HAWASSA UNIVERSITY

INSTITUTE OF TECHNOLOGY
DEPARTMENT OF ELECTRICAL AND COMPUTER ENGINEERING

SEMESTER PROJECT

EMPLOYEE MANAGEMENT SYSTEM

REASON OF THE PAPER
Prepared by:

1. Dagmawit Abraham 1093/09

2. Durecha Robi 0568/10

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3. Eyoel Nebiyu 0691/10

4. Hayat Reshad 0856/10

Advisor:

Mr. Yafet Phillipos

Semester Project Submitted to the Department of Electrical and Computer Engineering

Computer Stream
Date: August 2021
Hawassa, Ethiopia
 TABLE OF CONTENT
CHAPTER ONE ...................................................................................................................................................... 1
INTRODUCTION.................................................................................................................................................... 1
1.1 Background .................................................................................................................................................... 1
1.2 Statement of the problem .............................................................................................................................. 1
1.3 Objective of the project ................................................................................................................................. 2
1.3.1 General objective..................................................................................................................................... 2
1.3.2 Specific objective ..................................................................................................................................... 2
1.4 Scope ............................................................................................................................................................... 3
1.5 Proposed system ............................................................................................................................................. 3
1.6 Significance of the System ............................................................................................................................. 4
1.7 Feasibility Analysis ........................................................................................................................................ 5
CHAPTER TWO ..................................................................................................................................................... 6
LITERATURE REVEIW ....................................................................................................................................... 6
CHAPTER THREE ................................................................................................................................................. 8
METHODOLOGY AND TOOLS .......................................................................................................................... 8
3.1 Methodology ................................................................................................................................................... 8
3.2 MVC (Model, View and Controller) ............................................................................................................ 9
3.3 Implementation Tools .................................................................................................................................. 10
3.3.1 Programming Language ....................................................................................................................... 10
3.3.2 Database ................................................................................................................................................. 11
3.3.3 Software tools ........................................................................................................................................ 11
3.4 Resource Requirements ............................................................................................................................... 11
3.4.1 Hardware requirements ....................................................................................................................... 12
3.4.2 Software requirements ......................................................................................................................... 12
Work plan ............................................................................................................................................................... 13
Budget break down ................................................................................................................................................ 14
References ........................................................................................................................................................... 15

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 LIST OF TERMINOLOGIES
HR - Human Resource
OS - Operating System
HU - Hawassa University
IOT - Institute of Technology
GUI - Graphical User Interface
CPU – Central Processing Unit
IIS - Internet Information Services
HTTP – Hypertext Transfer Protocol
HRM - Human Resource Management
EMS - Employee Management System
DBMS - Database Management System
DMS - Document Management System
OOSAD - Object Oriented System Analysis and Design

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 CHAPTER ONE
INTRODUCTION
1.1 Background

Employees are the backbone of any company; management of employee performance plays a major role
in deciding the success of the organization.[1] The workshop situated in Hawassa IOT campus has a
problem in management of employee performance. The current system running in the workshop is paper
based. That is the workshop is still using cabinet files to store records of stock and employee information.
Useful data is scattered all over the place. In this chapter we shall discuss the solutions to the problems
being caused by the current system. We shall try to understand the manager’s expectations of the new
system we are to develop for him.

There is a system that have been done before which addressed the employee management system to the
required employee through paper by writing on a sheet of paper for approval, registration, attendance and
so on. Nowadays the whole world is becoming technological, and among those, information technology
is the one which is leading the technology. Today there is no place where computer is unavailable. Now
we proposed the system that is fully controlled by computerized system which allows us to submit
employee information. The proposed system will provide valuable opportunities for low expense, low
time consumption and high reliability.

1.2 Statement of the problem

Since the existing system in Hawassa University IOT campus is “hand on hand” interaction between
Employers and Employees, a lot of errors has have been happening to different peoples. For instance,
peoples lose their vital information or papers since most of the times files are put in a storage room with
unorganized order. So, losing file in a company have become more of a common thing now a days.

In some cases, a fake (Tampered) document can be submitted with no known proof and some peoples
actually get away with it.

The Existing system may seem decent and long known but still it has many flaws that decreases in
productivity.

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 1.3 Objective of the project

In this world of growing technologies everything has been computerized. With large number of works
opportunities, the Human workforce has increased. Thus, there is a need of a system which can handle the
data of such a large number of employees in an organization. This project simplifies the task-maintained
records because of its user-friendly nature. Having employee management system for an organization will
help gain an effective, efficient and comprehensive work flow approach.

