the invalid request by an alert message If the employee is entitled to receive the leave but does not have the amount of leave hours requested at that moment then the leave request is accepted but the status of the leave request is set to Pending 52 Management System Netscape 8 x File Edit View Go Communicator Help ZZ 3 8 2 8 3 4 da Forward Reload Home Search Netscape Print Security Stop Human Resources Leave Management System TAMU CC Cancel Leave Request Home Submit Leave Transactions Check Status Edit Profile Sign Out JOHN SCENTERS ZAPICO ROUTED TO SICK LEAVE PERSONAL 02 24 2001 02 24 2001 SUPERVISOR ROUTED TO SICK LEAVE FAMILY 02 25 2001 02 28 2001 SUPERVISOR VACATION LEAVE 03 02 2001 03 12 2001 APPROVED 0500010522001 APPROVED COMPENSATORY TIME 03 02 2001 03 12 2001 APPROVED ROUTED TO VACATION LEAVE 03 05 2001 04 10 2001 5 SUPERVISOR COMPENSATORYTIME 08 13 2001 09 13 2001 SUPERVISOR Cancel Figure 4 Cancel Leave Request 2 4 5 Cancel Lea
45. n php script is executed which authenticates the user by comparing the values entered with the values stored in the Employee Details table and whether the user is an administrator If the values provided are incorrect the user is transferred back to the Administrator Login Page and an error message is displayed Otherwise the Check Login php script generates a random session value and updates the Sessionid field in the Employee Details table The Check Login php script also generates two session cookies one with the SSN called Userid and other with a random value called Sessionid and transfers the user to Administrator Page Tables Employee Details SQL Statement SELECT FROM Employee Details WHERE SSN S userid AND Password Spasswd AND Context Output If the values provided by the user are incorrect the Administrator Login page is displayed containing an error message and prompting the user to re enter his her SSN and Password If the values provided are correct and if the Context of the user is administrator the Administrator Page is displayed 4 3 3 2 Administrator Page Admin Page php Input None Session Cookies Userid Sessionid Function The script Admin Page php displays the Administrator Page which consists of basic information about the administrator along with a set of options This set of option allows the administrator to select a particular link to access all the informat
46. n will allow you to perform all the functions described in the Employee Interface on the employee s behalf Enter the SSN of the employee and activate the OK button If you don t remember the employee s SSN you can enter his first name or last name and activate the Search button It will display all the employees with the entered data in a separate window If you enter correct SSN the Employee Page will be displayed otherwise an error message is displayed and you will be prompted again to enter the employee s SSN This page will allow you to submit a leave request for an employee cancel his her leave requests view his her transaction listing edit leave requests and go back to the Administrator Page You can activate the Home button to return to the Administrator Page Refer to the Employee Interface in the manual to perform any of the above mentioned tasks on the employee s behalf except Edit Leave Requests 4 4 1 Edit Employee Leave Request This option will allow you to edit a previously submitted leave request by the employee The page will display the all leave requests submitted by the employee Activate the Edit Leave hyperlink to change any information of that particular leave request This action will display the leave form submitted by the employee for that leave request You can update information like leave begin date leave end date leave begin time leave end time type of leave and amount of leave hours Activate the Submit button
47. nd Leave Types table in order to retrieve all the leave request information When the employee activates the Details hyperlink the Create LeaveForm php script is executed which displays the complete leave details for a particular leave request in another window When the employee submits the form the Submit CancelLv php script is executed which checks whether the leave request selected by the employee to be cancelled is already approved or not If approved then the script updates the leave balances of the employee in the Leave Statistics table accordingly Then the script updates the Status of the selected leave request to Cancelled and displays confirmation message Tables Employee Leave Leave Statistics Leave Types SQL Statement UPDATE Employee Leave SET Status C WHERE PostNum Scbox AND SSN Suserid Output An HTML page containing the confirmation message that the leave request has been cancelled 4 3 1 6 Leave Request Transactions Transactions php Create LeaveForm php Input None Session Cookies Userid Sessionid Function The 7ransactions php script displays the Transactions Page which consists of all the leaves taken by the employee during the current calendar year The script accesses the Employee Leave table using Userid and the Leave Types table in order to retrieve all the leave information The script retrieves all the leave requests with Status values of Completed Cancell
48. ne leave application form as shown in Figure 3 To request a leave the employee must enter the leave details such as the beginning date and time of leave ending date and time of leave type of leave purpose of leave and amount of leave hours in the leave form then submit the leave request Leave Management System Netscape ml x File Edi View Go Communicator Help X 2 3 3 d w di Back Forward Reload Home Search Netscape Print Security Stop Human Resources Leave Management System TAMU CC Personal Leave Request Form Home Cancel Leave Transactions Check Status Edit Profile Sign Out Name JOHN SCENTERS ZAPICO SSN 111111111 Job Title ASSISTANT PROFESSOR Date 02 27 01 Department ARTS AND HUMANITIES Extension 5993 Leave Begin Date Month Day zl Year Leave End Date Month 71 Day gt Year Leave Begin Time 12 v oo Leave End Time 12 Type of Request Select One J Leave Hours SICK LEAVE VACATION Please Click here for more information on accrual rates maximum carry over FMLA Parental Leave and other policy details z GBEE Pomme Figure 3 Leave Form When the employee submits the leave form the system validates whether he she is entitled to receive the type of leave requested and whether the employee has a sufficient amount of leave hours in balance compared to the leave hours requested If the emp
