ST.

LOUIS COLLEGE OF BULANAO

Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

INTRODUCTION

Background of the Study

In today’s fast-changing digital world, schools and

organizations everywhere rely on modern technologies. Web-
based systems and cloud storage power automated workflows.
They help streamline daily activities and make tasks faster
and easier. Moving administrative work from paper to digital
gives real-time access and better security. And
collaboration gets easier. For educational institutions in
particular, keeping employee records accurate and up-to-date
matters. It affects productivity and the job satisfaction of
faculty and staff.(Gartner, 2024; Lopez & Dela Cruz, 2023).

Managing employee records and processing leave requests

remains a critical function in any school or college. These
processes ensure the secure storage and easy retrieval of
personal information—including contracts, diplomas,
eligibility documents, and performance records—while
facilitating fair and timely handling of leave applications.
When these tasks are performed manually, numerous
inefficiencies arise. Common issues include misplaced or
lost documents, which lead to permanent data loss or the
need for time-consuming recreations; delayed leave approvals
that disrupt teaching schedules, classroom coverage, and
overall operations; inaccurate tracking of leave balances,
resulting in disputes, over- or under-utilization of
entitlements, and compliance risks; excessive administrative
workload concentrated on limited staff (often without
dedicated HR personnel); and a lack of transparency and
accessibility, where employees cannot easily view their
records or request status, leading to frustration and

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

reduced trust (Rahman & Ahmed, 2022; Khalid & Rahman, 2023;
Dela Cruz, 2024; Torres & Santos, 2023).

Research consistently highlights these shortcomings in

manual systems. For instance, paper-based methods frequently
cause missing or misplaced documents, prolonged approval
times that interfere with work schedules, errors in leave
balance calculations that spark conflicts, and an
overwhelming burden on administrative offices due to the
absence of specialized HR support (Mostafa et al., 2023;
Singh, 2023). These challenges are especially pronounced in
small to medium-sized institutions, and even some larger
ones, that continue to depend entirely on traditional paper
records.

In our SLCB, the Finance Officer currently manages all

employee records and related transactions manually. This
approach exacerbates the problems mentioned above, including
frequent document misplacement, approval bottlenecks,
unreliable leave tracking, heavy workload on a single role,
and limited visibility for employees into their own records.
As a result, this study proposes the development of a
secure, user-friendly Employee Record Management with Leave
Request Application System tailored to the college’s
specific structure and needs. The system aims to achieve
faster processing, reliable and centralized records, and
improved communication between staff and administrators.

By adopting a computerized system, employees gain the

ability to update their profiles, upload supporting
documents, submit leave requests online, check remaining
leave balances, and track application status in real time—
without the need to physically follow up across campus.

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

Administrators, including the Finance Officer, can

efficiently manage user accounts, review and approve/deny
requests instantly, generate reports, and maintain audit-
ready records with greater transparency and accountability.
This shift reduces paperwork significantly, minimizes
errors, and fosters a more coordinated and productive work
environment (Lopez & Dela Cruz, 2023).

Educational institutions offer various types of leave—

such as annual/vacation leave, sick leave, maternity leave,
and others—each governed by specific institutional policies.
The administrative office plays a vital role in school
operations, and equipping it with appropriate digital tools
can make a substantial difference in efficiency, employee
satisfaction, and overall institutional performance.

To design and develop a secure, user-friendly Employee

Record Management with Leave Request Application System
specialized to the specific needs and organizational
structure of the college.s

Research Question
This study aims to develop an Employee Record
Management System for St. Louis College of Bulanao (SLCB).
This study seeks to answer the following.

1. What are the Current processes in in managing employee

record and filing leave applications at SLCB?
2. What are the problems encountered in the current manual
process of managing Employee record, data information and
documents?
3. What system can be developed to address the current
problems and challenges in the current processes in
managing Employee Records and Leave Applications?
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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

4. What is the level of satisfaction using the ISO-25010

Standardize Evaluation Questionnaires among SLCB
employees on the systems visibility and workflow
features?