1.3.1 General objective

The general objective of Employee management system is designing a web-based system for a work center
or organization and implement the daily work routine in to the computer system. To change the manual
system of managing employee in to computerized system. It defines an organizational structure which
drives productivity and it develops an effective coordination and communication within the organization.

1.3.2 Specific objective

➢ Paperless: To make existing system paperless and save lots of bunching logs of files on the shelf which
makes the later on access of the record not at all easy task and overhead to peoples.
➢ Automatic: Making the existing system fully automatic which will save lots of human resources work. As
the current system is all human resource work is needed to maintain and keep the record and details of
every employee under and organization to keep track of every employee in staff working in an
organization.
➢ To design a website application based on employee management to fulfill requirements such as Employee
registration, leave management, and assist in performance approval and employee trainings.
➢ Well-designed database to store detailed information of each and every employee.
➢ A user friendly front-end for the user to interact with the system.
➢ Removing the boring and tired working style of the employee management system.
➢ To prevent different errors during manual system working style.
➢ To manage the task of the employee in efficient way.
➢ To handle the information of an employee who leave the job.
➢ Transparency between employees and their supervisors.
➢ To ensure task completions of employees and confirmation of a work done.

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 1.4 Scope

Computerized employee management system is a web-based application that can be accessed from
anywhere within an operating system by the authorized user.

The system would be centrally managed and controlled which is designed to run on the organization.

Our project EMS is an online application we create a website to check Number of employees, Employees
records, promotion, demotion, salary details, currently available employee, leave employee and etc.
Project can be developed for online services by which any employee can see their details anytime and
anywhere.

1.5 Proposed system

The proposed system is designed to eliminate all the drawbacks of the existing employee management
software. The system shall be responsible for maintaining information about employees, thus their
personal profile. The system shall incorporate leave management all the way from application to
acceptance/rejection of leave requests as well as all employee projects with close monitoring of the
projects from creation to completion and trainings to assist in monitoring active and inactive employees.

The main features to be added include:

➢ Employee profiles
➢ Leave management
➢ Employee Case registration
➢ Assigning Tasks to Employees
➢ Case completion Approval
➢ View Posts
➢ Notifications
➢ Promotion and Demotion of employee
➢ Document management

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1.6 Significance of the System

In the present business world so many small and significant business organizations are utilizing software
applications for Employee management system because it becomes necessary due to several reason. So,
following is the list of some importance reasons that describe the importance of Employee management
system software in the modern-day business offices.

Enhance Productivity: In Hawassa university, we should utilize the employee management system
application to keep the record of every employee and leave management of employees. Using such
application will make a positive impact on improving the Human resource department which turns in to a
productive workspace. This means the employees and human resource will skip the boring and paper full
task of this operation and rather spend more time on work.

Quick Information: Work performance of every employee is available in the number of tasks they have
completed and can be rated by the Head of the office. Information’s like registration of Customers is very
helpful to obtain their information whenever it is needed.

Better Communications: For the success of an organization, it is imperative to have a better

communication among employees and managers.

- Employee management system helps to eliminate the manual process and saves a lot of time and money.
This system maintains the professional and personal details of the employees and the company in a safe
manner. The employee management system lowers the burden and the pressure on HRs and the business
managers.

- Helps an employee use their resource successfully such with time and labor.

- To control/monitor/manage the employee using new technology.

- User can easily interact with the new technology.

- The authorized access to information resources files of the system is more advanced. This means secured
login to the system will be developed.

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 1.7 Feasibility Analysis

In feasibility study we analyze our proposed solution for being feasible or not.

Under this we take into consideration three types of feasibility studies.

➢ Economic Feasibility

From the beginning of our project till the completion, the economic feasibility is taken in considerations.
Our project requires mainly a skill of programming and being more favorable with the language we
choose. By applying our skill and referencing many different helpings tools we were able to conduct our
project with a low budget frame. So, our project is economically feasible.

➢ Technical Feasibility

The project team members have learned programming languages that required for the successful
completion of the project such as java script, CSS, HTML, PHP, MSSQL, we also learned the OOSAD
methodology that we followed to develop this project. Team members have the required skill to develop
the system, so that the project can be said technically feasible.