49. on Welcome to Texas A amp M University Leave Management System This program allows you to submit and cancel leave requests view leave transaction details including the leave balances approve refuse and forward leave requests e add new employees to the database and edit their information e update the leave database system initiate the monthly and yearly accrual process updating leave totals for all employees and e print leave reports The user interface consists of on any Web browser such as Netscape or Internet Explorer with Web pages guiding you through the necessary steps to perform the above mentioned tasks There are three types of users associated with the leave process the employee the supervisor and the Human Resources Department administrator So the system is divided into three main interfaces an employee interface a supervisor interface and a Human Resource administrator interface Upon entering the system you will be greeted by the Human Resources page which has a link to the login page of each interface to login into the system When you activate this link you will be transferred to the respective login page 2 Employee Interface 2 1 Log Into the System The Login Page will allow you to log into the Employee Interface Enter your SSN and Password and activate the LogIn button If your SSN and Password are correct you will be transferred to the Employee Information Page Otherwise
50. ookies that are generated when the user logs into the system Generated session cookies include Userid and Sessionid where Userid 1s generated from user SSN and Sessionid is generated from a random value Both these values are used in maintaining security between visits to different pages of the interface other scripts of the interface compare these values with the values stored in the Employee Details table If the values do not match the user 1 transferred back to the Login Page The following sections present the description of modules used underlying queries where applicable and a Table Module matrix of the Leave Management System 4 3 1 Employee Interface Following is a module number to module name key for the employee interface Module No Module Name Module No Module Name 4 3 1 1 Employee Login 4 3 1 6 Leave Request Status 43 12 Forgot Password 4 3 1 7 Leave Request Transaction 4 3 1 3 Employee Page 4 3 1 8 Edit Profile 4 3 1 4 Submit Leave Request 4 3 1 9 Change Password 4 3 1 5 Cancel Leave Request Table 2 displays the Employee Interface modules to database tables matrix Table 2 Employee Interface Modules to Database Tables Matrix Tables esu Perses ine ue pepr Peele Pane 43 1 1 RM 43 1 2 RM 4 3 1 3 R R R R R 43 14 R 4 3 1 5 R RM 4 3 1 6 R R 4 3 1 7 R 4 3 1 8 4 3 1 9 RM Notation R Read A Add M Modify D Dele
51. ployee s leave accruals The system allows monitoring routing and online approval of the leave applications from the applicants to the supervisors and from supervisor to the Human Resources Department administrator eliminating time consuming inquiries The system ensures that employees accrue the right amount of leave that they are entitled to receive and provides a quick and efficient validation method that saves precious time and eliminates a cumbersome paper process The Leave Management System will be installed on University Web Server the existing employee information will be transferred to the database A pilot test group will be selected which will consist of employees from some of the departments The employees of the pilot group will be using the Leave Management System to apply for leave and also apply leave according to the current procedure As the first employees become comfortable with the new system more employees will be added to the system and over a span of time the current procedure will be replaced with the Leave Management System 6 Summary and Future Work The Leave Management System was successfully designed and implemented for the Human Resources Department However in the current system some of the employees fill out time cards The time cards are used to keep track of employees working hours The Human Resources Department collects cards at the end of the month and enters the information into the Leave Manag
52. pts It sends the HTML document containing the response of the user s query to the client s Web browser c PHP Scripts PHP Hypertext Preprocessor scripts are used to collect form data generate dynamic page content and send and receive cookies These scripts access the MySQL database server using SQL statements in order to retrieve the data stored in the database d Sendmail The sendmail program resides within the Unix operating system and is used to generate e mail messages and send them to the users from PHP script e MySQL database Server MySQL is a database server that 15 used to receive requests from the PHP scripts to execute SOL statements The MySQL server is capable of handling large databases with fixed and variable length records It is also possible to mix tables from different MySQL databases in the same query The MySQL server executes Generated p E mail WEB CLIENT URL containing HTML document containing Query parameters MAIL SERVER Request to create Email SQL Query Results of SQL Query SQL Database Server MySQL Database File Data Figure 19 Leave Management System Overview the SQL statements and sends the results back to the scripts The server accesses the database files to retrieve the stored data The user enters a Uniform Resource Locator URL into his her browser as a request for a Leave Management System document The browser forwards the request to the Web server which uses the
