Human resourse managment system

Chapter one

Project Template

1. Requirement

analysis1.1 Introduction

The introduction of computer & their non-stop enhancement in

solving multifarious problem together with the decreasing in

cost has led many organizations to efficient working

environment.

Business firms of government and non-government organization

are using computer system to automate their working

atmosphere.

This computerization turns has lead to increase profit,

better user satisfaction, and better management of operation

and effective utilization of resources.

Keeping this in mind this project will focus on human

resources management for Wollega University particularly, on

registering new Employee, On line application

, Updating Employee information, Search employee

information, placement of employee and Generating employee

information.

The service that is given by this human resource management

skill is lack a lot.

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The working at hand is manual. Every activity is manipulated

by human power. Record/information of employee’s are kept in

paper document manually.

As a result here is a delay in serving employee’s in time,

decrement in quality of the service, wastage of resources

and human power. Besides it takes much time to search

specific employees record in a catalogue, and employee

information /record system of human resource management is

not reliable in that the employee record may be lost or

damaged accidentally.

As a result, it is strongly believed that the working system

or environment of human resources management can give

facilitated quality and reliable service for their

employers.

Having this in mind, the team member are impressed in

computerizing the employees in formation /record system of

human resourse management of wollega university.Wollega

University human resource management as a system has sub

system but this project focuses on computerizing employee’s

information/record system of human resource management of

Wollega University.

Accordingly the goal of this project is to develop new

employee information for human resource management.

1.1.1 Background of the study

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From brushes and document written about the general back

ground and objective of Human Resource Management, Human

Resource Development is headed by Director and composed of

one coordinator and five processes. When Wollega University

first established in Nekemte in 1999EC there was only 16 and

7 Administrative and Academic Staff respectively. But now in

the main campus there are 239 men and 222 females together

and there are 461 Administrative supportive staffs and 25

females’ academic/ teaching staff.

Human Resource Development Office is in charge of

accomplishing and following up to the following activities

Recruitment:-take on some one to work for the

university.

Placement:-a temporary job undertaken for

work experience.

Development of employees of the organization.

1.1.2 Team composition

The three members of the group will have the following

responsibilities:

No Name Position1 Lalise Daniel Programmer/System

Analyst2 Daniel yonas Team leader/

System Analyst

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3 Tariku Birhanu System Analyst/

Programmer/

Webpage designerTable1:1 team composition table

1.2 Statement of the problem

Difficulty of searching and modifying employee

information.

Time consumption because of manual work for simple

jobs.

Lack of security in terms of:

Accessing of the employee information by any

body.

Entering into the employee documents

intentionally to destroy it

The papers on which employee documents are

putted are easily destroyable by fire, rain

and etc.

Mistakes happened since the work has done manually

(lack of accuracy).

Lack of reliability

Since the work is done manually buying the paper,

pen pencil and etc. needs more cost. Difficulty of

searching and modifying employee information.

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Time consumption because of manual work for simple

jobs.

Lack

1.3 Feasibility analysis

When doing any project it is fair to see some condition

whith regard to the cost, clients or end users, governments

and also about the system developer.

1.3.1 Operational/Organizational

The workers of human resource management system are some

what computer literate. This means once we have trained how

to use the soft ware or the system we can easily use it with

out any doubt. Since this system is all about entering data

and modifying data by following procedure given it is not as

such difficult for computer literate person. And we will

provide for them the manual documentation about the soft

ware.

1.3.2 Technical feasibility

We hope that we will come up with the required system since

we have taken various programming courses, and also member

of this team develop project on inventory management system,

Keble management system, grade report system. As a result

depending on our past experience we will the target of the

system.

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1.3.3 Economic feasibility

Cost benefit analysis: The system which we are going

to develop will have economic benefit. Those economic

benefit may be tangible or intangible

Tangible benefit: This means the concrete benefit

that can be expressed in terms of dollars or birr. So

the system proposed to develop will decrease a lot of

birr that was expensive to buy the hard copy document

material such as paper, pencil, rubber, and so on.

Also reduce the loss of data that means if it reduces

the loss of data it also reduces the cost of

replacing the lost data. For example if the

university have 1000 employees to handle these amount

data there must be many people to manage the data and

a lot of paper, pen ,and pencil will be bought. But

after the system developed the data can be managed

with one person and in one computer in very short

time.

Intangible benefit: Those benefits that cannot be

expressed in terms of birr or dollar.

Intangible benefit that the system will give is the

following:

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1. Give more readable, reliable, easily

manageable, and database which contains all

employees track.

2. The proper and ordered files of employees

which has stability means which is not

easily lost.

Cost of the project: The project we are planning to

do needs some software and hard ware. And also

require other material such as paper, pen, pencil

that are used when gathering the information, design

our system manually and so on.

We break the needed costs into:

o Recurrent cost: The cost needed after the system

is developed for different factors. Such factors

include maintenance, buying computers on which

the soft ware is work, the cost needed to employ

the administrator and etc.

Generally, we can express in the following table.

Item Quantity Unit cost per

item(birr)

Total cost(birr)

Printing 300 paper 2 600.00

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Equipment,

supplies

Stationeries

Paper

Pen

Pencil

Rubber

CD

Ream4 75 300.0012 2.50 25.0010 1 104 0.5 2

Miscellaneous 75Transport 50Total 1094.00Contingencies =10%total=10%*10

94

109.40

Total cost 1203.40

Table1.2one time cost of the project.

1.3.4 Schedule feasibility

Any thing that is done with out plan and schedule is like

the person that can not see or blind. Therefore the schedule

is the eye of any project that will be done. To finish this

project we have plan as follows.

