Employee Management System

CHAPTER I 1INTRODUCTION 1. 1BACKGROUND An organization needs to manage the leave and attendance of its employees. Attendance has direct relation with employees, their payroll and leave. Various software for e-attendance of the employee are available in the market. Most of them are the desktop based applications and the others, though they are web based applications, during our preliminary survey we found that they were not efficient enough to cater the needs of the organization. Hence, we thought it be a beneficial project for us and the college as well as the concerned organizations.

An organisation has the needs to manage the attendance and the leave records for its employees. Employees' Leave and Attendance Management System (ELAMS) is the online system for storing and the management of the leave and attendance records of the employees. The main function of this system is to keep the records of the employees' leave and attendance. We have envisioned that the project will be implemented so that the employees and the management could utilize the system for their future needs. This system has been developed in ASP.

NET as the front end tool and MsSQL Server as the backend database. 1. 1. 1INTRODUCTION TO OUR SYSTEM Employees Leave and Attendance Management System aims at facilitating manual attendance and leave system into an automated and systematic manner of day to day attendance, requesting and granting leaves, calculation of leave and attendance. Employees Leave and Attendance Management System will contain the entire information about employees of the organization, attendance and leave balance. An employee can apply for leave through the system which is authorized by an authorizer.

It is user friendly and user can take attendance and leave through computer. 1. 1. 2 PROBLEM STATEMENT The project is focused on the development of the Employees Leave and Attendance management. The project has explored the requirements and designs the necessary diagrams including DFD and ERD of the system. The project will provide the ultimate online solution for the management of the employees' attendance and their leave records. 1. 1. 3 SYSTEM FEATURES This Employees' Leave and Attendance Management System has many advantages over manual system.

As the system can be made available in the internet, all the stakeholders including employees and the management can benefit from it. The features of the system can be outlined as follows: •Reduces the paper work •Entry of the users and user management •Administrator privileges: He/she can manage users, leave details etc. •Employee management in effective way. •Effective management of leave details. •Accurate record of attendance of employee. •Effective tracking of the records and effective reporting. •Entry user and Authorizer concept. 1. 2OBJECTIVES The objectives of the project can be outlined as follows: Assessment of the existing system whether manual or computerized •Requirement Analysis for the computerized system. •Development of the Employees Leave and Attendance Management System. The main objective of the Employees Leave and Attendance Management System is to convert the manual record keeping of the leave and attendance details of the employees to the computerized record keeping for the future use so that the employees and the management can utilize them whenever needed. The primary objective of this system is to manage the leave and attendance of the employees.

The other objectives may be listed as follows: •Storing the personal details of all the employees in the database for future use •Storing the attendance and leave records of all the employees in the database for future use •Management of the leave of employees efficiently. •Tracking of daily attendance and generate reports as and when required. •Replacement of manual system with automated system. •Minimizing human errors. •Minimizing the risks of paper-work. •Providing better secure working environment. •Minimizing the cost and labor hour. Easy access to the required information. •Maintain employee history. •Facilitating the immediate supervisor as well as HR department regarding employee’ information. •Storage of employee detail, employees’ leave and attendance details, leave balance, leave used and daily/weekly report generation of employee attendance. 1. 3SCOPE AND LIMITATIONS 1. 3. 1Scope •Though the Human Resource Management includes the management of various aspects of human resource, the project will be focused on the development of the Employees Leave and Attendance Management System. The project developed remains strict to based on survey, it doesn’t go further to other institutions, though it can be replicated. 1. 3. 2Limitations The major limitations of the project are as follows: •Due to the constraint of resources and time, the size of the project could not be increased. •The project has been developed through utilizing the records of the employees and other information available at certain organisation. The requirements gathered through various sources might not be properly reflected in the requirements analysis and the design documents due to limited knowledge and time. Due to the small scope the project may not represent the whole spectrum of the human resource management. •Due to very little knowledge of the team members about ASP. NET language and MsSQL database, the project may not have been developed as envisioned. The limitations of the system are listed as below •Being an automated system, the limitation shouldn’t better to express. However, it has some limitations: •Due to lack of attendance device we couldn’t manage card or thumb attendance system. •Intranet or Internet system would be more effective for this project. •This system may not be he standard for all other institutions, though it may be replicated with slight modification. CHAPTER II 2. REQUIREMENT ANALYSIS 2. 1 STUDY OF EXISTING SYSTEM There has not been any system for the management of leave and attendance records of the employees. The only repository for storing the attendance and leave records was register filing system which was managed manually. That's why there have been the chances of the employees being undisciplined such as taking leave without prior notice and signing their attendance of the day they were absent etc. ; in fact the past history had some examples. . 1. 1 Old System As we know the manual processing is quite tedious, time consuming, less accurate in comparison to computerized processing. Obviously the present system is not exception consultant encountering all the above problems •Time consuming •It is very tedious •All information is not placed separately •Lots of paper work •Slow data processing •Not user-friendly environment •It is difficult to found records due to the file management system 2. 1. 2 New System In new computerized system it includes this type of facilities. •Manually system changes into computerized system Friendly user interface •Time saving •Save paper work •Connecting to the database so we use different type of queries, data reports. •Give facility of different type of inquiry. •Formatted data. •Data’s are easily approachable. 2. 2 Data collection Any process of preparing and collecting data, for example, as part of a process improvement or similar project. The purpose of data collection is to obtain information to keep on record, to make decisions about important issues, or to pass information on to others. Data are primarily collected to provide information regarding a specific topic.