53. r submits the form the Employee Info php script is executed which authenticates the value entered by comparing with the value stored in Employee Details table If the SSN provided is incorrect an error message is displayed and the administrator is again prompted to enter the employee s SSN If the SSN provided is correct the Employee Info php script generates a session cookie for the Employee s SSN called EmpSSN and retrieves the basic information and current leave balances of the employee and displays it The Employee Info php script also displays a set of options that allows the administrator to select a particular link to access all the information relevant to that link The scripts use the employee s SSN for querying both the Employee Details and Leave Statistics tables Tables Employee Details Leave Statistics Title Department Output If the SSN provided by the administrator is incorrect an HTML page displaying an error message and prompting the administrator to enter the employee s SSN If the SSN provided is correct the Employee Information Page displaying the employee s basic information and current leave balances along with the following set of options Submit Leave Request Leave Request Transactions Check Leave Status Edit Leave Request Home 4 3 3 4 2 Submit Leave Request Same as Submit Leave Request in Employee Interface 4 3 3 4 3 Leave Request Transactions Same as Leave Request Transactions in Employee Interface
54. rch Name php script which displays SSN of all employees with the same FirstName or LastName Taking the SSN as input the Employee Details php script is executed to check whether there is a record for this employee stored in Employee Details table If a record is found the Employee Details php script retrieves all information of the employee and displays it with the opportunity to modify it otherwise an empty form is displayed which allows the employee to enter the employee s information The administrator can activate the 444 button to add a new employee and activate the Update button to modify existing information When the administrator submits the form the Employee php script is executed The 4dd Employee php script selects the data provided by the administrator accesses the Employee Details table and updates the table by appending the new record or updating existing information based on the action of the administrator It then displays a confirmation message Tables Employee Details Output An HTML page containing a confirmation message 4 3 3 5 3 Add Update Leave Statistics Check SSN php Leave Statistics php Add LeaveStatistics php Input EmployeeSSN Fiscal Year Sick Leave Vac Leave Comp Time State Comp Sick Lv Pool Session Cookies Userid Sessionid Function This module is executed when leave balances of a new employee are to be added to the Leave Management System or an existing employee s leave balances are to b
55. rently maintained in MS Access and reviews his her available leave hours Depending on the result of the review requested hours are posted into the database An audit report showing the employee s remaining leave hours is attached to the leave form and returned to the respective department to the employee s attention This procedure suffers from certain drawbacks The Human Resources Department must get their leave application forms printed from any paper printer company that wins a bid leading to a high cost of paper and printing charges The employees must wait outside the office of their supervisor for the approval of a leave application and then must approach the Human Resources Department for the pending leave status The supervisor cannot verify the employee s available leave hours before approving the leave request Also Human Resources personnel must manually check the leave requests of any employee before posting into the database The Human Resources Department must maintain bundles of papers in their files or drawers 1 3 Benefits of Leave Management System The primary objective of the proposed Leave Management System is to ensure the administration of standard leave policies centralize the collection and maintenance of leave records and automate as much of the process as possible This system allows creating monitoring and routing of the leave applications from the applicants to the acting supervisors in the
56. request Status Log Out 4 3 2 3 Leave Request Approval Leave Approval php Submit ApproveLv php Show LeaveStatistitcs php Input PostNum Supervisor Comment Session Cookies Userid Sessionid Function The Leave Approval php script queries the Employee Details and Employee Leave table and retrieves leave requests records of all employees who have the user as their supervisor Then it displays the Leave Approval Page which consists of a list of all the leave requests submitted by different employees in the supervisor s department The script also displays the Leave Statistics button that executes the Show LeaveStatistics php script which displays the current leave balances of the employee in another window The supervisor has a choice to approve disapprove or decide later for all leave requests When the supervisor submits the form the Submit ApproveLv php script is executed which updates the Status of all the leave requests depending on the action of the Supervisor If the Supervisor approves the leave request then the script sets the Status value to S Routed to Human Resources in the Employee Leave table If the Supervisor disapproves the leave request then the script sets the Status value to D Denied in the Employee Leave table and sends an e mail to the employee informing him her about the disapproval of the leave request along with the reason specified by the Supervisor The script updates the Employee Leave table
