The document proposes a web-based personal information and leave management system for a university. It analyzes alternative solutions such as a standalone system, manual system, or purchasing commercial software. A feasibility analysis finds that developing an in-house web-based system would be the most cost-effective solution compared to purchasing commercial software. The proposed system would allow online leave application and generate various reports on employee leave and personal information.

1. System Proposal
System
Group 02
System Analysis and Design Project
Personal Information and Leave management System
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2. System Proposal
1.0 Introduction
1.1 Structure of the report
TABLE OF CONTENTS
Page
1.0 INTRODUCTION………………………………………………………………………………… 2-4
1.1 Structure of the report……………………………………………………………… 2
1.2 Purpose……………………………………………………………………………………… 3
1.3 Background of the project………………………………………………………… 3-4
1.4 Scope of the project…………………………………………………………………… 4
2.0 TOOLS AND TECHNIQUES USED………………………………………………………….5-7
2.1 Solution generated………………………………………………………………………5
2.2 Feasibility Analysis (Cost Analysis)……………………………………………….6-7
3.0 INFORMATION SYSTEMS REQUIREMENTS…………………………………………..7
4.0 FEASIBILITY ANALYSIS AND ALTERNATIVE SOLUTIONS………………………..8-9
5.0 RECOMMENDATIONS………………………………………………………………………… 9
6.0 APPENDIXES………………………………………………………………………………………. 10
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3. System Proposal
1.2 Purpose
The purpose of this report is to give a brief system overview. In addition it includes the
feasibility analysis to determine whether the proposed system is viable. Some of the elements
in this process are;
Research the system problems and document the system
requirements
Identify all of the alternative solutions available
Review each solution to determine its feasibility
List any risks and issues with each solution and choose a
preferred solution for implementation
Document the results in a feasibility report
1.3 Background of the project
Institute:
UCSC (University of Colombo School of Computing)
Proposed title of the project:
Personal Information and Leave Management System
Client:
Mr. S Krishanthan
Users of the system:
Computer Applications Assistant
(i) L.C Karunasagera Leave of non academic and contract employees
(ii) N.S Gajasinghe Personal files of academic staff
(iii) D.S.R De Silva Personal files of non academic and contract employees
(iv) P.G.R Dilrukshi Personal files of casual staff
Description:
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4. System Proposal
At present UCSC administration department is using a manual system for both personal
information and leave management processes. The project is basically associated with the
personal information and leave details of the employees.
The employees are mainly apportioned in to three groups. They are
• Permanent
• Contract
• Daily paid
The personal and leave details of those employees are managed by four main users. Mainly the
users can divide in to two groups; one is handling personal information and the other is
conducting leave information. Among four, one user is dealing with the leave information of
the permanent and contract employees. Other users are conducting basically the personal
information of the permanent, contract and daily paid employees.
The current system has used the finger print machine to mark the daily attendance of the
permanent employees. Each employee has given an employee number. After entering the
employee number and keep the finger print to record the arrival time and leave time of the
employee. That time details are directly enter to the administration branch. It can only be
accessed by the senior assistant register. After that they generate a report to handover to
users. The users have to inspect the details and enter to the excel sheet and calculate the
leaves manually. Annually they issue the report including leave details of permanent and
contract employee to the financial department.
Handling the personal information is conducted by three users and they are storing personal
information in spread sheets. Currently the users have to generate only one report and the
users apply leave manually.
1.4 Scope of the project
From this project we are expecting to reengineer both information and leave management
system. Our objective is to store Personal information in database which provide more secure
and convenient for the users. The records which generated by the finger print machine directly
go to the system and then the system process the type of the leaves. And also the system
processes the total number of leaves and number of no pay days for each employee.
In addition from our system we hope to provide facility to apply leaves online and verify the
number of leaves of each employee.
The system can generate various types of reports such as
• Monthly leave reports for permanent and contract employees
• Annual leave reports for permanent employees
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5. System Proposal
2.0 Tools and techniques used
2.1 Background of the project
In build Web base System
• Users can access the system through the internet. Each user has different
privileges and system can provide information within high security. Many
staff members can access the system and get information about their leaves.
The system able to generate reports regarding user needs. Users can edit and
update data in systematic way.
In build Standalone System
• In this system all users have to have their own computer and there is no
interconnection among them. All these computers should have to install
software separately. Multi users cannot access the system simultaneously.
