MANILA DOCTORS HOSPITAL

LEAVE MANAGEMENT SYSTEM

A Project Proposal

In
COMP 03 Fundamentals of Information System and
Design Development

CHAPTER 1: INTRODUCTION
1.1.

COMPANY PROFILE AND ITS BACKGROUND

Manila Doctors Hospital (MDH) started operations in 1956.

MDH is owned and governed by the Manila Medical Services, Inc. (MMSI). The MMSI was incorporated by 14 physicians (see
list below) in 1953 as a prelude to establishing MDH in United Nations Avenue, Ermita, Manila. In February 27, 1979, the
Metrobank Foundation, Inc. (MBFI) became the majority stockholder of MMSI. The MDH has been envisioned by MBFI to be its
major corporate social responsibility project in health. In May, 2003, the term of existence of MMSI has been extended to another
50 years (2053).
Located along United Nations Avenue in the old business district of Metro Manila, which is also considered the tourist district of
Manila, MDH is a stones throw away from Chinatown. It has entry and exit points on both United Nations Avenue and Teodoro
M. Kalaw Avenue. Its T.M. Kalaw faade faces the Department of Tourism and the eastern side of Rizal Park.
MDH operates only in the Philippines, but it serves many international clients and plays an active role in promoting medical
tourism in the country. Over the years, it has continually developed its entire medical and support departments to become one of
the top five hospitals and top of mind hospital in Metro Manila.
In 1979, Dr. George S.K. Ty, Group Chairman of the Metrobank Group and founder of the Metrobank Foundation, Inc. (MBFI),
the parent company of Manila Doctors Hospital, envisioned MDH to become the leading center of excellence and wellness in the
Philippines. His vision had MDH providing world-class holistic, quality, and safe patient care.
As such, in keeping with their goal to serve as a health and wellness center for all Filipino and international clients, MDH adheres
to a three-fold mission:

To operate a world-class hospital

To undertake training and research programs to consistently improve quality services, as well as pave the way for
medical breakthroughs
To continuously pursue corporate social responsibility programs

The Personnel office is a staff department that serves as arm of the Administrator in manpower management and acts in an
advisory capacity, assisting and helping department heads as well as the employees in the performance of the various
departments personnel management functions.
As the hospital increased in bed complement with the increasing number of patients and the influx of a good number specialist
consultants who were added in the lineup of the medical staff, the administration saw the need of improving its management
policies for the manpower as they partner with the Medical professionals in the management of patients.
To maintain continuous awareness of the hospitals policies which covers all manpower including newly hired employees, we
made it a point that orientation on the policies were given to newly hired employees during their period of orientation.
Part of the development of the personnel was the spiritual activities of the Hospital wherein the Human Resource Division was
responsible in scheduling, disseminating notices, reminders and the actual spiritual activities in the Hospital like October
devotion, Advent and Lenten celebration, Anniversaries, Retreats and Recollections.
Monthly general meetings were also held during one of the salary days so that the employees were informed on any
information/updates which would be necessary and important for them to know and be aware of. Reminders were also given
about any observation and/or deviation from expectations, policies and guidelines, on proper behavior of the employees so that
we could maintain professionalism and discipline while carrying out their duties and responsibilities.
Professional and Personality Development were also enhanced through scheduled conference attended in house or outside with
the different professional organizations seminars and conventions. Cora Dolorosa was invited to give talks on personality
development.
With all of these, there was maintenance of a sound management and employee relationship, not only through MDH-family gettogether on special occasions, but also through openness, counseling and dialogue which the Human Resource Directress
herself handled. At times, when there were misunderstanding between employee and his/her superior the HR Directress was
invited to intervene and help in solving the misunderstanding. Employees were also made to have a dialogue to discuss their
evaluation submitted by their heads.
Source: http://www.maniladoctors.com.ph

1.2.

CURRENT SITUATION AND PROBLEM / OPPORTUNITY STATEMENTS

Manila Doctor's Hospital currently uses the manual leave management system. Where employee process leaves by filling up a
form and let his/her manager or supervisor approve it. This type of system takes time for information to be gathered and as well
as to generate reports.
MDH's Online Leave Management System will aim to have a better system, so they would know who and how many employees
are on leave and are available at the hospital and as well as customers will know the availability of the doctors that they will need
for their consultations.