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# Task

name

Dec

2010

Jan

2011

Feb

2011

Mar

2011

Apr

2011

May

2011Weeks Weeks weeks Weeks Weeks Weeks1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

1 Proposa

l2 Require

ment

analysi

s

documen

t3 System

design

interfa

ce4 Object

design

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5 Impleme

ntation6 Manual

documen

tationTable 1.3Schedule table

1.4 Objective of the project

1.4.1General Objective

The main objective of this project is to improve the Human

Resource Management system by automating its existing

system.

1.4.2 Specific Objective

To achieve the above aforementioned general objective, the

project will also address the following specific objectives:

Collecting relevant data and providing means of

analyzing the collected data.

Examine the existing processing system.

Identify the major problems of the system.

Providing alternative solutions

Selecting the best solution among the provided

alternative solutions.

Developing and implementing the new system.

1.5 Scope and limitation

1.5.1 Scope of the project

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This project focuses on Human Resource Management system of

wollega University particularly on:

Registering new Employee

Updating Employee information

Employee Placement

Search employee information

Generate reports

1.5.2 Limitation of the project

Even though, this project is focus on Wollega University

Human Resource Management System, it doesn’t include payroll

system and other system which has relationship in Human

Resource Management system.

1.6 Risk analysis

While we are doing this project we encounter different

problems.

# Risk Actions1 Computer viruses, computer

failures

Backup the file,

scanning with anti

viruses and recovering

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the system.2 Time When power and Computer lab

is not available

Working when the power

and computer lab is

available, and using

our time effectively.Table 1.4 risk analysis table

1.7 Definitions and abbreviations

Abbreviations

Emp-Employee

Info-information

HRMS – human Resource Management System

WU – Wollega University

1.8 Overview of the existing system

1.8.1 Actors in the existing system

Administrator: person who have full privilege on the system

Data clerk:-employee who register new employee information

Acquisition officer: - employee who has responsibility on

new employee registration, employee placement, employee

skill search employee information and generate reports

Job applicant:-are those applicants who aspire challenging

career in the university

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1.8.2 Major Functions of the Existing System with clear

input, process and output

The major and fundamental functions of the existing HRM

system of WU are the following:

Employee registration:-Registering the new Employee to

make the member of the university and specifically in

which department he or she works in.

Update Employees Information.

Generate reports

Search employee information

1.8.2.1. Employee Registration

Registration of a new Employee is major function of the

existing system of HRM office. It is done when new employee

join the university after the required evaluation criteria

and procedures. The work is done by the acquisition officer

and data clerk by cooperation that is responsible for adding

the employees to the university.

Work flow of Employee registration

Having finished and passed the evaluation procedure; the new

employee comes to the office and take the new employee

registration form and fills necessary information.

Employee passes the criteria.

Acquisition officer or data clerk give the new employee

registration form for employee.

Employee fills necessary information on the form.13

Then the form is checked and submitted to the HRM

office document.

Then the Acquisition officer prepares ID and Letters

that signifies the employee already member.

The work flow ends when employee takes his/her ID.

Using table:

Employee RecordThe office performs new Employee registration process by

checking the Employee information based on the specification

of organization standard criteria and record Employee.Input Employee Registration form.

Necessarily information about the employee. Process The Acquisition officer or data clerk will

screen the document based on the criteria of

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organization.

Acquisition officer or data clerk fill

employee record form and submit to the office

document.

Acquisition officer or data clerk prepares

Id number for employee.

Output Employee issued id number.

Employee recorded.

Table: 1.5 work flow of employee registration

1.8.2.2. Update Employees information

When ever employees acquire new skills or certificates the

profile need to be changed based on the employee

credentials, the administrator updates every employees

information as per new data.

Work flow to update employee’s record

Work flow starts if employee information is changed.

For example his salary, year or service, age, education

level and so on;

The administrator search for employees documents and

update it.

Work flow ends after employee information is updated.

Using table:

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Update employee recordThe HRMS office information sector always records the

employee’s information whenever the employee information

modified.Input Employee files from different body.Process HRMS office information sector updates the

employee information takes from different

reports.

Output Employee information is updated.

Table: 1.6 work flow of employee registration

1.8.2.3. Generate reports

This process starts when necessary information is gathered

from different departments. The HRM office is responsible to

generate the reports about the employee daily, monthly,

annually.

Work flow to reports

Work flow starts by collecting different information

from different departments.

Then the office generates different reports such as

employeeskill, employee placement and employee

registration and so on.

Work flow ends after generating necessary reports.

By using table:

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Preparing general reportThe operation division prepares different level of

report for operation manager.

Input Employee file.Process Prepare different level of report based

on Employee file that is already stored

in the office then send to different body

per month, semiannual, and annual.

Output General report.

Table: 1.7work flow of Generate Report

1.8.3 Reports Generated in the existing System

Different reports are generated in the existing HRM system

of WU. Reports are generated based on the general

information about an Employee in the university. This report

helps the finance department in predicting budget needed for

the coming years and months, helps the Departments to ask

for additional employee and so on. Other types of reports

are prepared monthly depending on Registered Employee per

month and annually.

Reports and summaries are the fundamentals of any business

organization. They tell how the business is running at any

given time with specified quires of the party that require

those reports and summaries.

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The following are the reports and summaries generated in

WUHRM system

Annual Report new employee registration employee skill

Monthly Report Employees registration and placement

Daily Report on Employees registration and placement

1.8.3.1 Annual Report on Employees registration and skill

Annually generated report on Employees summarizes all

Employees information of The University. This report is

organized by the administrator of HRM Office collecting the

necessary information from the Department and from the

employee’s files.

1.8.3.2 Monthly Report on placement

This report specifies the placement of each employees..