Data collection usually takes place early on in an improvement project, and is often formalized through a data collection plan which often contains the following activity. 1. Pre collection activity — agree on goals, target data, definitions, methods 2. Collection — data collection 3. Present Findings — usually involves some form of sorting analysis and/or presentation. There are different techniques for data collection; some of them are listed below: •Reading This technique was employed to be able to read some of the guiding documents. These are used for assessing and explained through the various purpose. 4 •Questionnaire Questionnaires are a popular means of collecting data. It includes no interviewer bias, relatively cheap and it can cover a large number of people or organizations. In this process maximum proponent were 20. This technique was used to attain the format of the current system because it provides the chance to collect information from respondents who are conversant with the whole system understudy. •Observation Observation is the one of the important finding techniques. In this stage observation of similar system was made for knowing detail process of the system.

This method was also employed so that researcher acknowledges the flow of the activities. Every manual as well as system process was observed very carefully and lead for the development. 2. 3 SOFTWARE REQUIREMENT SPECIFICATION 2. 3. 1 FUNCTIONAL REQUIREMENTS: These are statements of services the system should provide, how the system should react to particular inputs and how the system should behave in particular situations. In some cases, the functional requirements may also explicitly state what the system should not do.

The following are the list of functional requirement that the system will provide. 2. 3. 1. 1 Home Page •This is the index or opening page of the system. It contains introduction to our system. User can navigate around different pages by clicking the menu. It is an introductory page that contains overall information of what this project is all about. 2. 3. 1. 2 Registration •Only the organizational user can register their particulars into its application. •Important particulars such as details, login name, password, mobile number can enter. •User selects a login ID and password to sign in to this application. . 3. 1. 3 Login •oUser name is captured by session during all the time before logout. After login to the web application of the system and user can view the welcome page. •With only the valid username and password the user can login to the system. 2. 3. 1. 4 Logout •After user finishes using this web application, users can logout from the system and session is cleared. 2. 3. 1. 5 Maintains the information •The system maintains the information like the employee details, attendance details, leave balace can be viewed with the full descriptions that helps in decision making.

The information could be retrieved anytime and anywhere from the database. 2. 3. 1. 6 Handles multiple user requests •The system is so built that it handles multiple user requests and serve multiple users. . 2. 3. 1. 7 Easy Access •The system is web-based and could be accessed anywhere anytime if the user has access to the intranet. Requirements Specification Req_idRequirement NameDescription R1List of Employees and their detailsTo be the user one needs to be an employee of a particular organization. R2Employee ID must be uniqueTo identify the employee, employee ID should be unique.