Underpinning Theory

Innovation Diffusion Theory (IDT) developed by Everett

Rogers (2003) explains how new ideas, technologies, or
systems spread and are adopted within an organization or
society. The theory states that people adopt innovations
based on several factors such as relative advantage
functional suitability, performance efficiency,
compatibility, usability, reliability, security
maintainability, and portability. When a technology is
useful, easy to use, and clearly beneficial, people are more
likely to adopt it.

This theory supports the Employee Record Management

with Leave Request Application System for St. Louis College
of Bulanao because the proposed system introduces a digital
solution to replace the current manual record-keeping and
leave request process. The system provides relative
advantage by improving efficiency, accuracy, and security of
employee records. It is compatible with the institution’s
administrative workflow and increasing use of digital tools.
With a user-friendly interface and proper orientation, the
system reduces complexity for users. Additionally, the
system can be tested through pilot implementation, allowing
staff to experience its functions before full adoption,
while the visible improvements in faster processing and
easier record retrieval make its benefits easily observable.

Significance of the Study

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

This study is significant because it addresses the

real-world challenges faced by employees and the Finance
Office at St. Louis College of Bulanao due to the current
manual system for managing employee records and leave
requests. By developing the Employee Record Management with
Leave Application System, the project delivers practical,
immediate improvements for users, it streamlines
administrative tasks, accelerates leave processing,
eliminates issues like lost documents and delays,
centralizes searchable and up-to-date records, and enables
faster, more informed decision-making in a modern, efficient
environment. For developers, it provides a reusable, clean
codebase built with PHP Object-Oriented Programming (OOP),
incorporating built-in security features, efficient MySQL
database management with migrations, and modular design for
easier maintenance and future scalability—reducing bugs and
accelerating development of custom features. Researchers
gain valuable hands-on experience in full-cycle system
development, from database design and user-friendly UI/UX
creation to deployment and live testing, building essential
IT skills for the modern workforce. Finally, for future
researchers and other institutions, the project serves as a
practical, low-budget reference model demonstrating how
small educational organizations can effectively modernize
administrative processes through targeted technology
solutions, solving actual problems with measurable impact.

Review of Related Literature

This capstone project focuses on developing a web-based

Employee Record Management with Leave Request Application

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

System for St. Louis College of Bulanao to replace the

current manual process of handling employee records and
leave requests. A review of related literature and existing
systems is important because it helps show what has already
been done by other researchers and developers, identifies
useful ideas and best practices, and points out areas that
still need improvement. By looking at previous studies, this
project can build on proven solutions, avoid repeating the
same mistakes, and create a system that better fits the real
needs of the college.

Data Security and Privacy

Alade, Adejumo, and Alade (2022) designed and

implemented a web-based leave management system focusing on
secure data handling and access control. Their system used
PHP and MySQL to manage employee records while applying user
authentication features to restrict unauthorized access. The
study highlighted how structured database management reduces
redundancy and improves data consistency. Although the
researchers emphasized functionality, they also identified
the importance of securing sensitive employee data from
breaches, which aligns closely with modern HR systems
requiring compliance with data protection standards.

According to factor (2025), HR software systems must

prioritize data security and compliance with regulations
such as GDPR and ISO standards. Their publication emphasized
encryption, access-level control, and routine system audits
as core security mechanisms for protecting sensitive
employee information. This resource underscores that
organizations are accountable for safeguarding employee data
from both external and internal threats. The study’s

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

relevance lies in its guidance on integrating compliance-

driven security frameworks into HR management systems,
ensuring both reliability and regulatory adherence.

HogoNext Editorial Team (2024) explored how a secure and

compliant leave management system can enhance organizational
trust and performance. Their article detailed the
significance of implementing audit logs, user
authentication, and multi-factor verification to protect
digital HR data. It also recommended using cloud-based
encryption protocols to prevent information leakage. This
approach reflects an increasing industry shift toward
digital governance and transparent data-handling practices,
a direction essential for any institution automating
employee leave processes while prioritizing privacy.

