Project Synopsis

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EMPLOYEE MANAGEMENT SYSTEM

INTRODUCTION OF PROJECT

In the current age of computer, effort has been made to cover every aspect

of human life with faster computing power of digital computers. Especially in the

business field and official works where there is huge data to process every day

and interaction between different working groups of the organization for crucialdecisions exist, there is a desire to have comprehensive information available

more quickly in order to improve internal administration, planning and

processing. Therefore, systematic effort to reduce the international uncertainties

becomes an important driving factor for the establishment of automatic system.

Computerized system posses these properties and it is very useful,

especially when huge data are to be processed and interaction between different

working groups are necessary for taking crucial decisions. Therefore, the

systematic effort to reduce the information uncertainty becomes important

driving factor for establishment of the computerized system.

The main idea behind this system entitled “EMPLOYEE MANAGEMENTSYSTEM” is to manage employee details. EMS also provides the information

about the current leave and attendance status of the employee. This Software is

made to maintain the query and all the records related to management of

employee. This software deals with all the work from inserting new employees to

calculation of salary. At last it also shows the final transaction report of employee

with the company.

OBJECTIVES

The object of the proposed system would be to overcome the problems

faced in the manual system. A unique employee Id is generated for every

employee of the organization, so that the employee will easily interact with

system and see the personal information and company’s activities day to dayonline. This website contains three parts, first for the Admin that will maintain

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the record of the employee, secondly for the employee of the organization /

company that will visit the website with username and password and see their

personal information like their attendance sheet, salary slip, training attended

outside or inside the company and thirdly anyone can view the website and

gather information about the company or can apply application for the job. In

computerized system, the admin can do things in a much easier way as

compared to manual system such as viewing, editing, searching, deleting of data

and fetching records of employee – search by year and search by month.

The main motto of this project is that admin can easily store and handle

the records of employee, their attendance, details of training program etc. It

lessens the time of system for managing all the process of Employee

Management System. This project will also provide security to the information

which should not be uncovers to other users.

Objectives of the project are as following

✔ To manage employee data effectively.

✔ To evaluate employees performance of different departments.

✔ To generate management report.

✔ To perform analysis on employee data.

✔ To help employees in reducing errors i.e. encountered frequently during

manual operations by concurrently updating the data stored in many

places.

✔ To provide security as only an authorized user can interact with the

system.

✔ To provide system information to the employee.

✔ To provide mechanism to deal with employee complaints effectively.

✔ To provide list of employees whenever needed by administrator.

✔ To do Employee segmentation on the basis of income, occupation and

territory

✔ To provide facility of submitting feedback of the employee.

SYSTEM ANALYSIS

PROBLEMS OF THE EXISTING SYSTEM

In the existing system, the entire official works to maintain the employee

record is done manually. Following are the main drawbacks of the existing

system:

• The existing system is totally manual. So there are chances of error inprocessing specially in calculation.

•

The basic and major drawback in the existing system is the speed of retrieval of data from file, which lead to delay.

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• Maintenance of voluminous data is very cumbersome and laborious job.• Updating is very tedious job.• There is no central database from where one can get different statistical

data at one place.• There are plenty of chance of duplicity of data and information.•

The manual work process is time contraction, hence it is slow.

The above fact, figures and drawbacks clearly indicate that there is need for

computerization. After a long drawn discussion it was decided to computerize the

Employee Management System.

The existing system in the organization is not completely computerized.

The system is not working smoothly; therefore the organization has decided to

replace it with a completely computerized one.

IDENTIFICATION OF NEED

For identifying the need of the system, we consider the following:

Performance of the System

The performance of the System basically depends on the System Design, tools

used in the system, coding, etc. The performance of the system should be fast,

accurate & reliable.

Information being supplied and its Form

The information being supplied should be very precise, correct and updated. All

the information regarding project should be collected from the reliable source. In

Project Employee Management System all the information regarding:

➢ Employee

➢ Attendance

➢ Transactions

➢ Complaint

➢ Offering

➢ Schedules

Should be collected from the Management of the organization.

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Efficiency of the existing System

The existing System is not well efficient which provokes to develop the new

System with some modifications in the older system wherever required. If the

existing System is not that much efficient, as required for better results &

performance, then it should be converted into the new advanced & more efficientSystem. The new System should be well efficient, fast as compared with the

older one to show better results than previous one.

Security of the Data and Software

The Security of both Data & Software is the most important and prime thing in

the System Analysis & Design. Data & Software should be kept secured from the

unreliable sources otherwise it leads to the Piracy of both data & Software. For

proper security username and password is provided to every user of the system.

They can access the system as per their authority.

Security of the Equipment and Personnel

The security of the equipment and personnel, etc is also very important in the

System design. Proper measures are to be taken for the security of Equipments,

Personnel, etc for the proper functioning of the System.