57. rocess has been successfully completed Tables Employee Details Employee Leave Leave Statistics Output An HTML page containing the confirmation message 4 3 3 6 2 Yearly Audit Process AuditY php Yearly Audit php Input Fiscal Year Dt Lv Begin Lv End Session Cookies Userid Sessionid Function This module allows the administrator to execute the yearly audit process The AuditY php script allows the administrator to enter the fiscal year posting date beginning and ending leave date and when he she submits the form the Yearly Audit php script 1s executed The script accesses the Employee Details table in order to retrieve the SSN and Status of the employee and if the Status 15 greater than zero the script carries forward the leave balances of the employee from the previous year into the new year Then the script accesses the Leave Statistics tables to update the fiscal year to the new year and the Employee Leave table to insert beginning fiscal leave balances The script updates the tables and displays a confirmation message that the Yearly Audit process has been successfully completed Tables Employee Details Employee Leave Leave Statistics Output An HTML page containing the confirmation message 4 3 3 7 1 Report Generation Page Reports php Input None Session Cookies Userid Sessionid Function The Reports php script displays a set of options to generate different reports that allows the administrator to select a
58. rofile Page which allows the employee to update his her profile The script also displays a hyperlink to the Change Password Page This script selects all the data provided by the employee for an update and executes the Update Profile php which updates the changes accordingly The Update Profile php script accesses the Employee Details table using session value Userid in order to retrieve and update all the required information of the employee After updating the table the script displays a confirmation message Tables Employee Details Output An HTML page containing a confirmation message is displayed 4 3 1 9 Change Password Change Passwd php Update Passwd php Input 0 4 Password New Password Session Cookies Userid Sessionid Function The Change Passwd php script displays the Change Password Page which prompts the employee to enter his her old and new password When the employee submits the form the Update Passwd php script is executed which verifies the Old Password provided by the employee with the one stored in the Employee Details table If the Old Password provided is correct then the Update Passwd php script updates the Password with the New Password in the table and displays a confirmation message Otherwise the employee is transferred back to Change Password Page and an error message 15 be displayed and the employee is prompted again to enter the Password The script accesses the Employee Details table using Userid in order to
59. rred back to the Update Details Page after adding the leave type to the database 2 6 5 4 Add Update Employee Title This page allows the administrator to add a new employee title or update an existing one The employee title reflects whether an employee is a exempt or non exempt for pay purposes The administrator 15 transferred back to the Update Details Page after adding the employee title to the database 2 6 5 5 Add Update Employee Location This page allows the administrator to add a new employee location or update an existing one The employee location indicates where the employee is physically located on campus The administrator is transferred back to the Update Details Page after adding the employee location to the database 2 6 5 6 Add Update Department Location This page allows the administrator to add a new department location or update an existing one The administration of employees at A amp M CC is based on the assignment of each employee to a department location The department location is defined as the department to which the employee reports The administrator is transferred back to the Update Details Page after adding the department location to the database 2 6 6 Audit Process The Monthly Audit Page allows the administrator to perform the monthly vacation and sick accrual processing The administrator must enter details like the fiscal year leave posting date leave beginning date and leave ending date and activate the
60. s are forwarded to the Human Resources administrator who approves or denies it The Leave Management System keeps track of all these leave requests and calculates the leave balances of each employee 2 2 Features of Leave Management System This program runs on a local area network LAN and has the following features submit and cancel leave requests view leave transaction details including the leave balances e approve refuse and forward leave requests e add new employees to the database and edit their information update the leave database system e initiate the monthly and yearly accrual process updating leave totals for all employees and print leave reports 2 3 Description of User Interface The user interface consists of any Web browser such as Netscape or Internet Explorer with Web pages guiding the user through the necessary steps to perform the above mentioned tasks There are three types of users associated with the leave process the employee the supervisor and the Human Resources Department administrator Thus the system is divided into three main interfaces an employee interface a supervisor interface and a Human Resource administrator interface Upon entering the system users are greeted by the Human Resources page which has a link to the login page of each interface When the user activates this link he she is transferred to the respective login page 2 4 Employee Interface Figure 1