1.8.3.4 Daily Report on placement

Every employee in the University Fill the placement

form .This is used to generate the placement report for each

employee.

1.8.3.5. Annual Report on new employee registration and

employee skill

This report generates new employee information and employee

skill per year.

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1.8.4 Problems of the Existing System (using PIECES frame

work)

The PIECES frame work was used to identify the problems in

the existing manual HRM system of WU. The problems

identified are presented below:-

1.8.4.1. Performance related problem

Performance related problem can be measured using two broad

categories of performance measurement. These are throughput

and response time of diffirent processes in the existing

system.

1.8.4.1.1 Throughput

Modifying employee information: - since the documents of

employee are written manually to modify their information

the documents must be changed. Also there is no any

searching method, so to find each document it needs more

time.

Registering the employee: - since the registration is done

manually, registering the employee specially when there are

a lot of employees are difficult. Registering an Employee

also involves some redundant and bulk item information to be

processed.

Generate Report: the task of report generating takes much

time of the office, since it requires summarizing bulk data.

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1.8.4.1.2 Response Time

It is easy to predict the response time of each process

based on the detailed description of the major functions of

the exiting system such as generating summarized report,

updating the employee’s information and so on.

1.8.4.2. Information related problem

Information related problems can be measured with respect to

input and output information of the existing system.

1.8.4.2.1 Output related problems

Lack of relevant information in annual reports

generated by the HRM system such as errors in

calculating Employee compensation amount during the

preparation of annual and monthly reports. This leads

to incorrect reports for the Manger and Finance

department.

No standard method of generating reports

1.8.4.2.2 Input retaliated Problem

All information that must be captured in the current HRM

system is still performed manually which menace human error

may occur, and also redundant data when input the

information.

1.8.4.3. Control and Security problem

Due to little security control an authorized workers

are capable to access information.

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Due to information that is not in use full format the

current system handles all the Employee related records

in fill cabinet which means regularly all employees

have access to records.

1.8.4.4. Efficiency related problem

Employees waste their time due to redundantly input

data’s when registering new employees, generating

reports, and calculating employee’s salary data is

redundantly balancing stock control card which produce

frequently information at expense of time.

The use of several forms and copies in the record

keeping will incure additional material cost.

1.9 Proposed system

1.9.1 Overview of the system

Decision in assigning proper skillful hands for the project

is an important issue in HRMS. The decision in making

analysis about the employees’ skill is a prime important

before booting. The proposed system of HRMS is the right

software to be incorporated into the automation of the

system for helping the Organization needs with respect to

skillful human resource.

The proposed system provides detail general information

about the employee along with educational, certification and

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skill. It enhances HRM in adding viewing and updating

Employees details and generates various reports regarding

employees’ skill and experience.

The advantage of this proposed system is that:

Very fast and accurate

No need of any extra manual effort.

Just needs a little knowledge to operate the

system

1.9.2 Functional Requirements

Functional requirements capture the intended behavior of a

system. Therefore the following functional requirements are

stated for the new automated system.

Keep track of detail information of each Employee in

the university.

Registering the new employee of the university.

Produce report based on the employee’s data base.

Managing the Employees record.

Authorizes the administrator to control data access by

the user.

Search an Employee by Employee ID and/or Employee name

1.9.3 Non-Functional Requirements

Non-functional requirements are requirement, which has no

essential for the system, but it can support and give more

quality for the system.

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.1.9.3.1User interface and Human Requirements

The user interacts with the interface depending on their

account level. Those are the administrator and the user.

The user intended to face log in form first page to enter

the user based on their account based on their account

level.

If the entered user is administrator or he/ or she can meet

with main form which contains registering new information,

updating existing files, searching reporting etc. But if the

logged in user is not administrative, he can not access all

things. For example he can not create a new user, updating

file, deleting existing file. But he can view file, search

file, enter new data.

1.9.3.2 Hard ware Requirements

The system does not require any additional Hardware. Simply

it can run on the existed hard wares with 1000 RAM.

1.9.3.3 Software Requirements

Front end- Macromedia Dream Weaver

Database-MySQL

Server side script-PHP

1.9.3.4 Security Issue

The system support user name and pass word to

authenticate

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The system should give different privilege to

protect interfering.

The system administration must grant and revoke

privilege of the user.

1.10 System models

1.10.1Use Case diagram

A use case is an interaction between users and a system. It

captures the goal of the users and the responsibility the

system to its users. It is the functionality of the system

or the service provided by the system.

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1.10.2.1 Description of Use Cases

A use case is an interaction between users and a system. It

captures the goal of the users and the responsibility the

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system to its users. It is the functionality of the system

or the service provided by the system.

Use Case List

The following are use cases used in the system:

-Login

-Register employee

-Employee placement

-Add user

-Delete user

-Employee skill

-Update employee information

-Generate report

-search employee information

-Delete employee

-Job application

1). Use case Name: Login

Description: Validates the user to enter to the system.

Identifier:UI-01

Actors involved: Administrator, Acquisition Officer and

Data clerk

Precondition: The user must have valid user name and

password.

Includes: Login

Flow of events:

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1. The user wishes to enter to the system.

2. The system displays the login dialog box.

3. The user fills and submits the username and password.

4. The system checks the login information.

5. The system displays Main Form if login is valid.

6. Use case ends

Alternate actions:

The entered username and/or password are not correct.

1. The system determines the invalidity of username and/or

password

2. The system determines invalidity to enter into the

system.

3. The system informs the user to reenter username and/or

password

4. The use case resumes at step 3 of flow of events.

5. Use case ends.

Post condition: The users logs in to the system.

2).Use case Name: New employee registration

Description: Registers new Employee.

