Leave Managment System - Karmanya

Karmanya is a growing company with addition to its family happening on daily basis. We now faced an issue of managing expectation of our team members and giving them leaves as per their desire and in accordance with the company policy.

This gave birth to the need to create product that would predominantly be for internal customers however it is robust enough to be sold as a marketable product.

Our team developed on the PHP technology a leave management system which not only gave access to each and every employee the policy on leave and eliminating the effort of asking the reporting manager of the policy, it also gave them the facility to login and check their leave balances, upcoming holidays and apply for leaves.

The system automatically sends holiday reminder mails to each employee 3 days prior to the holiday.

The system helped the teams be more responsible in taking leaves, ensure a back up employee when they take leave and let the whole chain of managers know the resource availability rather than just the reporting manager.

The leave management allows one to take only 1.5 leaves in a month and a leave application to be made at least 7 days in advance of the leave date/s. An email system is developed to let the employee know if the leave is approved or not.

This systems helps the reporting manager and other managers generate reports of any employee’s leave details and the leave trend analysis can be evaluated from these reports.

Cabot labs

Cabot Labs has temp workers who are employed on weekly wage basis. They get remunerated on the basis of the hours that they have worked. The employee has to provide the hours he has worked to his supervisor. The supervisor of the temp employee has to verify the hours. The supervisor then send the verified data to the HR Manager who then checks the data and ensures it is in the correct format and whether it has come through after the verification is done and if duly filled and approved by all reporting managers.  This was required as they need all the necessary data for the invoice to be made up in the Peoplesoft software.  This was a manual process. This is what need to be simplified and automated.

We then created a web application. Here the employee is given username and password and once he logs in for the first time there is a request for change of password. He can access the time sheet on this, where he can enter his daily hours that he has worked. This is validated with an earning code (this code will allow the supervisor to know if the employee has worked in the regular hours, overtime hours etc, there are 9 such codes). Once he fills this form he has to submit it to his reporting manager for approval. Once he has sent this to his manager he can no longer make changes to the weeks’ time sheet. He can make changes till he presses the submit button for approval. The employee has to submit the weekly time sheet within the predefined time frame. If the system does not get the data by such time, he receives an email to update the same.

The manager approves or changes the hours entered if discrepancies found. He has to submit this to the HR within a time frame and this does not go to HR by the stipulated time period, then an email is sent to the manager. HR then approves this and this data goes to Peoplesoft and the pay to employee happens accordingly.