HR Omni Solutions (2024) addressed the intersection of

cybersecurity and compliance in employee leave management,
emphasizing risk mitigation and policy enforcement. The
article explained how centralized HR systems often face
vulnerabilities such as phishing, ransomware, and internal
misuse. It recommended cybersecurity measures like SSL
certification, firewall configuration, and real-time
monitoring tools to counter these risks. The study’s
insights are vital for ensuring that modern leave management
systems meet both organizational efficiency goals and strict
data protection requirements.

Munawir, Pratama, Auliana, Rohman, and Rizki (2024)

focused on enhancing online leave management through an
application system that integrates security, usability, and
data accuracy. Their findings revealed that the automation
of leave processing improves accountability and data

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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

traceability. They proposed that implementing security

protocols—such as access authentication and secure data
transmission—can reduce information tampering. While their
study focused on application performance, the underlying
emphasis on safe data operations makes it an important
foundation for secure web-based HR systems.

Prusak (2023) examined how safeguarding employee leave

data contributes to overall trust within organizations. The
article stressed that ensuring employee privacy through
encryption and secure storage protocols not only protects
individuals but also strengthens institutional credibility.
The author discussed privacy-by-design principles, where
security features are built into system architecture from
the start rather than added later. This proactive approach
provides valuable insights for the current study, which
similarly aims to ensure confidentiality, integrity, and
accessibility of sensitive HR information.

Human–Computer Interaction and User Experience

Alade, Adejumo, and Alade (2024) developed a web-based

leave management system that emphasized user interface and
user experience as essential factors in promoting efficiency
and usability. The study integrated intuitive navigation and
clear visual design to reduce cognitive load and make the
system accessible to users and administrators. Their
research demonstrated that an aesthetically simple yet
functional interface could significantly improve user
performance and satisfaction. The paper’s findings directly
align with modern design trends emphasizing the role of
responsive and adaptive layouts, which are crucial in

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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

ensuring that users can interact seamlessly with HR systems

across multiple devices.

Anda, Alcala, Coper, Bayot, Rodriguez, and Serrano

(2022) presented a web-based leave management application
for the City Government of Tagaytay that aimed to improve HR
service delivery through interactive design. The authors
implemented an accessible dashboard and an online submission
feature to streamline leave applications and approvals.
Their system emphasized usability testing to refine user
flow, making the process faster and more intuitive. This
study’s focus on feedback-driven interface enhancement shows
how participatory design can lead to systems that better
serve diverse user needs. The researchers’ findings are
valuable for institutions looking to modernize manual HR
operations through digital user experience design.

Enihe Ozighor et al. (2023) explored the implementation

of an employee management system tailored for Nigerian
universities, highlighting the importance of clear visual
hierarchy and user-centered design. Their research
demonstrated that intuitive user interfaces reduce
administrative errors and training time, leading to
increased productivity. By leveraging consistent layouts and
real-time notifications, the system improved user engagement
and satisfaction. This study underscores the significance of
usability in academic institutions, where system complexity
often hinders adoption. It provides insight into how
structured and visually coherent interfaces can enhance
overall system performance and accuracy.

Ferdianto, Sanjaya, and Titan (2021) designed an

employee management application for small and medium

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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

enterprises that prioritized simple interface layouts and

easy navigation. Their research found that even limited-
resource organizations could achieve higher efficiency
through user-friendly applications designed around specific
workflow needs. The system’s interface design minimized
unnecessary interactions and focused on task automation.
This practical approach demonstrated that improving UX does
not necessarily require advanced technology but rather
thoughtful design that caters to end-user behavior. Their
findings are particularly applicable to educational and
organizational HR systems where accessibility and clarity
are crucial.

Kasuma, Huda, and Hilabi (2024) conducted a user

satisfaction assessment of government applications using the
Website Quality (WebQual) methodology. Their evaluation
revealed that interface quality, system reliability, and
perceived ease of use strongly influenced user satisfaction.
They emphasized that maintaining user engagement requires
balancing system functionality and aesthetic appeal. The
study recommended continuous system evaluation to improve
usability, accessibility, and content presentation. This
work provides an empirical foundation for the development of
leave management systems that must cater to both
functionality and the human aspects of digital interaction.