R3Leave types, shift details, corporate title, department detailsLeave types, shift details, corporate title, departments should have been defined in advance. R4Collection of UsersTo facilitate the users to log into the system R5User Entry User records are supplied to the database R6Reporting employees (authorizers) must be assignedTo approve leave details and attendances R7Build Attendance database Creation of attendance database to keep the attendance records R8Build Leave database Creation of leave database to keep the leave records R9Attendance EntryUsers enter their attendance

R10Leave EntryLeave details are entered R11Leave ApprovalAuthorizers approve the leave R12Leave RequestUsers enter their leave application R13Leave Request ApprovalAuthorize request leave R14Call Back RequestCall back request should be entered by supervisor R15Call Back ApprovalAuthorize call back R16Substitute Leave RequestSubstitute leave can be entered by employee R17Substitute Leave ApprovalAuthorize substitute leave R18Holiday Master DefinitionHoliday can be displayed in portal view. Table 1: Requirements Specification 2. 3. 2 NON FUNCTIONAL REQUIREMENT:

These are constraints on the services or functions offered by the system. They include timing constraints, constraints on the development process and standards. Non-functional requirements often apply to the system as a whole. They do not usually just apply to individual system features or services. The following are the list of non-functional requirement of the system. 2. 3. 2. 1 Availability •As concerned to availability system is error free and rate of system failure rate is slow. The system is available all the time as requires by system users. 2. 3. 2. Speed •The response time of this system is fast. During the time of system progress or runtime while using system and viewing details system doesn’t make feel users as low response time. Overall system is fast. 2. 3. 2. 3 Accuracy •The system provides accurate information by ensuring high level data accuracy. This system runs avoiding errors and mistakes during the process of data insertion and retrieval from the database. This system ensures the accuracy by, showing accurate search results, statistics, and so on. 2. 3. 2. Security •This system is highly secure since it doesn’t allow unauthorized user to login and the password of each user is encrypted. •The system shall permit only admin or authorized person to add/edit/delete the contents. •The system shall permit Super administrator to authorize other administrators and employees •The system shall assign different permissions level to different user to perform various functions as per required to fulfill the users request. 2. 3. 2. 5 User friendly interface •The system is user-friendly enough to meet the computer knowledge and skills of the general users.

It ensures that the system is user-friendly. User-friendliness is achieved through providing easy navigation such as via usage of standardized and generalized navigation, using standardized wordings or avoiding jargons, and so on. 2. 3. 2. 6 Performance •The system provides the features of the electronic leave and attendance system. •The system shall search record within a short period of time, that is, within few seconds. •Since the system is web based system, page delays shall be minimized to the possible limit so that the users do not get annoyed. The system even displays error message if any error occurred during performing any task in system by the user. 2. 3. 2. 7 Software Quality Attributes •The system shall be available 24/7 to its users over intranet. •The system shall be ? user friendly? , meaning intuitive and easy to navigate. •The system shall satisfy specifications, fulfill user’s mission and objectives up to 99%. •The system is easily maintainable without much effort. It does not require any other additional operation to maintain the system. 2. 4 FEASIBILITY ANALYSIS

Feasibility studies aim to objectively and rationally uncover the strengths and weaknesses of the existing business or proposed venture, opportunities and threats as presented by the environment, the resources required to carry through, and ultimately the prospects for success. As such, a well-designed feasibility study should provide a historical background of the business or project, description of the product or service, accounting statements, details of the operations and management, marketing research and policies, financial data, legal requirements and tax obligations.

