ADMAS UNIVERSITY

MEKANISSA CAMPUS

DEPARTMENTOF COMPUTER SCIENCE

“Web-Based Employee Performance Evaluation for Admas University”

A senior Project

Submitted to Department of Computer Science, Admas University, Mekanissa Campus,

in Partial fulfillment for the requirement of the Degree of Bachelor Science in Computer
Science

Group Member

Name Id number
1. Selam Girma ADMK/0835/17
2. Mehbuba Redwan ADMK/0836/17
3. Abrham Hailu ADMK/0407/17
4. Akalnesh Endale ADMK/1311/17
5. Menfesawi Simon ADMK/0977/17

Advisor: Welde Janfa

Addis Ababa, Ethiopia

July 2022
 Web Based Employee Performance Evaluation for Admas
University

CERTIFICATION OF RESEARCH APPROVAL

Mekanissa Campus Admas

University

This is to certify that the research prepared by the above listed group members, entitled “Web-Based
Employee Performance Evaluation System for Admas University” and submitted in partial
fulfillment requirement for the Bachelor Degree of Computer Science (BA) complies with the
regulation of the University and meets the accepted standards with respect to originality and quality.

Group Members

Name ID_NO Signature Date

Selam Girma 0835/17

Mehbuba Redwan 0836/17

Abrham Haliu 0407/17

Akalnesh Endale 1311/17

Menfesawi Simon 0977/17

Name of Advisor: ; Signature: Date: .

Name of Dep’t Head: ; Signature: Date: .

Signature of Board of Examiner’s:

Examiner 1: Signature: Date: .

Examiner 2: Signature: Date: .

Dean: Signature: Date: .

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Acknowledgments

Instantly our first thanks should go to almighty God who create us with such an ambiguous, challenging and

abstract behaviors and who allowed us to live with this fluctuated world. Secondly, our deepest thanks

go to our advisor Instructor Mr. Welde Janfa.

Thirdly, we say thanks to Admas University and the department of computer science for their acquiescence

to be a good institute and for their good teachers that make us to accomplish our project.

We would like to forward our gratitude to Admas University Mekanissa HR department who helped us by

providing information and giving useful documents and motivating and encouraging us to do the

project.

At last but not least, the group members would like to thank each other. We also hope that this project and

the documentation may be testaments to our continued friendship and better work. In addition, it may

be the essence of success and symbolic witness of what we have worked for during our stay at Admas

University.

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Table of Contents
CERTIFICATION OF RESEARCH APPROVAL.......................................................................i
Acknowledgments.........................................................................................................................ii
Listed of Table............................................................................................................................vii
Listed OF Figure........................................................................................................................viii
Abbreviations................................................................................................................................x
Chapter One..................................................................................................................................1
1. Introduction.........................................................................................................................1
1.1 Background information of the Organization.....................................................................1
1.2 Background of the project...................................................................................................4
1.3 Team composition........................................................................................................5
1.4 Statement of the problem....................................................................................................5
1.5 Objective of the project.......................................................................................................6
1.5.1 General Objective.........................................................................................................6
1.5.2 Specific objective.........................................................................................................7
1.6 Feasibility Analysis.............................................................................................................7
1.6.1 Operational feasibility..................................................................................................7
1.6.2 Technical feasibility.....................................................................................................7
1.6.3 Economic feasibility.....................................................................................................8
1.6.4 Behavioral/Political feasibility.....................................................................................8
1.6.5 Legal feasibility............................................................................................................8
1.6.6 Schedule feasibility......................................................................................................8
1.7.1 Significance of the project.........................................................................................11
1.7.2 Benefits for Employee................................................................................................11
1.7.3 Benefits for Organization...........................................................................................11
1.7.4 Benefits for Supervisors.............................................................................................11
1.8 Target beneficiaries of the system..............................................................................11
1.9 Methodology of the projects......................................................................................12
1.9.1 Data Source...............................................................................................................12
1.9.2 System Analysis and Design....................................................................................13
1.9.3 Development Tools...................................................................................................14
1.9.4 Testing Procedure.....................................................................................................15
1.9.5 Implementation........................................................................................................15
Chapter Two................................................................................................................................17
Description of the Existing System.............................................................................................17

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2.1. Introduction of Existing System...........................................................................................17