61. scriptions Title Employee title information Department Department information As shown in Figure 20 the main table Employee Details contains the employee s personal and university information The primary key is SSN Dept Acct Emp Acct and Title Code are foreign keys referencing the Department Employee Loc and Title tables respectively The Leave Statistics table maintains the current leave balances of all the employees and has a one to one relationship with the Employee Details table The Employee Leave table keeps information of all the leave requests submitted by the employees PostNum is the primary key SSN and LeaveType are foreign keys referencing the Employee Details and Leave Types tables respectively The entity relationship diagram for the database is shown in Figure 18 and the data dictionary for each table is provided in Appendix A 4 2 2 Implementation of the Tables The tables were created according to the Leave Management System hierarchy Department Employee Loc Leave Types and Title before Employee Details before Leave Statistics before Employee Leave 4 2 2 1 Importation of Existing Data After creating the tables existing data were gathered from MS Access 97 and processed to fit MySQL format The data from MS Access tables were converted to tab delimited text files and were imported into MySQL database using the following SQL statement LOAD DATA LOW PRIORITY LOCAL INFILE file name t
62. ssword Forgot Passwd php Mail Passwd php Input SSN FirstName LastName Birthdate Function The Forgot Passwd php script displays the Forgot Password Page which prompts the employee to enter his her details When the employee submits the form the Mail Passwd php script is executed which verifies the values entered by the employee with the values stored in the Employee Details table If the data provided by the employee is correct then the Mail Passwd php script generates a new password and sends it to the employee via e mail A confirmation message is displayed that the password has been delivered to the employee via e mail If the data provided by the employee 15 incorrect then the employee is transferred back to the Forgot Password Page and an error message 15 displayed The Mail Passwd php script accesses the Employee Details table in order to retrieve all the pertinent information about the employee Tables Employee Details Output An HTML page containing the confirmation message will be displayed 4 3 1 3 Employee Page Employee Page php Input None Session Cookies Userid Sessionid Function The Employee Page php script displays the Employee Page which consists of university and personal information and the current leave balances of the employee The script accesses the Employee Details Title Employee Loc and Department tables to retrieve all the pertinent information about the employee The script accesses the Employee De
63. ssword along with the old password and activate the Submit button This updates the database accordingly if a valid password is entered otherwise it displays an error message 2 5 Supervisor Interface Figure 8 diagrams in ascending order the Web pages the user sees as he she navigates through the supervisor interface Supervisor Page Leave Approval Transactions Listings Check Leave Status Figure 8 Supervisor Interface map 2 5 1 Supervisor Login This page allows a supervisor to login into the system The supervisor is prompted to enter his her SSN and password When the supervisor activates the Submit button the system validates the identifying information entered by the supervisor and if valid he she 15 transferred to the Supervisor Page otherwise an error message is displayed and the supervisor 15 transferred back to the Login Page 2 5 2 Supervisor Page This page displays basic information about the supervisor The Supervisor Page has options Approve a Leave Request Display Leave Request Transactions Display Leave Request Status of any employee in his her staff or Logout of the system as shown in Figure 9 9 Leave Management System Netscape E Koara Ss Human Resources Leave Management System TAMU CC Supervisor Page Supervisor Name ANITA JARVIS S Department OFFICE OF ADMISSIONS AND RECORDS Title ADMISSIONS COUNSELOR Location CCH 121 Extension 2416 Email hkp23134 s
64. status of the leave request is set to Denied and the employee as well as the respective supervisor is notified via e mail All leave requests with the Decide Later option activated remain in the administrator s inbox 2 6 4 Employee Information The administrator 15 prompted for an employee s userid and if a valid userid 1s entered the employee information page 1 displayed Otherwise an error message is displayed and the administrator is prompted again to enter an employee s userid This page also displays a set of options as shown in Figure 13 that allows the administrator to submit a leave request for an employee cancel his her leave requests view his her transaction listing edit leave requests and go back to the Administrator Page Leave Management System Netscape S Human Resources Leave Management System Employee Information JOHN SCENTERS ZAPICO Department ARTS AND HUMANITIES Title Name ASSISTANT PROFESSOR Office Location CCH Extension 5993 SSN 111111111 Name Previous Employment 12 Months Rate of Vacation Accrual Email Address hkp23134 sci tamucc edu 20 Hours Months Current Leave Balances Compensatory Stage Sick Leave Vacation Leave Time Compensatory Sick Leave Pool Time 43 00 57 00 3125 10 00 10 00 Leave Balances do not reflect any Leave Requests in process Contact b zi Figure 13 Employee Information Pa