➢ Operational feasibility

This system brings better achievement for the operations performed by an organization by providing
efficient registration and storage of employee information easy, updating, deletion, modification and task
assignment of the employee.

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 CHAPTER TWO
LITERATURE REVEIW
In every company or organization there exists a very large number of employees that are been managed
by the HR department and this activity is carried out using the current system which can be daunting
without a more sophisticated tool to store and retrieve data. The various levels of sophistication are
examined looking at the current HR technology i.e., the Paper-based systems.

Going back to the 1970s, EMS was a paper-centric function. EMS systems would only be found in payroll,
with green-screen technology and mainframe computing, although these systems would often generate
basic printed reports such as employee lists.

The 1990s also saw a shift away from client-server technology and onto the web, an innovation that
removed the need for software to be installed locally.

In doing so it opened up EMS systems to users outside, such as managers and employees, opening the
door to different departments. The next generation of EMS became more specialized at the same time; the
industry saw the beginning of ‘best of breed’ EMS.

(Mweemba, 2014), The title he proposed was “Employee Management System”. And he used Waterfall
process model, as a backend he used PHP programming language and MYSQL, the frontend he used were
CSS, HTML and JavaScript. The limitation was he didn’t work for fake documents. And we proposed the
system that give care of the fake documents.[1]

(Ali Mahmud,2020) presents a report about “Design and Implementation of Employee Management
System” that uses water fall model. other than the previous literatures they add additional feature
attendance management system. In his report he didn’t consider about document management and fake
documents.[2]

(Kanchev, 2006), presents a report that describes the development and presentation of an information
system for managing the staff data within a small company or organization. It comprises of functions
relating to application programming and database. The system as such that has been designed is called the
Employee Management System. The designed system will be responsible for keeping records and storing
data of the staff within an organization and generating reports when requested. The choice of the
programming tools is individual and particular. [3]

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(Rozario, 2018), designed an “employee database and payroll management system” to make the existing
manual system automatic. He used MYSQL as database server and WAMP server and PHP as
programming language for backend. The system was not well designed and also missed some process that
the system undergoes with it.[4]

The two most popular Web-based HR applications used today are self-service for employees and self-
service for managers. These applications have enabled companies to shift responsibility for viewing and
updating records onto individual employees and have fundamentally changed the manner in which
employees acquire information and relate to their HR departments. [6]

Therefore, the literature reviewed in this chapter shows the simple overview of the current system and
highlighted some of the project related works in correspondence with the proposed system. So, as we try
to mention above the systems had some draw backs so we are going to overcome those problems.

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 CHAPTER THREE
METHODOLOGY AND TOOLS

3.1 Methodology

At the very beginning, we proceeded to a decision to carry out the development of our task into the
following steps:

1. Exploring the available development environments and techniques.

2. Database Analyzing.

3. Database design and Implementation.

4. Program’s Structure Analyzing.

5. GUI (Graphical User Interface) constructing.

6. Bringing all the stuff together (controls data binding and functions Implementation).

7. Tests.

✓ Each one of these steps could be explained in some brief details as follows:

1. Exploring the available development environments and techniques: There is a lot of programming
environments available to be used for such kind of elaborations. The point is to choose such an
environment that we will be able to operate with in a convenient and easy way. This is more or less
optional process that depends on the developer’s experience as well.

2. Database Analyzing: It concerns all of the demands, put upon the database content and its functionality.
The database should be designed and implemented in a way that the user would expect it to be.

3. Database design and Implementation: This step is tightly related with the previous one as it is
completely determined by the requirements, analyzed and discussed in step 2.

4. Program’s Structure Analyzing: The application program as an interface between the users and the
database should be an accurate “reflection” of the database on the screen; hence a well analyzed and
defined structure is needed.

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5. GUI Constructing: After analyzing the program’s structure and defining what it should consist of, a
graphical representation of this stuff is needed in order to enable the user to interact with the data.

6. Bringing all the stuff together: The next step that should be taken is connecting the program with the
database and performing the necessary functionality upon all of the controls.

7. Tests: To ensure that everything works properly and as it has been expected, test performance has to be
done upon the system’s functionality.

3.2 MVC (Model, View and Controller)

MVC separates an application into three components - Model, View, and Controller.

Model: Model represents the shape of the data. A class in PHP is used to describe a model. Model objects
store data retrieved from the database. Model represent the data.