Identifier:UI-02

Actor Involved: Acquisition Officer and Data clerk

Precondition: The employee must fulfill the required

quality and pass the qualification test given by the

HRMS office.

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Includes: Login

Flow of events :

1. Employee passes the criteria and wants to register.

2. the acquisition Officer or Data clerk enters to the

system.

3. The Acquisition Officer or Data clerk selects new

employee Registration form the menu.

4. The system registers the employee.

5. The use case ends.

Alternate actions :

1. Invalid data registration.

2. Return to step 4 of flow of events.

3. Use case ends.

Post condition: Employee’s record registered. The

system assigns id number.

3). Use case Name: Add user

Description: create user account.

Identifier:UI-03

Actor Involved: Administrator

Precondition: have administrative privileges.

Includes: Login

Flow of events :

1. From the main form the users select account form

2. The system display user account form.

3. Administrator creates user account.

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4. The system checks confirmation of password.

5. The system will register the user account.

6. The system display message completed successfully.

7. End of use case.

Alternate actions :

1. If the password is not confirmed.


3. Use case ends.

Post condition: user gates his/her own accounts.

4) Use case: Placement

Description: Employee placement

Identifier:UI-04



Includes: Login

Flow of events :



3. User creates or modifies user account.



6 The system display message completed successfully.

7. End of use case.29

Alternate actions :



3. Use case ends.


5). Use case Name: Delete user account

Description: Remove user account.

Identifier:UI-05

Actor Involved: : Administrator


Includes: Login

Flow of events :



3. User creates or modifies user account.



6. The system display message completed successfully.

7. End of use case.

Alternate actions:


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3. Use case ends.


6). Use case Name: Employee skill

Description: record employee skill status.

Identifier:UI-06

Actor Involved: : Administrator and Acquisition

Officer.

Precondition: employee attending his job.

Includes: Login

Flow of events:

1. From Main Form the user selects Employee skill

form.

2. The system display Employee skill form.

3. The employee skill info will be recorded.

4. Use case ends.

Alternate actions:

1) When the form is not fulfilled properly.

2) Return to step 2 of flow of events.

3) Use case ends.

Post condition: employee skill is registered.

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7). Use case Name: Update employee information

Description: update employee information when needed.

Identifier:UI-07


Precondition: employee record must exist.

Includes: Login

Flow of events:

1. The user selects update employee information

form from Main Form.

2. The system displays updates employee

information form.

3. Use case ends.

Alternate actions :

1. If the information already does not exist.

2. Resume step 2 of above.

3. Use case ends.

Post condition: the employee information updated.

8). Use case Name: Generate report

Description: Generate a report specified.

Identifier:UI-08

Actors Involved: Acquisition Officer,Admin

Precondition: Request general report

Includes: Login

Flow of events:

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1. From Main Form administrator select report

submenu.

1. The system display general report.

2. Then selects report type: placement report,

skill report employee

registration

3. The system prepares report.

4. The system displays report.

5. End of use case.

Alternate actions :

1. The entered username and/or password are not

correct.

2. The system determines the invalidity of

username and/or password.

3. The system determines invalidity to enter to

the system.

4. The system informs the user to reenter username

and/or password.

5. The use case resumes at step 3 of flow of

events.

6. Use case ends.

Post condition: Report is generated.

9).Use case Name: Search employee

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Description: search employee information.

Identifier:UI-09

Actors Involved :Administrator and Acquisition Officer

Precondition: Request employee ID.

Includes: Login

Flow of events:

1. From Main Form user select search form.

2. The system display search form.

3. Then user type employee ID.

4. The system prepares the search result.

5. The system displays employee Info.

6. End of use case.

Alternate actions:

1. The entered Employee ID is not correct.

2. The system determines the invalidity of Employee

ID.

3. The system informs the user to

reenter correct Employee ID.

4. The use case resumes at step 3 of flow

of events.

5. Use case ends.

Post condition: Employee Update.

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10).Use case Name: Delete employees’ information

Description: search and delete the employee detail

Information.

Identifier:UI-010

Actors Involved: Administrator and Acquisition Officer


Includes: Login

Flow of events:

1. From Main Form administrator select delete

form.

2. The system displays delete form.


4. Then click delete button

5. System asks that the administrator is sure

about what he was doing.

6. The system delete employee Info.

7. End of use case.

Alternate actions :



Employee ID.

3. The system informs the user to reenter correct

Employee ID.

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events.

5. Use case ends.

Post condition: Employee file is deleted.

11).Use case Name: Job Application

Description: search and delete the employee detail

Information.

Identifier:UI-011

Actors Involved: Administrator and Acquisition Officer


Includes: Login

Flow of events:

1. From Main Form administrator select delete

form.

2. The system displays delete form.


4. Then click delete button

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5. System asks that the administrator is sure

about what he was doing.

6. The system delete employee Info.

7. End of use case.

Alternate actions:



Employee ID.

3. The system informs the user to reenter

correct Employee ID.


events.

5. Use case ends.

Post condition: Employee file is deleted.

Use case Identifications

UCID01 Login

UCID02 New employee registration.

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UCID03 Add user

UCID04 Placement

UCID05 Delete user

UCID06 Skill

UCID07 Update employee information

UCID08 Generate report

UCID9 Search employee information Add user

UCID10 Delete employee information

UCID11 Job Application

1.10.3 Class Diagram

Class diagrams show the model dependency between user

interface classes and associations between business classes.

The following figure shows class diagram of wollega

university Human resource management system.

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1.10.4 Sequence Diagram

Sequence diagrams are used to model the logic of usage

scenarios or the description of the potential way the system

used. Sequence diagrams are a great way to validate and

flesh out the logic of use case scenarios and to document

the design of the system.

HRM System has the following sequence diagrams.