2.1.1 Process of the existing System...................................................................................17
2.2 Players in the existing system...........................................................................................18
2.3 Major functions/activities in the existing system..............................................................20
2.4 Business rules....................................................................................................................20
2.7 Bottlenecks of the existing system....................................................................................24
Inflexible data entry (input/ Output)...................................................................................24
2.8 Proposed solution for the new system........................................................................25
2.9 Requirements of the Proposed System.......................................................................25
2.9.1 Functional requirements.............................................................................................25
2.9.2 Nonfunctional requirements.......................................................................................27
Chapter Three..............................................................................................................................29
System Analysis..........................................................................................................................29
3.1 Introduction.......................................................................................................................29
3.2 System Requirement Specifications (SRS).............................................................29
3.2.1 Use case diagrams.............................................................................................................29
3.2.1 Use case documentation.............................................................................................33
3.2.3 Sequence diagram......................................................................................................38
3.2.4 Activity Diagram........................................................................................................48
3.2.5 Analysis level class diagram....................................................................................58
3.2.6 User Interface prototyping.........................................................................................59
Chapter Four................................................................................................................................61
System Design.............................................................................................................................61
4.1 Introduction.......................................................................................................................61
4.2 Class type architecture......................................................................................................61
4.3 Class Modeling..................................................................................................................63
4.4 Component modeling........................................................................................................53
4.5 Deployment modeling..............................................................................................54
4.6 Persistence modeling................................................................................................55
4.7 Graphical User Interface Design............................................................................56
CHAPTER FIVE.................................................................................................................58
IMPLEMENTATION AND TESTING..............................................................................58
5.1. Introduction..................................................................................................................58
5.2 Final Testing of the system................................................................................................58
Unit testing...................................................................................................................................58

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Integration testing................................................................................................................60
Acceptance testing...............................................................................................................61
5.3 Hardware software acquisitions........................................................................................61
5.4 User Manual Preparation...................................................................................................62
5.5 Training.............................................................................................................................65
5.5.1 Training strategy.........................................................................................................65
5.5.2 Training plan..............................................................................................................67
5.6 Installation process.....................................................................................................68
CHAPTER SIX...........................................................................................................................69
6.1 Conclusion.........................................................................................................................69
6.2 Recommendation...............................................................................................................69
Reference.....................................................................................................................................70

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List of Table
Table 1 Team Compositions with responsibility..................................................................................5

Table 2 Schedule feasibility.................................................................................................................9

Table 3 Action Plan (Time) Schedule data..........................................................................................9

Table 4 Budget of the projects...........................................................................................................10

Table 5 Actor Identification...............................................................................................................31

Table 6 Use cases list.........................................................................................................................31

Table 7 US01 Login...........................................................................................................................33

Table 8 UC02 Register.......................................................................................................................34

Table 9 UC03 Edit user details..........................................................................................................34

Table 10 UC03 Set evaluation period................................................................................................35

Table 11 UC03UC04 Fill Evaluation.................................................................................................36

Table 12 UC05 Approve Fill Evaluation...........................................................................................36

Table 13 UC06 View evaluation result..............................................................................................37

Table 14 UC07 Add new evaluation criteria......................................................................................38

Table 15 UC08 Generate report.........................................................................................................38

Table 16 UC06 Unit testing For Login..............................................................................................59

Table 17 Unit testing For Register.....................................................................................................60

Table 18 Integration testing................................................................................................................60

Table 19 Hardware software acquisitions..........................................................................................61

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Table 20 Training plan.......................................................................................................................67

List Of Figure
Figure 1 the Structure of the organization............................................................................................2

Figure 2 Report generated in the existing system..............................................................................21

Figure 3 Form employee performance evaluation.............................................................................22

Figure 4 Form sections are used to instructor’s performance evaluation..........................................23

Figure 5 Use case diagram employee performance evaluation..........................................................32

Figure 6 Sequence diagram for login.................................................................................................39

Figure 7 Sequence diagram for Register..........................................................................................40

Figure 8 Sequence diagram for Evaluation........................................................................................41

Figure 9 Sequence diagram for Add evaluation Question.................................................................42

Figure 10 Sequence diagram for Approve.........................................................................................43

Figure 11 Sequence diagram for View evaluation result...................................................................44

Figure 12 Sequence diagram for generating report............................................................................45

Figure 13 Sequence diagram for Set evaluation period.....................................................................46

Figure 14 Sequence diagram for View and edit user.........................................................................47

Figure 15 Sequence diagram for exports fill......................................................................................48

Figure 16 Activity digram for login..................................................................................................49