NEED OF A NEW SYSTEM

Since the existing system was totally manual which has a lot of complexities,

shortcoming in itself and all the data was being stored in registers, file etc. and

keeping in mind the above limitation of the existing system, to overcome these

limitations the new computerized system was needed, so that information can beprovided to the users more easily, more quickly and more accurately.

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PROPOSAL OF A SYSTEMInformation is a vital ingredient for the operation and management of any

organization. Information is required for effective decision making by the

management. So any system should have the ability to provide error free filtered

information after processing the required data. The existing system for the

Employee Management System is completely manual and is not capable of

satisfying the management and the user. Therefore this project has been taken up

with a view for developing a more sophisticated system, which can be easily

handled, by any kind of user. The main objective of the systems is to overcome all

the problems of the existing system. So the purposed system is actually a

generalized existing system with all possible drawbacks of the existing system

eliminated and obviously more user-friendly.

The modified system of “EMPLOYEE MANAGEMENT SYATEM” is aimed toenhance the management of Employee Detail. The main and important modulesdeveloped by me for this system are given below. All these modules contain reportwhich helps management to take decision for do best for the organization.

♦ Department Details

♦ Employee Details

♦ Login Details

♦ Training Details♦ Attendance Details

♦ Salary Details

Department Details

Department Details module is used to store information about the entire

department in a company where various employees worked. It is very important

part of the program and this software is also made to maintain their details.

Employee Details

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Employee Details is concerned with addition, updation and deletion of employee’s details like Employee Id, Name, DOB, Degree, Address, City, State,Zip, Email, DOJ, etc. This information will help the employee managementsystem to manage all the employee activities in a company.

Login Details

Login details is concerned with addition, updation and deletion of login details

like Login Id, Login Name, User Name, Password, Email, Rights, ModifiedDate,

etc. This information will help the employee of the company to login with their

username and password to see their attendance sheet, salary and various

activities of the company.

Training Details

Training details is concerned with addition, updation and deletion of Training

details like TrainingId, StartDate, End Date, Training Details, Effectiveness,

Job Type, etc. This information will help the management to analysis the

number of training programs conducted and the employees attended the

training programs.

Attendance Details

In this module the attendance sheet will be managed by the administrator tocalculate the number of days present for every employee. It helps to calculate

the salary of employee. All details such as No. Of OffDays, WorkingDays,

DaysPresent, DaysAbsent, etc are recorded in this module.

Salary Details

Salary details are concerned with calculation of salary per month for the

employees working in an organization/company. It will maintain the Basic Salary,

GrossSalary, NetSalary, OverTime, etc. This information can be help to generate

the salary slip of the employee.

ADVANTAGE OF NEW SYSTEM

✔ Reduced information overload

✔ Economic Solution

✔ Fast Turnaround

✔ Processing of Data

✔ Time and Accurately Report Generation

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FEASIBILITY STUDY

FEASIBILITY ANALYSIS

Feasibility analysis is the procedure that identifies, describes and evaluates the

candidate system and selects the best possible action for the job. A feasibility

study is a test of a system proposal according to its workability, impact on the

organization, ability to meet user needs, and effective use of resources.

Economic Feasibility

Economic analysis is the most frequently method used for evaluating theeffectiveness of a candidate system. This is more commonly known as cost benefits

analysis. The test of this analysis points out whether the candidate system is

economically feasible or not.

The proposed system had been already accepted as economically feasible. Still

some major requirement for the proposed system is to be considered, such as the

cost of hardware and software to support the system. The hardware to support the

design and implementation of the system already exists and the existing softwaresupport is enough for the system to design and execute. No extra cost is required

for the proposed system.

Technical Feasibility Technical feasibility centers on the existing computer system (Hardware, Software,

etc) and to what it can support the proposed addition. Taking into account the

capacity of the system operation, it is technically feasibility to adopt the system

immediately.

Behavioral FeasibilityBehavioral feasibility includes the training of the user staff on the proposed system.

Care has been taken to provide the user as much facility as possible. The screen

design is very much user friendly. Data entry jobs have been kept very easy and

user friendly so that the users can be trained very easily.