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Fig2.1 sequence diagram of new employee registration for

actor Acquisition officer

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Fig2.2 sequence diagram of employee placement for actor

42

Acquisition Officer

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Fig2.3 sequence diagram of employee placement for actor

Administrator

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Fig2.4 sequence diagram of employee skill for actor

Administrator

Fig 2.5 sequence diagram of employee skill for actor 45

Acquisition Officer

46

Fig2.6 sequence diagram of new generate report for actor

Acquisition Officer

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Fig2.7 sequence diagram of search employee information for

actor Acquisition Officer

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Fig2.8 sequence diagram of search employee information for

actor Administrator

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Fig2.9 sequence diagram of delete user for actor Ad

51

Fig2.10 sequence diagram of add user for actor Administrator

52

Fig2.11 sequence diagram of delete employee information for

actor Administrator

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Fig2.12 sequence diagram of Job application for actor

Acquisition Officer

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Fig2.13 sequence diagram of job application for actor job

applicant

1.10.5 User Interface Prototype

In order to capture all the user interface requirements of

the user the team member made through analysis and

identified the following user interfaces.

Essential user interface prototyping

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Employee RegistrationEmployee information

Marriage statusInput fieldUsed to input marriage status fields(char)

EMP IDInput fieldUsed to input unique

Employee nameInput field (Fname, Mname, Lname)

ExperienceInput fieldUsed to input Experience (Number)

Date of employment (char)Input fieldUsed to input date of

DepartmentInput fieldUsed to input Department (char)

Birth DateInput fieldUsed to input birth date (date)

Year of employment Input fieldUsed to input year of

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Type of employeeInputUsed to insert types of employee (char)Month of employment

Input fieldUsed to input month of employment (char)

Employees’ skills

Employee information

SkillsInput fieldUsed to input skill

DepartmentInput fieldUsed to input

Employee nameInput field (Fname, Mname, Lname)Used to input Employee

Emp IDInput fieldUsed to input unique EmpID (char)

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ExperienceInput fieldUsed to input Experience (Number)

Employee placement


SexInput fieldUsed to input the sex of an employee(char)

RegionInput fieldUsed to input region (char)

DepartmentInput fieldUsed to input Department (char)


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LocationInput fieldUsed to input

Employee nameInput field (Fname, Mname, Lname)Used to input Employee name (char)

CountryInput fieldUsed to input country


%

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Employee nameInput field (Fname, Mname, Lname)Used to input Employee


Annual incomeInput fieldUsed to input annual income

FacilitiesInput fieldUsed to input facilities

LoansInput fieldUsed to input loans

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Search employees’ information


Emp IDInput fieldUsed to search employee ‘information (char)

Delete employees’ information


Empid

Input fieldUsed to delete employee information (char)

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Create account


Register asInput fieldUsed to input identify level of registration (char)

PasswordInput field Used to identify user who have privilege

UsernameInput fieldUsed to input username

Delete account


UsernameInput fieldUsed to input username

New employee registration form

63

PasswordInput field Used to identify user who have privilege

Update employees’ skill information form

Employee placement form

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Chapter two System design2.1 Design goals

This design document is analyzed to automate currently work

of HRMIS; also the project will be developed in modular way.

By this way, the system will have independent modules, and

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we will be able to turn it into performing the system with

little effort.

For the sake of security there will be two user groups for

the system: Authorized user (Administrator) and any other

ordinary user who accesses the system with limited

privileges.

2.2 Class type architecture

2.2.1 Subsystem decomposition

The importance of decomposing the system in to subsystems

in any software development side is we can easily understand

what the system we are developing and what its main uses

are. At the time of project we may create many subsystems

and finally we combine them to form a system.

We have decomposed our system to the following sub system:

Log In Module

Employee Info Module

Administration Module

Reports Module

Login Module

The log in subsystem checks whether the user name and

password match. This sub system also contains the access

levels by separating as administrator and users. The

administrator can create account and guaranteed to access

(manipulate) all the data. On the other hand, the

66

administrator can changes the password in the case users

forget their password.

User Id

Password

Fig2.14 login process.

Employee Info Module

This subsystem deals with the management of the employee

information such as registering the personal details name,

qualification, skill, experience etc. All these employee

information will be saved on the database. In addition,

under this subsystem creating account, filling attendance

and evaluation are included.

Administration Module

This subsystem deals with the management of the employee

information such as the hiring of the eligible candidate,

payments criteria, his personal information maintenance etc.

These means performing like searching employee information

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LOGINProcess

ERROR IN INPUT

Main form

by Employee ID when needed and updating the employee

information, recording the new employee.

Fig2.15 administrator responsibility

Reports Module

This subsystem is specified for the purpose of the report

generation for the HRMIS on desired requests. Those reports

are:

Employee Skill Report- reports employee capacity, activity

and experience

Employee Info Report- to view track of each employee

Subsystem Services We try to describe the services of each subsystem as

follows

68

MAIN FORMADMIN Add Emp

Add Skill Reports

Add Placement

Add Compensation

Service Name Service Input Service

Output

Service

DescriptionLog In Module User name and

password to

enter in to

the system

If the user

name and the

password

matches the

main form

will be

displayed if

not correct

notify the

user

Authenticates

and

authorizes

the user

Employee Info

Module

Employee

information

recorded

Saving to the

database

Register the

employee

informationAdministration

Module

Enters needed

information

to manipulate

the DB.

Manipulated

data

Takes action

on all the

data

Report Module Id, date,

year, etc

Report

information

required in

the specified

year, month,

and date

Reports the

employee

information

from the

database

69

2.2.2 Hardware/software mapping

The proposed system composed of:-

My SQL Server 2000for database.