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Figure 17 Activity digram for Regster..............................................................................................50

Figure 18 Activity diagram for Evaluation........................................................................................51

Figure 19 Activity diagram for edited user........................................................................................52

Figure 20 Activity diagram for edited questioner..............................................................................53

Figure 21 Activity diagram for Evaluation approval.........................................................................54

Figure 22 Activity diagram for Evolution result................................................................................55

Figure 23 Activity diagram for add question.....................................................................................56

Figure 24 Activity Diagram Close open system................................................................................57

Figure 25 Class Diagram....................................................................................................................58

Figure 26 User Interface prototyping.................................................................................................59

Figure 27 User interface prototype of the new system.......................................................................60

Figure 28User interface prototype for login.......................................................................................60

Figure 29 Class type architecture.......................................................................................................62

Figure 30 Class Modeling for EPE....................................................................................................63

Figure 31 Component modeling.........................................................................................................53

Figure 32 Deployment modeling........................................................................................................54

Figure 33 Persistence modeling.........................................................................................................55

Figure 34 Graphical User Interface Employee performance login page............................................56

Figure 35 Graphical User Interface Admin dashboard......................................................................56

Figure 36 Graphical User Interface Employee Registration System.................................................57

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Figure 37 Graphical User Interface Employee List...........................................................................57

Abbreviations
EPE: Employee performance evaluation
PHP: Hypertext preprocessing
CSS: Cascade Style sheets
HTML: Hypertext markup language
UML: Unified Modeling Language
XAMPP: Cross-platform, Apache, MySQL, PHP and Perl
MY SQL: My Structured Query Language
OOP: Object-oriented Programming

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Abstract
The project “Employee Performance evaluation “is our final year project as computer science
student. The project is exclusively for the Admas higher educational institution, which deals with
Employee Performance Evaluation System. This study explored the pattern of the current state of
the evaluation recording system at Admas University and evaluated how the organization used to
store the evaluation. The project mainly intends to digitalize (automate) the existing system of the
organization, which is manual. The goal is to create a fast performance evaluation system as well
as an evaluation recording (storing) system. The project has used object-oriented techniques
(approaches), and all the decisions are taken and approaches are well documented. The system is
a web-based application and the website remains functional for Admas University and for the
academic administrator

Application is designed from scratch using client-side languages, such as JavaScript and HTML,
combined with the server-side PHP language through XAMPP Server Faces. The server-side,
mostly PHP, contains all the implementation related to setting up the database, creating session
models for joining different user-interface (UI) pages, calculating evaluation result.

The project key objective is to minimize the time, effort and security threats for the evaluation &
data keeping process. The system, which was created by team in accordance with the anticipated
design, is practical and effective. The Implementation satisfies the project’s goals. The majority of
the system’s operation, including like employee performance evaluation, creating evaluation report
and storing previous evaluation report, were effectively completed by the project team.

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Chapter One

1. Introduction
In this chapter, we are going to discuss about the project proposal called “web-based employee
performance evaluation system for Admas University”. The system manages the employee
performance evaluation process, starting from employee performance evaluation registration,
storing employee evaluation results, and reporting the evaluation to the employee. This project is
intended to provide automated information about the employee's evaluation when needed.

At the end of this chapter, we are going to cover the following topics in detail.

 Background information about Admas University, for which we would prepare the system
 The background of the project and what the project would do
 Team composition: - each one’s responsibility within group members
 Statement of the problem
 The project's objectives are divided into two categories: general and specific.
 Feasibility Analysis from Different Angles
 The project's scope and significance
 Target beneficiaries of the system
 Methodology for the Project
 The project's limitations

1.1 Background information of the Organization

Admas University, which is one of the pioneer Private Higher Education Institutions in Ethiopia,
commenced its operation in October 1998 under the name “Admas Business Training Centre”.
The Training Centre then started delivering training services in certain tailor-made short-term
program by undertaking deep assessments of further training needs and making preparations in
terms of the required human and material resources, the center upgraded itself to a college status
as of April 1999, and to the status of a University College as of March 2007. Finally, after
ensuring that all the requirements of Higher Education Proclamation No. 650/2009 have been
met, the Ministry of Education of F.D.R.E. granted full University status to Admas as of July
2014. [1]

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About Organizational structure of Admas University Mekanisa Campus

Organizational structure is a very important tool in an organization. This structure is a chart that
serves as a roadmap of management levels and positions. Each department has its own
expectations and responsibilities; they are not like that of any other department, so the tasks in
each department are different from one another.
The organizational structure is shown in the following figure.[2]