MDHs leave management is an inefficient use of companys time and resources, so MDH will use a new leave management
system for efficient use. The new Online Management system will bring to the betterment for future use to the company and its
employees.
The process of leave management will be easy to employee, customer, and also to the human resource department who provide
information or queries about leaves of every employees whether it may be concerned on leave balances, approval of leave on a
certain date and etc.
Manila Doctors Hospitals leave management should aim to have a better system, so they would know who and how many
employees are on leave and are available at the hospital and as well as customers will know the availability of the doctors that
they will need for their consultations.

1.3.

THE BACKGROUND OF THE STUDY

Manila Doctors Hospital is an organization that needs to monitor the performance of its numerous employees. In this kind of
organization, MDH must have an information system that can do all of that in a convenient manner. Performance and compliance
include the attendance of the employees. In one year, an employee can commit several leave of absences. These leaves are
subject to prior computation and meticulous monitoring in order to give what should be vested to an employee. This is what our
proposal is all about, leave management system. The leave management system will monitor the number of leaves an employee
commits and proper computations of amount to be paid in one leave. Because of this leave management system, the records of
the MDH-HR will be arranged in an organized and systematic way. It is very important to monitor the committed leaves of the
employees for the proper monitoring. Having this kind of advancement gives the HR department an easy job to offer quality
service plus, the proper way in handling such essential records. In this proposed information system, we will be able to cover
how will the proposed project will ease the monitoring of leave of absences and how will it be useful to the company in computing
the payments regarding the committed leave. Since MDH is a hospital offering quality service to all of its clients, this leave
management will be a great step towards quality and world-class service.

1.4.

PROJECT OBJECTIVES

General Objectives:

To be able to create an Online Leave Management System of Manila Doctors Hospital.

Specific Objectives:

1.5.

For the employees to be able to request for a Sick Leave and 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 clients or patients about the availability of their specified doctor needed at
Manila Doctors Hospital.
To be able to forecast availability of human resources such as the doctors, nurses and other staffs or employees of the
company at any point in time.
To be able to manage queries on leave of employees with lesser time to be spent.

IMPORTANCE 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 any
organization. For instance some companies 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 location etc. Employees can, at any time, refer to the leave policy before
applying for vacation days.
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 give accurate information. It will provide accurate information about leave balances; leave trends etc. which allows
you to forecast available resources at any point of time.

This study will provide instant information about employees leave history. It will allow manager and HR to look at leave history of
the applicant. Leave history for the department or company 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% 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 know the availability of team
members to meet the 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
For the clients or patients
This study will provide convenience. Clients may know and access when their doctors are available or not. This would reduce the
hassle of going in the hospital without the specified doctor needed.

1.6.

PROJECT SCOPE

The leave management system was designed, developed and implemented taking the distinction of the leave of absence
policies, types of leaves and the leave management of Manila Doctors Hospital. The system is exclusively designed and
developed for the Manila Doctors Hospital Human Resources Department 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 is designed in such a way that makes it possible to access it
through any web browser program. This serves as the user interface. The web browser supported interface created is dynamic
and as a result backed by a database system that enables users 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 have an
internet access.
The scope of this project is 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 company,

employee availability, employee leave balance, leave rejection, leave acceptance, employees with no leave during the year,
and absence monitoring.

CHAPTER 2: METHODOLOGY USED

2.1.

DEVELOPMENT PHASE

WATERFALL MODEL
PLANNING

Project Selection
Preparations of Documents for interviews
and Survey Questionnaires for requirement

REQUIREMENT GATHERING AND

Data Collection about the current system

(available files and transactions) and about
Client Requirements
Conduct Interview (HR officer)
Survey (Employees)
Analyze gathered data and plan the processes
Create/Prepare System Design
DESIGN
Data Flow
Diagram
(Input
Output
User-Training
SiteDesign,
Preparation
Design,
Design)
Develop
planned on the
Processing
Test
forsystem
any
errors
the
System
enhancements
duedesign
to organizational
Submission
of
Designs
for Approval
phase
File change
Conversion
Acceptance
of Design
AND
Integration
of POST-IMPLEMENTATION
The Leave
Management
System
User
Acceptance
Testing
and gathering
Hardware
requires
periodic
maintenance
DEVELOPMENT/IMPLEMENTATION
TESTING

2.2.