Generally, feasibility studies precede technical development and project implementation. Feasibility analysis is done mainly in the following three areas: 2. 4. 1 Feasibility Analysis The technical issue usually raised during the feasibility stage of the investigation includes the following: •Does the necessary technology exist to do what is suggested? •Do the proposed equipment have the technical capacity to hold the data required to use the new system? •Will the proposed system provide adequate response to inquiries, regardless of the number or location of users? •Can the system be upgraded if developed? Are there technical guarantees of accuracy, reliability, ease of access and data security? The current system developed is technically feasible. Thus it provides an easy access to the users. The database’s purpose is to create, establish and maintain a workflow among various entities in order to facilitate all concerned users in their various capacities or roles. Permission to the users would be granted based on the roles specified. Therefore, it provides the technical guarantee of accuracy, reliability and security. The work for the project is done with the current equipment and existing software technology. . 4. 2 Operational Feasibility Proposed projects are beneficial only if they can be turned out into information system. That will meet the organization’s operating requirements. Operational feasibility aspects of the project are to be taken as an important part of the project implementation. Some of the important issues raised are to test the operational feasibility of a project includes the following: - •Is there sufficient support for the management from the users? •Will the system be used and work properly if it is being developed and implemented?

This system is targeted to be in accordance with the above-mentioned issues. Beforehand, the management issues and user requirements have been taken into consideration. So there is no question of resistance from the users that can undermine the possible application benefits. The well-planned no design would ensure the optimal utilization of the computer resources and would help in the improvement of performance status. 2. 4. 3 Economic Feasibility A system can be developed technically and that will be used if installed must still be a good investment for the organization.

In the economic feasibility, the development cost in creating the system is evaluated against the ultimate benefit derived from the new systems. Financial benefits must equal or exceed the costs. The system is economically feasible. It does not require any addition hardware or software as the interface for this system is developed using the existing resources and technologies available. 2. 5 SYSTEM PLANNING 2. 5. 1 Software Development Methods In the development of a system, several kinds of activities are involved. The basic type of activities includes: (a) Drawing up the user requirements b) Analyzing the requirements (c) Designing the system (d) Coding the system (e) Testing the system (f) Integrating and deploying the system (g) Maintaining the system A software development methodology or system development methodology in software engineering is a framework that is used to structure, plan, and control the process of developing an information system. There are different models or methods used or followed during the SDLC (Software Development Life cycle Process) according to the nature or objective of software. But we find out the better, Waterfall model as our Software Development Model or method.

It fit for our Project Development because our project is small scale project. We have followed honestly the procedures involved within this model. The Waterfall model is a sequential or linear development approach, in which development is seen as flowing steadily downwards (like a waterfall) through the phases of requirements analysis, design, implementation, testing (validation), integration, and maintenance The basic principles are: •Project is divided into sequential phases, with some overlap and splash back acceptable between phases. Emphasis is on planning, time schedules, target dates, budgets and implementation of an entire system at one time. •Tight control is maintained over the life of the project via extensive written documentation, formal reviews, and approval/signoff by the user and information technology management occurring at the end of most phases before beginning the next phase. Figure: WaterFall Model 23 2. 5. 2 Main Activities of Software We chose the waterfall method and followed the SDLC process. Breaking down the different process of steps development of EMPLOYEES LEAVE AND ATTENDANCE MANAGEMENT SYSTEM was progressed. . 5. 2. 1 Requirement Analysis Before developing the system essential requirement was collected. Determining the requirement, work plan was developed to meet the requirement objectives. After that analyzing the system concept and function further process was started. 2. 5. 2. 2 Designing Determining concept of proposed system the framework of system is developed and introduced. In this period Inventory Management System interface design and database designing was done. Planning the overall architecture of system Inventory Management System designed was done.

Determining the role of MYSQL Server and whole design was completed. 2. 5. 2. 3 Coding Coding part is separated module by module. Server side validation and client side validation was done using JavaScript, for attractive interface JQuery and CSS/Html coding was done and fancy box is used. For database connectivity with MYSQL Server and ASP. NET admin respectively was integrated with ASP. NET code. 2. 5. 2. 4 Testing Testing was done of each module or a part parallel. Finishing a module simultaneously error checking and debugging was done. 24 2. 5. 2. 5 Documentation

This approach is used for this project because as discussed in, it proceeds in sequential stages. The tasks and deliverables are identified for each of the above stages and listed in the project plan. A target date of completion for each stage was also set and used as a milestone in the project scheduling. This way, the project progress will be visibly seen and easily monitored. This will provide a tighter control over the entire project. Another important point is that testing is done at the end of each stage, which will allow problems to be discovered and the project proceed.