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Figure 1 the Structure of the organization

Description of the structure

o President: Takes the lead in formulating and carrying out a comprehensive plan that builds
on the University's current accomplishments.
o Senate: Has the responsibility to regulate and superintend the teaching and discipline of the
University and promote research.
o Executive Assistant: accountable for scheduling, client interactions, developing and
maintaining filing systems, and much more.
o Legal Advisor: offers legal counsel, participating in legal disputes, drafting legal papers,
and educating clients or organizations about all pertinent legal problems.
o External Auditor: Gives an Independent opinion on the university's annual financial
statements
o Academic vice president for undergraduate and postgraduate program: Lead,
organize, and supervise duties for managing and developing graduate and undergraduate
academic programs.
o Academic vice president for TVET programs: responsible for managing the academic
division that makes up TVET's conventional form of instruction.
o Marketing & corporate communication director: responsible with fostering and
enhancing the company's business ties.
o Business Development president: Keep track of company development reports and win or
loss statistics.
o Administration and finance Vice President: maintain, support, and promote profitable
aims and objectives while supervising the design, development, execution, and
maintenance of the university's services and departments.
o Campus Dean: The head of a large group of departments within a university with
academic, programmatic, managerial, and financial responsibilities.
o Vice Dean: Has the responsibility of supporting the dean and the board.

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o Quality Assurance Office: guarantees the university's standards and policies are
successfully implemented.
o Admin and Finance: The University’s daily operations are managed by the admin. This
entails working on student activities as well as managing university workers. The
management of the university's budget, cash flow, and managerial duties falls within the scope
of finance.
o Research and Community service: produces knowledge that helps us develop new
technologies and gives us the understanding to tackle the problems of sustainable
community development.
o ICT: The division in charge of overseeing the institution's and its departments' information
and data integrity, including all information technology-related operations.
o Register Managed by the register office. The main role is registering new students at the
school.
o Library: Offer a variety of books to students.
o Accounting and finance department: The role of accounting and finance department are
listed below:
1. Payroll: A financial accountant oversees the process of paying university
employees.
2. Budgeting: financial evaluation of plans, normally on a monthly basis.
3. Taxation: used to raise revenue for the service band income to support the community's
needs.
4. Supporting business strategy: The finance director is a member of the executive team
and is responsible for providing a financial environment that supports the business
strategy.
o Business and finance program: This department is corporate finance is a subfield of
finance that is interested in how businesses handle funding sources, capital structures,
accounting, and investment decisions.
o Computer science department: Department that supervises the academic activities of
computer science students and includes all lecturers and students in the field.

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o Marketing management: The department's goal is to train students to handle crucial

business tasks including managing the flow of goods and services from the producer to the
customer[3]

1.2 Background of the project

Employee Performance Evaluation system is a web-based application designed to

automate Employee performance Evaluation system for Adams University. The main
purpose of the project is to develop a system which handle and maintain employee
performance evaluation records to provide efficient performance evaluation services.

1.3 Team composition

This team composition has five members; who has participated on developing a web-based
employee performance evaluation for Adams University.

Project Title Web Based Employ Performance Evaluation For Admas Universit
Date Feb, 2022

Advisor INST. Welde Janfa

No Student Name Student Responsibility Email Address &Phone

ID number
1 Selam Girma 0835/17 Project manager, Designer and 0942181055
Technical writer
2 Mehuba Redwan 0836/17 Technical writer Web developers 0913191275
3 Abrham Haliu 0407/17 Team leader Project architect 0913185051
4 Menfesawi Simon 0977/17 Front-end 0941947716
developer
5 Akalnesh Endale 1311/17 QA and Specialist System tester 0923710051

Table 1 Team Compositions with responsibility

1.4 Statement of the problem

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Admas University currently uses a manual system to conduct employee performance evaluation. It
is not easy to use manual employee performance evaluation to track all evaluations, feedback,
complaints of an Employee’s performance. Management and supervisors are not able to make a
timely intervention to prevent unnecessary problem and delay that might be happen due to
employee performance. The current state is summarized with the following problems

 The current system takes a lot of workers. This makes the current system costly.

 It is not easy to get the previous results of evaluation when the employee is evaluated every 6
months or as needed by the nearest supervisor.

 Due to slow update operation, it focusing on outdated performance review methods.

 Compare and contrast errors. When evaluates employees.