Less in security.
Manual System
• In this system all the registration process is done by manually. The data
stored in files as written documents and the users have to manually edit and
update data. Generating reports also done manually. In this system storage
capacity is high.
Purchase commercial software package
• According to user requirements can purchase commercial package software
from the software developers. From this solution users are unable to get the
maintain privileges. It is a high cost solution as well.
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6. System Proposal
2.2 Feasibility Analysis - Cost-Benefit Analysis
We can divide the cost in to the few categories.
• Development & Purchasing Costs
o Hardware (Currently the got enough hardware facilities)
o Software
Operating System (Already installed and no need to change)
Main soft ware need to build the system (Open source software - Free)
Other software (Total cost*25%)
• Installation & Data entry Costs
o Install the system
o Training the staff
o Enter old data into system
• Operational Costs
o Maintenance of the system
o Upgrading the software
• Personnel Costs
o Maintenance staff cost
o Operational staff cost
Projected development cost for the proposed system
Expenses
Reason Price
Other software cost Rs 10,000.00
System analysis’s cost Rs 100,000.00
Programmers Rs 80,000.00
Database administrator Rs 35,000.00
Designer Rs 25,000.00
Training for staff Rs 8,000.00
Total Rs 258,000.00
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7. System Proposal
Projected annual operating cost
Expenses
Reason Price
Maintenance cost Rs 100,000.00
Data entry and employee costs Rs 20,000.00
Total Rs 120,000.00
Cost of Candidate Solutions
In build Web base System
In build Standalone System
Manual System
Purchase commercial software
package
3.0 Information systems requirements
Hardware: -
• Client machine
Minimum requirement Pentium[R] 4 CPU 1GHz
requirements-
256 MB RAM
40 GB Hard disk
Software:-
• Apache Web Server.
• MySQL database Server.
• Windows Vista 2003, XP or 2000 / Linux Operating System.
Vista,
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8. System Proposal
4.0 Feasibility analysis and Alternative solutions
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9. System Proposal
1. Web based System
Users can access the system through the internet. Each user has different privileges and
system can provide information within high security. Many staff members can access
the system and get information about their leaves. The system able to generate reports
regarding user needs. Users can edit and update data in systematic way.
2. Stand-alone System
In this system all users have to have their own computer and there is no interconnection
among them. All these computers should have to install software separately. Multi users
cannot access the system simultaneously. It is less in security.
3. Purchase Commercial package software
According to user requirements can purchase commercial package software from the
software developers. From this solution users are unable to get the maintain privileges.
It is a high cost solution as well.
5.0 Recommendations
Considering the above solutions web based system is the most appropriate way for the
personal information and leave management system. Some of the main advantages are high in
security, save time and money, accurately track employee time, attendance, punctuality and
leave. Provide online services and generate reports monthly as well as annually.
As convey above from this project we are expecting to reengineer both information and leave
management system. Our objective is to store Personal information in database which provide
more secure and convenient for the users. The records which generated by the finger print
machine directly go to the system and then the system process the type of the leaves. And also
the system processes the total number of leaves and number of no pay days for each
employee. In addition from our system we hope to provide facility to apply leaves online and
verify the number of leaves of each employee. Among the above candidate solutions the
preeminent solutions to reengineer the system are purchase commercial software package and
in build Web base System. But according to cost benefit Analysis purchase commercial software
package is very expensive. Hence we recommend web base system as the best solution.
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10. System Proposal
6.0 Appendixes
We are expecting to reengineer both information and leave management system. Our
objective is to store Personal information in database which provide more secure and
convenient for the users. The records which generated by the finger print machine directly go
to the system and then the system process the type of the leaves. And also the system
processes the total number of leaves and number of no pay days for each employee. In
addition from our system we hope to provide facility to apply leaves online and verify the
number of leaves of each employee. And also the system expect to provide reports such as
leave reports of permanent employees monthly, leave reports of contract employees monthly
etc.
We identified four major candidate solutions such as
• In build Web base System
• In build Standalone System
• Manual System
• Purchase commercial software package
Among the above candidate solutions the preeminent solutions to reengineer the system are
purchase commercial software package and in build Web base System. But according to cost
benefit Analysis purchase commercial software package is very expensive. Hence we
recommend in built web base system as the best solution comparing with the others.
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