65. strator submits the form the Add AdmLoc php script is executed which selects the data provided by the administrator and accesses the Department table in order to insert the new department information or modify the existing information The script updates the table and displays a confirmation message Tables Department Output An HTML page containing a confirmation message is displayed 4 3 3 6 1 Monthly Audit Process Audit php Monthly Audit php Input Fiscal Year Lv Dt Lv Begin Lv End Session Cookies Userid Sessionid Function This module allows the administrator to execute the monthly audit process The Audit php script allows the administrator to enter the fiscal year posting date beginning and ending leave date and when he she submits the form the Monthly Audit php script is executed This script updates the available sick leave and vacation leave balances of all the employees in the Leave Statistics table The script accesses the Employee Details in order to retrieve the SSN Status Date Hired and Prev Emp Previous Employment of the employee Then the script calculates the sick and vacation accruals based on this information Then the script accesses the Employee Leave and Leave Statistics tables using the SSN from the Employee Details table in order to retrieve and update the leave request information and the current leave balances The script updates the tables and displays a confirmation message that the Monthly Audit p
66. supervisor for the leave request r Administrator Note Represents the notes comments provided by the administrator for the leave request Primary Key PostNum 4 Employee Loc This table contains information about the location of the employee The Employee location indicates where in university campus the employee is physically located This table has the following attributes a Emp Acct Represents the Employee Location code b Dept Name Represents the Department in which the employee is working Primary Key Emp Acct S Leave Types This table contains information about the different type of availble leaves and their descriptions This table has the following attributes a LeaveType Represents the code for the leave type b Leave Description Represents the description for the leave type c Category Represents the leave category Primary Key LeaveType 6 Title This table contains the information about the current employee titles and their description This table has the following attributes a Title Code Represents the title code b Title Name Represents the title name Primary Key Title Code 7 Department This table contains information about the various departments on campus This table has the following attributes a Dept Acct Represent the department code b Dept Represents the department name Primary Key Dept APPENDIX USER MANUAL Introducti
67. tails SICK LEAVE FAMILY 01 01 2001 01 01 2001 5 00 APPROVED Details Figure 6 Leave Request Status 2 4 8 Edit Profile This page allows the employee to update some of his her details like e mail address extension and office location The employee can enter new information and activate the Submit button which updates the database accordingly and transfers the employee back to the Employee Page This page also has a link to the Change Password Page The employee can activate this link in order to change his her password Leave Management System Netscape x File Edi View Go Communicator Help 9 we x 4i Back Forward Reload Home Search Netscape Print Security Stop 5 Bookmarks Location http www sci tamuce edu hkp231 34 project E mployee E dit Profile php What s Related Human Resources Leave Management System TAMU CC Edit Employee Profile Home Submit Leave Cancel Leave Transactions Check Status Sign Out Name JOHN SCENTERS ZAPICO SSN 111111111 Department ARTS AND HUMANITIES Title ASSISTANT PROFESSOR Previous Employment 12 Months Rate of Vacation Accrual Location rc Extension 5993 Email 134 sci tamucc edu Change Password Submit WEE DewetDoe 8 Hours Month Figure 7 Edit Employee Profile 2 4 8 Change Password This page allows the employee to change his her password The employee can enter new pa
68. tails using Userid Then using this value again the script accesses the Leave Statistics table and retrieves the current leave balances of the employee The script also displays a set of options that allow the user to select a particular link to access all the information relevant to that link Tables Employee Details Leave Statistics Title Employee Loc Department Output Employee Page containing the University and personal information about the employee and also the current leave balances of the employee This page also displays the following set of options Submit Leave Request Cancel Leave Request Display Leave Request Transactions Display Leave request Status Log Out 4 3 1 4 Submit Leave Request Leave Form php Submit Leave php Input LeaveType Date Lv Begin Lv End Time Beg Time End Qty Hrs Purpose Nature Duration Relative Name Relation and Employee Remarks Session Cookies Userid Sessionid Function The Leave Form php script displays the Submit Leave Page which is an online leave application form The script validates the data provided by the employee using JavaScript and an alert message is displayed when the employee enters invalid values When the employee submits the leave form the Submit Leave php script is executed The Submit Leave php script creates leave record s depending on the data provided by the employee and available leave balances and inserts them into the Employee Leave table The script accesses t
69. te 4 3 1 1 Employee Login Login php Check_Login php Input SSN Password Function The Login php script deletes all the previously set cookies and displays the Employee Login Page which prompts the employee to enter his her SSN and Password When the employee submits the form the Check Login php script is executed The Check_Login php script authenticates the employee by comparing the values entered with the values stored in the Employee_ Details table and whether the user is an active Employee If the values provided are incorrect the employee is transferred back to the Employee Login Page and an error message is displayed otherwise the Check Login php script generates a random session value and updates the Sessionid field in the Employee Details table The Check Login php script also generates two session cookies one with the SSN called Userid and other with a random value called Sessionid The employee is transferred to the Employee Page Tables Employee Details SQL Statement SELECT FROM Employee Details WHERE SSN Suserid AND Password passwd AND Context Output If the values provided by the user are incorrect the Employee Login Page is displayed containing an error message and prompting the user to re enter his her SSN and Password If the values provided are correct and if the Context of the user is not Employee then the Employee Page is displayed 4 3 1 2 Forgot Pa