Monte, Marinho, Valença, Medeiros, and Cardoso (2025)

investigated the application of design thinking in digital
transformation projects within public sector human resource
systems. The study demonstrated how iterative prototyping
and user collaboration foster systems that better meet
organizational needs. By integrating user empathy and
feedback, the researchers achieved a more responsive and
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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

inclusive design. Their findings reinforce that system

development should be guided by human-centered
methodologies, which improve adoption and satisfaction. This
principle is highly relevant to leave management systems,
where user trust and efficiency depend on an accessible and
intuitive experience.

Oduh, Misra, Damaševičius, and Maskeliūnas (2018)

proposed a cloud-based employee management information
system for African SMEs, focusing on accessibility and user-
friendliness. The authors emphasized minimalism and
responsive web architecture to ensure usability across
various devices and internet conditions. Their model showed
that simplified design promotes better understanding among
users with diverse technical backgrounds. Despite its
earlier publication date, the study remains relevant as it
anticipates the modern shift toward cloud-based HR systems.
Its insights are particularly useful for ensuring that leave
management platforms are both functional and user-oriented.

Ramadhanti, Sidik, and Ryando (2025) enhanced leave

management systems through UI/UX development based on design
thinking principles. Their methodology incorporated empathy
mapping and iterative testing to refine the user experience.
The study revealed that systems designed around user
feedback achieved higher engagement and fewer submission
errors. While their study focused on prototype testing, the
implications extend to full-scale HR systems seeking better
usability and interface coherence. Their approach
demonstrates the impact of UX-driven system design in
achieving efficiency, reliability, and user satisfaction.

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

Sarungu, Baharizki, Kamila, and Sugiharto (2024)

developed a web-based leave management system for Telkom
Delivery Department’s crowdsource employees, addressing
accessibility and real-time communication issues. Their
system introduced responsive design and mobile compatibility
to support remote operations. Findings indicated that
improved interface flow enhanced coordination between
administrators and users. However, they noted challenges in
system scalability under heavy usage. Despite these
limitations, their work proves that effective user
experience design can directly improve productivity and
satisfaction in organizational leave management
environments.

System Development and Software Engineering

Bauwens, Audenaert, and Decramer (2024) examined

performance management systems and the role of
transformational leadership in fostering innovative work
behavior. Their experimental study emphasized the
significance of system feedback mechanisms and real-time
performance tracking as part of software-based HR
frameworks. By linking behavioral outcomes with system
responsiveness, the authors demonstrated that effective HR
software must include dynamic evaluation tools. This study
reinforces that well-engineered management systems should
integrate technical automation with user-driven adaptability
for enhanced employee engagement and productivity.

Cuarez, Pulido, Deligero, and Novicio (2024) developed a

human resource leave management system focused on
streamlining workflow using advanced programming logic and
optimized databases. Their system featured automated

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

validation and reporting functions that minimized manual

errors and processing delays. The study showed how
engineering frameworks—such as modular code design and
systematic testing—directly contribute to software
reliability. Their methodology highlights the critical role
of structured software development in achieving operational
consistency and scalability within HR systems.

Fauzan and Dinariyana (2024) integrated design thinking

with Agile Scrum methodologies in developing a digital human
resource management system. Their hybrid approach enabled
iterative feedback and faster deployment cycles, improving
system adaptability to user needs. The study demonstrated
that combining Agile principles with UX-based design results
in systems that are both technically efficient and user-
centric. These insights are directly relevant to developing
modern leave management platforms, which require flexible,
continuously improving system architectures to handle
complex HR workflows.

Kashiv (2024) described the construction of an employee

management system using modern web development frameworks,
emphasizing modularity and database integration. The study
focused on usability testing and functional reliability as
measures of system success. The resulting application
improved coordination between HR personnel and staff by
offering structured data access. This work provides
technical direction for ensuring that software design
follows systematic engineering processes—from requirement
gathering to deployment—thereby ensuring both functional
performance and maintainability.