DEVELOPMENT TOOLS

Front End Technologies:

This project will use the following front-end technologies:

HTML (HTML5)
HyperText Markup Language (HTML) is a computer language devised which allow website creation. It is the HTML code that
provides an overall framework of how the site will look. These websites can then be viewed by anyone else connected to the
Internet. [1]
JavaScript (JavaScript 1.8)
JavaScript is an event-based imperative language that is used to transform a static HTML page into a dynamic interface. Some
of the dynamic behavior that can be generated by JavaScript are the following: can change html content; can change html
attributes; can change html styles (CSS); and can validate data. [2]
CSS (CSS3)

Cascading Style Sheets (CSS) is a style sheet language used to describe presentation and layout of HTML tags. It controls the
presentation aspect of the site and allows your site to have its own unique look. It does this by maintaining style sheets, which sit
on top of other style rules and are triggered based on other inputs, such as device screen size and resolution.[3]

jQuery (jQuery 2.1.4)

jQuery is a fast, small, and feature-rich JavaScript library. It makes things like HTML document traversal and manipulation, event
handling, animation, and Ajax much simpler with an easy-to use application programming interface (API) that works across a
multitude of browsers. With a combination of versatility and extensibility, jQuery has changed the way that millions of people write
JavaScript.[4]

Back End Technologies:

This project will use the following front-end technologies:

PHP (PHP 5.6.9)

Hypertext Preprocessor (PHP) is a server side web programming language that can be embedded into HTML. It is used for
creating dynamic web pages that interact with the user and can include functionalities such as getting user input, manipulation of
the input and storage of this data in a suitable DBMS. PHP is also easy to integrate with web pages.[5]

MySQL (MySQL 5.7.6)

MySQL stands for My Structured Query Language. It is an open-source relational database management system (RDBMS). It is
non-proprietary, easily extensible and platform independent. It is a popular choice of database for use in web applications. Its
downside is that it lacks a graphical user interface; therefore you need to know how the database works to make the most
efficient use of it.[6]
SQL
SQL stands for Structured Query Language is a standardized query language for requesting information from a database. It is
declarative computer language aimed at querying relational databases. It lets you access and manipulate databases.[7]

[1] http://www.yourhtmlsource.com/starthere/whatishtml.html
[2] http://www.w3schools.com/js/js_intro.asp
[3] https://en.wikipedia.org/wiki/Cascading_Style_Sheets
[4] https://jquery.com
[5] http://www.techsquaresolutions.com/php.html
[6] https://scriptingmysql.wordpress.com

[7] http://www.w3schools.com/sql/default.asp

2.4.

PROJECT COST

Cost and Benefit Analysis

It is the process of analyzing financial facts associated with the system development project performed when conducting the
preliminary investigation. This analysis is done to answer the following questions:

Can the project be finished within the given cost constraints?

What are the minimal costs to attain this system?
What are the benefits of this system relating to costs?
Is the projects benefit outweigh costs?

Following is the figure showing the approximated amounts of costs that will be incurred to the system:
DEVELOPMENT COSTS:
Planning Phase

Php 2 500.00

Requirement Gathering and Analysis

Design

Php 11 670.00

Php 5 200.00

Development and Implementation

Php 5 000.00

Testing

Php 10 500.00

Post-Implementation and Maintenance Php 8 000.00

Benefits:
To Managers or Supervisors:

Leave Sanction/Rejection

Attendance Regularization Sanction/Rejection

Multiple Application Sanction/Rejection

Get System Alerts through Auto mails

Get Leave Summaries or Reports

To HR Department:

Employee Attendance Status Reports

Facility to apply for leave in case of employees absence

Facility to update Employee Leave Balances during office hours

Getting system alerts for leave applications

Having soft copies of leave applications (approved or not)

To Employees:

Convenient application for leave

Attendance Regularization

Reports of own attendance

Email alerts for approval or rejection of application of leave

3.

THE PROJECT DETAILS

3.1.

PROJECT NARRATIVE DESCRIPTION

This online leave management system is to be made specifically for the purpose of giving Manila Doctors Hospital a proposal for
implementing a better leave management system. This is to automate the leave management system of Manila Doctors Hospital.

