Enhancing Leave Management through an Online Employee Leave Application System

Manual leave processing at PT. Citra Bonanza Express (and the related case of PT. Indomarco Adi Prima) causes inefficiencies, error-prone records, and lack of transparency.
Study goal: build a web-based Online Employee Leave Application System that streamlines requests, approval, tracking, and reporting.
Methodology: classic Waterfall model ➜ requirement analysis → design → implementation → testing → maintenance.
Outcomes reported
- Marked increases in processing speed, data accuracy, and managerial visibility.
- Real-time dashboards, automated balance calculations, PDF exports.
- Facilitates data-driven decisions for HR and executives.
Potential for replication across organizations facing similar challenges.

Leave management = critical HR function; efficiency benefits both employees (easy requests) & managers (monitoring & compliance).
Manual systems generate paperwork, double entry, and miscounts.
IT adoption in HR (HRIS, web apps) offers scalable solutions
- Reduces administrative load
- Enhances decision quality through analytics
Research context
- PT. Indomarco Adi Prima confronted with manual process limitations.
- Aim: introduce a web-based platform guided by established software-engineering best practices.
Chosen development model: Waterfall (Sommerville & Sawyer $1997$ ) because of its linear, well-defined deliverables—suitable for stable requirements.
Testing approach: Black-box (Yourdon $1989$ ) to verify functionality without code inspection.

Digitisation removes paperwork, reduces errors, supports “anywhere-anytime” access (Basili $2012$ ).
Empirical evidence (Zhang et al., $2018$ ): improves policy compliance & user satisfaction.

Provide real-time data, cross-module integration, scalability (Pressman $2014$ ).
Positive impact on engagement & efficiency (Lee & Lee $2017$ ).

Auto-calculates balances; transparent workflows; detailed analytics (Yourdon $1989$ ; Chen et al., $2019$ ).
Raises satisfaction by shortening turnaround times.

Waterfall: sequential phases ensure rigorous validation; works when requirements are fixed (Petersen et al., $2014$ ).

Planning
- Define scope, resources, milestones.
Analysis
- Elicit functional & non-functional requirements (e.g., multi-role access, PDF reporting).
- Assess competing sites to borrow proven UX patterns.
Design
- Produce architecture diagrams, ERD, UI wireframes, integration & test plans.
Development
- Code modules; perform unit & integration tests; fix defects.
Testing
- Black-box scenarios (login, CRUD, approvals) – all $19$ cases passed.
Maintenance
- Ongoing support & incremental improvements post-deployment.

Many firms still unaware IT can handle leave; rely on paper/email.
Employees at PT Citra Bonanza Express largely manual labor; require simple, low-training solution.

Web site emphasises “3 E’s” metaphor:
1. Ease – intuitive UI lowers learning curve.
2. Efficiency – request in seconds, not days.
3. Economy – saves printing & HR manpower costs.

Use-Case Diagram: actors = Employee, Supervisor, HRD. Core cases: login, submit request, approve, generate report, reset balances.
Activity Diagram: illustrates workflow from draft request → supervisor review → HRD final approval → update balances.
Sequence Diagram: message flow among UI, controller, database for each event.
Database Design (ER/Relational)
- Tables: users, departments, positions, leavetypes, leaverequests, leave_history.
- PK/FK relationships ensure referential integrity.

Defines functional scope, performance targets, and constraints (budget, technology).

HRD: master-data CRUD, approval queue, PDF reports (Approved / All), reset balances.
Supervisor: view subordinates’ requests, approve/reject, view history.
Employee: submit request, track status, view personal leave balance & history.

$19$ functional cases executed; all returned “Successful.”
- Examples: submit request, reset annual balance, print reports.
Confirms alignment with requirements and indicates readiness for production use.

Transitioning from manual to web-based leave systems yields measurable gains in efficiency, accuracy, transparency, and employee satisfaction.
Waterfall’s disciplined stages ensured on-time delivery within clearly scoped requirements.
Findings & artifacts provide a reproducible blueprint for other organizations aiming to modernize HR workflows.

Data privacy: system must comply with employment laws and safeguard personal records.
Change-management: training & communication critical to user adoption; resistance mitigated via intuitive design.
Business continuity: real-time system reduces downtime risk during peak leave periods (e.g., national holidays).

Aligns with Systems Theory (Bertalanffy): holistic integration of people, processes, technology.
Reflects Software-Quality Metrics (Kan $2002$ ): defect reduction, reliability, usability.

SMEs and large enterprises alike can deploy low-cost stacks (Apache/MySQL) to achieve HR digital transformation.
Modular design allows future add-ons: mobile app, single-sign-on, analytics dashboards.

Bassil Y. ( $2012$ ); Chen X. et al. ( $2019$ ); Dutta & Sarkar ( $2016$ ); Jalote ( $2005$ ); Kan ( $2002$ ); Lee & Lee ( $2017$ ); Petersen et al. ( $2014$ ); Pressman ( $2014$ ); Rumbaugh et al. ( $2004$ ); Sommerville ( $2011$ ); Sommerville & Sawyer ( $1997$ ); Yourdon ( $1989$ ); Zhang et al. ( $2018$ ).