International Research Journal of Engineering and Technology (IRJET)
e-ISSN: 2395-0056
Volume: 12 Issue: 11 | Nov 2025
p-ISSN: 2395-0072
www.irjet.net
An Integrated Web-Based Solution for Leave and On-Duty (OD) Management in Institutions Dr.S. Parthasarathy1, P. Naveen Raj2, R. Mohana Brintha3, V.G. Kishore Kumar4, Dr.S. Miruna Joe Amali5, R. Thangasankaran6 1 Professor, EEE Dept, Director - KLN.IRP, K.L.N. College of Engineering, Sivagangai, Tamil Nadu, India 2,3,4 UG Scholar, CSE Dept, K.L.N. College of Engineering, Sivagangai, Tamil Nadu, India
5 Professor & Head of Department, CSE Dept, K.L.N. College of Engineering, Sivagangai, Tamil Nadu, India 6 AP/EEE Dept, KLN.IRP Coordinator, K.L.N. College of Engineering, Sivagangai, Tamil Nadu, India
---------------------------------------------------------------------***---------------------------------------------------------------------the proposed Smart Leave and On-Duty Processing System Abstract: The Online Leave and On-Duty (OD)
with Hierarchical Approval Mechanism expands on previous developments. Students can apply for leave or OD via this system by logging into a special web application and providing necessary details such dates and reasons. After submission, the application is automatically sent to the Head of Department (HOD) for approval or disapproval after being approved by the Class Coordinator. To guarantee responsibility and clarity, reasons for disapproval are clearly documented. In educational automation frameworks, these hierarchical processing models have been shown to reduce administrative errors and improve decision-making transparency [4], [5], [9].
Management System is designed to overcome the inefficiencies of traditional paper-based leave applications in colleges, which often result in delays, lost records, and lack of transparency. The web-based system, integrated within the college intranet, allows students to submit structured online leave or OD requests through a userfriendly interface. Requests are automatically routed to the concerned authorities Class Coordinators, Heads of Departments (HODs), and Wardens (for hostellers) based on predefined role-based access control (RBAC) workflows. Approvers can review and act on requests digitally, while students receive real-time notifications on their application status. The system ensures accurate digital record-keeping, reduces administrative workload, improves accountability, and enhances overall efficiency. By providing workflow automation, transparent processing, and effective data management, this solution delivers a reliable, efficient, and user-centric approach for college administration.
Additionally, using their login dashboard, students may monitor the current progress of their applications, guaranteeing real-time information and doing away with the necessity for laborious follow-ups. For day scholars, the HOD's permission initiates automatic slip generation; however, for hostellers, the request is forwarded to the Warden for final authorization prior to slip generation. The suggested method saves paperwork, increases productivity, and promotes sustainable digital transformation in academic institutions by combining digital tracking, automated record management, and multi-level authorization [1], [2], [6], [9], and [10].
Keywords: Role-Based Access Control (RBAC), Digital Approval Process, Record Keeping, Transparency, Efficiency, User-Centric System, Workflow Automation, Real-Time Notifications, Web-Based System
1. INTRODUCTION The need for automation in administrative operations, especially in leave and on-duty (OD) management, has grown due to the quick digitalization of educational institutions. Conventional paper-based methods can result in inefficiencies like permission delays, data loss, and communication breakdowns between instructors and students.Several automation-based solutions that improve accountability, accessibility, and openness within institutional frameworks have been put forth by researchers to address these problems [1], [3], [8]. In order to reduce human labor and guarantee data consistency, automated attendance and leave management systems make use of contemporary online technologies to streamline the application, review, and approval processes [2], [4], [7]. By implementing a structured, multi-level approval workflow that replicates actual institutional hierarchies,
© 2025, IRJET
|
Impact Factor value: 8.315
2. METHODOLOGY The objective of the proposed Smart Leave and On-Duty Processing System with Hierarchical Approval Mechanism is to automate and accelerate the approval process for leave and OD in educational establishments. It uses a methodical, role-based process that guarantees accuracy, openness, and responsibility at every turn. Secure and role-specific access is made possible by the system's distinct login interfaces for wardens, heads of departments (HODs), class coordinators, and students. Students can log in and submit a request for leave or on-duty (OD). Important information including name, roll number, department, dates, purpose, and kind of
|
ISO 9001:2008 Certified Journal
|
Page 419