As for the leave management system, the employees and human resource department would provide information in the system.
The employees could request for leave through online application. After filling up the application, complete leave application form
could be printed. Also, the employees can view their leave details and personal information in the system. As for the approval for
the leave request, it is the manager who would approve it on site. If the leave request would be approved, then that would be the
time the human resource department would update the employees information and the leave approval in the system. After
updating, the employees can already see the details about the leave he or she had applied for as well as his or her other leave
details like balances. As the update has been made, the HR department can also view the employee leave reports, queries and
information through the system. Manager may also see the leave schedules, personal information and leave balances of his or
her employees.
The above mentioned would be possible through these procedures: First, an employee must log-in to the leave management
system in Manila Doctors Hospital website. The employee can view his or her personal information by clicking the Personal
information button including his or her leave details by clicking Leave details. The employee can also choose to click the
Apply for Leave button if he or she would be requesting for a leave. As it was clicked, the application form can be seen. The
employee now would fill-up the application form online and print it. After printing, he or she may log-out. The employee can now
give the printed filled-up application form for signature or approval to the manager or supervisor. After approval of leave by the
manager or supervisor, the form would be presented to the HR. The HR would update employees leave information based on
the form. After that, the leave queries and information of the employees are now updated.

The log-in procedure is composed of entering the username and password of the user. If the user is an employee of Manila
Doctors hospital, he or she may proceed using the system. In applying for leave, the employee may select which type of leave he
or she would apply for. The leave may be sick leave, emergency leave, vacation leave, maternity leave or paternity leave. After
selecting which type of leave, the employee would fill the number of days, the date and end date, and the reason for the leave
request. As the form had been presented, the manager or supervisor will negotiate for any changes through validating the
number of leave days and the date it was requested. The manager would end up into a decision whether the leave request would
be approved or rejected. The leave request would be confirmed on site however, the HR may also send emails to employees and
managers regarding the confirmation on the leave request.
3.3.

DESIGN ISSUES

Internal Design

Leave Management System Internal Design

The user will enter a uniform resource locator (URL) into his/her browser as a request for a leave management system webpage.
The browser will then forward the request to theweb server, which will use the path portion of the URL to determine the file to be
returned to the browser or the PHP script to be executed on the web server. If a PHP script will be activated, the script will use
SQL queries to insert, update and retrieve data from the leave management system database tables, and returns the data to the
browser as an HTML formatted document. The HTML document, which will be returned to the browser, will contain hyperlinks to
other HTML pages or PHP scripts on the web server. In this way, the user will be able to navigate among the various pages of
the leave management system.

External Design

The user interface of the leave management system will consists of any web browser that will enable users to navigate the
website. There are two types of users associated within the leave process: the Employees and the Human Resources
Department as the Administrator. The Human Resource Manager is not part of the users since the approval of leave is still on
manual basis and once approved it will be encoded by the HR Administrator. Hence, the system will be divided into two main
interfaces: an employee interface and a Human Resource administrator interface. Upon entering the website, users will be
greeted by the homepage the Manila Doctors Hospital, which has a link to the login page of the leave management system.
When the user will login to the system, he/she will be transferred to their respective interface depending on the type of user
he/she is.
Employee Interface

Login Page
Employee Information Page
Employee Leave Details Page
Employee Leave Application Form Page

Human Resources Department Administrator Interface

3.4.

Log in Page
Home Page
Update Employee Leave Information Page
Update Employee Leave Requests Page

IMPLEMENTATION ISSUES

Hardware and Software Requirements

It is advisable to check that the software will run adequately on the systems. Check for recommended specifications as
well as minimum specifications, these are often a more reliable guide to the equipment needed.
Hardware or software upgrades may be needed if the current hardware is
insufficiently
powerful or if old versions of operating systems are in use. Network
requirements should be
investigated if the software is to run from a file server.
If using World Wide Web or Internet facilities, you will need to ensure that the lab that you intend to use is connected to
the external networks and that the set-up is sufficiently robust and reliable to work with a number of employees all
accessing external sources at the same time.

Security

Virus infection can cause serious disruption to both data, program and system files and it is essential to keep upgrading
the virus checkers to protect against new viruses. If computer based assessment is being undertaken it will be
necessary to ensure that users do not have access to the data files containing the test materials. Sensitive data files

such as these should only be stored on the network when required and it is advisable to store them in an encrypted
format for greater security.
Training, Maintenance and Other Relevant Issues

Presentation skills: Implementation teams have the unenviable task of bringing about change or introducing new
concepts. Though the saying goes that new ideas are always met with resistance, the key lies in properly explaining
the idea for the other side to see reason. Implementation teams need training in presenting new methods, selling
concepts and convincing others.