Windows XP/ Windows 7 / Windows Vista or any 32 bit

Multi operating system

1.80 GHz of Dual CPU, 80GB of hard disk

58MB of RAM for high performance.

2.2.3 Access control

The HRMIS is the system that all covers the system like

staffing, and reporting. As a result, our system accessed by

different account levels.

The Administrator can access all the data as needed

including adding, updating, searching and other

anomalies.

The other employees have also guaranteed to view the

data allowed for them like viewing, reporting.

Multiple levels of security protect sensitive documents

and files from unauthorized viewers. Each user has a

security access level and each document has a

sensitivity level. Depending upon the access level of

the user, they will see only the list of documents that

is appropriate for their security access level.

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Generally, the system administrator controls all user

names, passwords, security access levels and document

sensitivity level.

2.3 Persistent data modeling

Since aim of this project is to handling the employee

information on the database and retrieving as needed, there

is lots of information to store and manage. We will use a

relational database to store all the personal data, user

accounts and other employee information. So, retrieval of

the information that user requests will be fast and

retrieved information will be permanent. Input information

and named entities in that forms are also stored in the

database without losing the relations between input

information and named entities after information extraction

Log In Form

EMPLOOYEE REGISTRATION

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No. Field Name Data type

1 Username Varchar(20)2 Password Varchar(20)3 LevelOfaccess Varchar(20)

DEPARTEMENT

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No. Fieldname Data Type

1 EmpID(pk) varchar(20)2 First Name varchar(20)3 Middle Name varchar(20)4 Last name char(5)5 Sex varchar(20)6 Bith year Year7 Level of

education

varchar(50)

8 Year Of

employement

Intiger

9 Type of

employee

Varchar(30)

10 month of

employement

Varchar(10)

11 Marriage

status

Char(10)

12 Type of

employement

Varchar(10)

13 Department

of

employement

Varchar(5)


1 DeptID(fk) varchar(20)2 Dept Name varchar(20)

JOB APPILICATION

Employee skills

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1 Applicant id varchar(20)2 First Name varchar(20)3 Middle Name VarChar(20)3 Last Name varchar(20)4 Sex char(1)5 Department varchar(20)6 Date of

Birth

Date

7 Location varchar(20)8 GPA float(20)9 Year Of

Experience

Intiger

10 Level of

education

VarChar(20)


1 First Name varchar(20)2 Qualification varchar(20)3 Department varchar2(20)4 Experience Intiger5 Skills varchar(20)

2.4 User interface design

if account is not correct

Yes

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Admin

Main form

Update emp

Add user Delete Emp placementEmp

skill

Search empinfo

Login

Fig2.16 system flow of administrator.


Yes

Fig2.17 system flow of Acquisition offer.

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Acquisition

Main form

New Delete Emp placementEmp

skill

Search empinfo

Login

Emp generate report


Yes

Fig2.18system flow for Data clerk

CHAPTER THREE Object Design3.1Revised class diagram

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New employee

Login

Data clerk

Attribute Visibilities and Method description

1) Login

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`

Attributes

StrUserName-for holding the username to be entered

str Password-for holding the password to be entered

Method

get sign in ()-for submitting information to data base

get reset()-used to clear text from text area.

Visibility-private

2) Administrator

AdministratorStr

adiministratorID:str

ing

Str

adiminisrtorName:str

inggetUpdate():string

getDelete():string

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LoginStrUserName: StringStrPassword: String

getSearch():string

Attributes

Str administrator-for holding the manager id to be entered

StrManagerName-for holding the manager name to be entered

Methods

getUpdate ()-used for updating Employee information in data

base.

getDelete ()-used for deleting employee information in the

data base

.getSearch ()-used for searching employee information in the

data base.

Visibility-private

3) Delete employee information

Delete employee

informationstrEmpId:stringgetDelete():string

Attributes:

StrEmpId-used to hold Empid.

Methods

get delete () - used to delete information.

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Visibility-private

4) Update employees’ information

Attributes:

StrEmpId-used to hold Empid

Methods

getUpdate () - used to return the Updated information.

Visibility-private

5) Search Employees’ information

SearchEmpID:stringgetSearch:string

Attributes:

StrEmpId-used to hold Empid

Methods

getSearch ()- used to return the Searched information.

Visibility-private

6) Delete User

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Update Employee

InformationEmpId:StringgetUpdate():string

Delete UserUserId:StringgetAccept User

Name():String

getAcceptUser

Password:string

getCheck

Password:string

Attributes

StrUserId-used to hold User Id.

Methods

get Accept User name ()- used to get User name.

get Accept User Password ()- used to return Password.

getCheckpassword ():used to check password.

Visibility-private

7) New employee registration

New Employee

registration

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strEmpID: String

strFName: String

strMName: String

strLName: String

strBirthyear:string

str level of

education:string

strDepartement;string

strSex: String

str

marriageststus:string

str day of

employement:string

st rmonth of

employement:string

Str year of

emplyement:stringgetRegister():String

getSubmit():String

getReset():String

Attributes:

StrEmpId-used to hold Emp Id.

StrFName-used to hold FName

StrMName-used to hold MName.

StrBirthyear-used to hold birthyear

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StrLName-used to hold Lame.

Str sex-used to hold sex of employee

Str marriage status-used to hold marriage status of employee

Str day of employment-used to hold day of employment of

employee

Str month of employment-used to hold month of employment

Str year of employment-used to hold year of employment of

employee

Methods

get Register ()- used to return the Register employees’

information.

get Submit()- used to Submit information into database

get Reset ()- used reset information.