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

Kumar and Kumari (2023) created a web-based employee

management system that automated HR processes such as leave
applications, attendance tracking, and employee record
management. They utilized relational database systems and
PHP scripting for efficient data retrieval and validation.
Their system minimized paperwork and provided digital
transparency in administrative functions. The study
highlighted the importance of integrating system modules
cohesively to achieve a comprehensive HR solution. Their
findings demonstrate how web-based software engineering
practices can simplify and modernize traditional HR
workflows.

Lahigude (n.d.) presented a Software Requirements

Specification (SRS) document for a leave management system
that served as a blueprint for structured software design.
The document outlined system objectives, functional
requirements, and data flow diagrams, emphasizing the
importance of precise documentation in development. This
reference demonstrates that a well-defined SRS ensures
smooth communication between stakeholders and developers,
reducing potential errors during coding and testing phases.
Such engineering practices are essential in developing
stable and scalable leave management systems.

Maheswari, Ashwin, Aswin, DharaniDharan, and Logesh

(2023) developed a web-based employee performance management
system focused on software reliability and user
interactivity. Their system allowed administrators to track
performance indicators while maintaining data accuracy
through robust backend processes. They emphasized system
scalability and modular programming, which allowed easy
integration of new HR features. The study’s results
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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

illustrate the value of adopting systematic software

development methodologies, ensuring long-term
maintainability and seamless integration within HR
ecosystems.

Maseke, Unengu, and Haufiku (2022) investigated how

performance management systems influence employee
productivity, stressing the role of accurate data processing
and digital feedback loops. Although the study concentrated
on management aspects, it highlighted the technical need for
efficient database management and algorithmic processing in
HR platforms. The researchers concluded that system accuracy
directly affects user confidence and engagement. These
findings align with the objectives of developing efficient
leave management systems that depend on precise and reliable
software performance.

Maulana, Supriyanto, Utomo, and Rahmanto (2024)

implemented a web-based leave information system at PT
Arutmin Indonesia, emphasizing software optimization and
user accessibility. Their design used dynamic forms and
validation algorithms to manage leave applications
efficiently. The study concluded that robust system
architecture ensures both security and usability, key
principles for HR digitalization. Their project highlights
how systematic testing and backend optimization can lead to
improved system reliability and enhanced employee
satisfaction within corporate environments.

Rusliandy and Zulfikar (2022) discussed the

implementation of the SI-CANTIK application, an employee
management innovation for local government. The study
emphasized adaptability and software scalability,

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

illustrating how localized HR systems can enhance government

efficiency. Through the use of cloud technologies and
dynamic data access, their project demonstrated the power of
flexible system design. This study’s success underscores
that software engineering solutions must consider
institutional requirements and cultural contexts to ensure
sustainability and usability.

Rathod and Deshmukh (2022) created a leave management

system using Android technology to simplify employee
interactions with HR departments. Their mobile approach
allowed employees to submit leave requests and receive
updates in real time. The study highlighted how mobile-first
development frameworks can improve accessibility and
convenience for users. While the system faced challenges in
handling large-scale data processing, it successfully
demonstrated the potential of mobile engineering in
enhancing flexibility and communication efficiency in HR
systems.

Rembulan et al. (2024) developed a human resource

information system (HRIS) using the Extreme Programming (XP)
approach to increase competitiveness in Society 5.0. Their
iterative methodology incorporated user stories, pair
programming, continuous integration, and frequent testing to
create a robust system for managing employee records,
attendance, payroll, bonuses, and reporting. The study
highlighted how XP's emphasis on flexibility and customer
collaboration can address dynamic HR requirements in a
digital-first environment. While initial planning required
intensive stakeholder involvement, the final system
effectively improved data accuracy, reduced manual

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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

processes, and supported real-time decision-making in

organizations.

Ungashick (2024) outlined a step-by-step guide for

implementing Human Resource Information Systems (HRIS),
focusing on planning, system integration, and user
onboarding. The study emphasized structured rollout
strategies and stakeholder engagement to ensure successful
adoption. Its methodology highlighted that system
development must balance technical innovation with employee
training to achieve optimal results. These guidelines
provide crucial insight into HR software engineering
processes that combine technology, user experience, and
strategic implementation.