View: View in MVC is a user interface. View display model data to the user and also enables them to
modify them. View of MVC is HTML, CSS, and some special syntax (Razor syntax) that makes it easy
to communicate with the model and the controller. View is the User Interface.

Controller: The controller handles the user request. Typically, the user uses the view and raises an
HTTP request, which will be handled by the controller. The controller processes the request and returns
the appropriate view as a response. Controller is the request handler.

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3.3 Implementation Tools

The design tools we planned on have to be implemented, we decided to use a Waterfall model system to
implement all our project.

The Waterfall Model is a sequential design process, often used in software development processes. It takes
the fundamental process activities of specification, development, validation, and evolution and represents
them as separate process phases such as requirements specification, software design, implementation,
testing, and so on.

3.3.1 Programming Language

PHP Programming language

We chose to work with Visual Studio of Microsoft, in particular with the PHP as a programming language.
Our choice is based on the reliable programming environment offered by PHP and the highly cleared
syntax of this programming language as well. PHP is a good proof for a highly developed modern
technology based on the contemporary object-oriented theory in programming, runs on various platforms
(windows, Linux, mac OS x, etc.), is compatible with almost all servers used today (Apache, IIS, etc.),
supports a wide range of databases and lying on a very powerful, reliable and flexible platform as such as
it is the .Net Framework.

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 3.3.2 Database

Microsoft (MS) SQL Database server 2008

The database is the skeleton and the underlying framework of most of the contemporary Information
Systems. The DBMS is a really powerful set of tools, enabling users to operate easily with data into a
database as: Inserting, Updating, Deleting and Retrieving data. It prevents unauthorized access to the
database and maintains the consistency of the stored data. The DBMS also restores the data in case of
hardware or software failure and reduces the loss of data in this way. We decided to work on the database
server of MSSQL which acts as a localhost for our system.

3.3.3 Software tools

The overall software tools used are as shown below

• Visual studio 2021

• MSSQL (Microsoft Database SQL server)
• PHP
• HTML, CSS and JavaScript
• E-draw max

3.4 Resource Requirements

Resource requirements are the personnel, time, space and equipment necessary to create and maintain our
website. A website is never done it will always require resources, some of which will be used to
periodically create new content.

The following are list of materials that are used in our system.

• Personal Computer (PC),

• Internet connection,
• Software’s (Licensed),
• SSD hard drive (optional): - for better performance.

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 3.4.1 Hardware requirements

Employee management system should be able to work on a computer with the following minimum
hardware specifications:

➢ OS: Windows XP/Vista/7/8 and Linux

➢ CPU: Pentium III (700MHz) and above
➢ Memory: 128 MB and above
➢ Capacity: 4GB of hard drive

Others: Network interface card, mouse, keyboard, and monitor.

3.4.2 Software requirements

Since EMS application is a web-based application, internet connection must be established.

The EMS software personal database model will support MSSQL environment as DBMS.

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 Work plan

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 Budget break down for the employee management system

Activities /items unit Unit price Quantity Total price

/ETB
Personal piece 20,000 3 60,000
computer
Server rent 5,000/month For a 72,000
year
communication Air time 100 3 300
Internet package 1200 3 3,600
Stationary Piece 500 10 5,000
Transport day 100 30 3,000
Personnel cost Person/day 500 3 1,500
Miscellaneous 5000 1 5000
Total 150,400

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References
[1] - Mweemba Simaanya,” Employee Management System”, University of Zambia, School of Natural
Sciences, Department of Computer Studies,2014.

[2] - Ali Mahmud Mohammed,” Design and Implementation of Employee Management System”, The
Department of Computer Science Baze University, Abuja,2020.

[3] - Kancho Dimitrov Kanchev, “Employee Management System”, ISSN, ISRN, VXU/MSI, Dec-06.

[4] - Marcus Atish D Rozario “Employee database and payroll Management system” RCC Institute of
information technology / May, 2018
[5] - Renae Broderick, John W. Boudreau, “Human resource management, information technology, and
the competitive edge”, Academy of Management Executive, 1992 Vol. 6 No. 2
[6] - Centralized Employee Information, Retrieved: July 8th, 2014. From:
https://www.zoho.com/people/employee-management-system.html
[7] - https://www.slideshare.net/
[8] - Henok Petros, etal [2] “Employee Management System”, Hawassa University, Institute of
Technology, Department of Electrical and Computer Engineering ,2020

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