70. tes the Submit button the leave request information is updated in the database 250 Leave Page Netscape A Personal Leave Request Form Nam 1 JOHNSCENTERS ZAPICO J 88 Job Title 7 ASSISTANT PROFESSOR Department 5 AND HUMANITIES Leave Application Date 02 24 2001 Leave Begin Time of Request COMPENSATORY TIME Figure 14 Edit Leave Request Form 2 6 5 Update Details This page displays options that allow the administrator to add a new employee add a leave type add an employee title add an employee location add a department location and go back to the Administrator Page as shown in Figure 15 Leave Management System Netscape lt gt Human Resources Leave Management System Update Details Administrator DEBRA CORTINAS A Department HUMAN RESOURCES Title DIRECTOR OF HUMAN RESOURCES Location USC 105 Extension 5743 Email hkp23134 sci tamucc edu Figure 15 Update Details Page 2 6 5 1 Add Update Employee Details This page allows the administrator to add new employees to the program or update information of the existing ones as shown in Figure 16 The administrator is transferred back to the Update Details Page after adding the employees information to the database 3 Leave Management System Netscape gore Sz Human Resources Leave Management System TAMUCC Add Update Employee Details
71. the Supervisor Page activate the hyperlink Home 4 Administrator Interface 4 1 Log Into the System The Login Page allows you to log into the Administrator Interface Enter your SSN and Password and activate the LogIn button If your SSN and Password are correct you will be transferred to the Administrator Page Otherwise you will be transferred back to the Login page and an error message will be displayed 4 2 Administrator Page This option will display your basic information like name department and title You will have the following options Leave Approval Employee Information Update Details Audit Process Report Generation and Log Out Activate the hyperlink to transfer to the respective page 4 3 Leave Approval This option will allow you to approve or refuse a leave request The page lists leave requests submitted by employee s already approved by their respective supervisor along with three options Approve Leave Disapprove Leave or Decide Later You can select any of these three options for all leave requests You must enter the reason for disapproval if you are denying a leave request Activate the Submit button to approve or disapprove the leave requests The employee will be notified about the approved or denied leave request via e mail leave requests with Decide Later option activated will remain in your inbox To return to the Employee Page activate the hyperlink Home 4 4 Employee Information This optio
72. to update the leave request information 4 5 Update Details This option will allow you to add update employee record add update a leave type add update a employee title add update a employee location add update a department location and go back to the Administrator Page Activate the hyperlink to transfer to the respective page 4 5 1 Add Update Employee This option allows you to add new employees to the program or update information of the existing ones Enter the SSN of the employee and activate the OK button If you don t remember the existing employee s SSN you can enter his first name or last name and activate the Search button Enter or modify the information for the employee in the form displayed and activate the Add button to add a new employee or activate the Update button to update the information of an existing employee You can activate the Leave Statistics hyperlink displayed at the bottom to enter the leave statistics of the employee 4 5 2 Add Update Leave Statistics This option allows you to enter leave balances of a new employee or update leave balances of the existing ones Enter or modify the leave balances of the employee in the form displayed and activate the Add button to add a new record or activate the Update button to update the existing balances of the employee 4 5 3 Submit Other Leave Requests This option allows you to submit leave request for the employee for leave types such as Maximum Carry Over
73. ve Request This page allows the employee to cancel a previously submitted leave request The page displays all the previously submitted leave requests by the employee which are not yet taken by him her as shown in Figure 4 When the employee selects a leave request and activates the Cancel Leave button the status of the leave request is set to Cancelled If the leave request has been already approved the leave balances of the employee in the database are updated accordingly 2 4 6 Leave Request Transactions This page displays all the leaves taken by the employee during the current calendar Leave Management System Netscape ial x Human Resources Leave Management System TAMU CC Leave Request Transactions Home Submit Leave CancelLeave Check Status Edit Profile Out JOHN SCENTERS ZAPICO BEGINNING FY BAL SICK LV 09 01 2000 09 01 2000 0 00 COMPLETE Details BEGINNING FY BAL VAC 09 01 2000 09 01 2000 49 00 COMPLETE Details 09 01 2000 09 01 2000 31 25 COMPLETE Details BEGINNING FY BAL STATE CoE eae 09 01 2000 09 01 2000 10 00 COMPLETE Details 0 00 COMPLETE Details SICK LEAVE PERSONAL 03 05 2001 04 10 2001 40 00 CANCELLED Details STATE COMPENSATORY TIME 03 05 2001 04 10 2001 10 00 CANCELLED Details COMPENSATORY TIME 03 05 2001 04 10 2001 31 25 CANCELLED Details ACCRUE SICK LEAVE 04 01 2001 04 01 2001 8 00 COMPLETE Details ACCRUE VACATION
