Felcra Niaga Sdn Bhd

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- Annual Leave

- Time –off

- Medical Leave

- Maternity Leave

- Examination Leave

- Emergency Leave

For leaves application, the employees are required to fill up leaves application form which can get from the Human Resource Clerk. This form divided to four sections which the employee can choose whichever leaves that they want to apply.

Even only use a single application form for various types of leaves, the employee has to going through so many processes to get the approval.

The leave application forms are kept in manual file. Every month, human resource clerk have to record leave information in Microsoft Excel as shown in Figure 2.

The information includes staff name, maximum total of medical certificate, and maximum total of annual leave, medical certificate leave balance and annual leave balance.

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Picture 2: Leave Management recorded in Microsoft Excel

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- Problem Statement

- For the current manual filing system the data will be kept in files according to the year and section alphabetically. It is much time consuming. Retrieval of data is very slow as the human resource clerk has to search manually and these waste lots of time. For example, if the staff needs to know balance of leave, he/she has to search every single file, or one by one and usually it will take time.

- The general manager has a problem to approve or reject application because he/she does not know the leave balance when using manual system. The staff has to refer to the human resource clerk to know their leave balance to fill the application form and there is problem when the human resource clerk is on leave or not in the office.

- Delays in the process of application for leave and the employee shall not acquire information to either leave approved or not approved.

- The manual file system has no backup and if manual record safe book keeping is lost, all data will be completely lost.

- Data is not always reliable as it is hand written and some human errors might have occurred.

- Mostly data is kept on registers and these are stored in filling cabinets and this consumes a lot of space. Lots of manual labor is required for record keeping.

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- PROPOSED SYSTEM

4.1 E-Leave Application System

E-Leave Application System is a system that automates leave workflow in the organization. It is an on-line system that automates the flow of leave application until approval or rejection. It supports multi-level of approval routes and on behalf leave application. It allows the cancellation of leave by applicant instead of approver only. The cancellation can be done either before or after approved.

Basically e-Leave controls the application against the availability of leave balance, status of employment such as probation or confirm, advance leave taken and also rules such as leave must be submitted before a specified days before leave taken.

E-Leave Application System will send notification to approver when there is an application or cancellation of leave. Vice versa, it will send back the notification to applicant about the status of leave application once the leave is approved or rejected.

This system is employee details management software that would be beneficial:

- Requirement of less human resource does not require the user to manually maintain the physical file and details of various employees.

- Its expansion is easy maintainable through plug-ins.

- The new system does not require a lot of time and effort to maintain records.

- Easy searching of information by administrator, it is very convenient to search record of any individual from database.

- Flexibility the project would help effective and systematic record keeping that is storing and retrieving of useful data.

- Reliability and operational correctness.

- Maintenance of integrity and inter-linkages of data.

- Matching of integrity and logical movement of electronic information.

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- OBJECTIVE OF NEW SYSTEM

E-Leave Application System is a powerful tool to relieve the user from the complicated task of handling employee scheduling manually. This system automates the complete employee leave process and allows the user to maintain leaves in the easiest way.

Employee scheduling tool also facilitates to print various reports including leave details, attendance details, and employee reports in paper form. This system provides user friendly software which saves the user time and efforts, allowing users to focus on their business goals. Appropriate procedures have been applied and defined for collecting, processing, communicating, and archiving quality information.

Besides that, the objective of this system is to prepare the Human Resource Department with more efficiency and simplicity in leave processing.

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- SCOPE OF NEW SYSTEM

- E-leave Application System is a web based application that can be assessed from anywhere within an Operating System by the authorized users such as top management and staff.

- The system would be centrally managed and controlled which is designed to run on the departmental server.

- Simple and accurate way to keep track of employee attendance and leave