Vennela and Swamydoss (2024) developed an employee

tracker system emphasizing process automation and software
modularity. Their system integrated tracking, data logging,
and reporting tools, improving HR data accuracy and
decision-making. The researchers stressed that maintainable
code and clear software architecture are vital for system
longevity. Their findings contribute to understanding how
efficient software engineering can enhance the scalability
and reliability of leave management and employee tracking
systems, supporting effective HR administration.

Workflow Automation and Process Management

Adamu (2020) developed an Employee Leave Management

System that focused on automating administrative workflows
in employee attendance and leave tracking. The study
emphasized how automation minimizes human errors, reduces
paper-based processes, and ensures real-time updates of
employee leave data. By incorporating automated workflows,

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

the system improved HR efficiency and provided managers with

analytical insights for decision-making. The research
highlighted the impact of workflow integration on enhancing
organizational productivity and showed that automation plays
a crucial role in maintaining accurate and transparent leave
records.

Agripa and Astillero (2022) proposed an employee

attendance and management system using QR codes at Sorsogon
State University, demonstrating the potential of digital
automation in streamlining attendance tracking. Their study
integrated quick-response technologies for instant data
capture and synchronization with an online database. This
method eliminated manual attendance logs and prevented
fraudulent time entries. The system’s implementation showed
significant efficiency gains in employee monitoring,
reinforcing the importance of process automation for modern
workforce management in educational institutions.

Kumar and Singh (2022) designed an employee attendance

and leave management system that utilizes biometric and web
technologies. Their integration of fingerprint-based
authentication ensured accurate identity verification,
reducing cases of proxy attendance. The combination of
biometric systems with web applications provided secure
cloud storage for attendance and leave records. The study
concluded that automation through biometric verification and
web synchronization enhances operational transparency and
employee accountability. This hybrid approach set a strong
precedent for integrating physical and digital technologies
in HR systems.

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

Mama and Garillo (2022) developed a leave management

system that leverages web service workers and chunking of
image submissions to enhance performance and offline
accessibility. Their innovative use of web technologies
enabled asynchronous data processing and reduced server
load, resulting in faster response times. The study
emphasized that efficient workflow automation depends not
only on system logic but also on network optimization. Their
findings demonstrated how modern web engineering techniques
can enhance HR systems’ reliability and user experience,
particularly in low-connectivity environments.

Munawir, Pratama, Auliana, Rohman, and Rizki (2024)

introduced an online employee leave application system aimed
at improving the efficiency of leave management through
workflow automation. The system’s modular architecture
facilitated faster data validation and communication between
HR departments and employees. Their findings showed that
automation significantly reduces processing delays and
ensures consistency in record management. This research
provides strong evidence that integrating workflow-based
automation into leave systems enhances accuracy, reduces
administrative burden, and promotes employee satisfaction in
organizational operations.

Ramadhanti (2024) emphasized design thinking-based UI/UX

development as a strategy to enhance automated leave
management systems. The study integrated user-centered
design principles with workflow automation, enabling HR
staff and employees to interact seamlessly with digital
forms and approval chains. By prioritizing intuitive
interfaces and responsive system architecture, the research
demonstrated that good UX design strengthens automation
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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

efficiency. The author concluded that automation must

balance functionality with accessibility, ensuring users can
easily navigate and execute leave requests within minimal
steps.

Salazar, Mutia, Providencia, and Neri (2025) designed

the Kolumbano i-Leave online leave management system,
incorporating data visualization to monitor trends and
streamline workflows. Their system provided automated
dashboards that visualized leave statistics, making HR
decision-making faster and data-driven. Through automation,
the system offered predictive analytics to identify
absenteeism trends. The researchers concluded that
visualization-based automation improves operational insights
and managerial planning, marking a new phase of intelligent
workflow management in HR information systems.