Visibility-private

8) Employee placement

Employee PlacementstrImpID:String

strFristname:String

strMiddlename:String

strLastname:String

StrRegion:string

strCountry: String

strLocation: String

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Str sex;string

Strbirth date:stringgetRegister():String

getSubmit():String

getReset():String

Attributes



StrMName-used to hold MName

StrRegion-used to hold Employee region

Strcountry-used to hold country of employee

StrLocation-used to hold Employee location

Str sex-used to hold sex of employees.

Methods

getRegister () - used to return the Registered information

getSubmit () - used to Submit employees’ information into

database

getReset () - used to reset information.

Visibility-private

9) Employee skill

Employees Skill

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strEmpID: String

strFirstname: String

strMiddlename:

String

strAge: String

strSex: String

strDepartement:

String

strQualification:Str

ing

strExpriance:Single

strSkill:StringgetAdd():string

getRegister():String

getSubmit():String

getReset():String

Attributes




StrQualification-used to hold Qualification of employee.

str Experience- Used to hold employee Experience.

StrSkill-used to hold skill of employee.

Methods

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getAdduser () - used for adding data into employees’

information.

getRegister ()- used to return the Registered information

get Submit ()- used to Submit information into database

Get Reset()- used to the reset information.

Visibility-private

10) Add User

Add UserUserId:StringgetAccept: User

Name():String

getAccept:User

Password:string

getCheck:

Password:string

getAddUser:String

Attributes

StrUserId-used to hold User Id.

Methods

get AcceptUser name () - used to get User name.

get AcceptUser Password ()- used to return Password.

Visibility-private

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11) Job application

Attributes

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Job ApplicationstrFName:String

strMName:String

strLName:String

strSex:Char

strBirthyear:Single

strDepartment:Single

strExperience:Single

strGPA:Single

vacancy number: single

strstart date: date

strend date: dategetRegister():String

getReset():String

getSubmit():String



StrLName-used to hold LName

StrSex-used to hold sex ofemployee.

StrAge-used to hold age ofemployee.

StrDate of joining-used to hold joining date of employee.

StrDepartement-used to hold departement ofemployee.

StrExperiance-used to hold Experiance ofemployee.

StrGPA-used to hold GPA of employee.

Vacancy number: single-used to hold the vacancy of employee.

Strstart date: date: used to hold the start date of an

employee.

StrEnd date: date: used to hold the end day of an employee.

Methods

getRegister () - used to return the Registered information

getSubmit () - used to submit information into database

getReset () - used to the reset information.

Visibility-public

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Chapter four

Implementation4.1 IntroductionIn this chapter we mainly focuses on the implementation part,

implementation concerned with the type of material (Hardware and

Software required), techniques to develop the system, algorithm

for the system, code samples of the system, data preparation, how

to install the system, some testing techniques, start up strategy

for the new installed system are briefly described in this part

of documentation.

4.2 Algorithm design and coding

4.2.1Algorithm design

Algorithm for authentication

Function Authentication (Username, password)

If password length=0

Display error message “password is required”

Return

Pass=Retrieve Password

If password! =pass

Display error message “Incorrect password”

Return

User =Retrieve Password

If username! =user

Display error message “Incorrect username”

Return

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Type=Check Type (type)

If type=Administrator

Display Administrator main form

Else type=employee group

Display employee group main form

//end of the function authentication

Algorithm for checking whether the field is empty or not

Function validate(x)

If x==””

Display error Message “The field should not be Empty”

Return true

Else

Return false

Algorithm for checking whether the field takes only Numbers or

not

Function onnumb()

if((event.keyCode==45||event.keyCode==46||event.keyCode==48||

event.keyCode==49||event.keyCode==50||event.keyCode==51||


event.keyCode==55||event.keyCode==56||event.keyCode==57))

event.returnValue=true;

Return true

Else

Return false

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//End of Function contain number

Algorithm for checking whether the field takes only Characters or

not

Function onalpha()if(!(event.keyCode==45||event.keyCode==46||




event.keyCode==57))

{

event.returnValue=true; ”

Return true

Else

Return false

//End of Function contains character

4.3 Testing

4.3.1 Feature to be tested

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Unit testing

Verification (A set of operations that the software

correctly implemented a particular function) on the smallest

element of the program i.e. the modules are tested alone in

order to discover any error in the code.

Some of errors that controls are

When the field is not correct, the system will display

the following message.

When the month of employement selection is not selected

the system will display the following message.

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Integrated testing

The process of bringing together all the modules that a

program comprises for testing purpose.

System testing

System test insures that the entire integrated software

system meets requirements. It tests a configuration to

insure known and predictable results. System testing is93

based on process description and flows, emphasizing pre-

driven process links and integration points.

In essence system testing is not about checking the

individual parts of design, but about checking the system as

a whole. In effect it is one giant component.

System testing insures the following have been met

correctly.

They are:

Functional requirements

Non Functional requirements such as

Performance –Are the performance

criteria met?

The performance of our system is met so

performance is fulfilled.

Volume-can large volumes of information

are handled?

Large volume of information can be

handled in our system.

Documentation-Is the documentation

usable for the system?

The documentation can be used as a

guide for the user of the system.

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Robustness-Does the system remains

stable under adverse circumstances?

Volume Testing

The purpose of volume testing is to find

weakness in the system with respect to its

handling of large amount of data during extended time

periods.

Acceptance testing

The process by which the actual users test a completed

information system, the end result of which is the user

acceptance of the system. Acceptance testing checks the

system delivers what was requested.

4.3.2 Hardware and Soft ware requirements

For the proper functioning of the system the following

hardware and software are required

Hardware’s

Computer

CD/DVD disk, magnetic tape, for

recovery.

