Name:MUKEE HARISIN

RegNo:CT203/0037/15.
Project proposal topic:Online Employee Management System.

Online employee leave management system.

CHAPTER ONE INTRODUCTION
1.1 Background of the study
County government of west pokot started it’s operations back in the year 2013 after the
promulgation of the new constitution in 27th August 2010.Since then,the county uses the manual
paperwork system for the employee’s requesting leaves which is basically maintained using the
attendance register for the staff.The staff needs to submit their leaves manually to their respective
authorities hence increasing the paperwork and maintaining the records becomes tedious. The
proposed online leave management system is aimed to decrease the paperwork and help in easier
record maintenance by having a centralized database where leaves and records are maintained and
also reduces chances of data loss.The proposed system thus automates the existing paperwork
system and this helps the organization save on resources and to the users saves time in the process
of making leave requests as it will be easier with lesser time spent

1.2 Problem of statement

The current leave management system at west pokot county government is based on manual
paperwork of filling forms and it is characterized by lack data security and inability of county
employees to process their leaves online from the comfort of there place and time.It also suffers
from insecurity which exposes employees information to unauthorized users.with the current
system, employees can make more than one leave request within a short period of time since the
leave documents may be difficult to inspect to identify who to be given the permission and who
not to be given following the previous trends.therefore, the proposed system (online leave
management system) which is web based, will address the issues of insecurity,poor leave record
keeping and make the process of leave request much easier with lesser time spent

1.3 research objectives

General objectives:

 To be able to create an online leave management system of West pokot county.

Specific objectives:
 For the employees to be able to request for a vacation leave online and to immediately know
if the date they are requesting may not be available
 To be able to provide online access to the clients or attendance of their specified employee of
the county government.
 To be able to forecast availability of human resources such the CEC’S, COD’S and other
staffs
 To be able to manage queries on leave of employees with lesser time to be spent

1.4 research questions

 What are the challenges and limitations of the current manual system of leave
management?
 How can the system help employees to know the specific date they request for their leave
is available or not?
 How can the system provide an online access to the clients/attendance?
 Will the system forecast the availability of human resources?
 Will the system reduce the time spent to manage queries on employees leave?

1.5 Significance of the study

This study provides information about online leave management system. There are reasons on
why the study should be implemented. The significance of the study is specified as follows:
For the organization

This study can improve discipline. Leave, when paired with attendance, can improve accuracy
and build discipline in an organization. For instance, some organizations may have a policy of
enforcing a leave without pay if an employee is absent from work without the managers
permission
For the employees

This study will convey policy rules. It will use in-built systems to convey leave policy rules like
maximum or minimum number of days, holiday calendar management according to the location.
Employees can, at any time, refer to the leave policy before applying for vacation leave.
This study will provide compliance to leave policy. Often, lack of knowledge about
organizational leave policies, lead to negligence of leave policy rules by employees and
managers. A leave management system uses inherent rules that do not allow employees or
managers to bypass rules while applying for or approving leaves.
For the HR manager

This study will provide accurate information. It will provide accurate information about leave
balances, leave trends which allows the HR to forecast available resources at any point of time.
This study will provide instant information about employe>s leave history.It will allow manager
and hr to look at leave history of the applicant.Leave history for the department or organization
can also be extracted immediately.this study will allow users to save time.Online leave balance
visibility will remove a tremendous strain on HR where as much as 15 percent of their time is
spent in handling queries on leave balance for employees.
This study will provide visibility of employee availability. For managers, it is very important to
to know the availability of team members to meet project deadlines. With online leave
management, the leave trend and the leave data of employees will be easily accessible to help
them in approving or rejecting a leave request.

1.6 scope of the study

The leave management system will be designed, developed and implemented taking the
distiction of the leave absence policies, types of leaves and leave management of West Pokot
County organization.the system will be designed and developed for the West Pokot County HR
departments in general and the employees leave records section in particular. The employees
leave section is solely responsible for keeping the leave and related records of employees and
keeping track of their information.
The leave management system will be designed in such a away that makes it possible to access it
through any web browser program.this serves as the user interface.the web browser supported
interface that will be created will be dynamic and as well as a result backed by the database
system that will enable users to to have the ability to input,access,manipulate and delete data
from the database.the system runs online and all leave aspects can be managed by employees as
long as they will have an internet connection/access.
The scope of this project will be limited to several processes:handling of employees leave
applications, managing leave balances, records management,administration and leave
management.It will generate the reports such as leave trends of the organization, employee
availability, employee leave balance,leave rejection, leave acceptance, employee with “no leave
during the year” and absence monitoring.