Vitla (2023) conducted a study on optimizing employee

onboarding through automated joiner functionality designed
to provide day-one system access. The automation ensured new
employees received necessary credentials and access rights
immediately upon joining. The study revealed that such
process automation reduces onboarding delays and improves
early-stage productivity. Vitla’s research highlighted that
integrating automation in employee lifecycle management,
including leave and attendance, establishes consistency,
accuracy, and accountability across HR processes while
reducing administrative intervention.

Synthesis

Existing studies and systems clearly show that web-

based employee record and leave management applications can
bring many benefits. Most related works agree that

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Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

automation reduces paperwork, speeds up leave processing,

improves record accuracy, and helps administrators make
better decisions. Many projects use PHP and MySQL, include
user authentication, apply basic encryption, and focus on
simple and easy-to-use interfaces. Several studies also
point out the value of responsive design, real-time updates,
and workflow automation in making the system more practical
for daily use.

However, some issues and unclear areas remain. Many of

the reviewed systems were developed for larger
organizations, government offices, or private companies with
more resources and dedicated IT or HR teams. Fewer studies
focus on small educational institutions like private
colleges that do not have a separate HR department and where
one person (such as a Finance Officer) handles everything
manually. In addition, while security is often mentioned,
many papers talk about general ideas like encryption or
access control but do not always explain in detail how these
are actually built into small-scale systems with limited
budget and technical support. Usability is also discussed,
but most evaluations are done in bigger or more controlled
settings, leaving questions about how well these designs
work for non-technical users in a school environment with
varying internet quality.

The main gap this study addresses is the lack of a

simple, low-cost, secure, and easy-to-use employee record
and leave management system specifically designed for a
small private college like St. Louis College of Bulanao,
where the Finance Officer manages all records and leave
requests manually without any dedicated HR staff. This
project aims to fill that gap by creating a practical web-
COLLEGE OF INFORMATION AND COMPUTING SCIENCES
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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

based system that fits the college’s actual structure and

daily needs, combines strong basic security, user-friendly
design, and efficient automation, and can be maintained with
limited resources—offering a realistic and affordable
solution for similar small educational institutions.

Paradigm Of the Study

The input phase encompasses the existing manual and

paper-based processes currently used by the Finance Officer
and employees, the specific problems encountered in these
traditional methods (such as delays, errors, lost documents,
and lack of transparency), and a thorough review of relevant
literature and institutional policies on digital record-
keeping, leave management systems, and HR automation. In the
process phase, the study employed qualitative data
collection through unstructured interviews and direct
observations, combined with a comprehensive review of
related literature, and adopted the V-Model software
development lifecycle. This structured yet iterative
approach guided the requirements analysis, system design,
coding, rigorous testing (unit, integration, system, and
user acceptance), and continuous incorporation of user
feedback to ensure alignment with actual needs. The output
of the study is the development and evaluation of a proposed
web-based Employee Record Management with Leave Request
Application System, designed to replace the manual workflow
with a centralized, secure, and user-friendly digital
platform. This system aims to significantly improve
administrative efficiency, enhance record accuracy and
accessibility, increase transparency in leave approvals,
reduce processing time, minimize errors, and ultimately

COLLEGE OF INFORMATION AND COMPUTING SCIENCES

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 ST. LOUIS COLLEGE OF BULANAO
Undergraduate Research Program
Bulanao, Tabuk City, Kalinga 3800

elevate user satisfaction among employees and administrative

staff at St. Louis College of Bulanao.

INPUT
INPUT PROCESS OUTPUT
1. Manual 1. Informal 1. Developed
processing of interviews Employee Record
employee records 2. Direct Management with
and Paper-based observations Leave Request
employee leave 3. System Application
forms development System for SLCB
2. Existing 4. Pilot testing 2. Enhanced
problems and 5. Leave request administrative
challenges approval
3. User efficiency
6. Validation
requirements 7. Leave Balance 3. Reports
4. Employee data CALCULATION 4. Leave Status
5. Leave request 8. Employee Profile 5. Realtime Balance
Management Monitoring

Figure 1.0.0 IPO Paradigm

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