Software’s

Macromedia Dreamweaver MX 2004(or above)

Vertrigo Server

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Internet Explorer

4.3.3 Test case specifications

Before the project is released, it has to have passed

through a test cases suit, so that the required

functionality is met and previous functionality of the

system is also not broken to do this, there is existing test

cases which checks for the previous functionality. New test

cases are prepared and added to this existing test suit to

check for the added functionality.

Test case describes an input description and compares the

observed output with expected output to know the outcome of

the test case. If it is different, then, there is a failure

and it must be identified. The following are different test

case specifications.

1. Security testing: Security testing was done by trying to

access the system that is not authorized. For example with

out the valid user name and password tester will try to

access the system.

2. Performance testing: Determines how the system performs

on the range of possible environments in which it may b-e

used. This test is done by configuring the system in

different environments like different operating system,

different networks and different hardware configurations.

When the operating system test was done the system operates

perfectly for window versions greater than window 98. And

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when it was tested for different hardware configurations

systems response time was almost same for Pentium 2 and

above processor.

Results: After the system undergone the above testing we

have seen some results.

Here we will see the result of testing in tabular format.

Tests

Results

Security

Testing

System password that is user names

and passwords are cannot be broken

by the unauthorized system user.

But password table was unhidden.

Performance

Testing

After the software was tested on

windows 2000 and windows XP not

much speed variation was observed.

For different hardware

configuration also it can not be

observed much variation. System

doesn’t run on Linux operating

system.

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Chapter Five

User manual5.1Getting started

Steps1

Activate vertrigo server from the Desktop or Start

up Menu if it’s not activated.

Click on start - >Vertrigo server

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Then Click on “Hide these window and start server”

Button

Then

Step2

From the start menu click on start->Run

99

Steps3

In the run Dialog box type the URL of the page (example

http://localhost/hrm/frame.php) and the click “OK”

button.

After the application have been installed and tested the

system is ready to be functional and then preparation could

begin to place the new system in to operation. Hence, in

order the new system to be operational the new system should

100

be loaded with the existing data from the old system. The

start-up strategy used is parallel conversion strategy,

means the old system and the new system will operate

simultaneously for some time, because the defect of the new

system will be identified if any, before the old system is

abandoned and until get user acceptance

5.2 Installation

After installing both Macromedia Dreamweaver and vertigo

server software do the following steps

Step1

Get the folder “hrm “from the Developing Team.

Step 2

Copy the folder to WWW folder in the c:\programfiles\

vertrigo

After doing these steps again, copy the folder “HRMData”

from the Developing Team then,

Step3

Paste into the folder ”data “in the C:\programfiles\

vertrigo\Mysql\Data

Step4

Installation is finished

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5.3 System flow The steps that the user can follow to use the system

1. When users run the program the first form which prompts

user name and password will appear

2. To login user must enter username and password. Then

click Login button. If user name and password is not

accepted it notify user to re enter. If you want to

clear text box to re enter the account click Reset

button

2.1) if entered user name and password with

account level administrator the main form will

appear.

From this above main at the left side there is

object such as employee

registration,employeeplacement, search employee

information, delete employeeinformation,employee

skill, employee placement, add user and delete102

user and etc. from this administrator can select

one of this and can do what every thing s she/he

wants.

Eg.Administrator can select add user form from

the main form and can change account of users.

2.2) if entered user name and password with

account level acquisition officer the

form which contains employee registration,

employee placement, search employee information,

employee information, employee skill and etc.will

appear. From this acquisition officer can select

one of this and can do what every thing s she/he

wants.

Eg. Acquisition officer can select new

employee registration form from the form and can

register new employees.

2.3) if the entered user name and

password with account level data clerk,

then the form which contain new

employee registration form will appear.

Chapter Six

Conclusions and Future work103

6.1Conclusion

An effort has been made to study HRMS of WU as partial

fulfillment of BSc degree in computer science and

information Technology. In doing the study the team has

tried to follow object oriented system analysis and design

methodology.

Since the success and failure of any system depends on

gathering the right information through different fact-

finding techniques and user involvements, the team has made

the best effort to gather requirements. After a detail

review and study of the existing system of HRM models have

been designed to reflect the new system that is suppose to

solve problems.

Designing computerized HRM of WU helps to maintain a

computer based HRM.

In order to solve different problems existed the team has

tried to propose a solution that at least reduce the existed

problems and model the proposed system using different tools

and methodologies. We believe that different tools and

techniques has helped us a lot in capturing real user

requirements and model the right system for the users for

their day to day transactions. Thus it should have the

precedence in know-how and experience in collecting,

processing and utilizing information.

6.2Recommondations

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Nowadays, the world is highly becoming a competitive world.

Organizations have to divert their attention on using the

recent technology to be on the first line and competitive.

This can be real if they are able to use information

communication technology (ICT) to successfully achieve their

objective. Wollega University is the Government institution

that includes many human powers in fulfilling its function.

This is mainly concerned with providing Human power. As we

describe in this document, almost all activities of the

organization is done on manual basis. From the various facts

that constitute the project, the following points can be

recommended:

Attention should be given to the existing practice in

the design, development and utilization of the new

system.

Serious consideration should be given for the

introduction of the new system.

The staff workers should have adequate computer

facilities for the introduction of the new system.

Behavioral change of the users of the system to adapt

the new system.

There should be a network infrastructure in order to

connect the different computers in the department.

.

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\

Chapter Seven

References

106

1. Ambler, Scott, and W...Object primer 2 nd ed. Cambridge:

Cambridge University press (2001).

2. Elmasri, Ramex.Fundamentals of database

systems.2 nd .ed. Redwood city, CA: Benjamin Cummings

publication.

3. Jacobson, Ivar. Software Engineering. New York: Mc Graw-

Hill (1992).

4. www.freesoftware.com

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