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SOFTWARE REQUIREMENT SPECIFICATION S

H ARDWARE REQUIREMENT

Processor : Intel Pentium Core Processor

Main Memory : 10GB

Hard Disk : 40 GB

SOFTWARE REQUIREMENT

Front End : ASP .NET framework 3.5

Language : C#

Back End : SQL Server 2005

Interface : 32 Bit ODBC Interface

Platform (Server) : Windows Server 2000

Platform (Client) : Windows XP with Service Pack 2

DATA FLOW DIAGRAMS

ZERO LEVEL DFD

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LOGINSALARYEmployeeManagementREPORTSALARY SLIPAdmin


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Employee Management System



EMPLOYEEtblLoginLogin Details

Login

Verification

Training

EMPLOYEE TrainingDetails

tblTrainingsAttending TrainingProgram


FIRST LEVEL DFD

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Attenda

nce

EMPLOYEEAttendanceDetails

tblAttendanceMaking Attendance


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Salary

EMPLOYEESalary DetailstblSalarySalary CalculationManagementReport


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ENTITY RELATIONSHIP DIAGRAM

An E-R diagram can express the overall logical structure of a databasegraphically. E-R diagrams are simple and clear. Such a diagram consists of the

following major components:

SYMBOL NAME SYMBOL MEANING

RECTANGLE It represents entity set.

ELLIPSE It represents attributes.

DIAMOND It represents relationship among

entity sets.

LINES It links attributes to entity sets

and entity sets to relationship

sets.

ARROW It represents a relationship.

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Salary Slip



AttendanceEMPLOYEEdoesLogingetsSalaryWorks inDepartmentmakesUserNameLoginIdPasswordEmailDaysAbsMonth YearOffDaysAttendanceIdSalaryIdMonthDepartmentIdDepartmentName

YearBasicSalary


ENTITY RELATIONSHIP DIAGRAM

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DATABASE STRUCTURE

This project entitled “Employee Management System” contain database

named “EMS”. This database contains 6 tables helpful during maintaining

records of employees.

Following are the table structure created in “EMS” database.

Table Name: tblLoginAttribute

Name

Data

Type

Keys Description

LoginId int Primary

Key

Unique Login

IDLoginName varchar(2

0)

Login Name

Email varchar(2

0)

Email Id

Password Varchar(10)

Password

CreatedDate Datetime Created Date

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Table Name: tblDepartment

Attribute

Name

Data

Type

Keys Description

DeptId int Primary

Key

Department ID

DeptName varchar(2

0)

Department

Name




Table Name: tblEmployee

Attribute

Name

Data Type Keys Description

EmployeeId int Primary

Key

Unique Employee Id

Name varchar(30) Employee Name

Gender Varchar(10) Gender

DOB Datetime Date of Birth

Degree varchar(50) Employee Qualification

Address varchar(50) Employee Address

City varchar(20) City Name

State varchar(20) State Name

Zip varchar(20) Zip No

Phone varchar(15) Phone No

Mobile varchar(15) Mobile No

Email varchar(20) Email Id

Designation varchar(20) Designation

DepartmentId Int Department Id

DOJ Datetime Date of Joining

DOC Datetime Date of Creation

Photo Varchar(100) Employee Photo

R_Status Varchar(10) Relationship Status

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Table Name: tblTrainingAttribute

Name

Data

Type

Keys Description

TrainingId int Primary

Key

Training Id

StartDate Datetime Starting DateEndDate Datetime End Date

TrainingDetail Text Training Detail

Effectiveness Text Effect of Training JobType IntEmployeeId Int Unique Employee Id

TrainingHead Varchar(2

0)

Name of Training

Head




Table Name: tblAttendanceAttribute

Name

Data

Type

Keys Description

AttendanceId int Primary

Key

Attendance Id

EmployeeId int Foreign

Key

Employee Id

Month Varchar(2

0)

Month

Year Int YearDaysInMonth Int Days in MonthOffDays Int Off Days

Holidays Int HolidaysWorkingDays Int Working DaysDaysPresent Int No of Days

PresentDaysAbsent int No of Days

Absent

Table Name: tblSalaryAttribute

Name

Data Type Keys Description

SalaryId Int Primary

Key

Unique Salary Id

EmployeeId Int Foreign

Key

Unique Employee

IdMonth Varchar(20) Month

Year Int YearBasic Numeric(18

,2)

Basic Salary

DA Numeric(18

,2)

Dearness

Allowance

HRA Numeric(18,2)

House RentAllowance

PF Numeric(18

,2)

Provident Fund

Gross Numeric(18

,2)

Gross Salary

Net Numeric(18

,2)

Net Salary

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FUTURE SCOPE OF THE PROJECT

This system is developed in this manner that if any type of need of theimprovement or enhancement arises then we it can do easily but not from theend user side. It’s always being done through programmer side.

This project was developed to fulfill user and business requirement; however

there is lots of scope to improve the performance of the “Employee

Management System” in the area of user interface, database performance,

and query processing time. Etc.

So there are many things for future enhancement of this project. The future

enhancements that are possible in the project are as follows:

• Integration with Employee and Company through Web Services

• Connection to third-party applications.

• Electronic Data Interchange (EDI) system between banks, other credit

verification agency and their suppliers.

• In the area of data security and system security.

• Provide more online tips and help.

• To optimize the query which is embedded in the system?

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Project Synopsis