74. ve pool time earned and used by each employee in particular period 4 3 3 7 5 Active Employee Leave Balances Report EmpLeave Report php Input None Session Cookies Userid Sessionid Function The script generates information about the accumulated sick vacation and compensatory time each active employee has available at the beginning of each month for each department The script accesses the Employee Details and retrieves the SSN and other information of the employee for a given department Then the script accesses the Leave Statistics table using the SSN in order to retrieve the leave balances of the employee and generates an HTML page with this information Tables Employee Details Leave Statistics Output A report with information about the leave balances of each employee at the beginning of each month 5 Results An interactive Web based Leave Management System is implemented for the Human Resources Department at Texas A amp M University Corpus Christi The system keeps track of multiple types of employee leaves and enables the employees to request leave via the Web and check their leave time balances The system allows the employees to check the current status of the submitted leave requests and also displays a transaction listing of the leaves taken during the current calendar year The system keeps running leave balances of each employee s account accrues employee vacation and sick credits and provides individual reports on em
75. ve table and sends e mail to the employee informing him her about the approval of the leave request The script updates the available leave balances depending on the amount of applied leave hours in the Leave Statistics table If the administrator disapproves the leave request then the script sets the Status value to D Denied in the Employee Leave table and sends an e mail to the employee informing him her about the disapproval along with the reason specified by the administrator The script then displays a confirmation message Tables Employee Leave Employee Details Leave Statistics SQL Statements SELECT FROM Employee Leave WHERE Status S ORDER BY SSN update Employee Leav set Status S WHERE PostNum Srow PostNum Output An HTML page containing a confirmation message 4 3 3 4 1 Employee Information Check SSN php Search Name php Employee Info php Input Employee s SSN Employee s FirstName Employee s LastName Session Cookies Userid Sessionid Function The Check SSN php script prompts the administrator to enter an employee s SSN The script also allows the administrator to search for a particular employee by his last name or first name if the administrator does not remember his her SSN When the administrator activates the Search button the SearchName php script is executed which displays SSN of all employees with the same FirstName or LastName in another window When the administrato
76. xt REPLACE IGNORE INTO TABLE tbl name FIELDS TERMINATED BY t LINES TERMINATED BY a ERwin ERX for PowerBuilder LEAVE ER1 Main Subject rea Display1 2 e xl A Ele Display Client Server Report Option Window Help la x B Department Leave Types Dept Name LeaveType Leave Description Catagory Employee Details SSN 7771 Acct FK Emp Acct FirstName L e ii Title e Middlelni 3 Employee Leave LastName ETitle PostN Password Title Name Supervisor fe ye Tite Name LeaveType A Context SSN FK Extension Date Office Loc Lx Begin Date Hired Ly End Prev Emp Time Beg Status Time_End Vac_Flag Qty Hrs Date term Status 2 Lwop FMLA Email Leave Statistics Perpos Comments 3 t 4 Duration Fiscal Year 2 Relative Name Sick Leave ion Vac_Leave Relation Sica coal Employee_Remarks Sick Ly 00 Supervisor Comments COT Administrator Note tate Comp mim Figure 20 Entity Relationship Diagram 4 3 Design of the User Interface The Leave Management System consists of three main interfaces Employee Interface Supervisor Interface and the Administrator Interface Security of the Web pages for each of the three interfaces of the Leave Management System is maintained by using session c
77. you will be transferred back to the Login page and an error message will be displayed If you forget your password then you can activate the Forgot Password hyperlink which will transfer you to the Forgot Password Page 2 2 Forgot Password The option will allow you to request for a new password if you forget the existing one Enter your social security number first name last name and birth date and activate the Submit button If the information you entered is correct you will receive a new password via e mail otherwise you will be transferred back to the Forgot Password Page and an error message will be displayed If you do not remember your current email address please contact the Human Resources Department 2 3 Employee Page The option will display your university and personal information along with your current leave balances The leave balances will reflect the number of available leave hours for sick leave vacation leave compensatory time state compensatory time and sick leave pool The leave balances do not reflect any leave requests in process You will have options to Submit a Leave Request Cancel a Leave Request Display Transaction Listing Display Leave Request Status or Logout of the system Activate the hyperlink to transfer to the respective page 2 4 Submit Leave Request The option will allow you to submit a leave request and will display an online leave application form Enter mandatory leave details such as th

Download Pdf Manuals

Related Search

Related Contents

USER GUIDE - Help and support  取扱説明書  Release Notes for V3.2.0.1  Mode d`emploi de la plateforme Viasyst  グリーン調達基準書 - 澁谷工業株式会社  SV1007-1  HDVC-MPCS English  ALTIVAR™ 16 AC Drive  自 動 車 リ サ イ ク ル 法 フ ロ ン 類 回 収 業 変 更 （廃 止） 届 出 要 領  Samsung Galaxy Pocket Plus Bruksanvisning  

Copyright © All rights reserved. Failed to retrieve file