 Because the system evaluates all employees with paper, it consumes a huge amount of paper.

 In the existing manual system, a lot of time is spent on communicating the

information across different departments.

 Poor prioritizing and time management

 Each evaluation cannot be traced back and forth as easily as possible.

 Quality assurance.

In general, the current system is very slow in assessing the employee performance, summarizing
the result and taking the right decision without delay. It has a non-quick assessment.

o The desired future state.

With this project, a new automated employee performance evaluation system developed to
alleviate the above-mentioned problem stated above. The new system would save all
information and evaluations of each employee for both Main Admins and evaluators, as soon as
an employee is added; the system would update their information. So, there would not be a
waste of time finding each piece of data. In addition to time reduction, the project would have
the following advantages

 Resolve storage crowds.

 The information of employees would not be outdated.

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 Information can be easily modified.

 Human errors would be minimized.
 Efficient time management and efficient Performance evaluation techniques.
 Good acceptable operational time.

1.5 Objective of the project

The project is a web-based employee performance evaluation system that would solve
the university’s manual employee performance evaluation processes.
1.5.1 General Objective

The general objective of this project is to build a web-based employee performance

evaluation system for Admas University.

1.5.2 Specific objective

The specific objectives of the proposed system can be enumerated as follows:
o To analyze the existing system and identify the problem.
o To study and analyze the limitations of the existing system.
o To suggest and provide a solution for the identified problem.
o To identify requirements for the suggested solution
o To analysis the new system.
o To develop and design the system
o To prepare analysis, design and implementation documents
o To develop, test and implement the design system

1.6 Feasibility Analysis

A feasibility study is an important phase in both the research and software development process. It
enables us to have an assessment of the product being developed. It refers to the feasibility study of
our project in terms of outcomes of the product, operational use, and technical support required for
implementing it. We answer the question, "Is this project valuable to implement?" The assessment

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is listed as follows: [4]

1.6.1 Operational feasibility

The proposed system can be operated easily as it has a user-friendly interface. The users of the
system can be easily trained because the developed system has an adoptable nature. Hence, the
system is operationally feasible. And also, it is platform independent, i.e., it runs on all operating
systems.

1.6.2 Technical feasibility

The development of the proposed system is feasible because the technical resources needed to
develop, install, and operate can be done by the project team. It is planned to implement the
proposed system using the PHP Platform, MySQL as the backend database, and Windows
Operating Systems. The system can also be easily maintained and repaired without difficulty. It
can also be easily upgraded to provide the necessary information for the users. Therefore, the
proposed solution is technically feasible.

1.6.3 Economic feasibility

The new system that we are developing would have a lot of benefits compared to the existing
evaluation. Process, such as advancing the services of the system and decreasing the workload of
the users. So, the project is economically feasible.

1.6.4 Behavioral/Political feasibility

This system to be developed does not conflict with any government directives because its sole
purpose is to provide services to employees in an effective and efficient manner, and all
stakeholders would be agreed upon before project development begins. Therefore, the system is
politically feasible.

1.6.5 Legal feasibility

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According to legal and ethical issues, a web-based employee performance evaluation system
should not be used to discriminate against employees on the basis of race, religion, age, gender,
handicap, marital status, pregnancy, or sexual preference. The findings of performance appraisals
should be fair, accurate, and backed up by facts. The developed system also won’t give any
hidden privileges to employees as well as the organization

1.6.6 Schedule feasibility

Regarding the schedule feasibility, the allotted time is enough to finish the project within schedule,
and also, the project would use a strict tight schedule to perform each and every task to finish the
project on schedule.

Project Plan

Tasks Times in month

February

Jun 30
April

May

June

Requirement
gathering
Analysis
Design
Implementation
Testing

Table 2 Schedule feasibility

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No Activity’s Start Date End Date Remark

1 Collection of Data Proposal Feb 05-2022 Feb 14-2022
2 Approval of the Proposal Feb 15-2022 Mar 17-2022

3 Requirement Analysis Document Mar 19-2022 Apr 30-2022

4 Design Specification & Organization of Data May 01-2022 May 23-2022
5 Interface and Database Design May 25-2022 Jun 29-2022

6 Submission of Final Document Jun 30-2022 July 07-2022

Table 3 Action Plan (Time) Schedule data

Cost of the project

Item Specifications Unit Unit Price Total Cost
No.
1 Computer Window 10 45000 birrs 45000 birr
1
2 Flash Drive 32 GB 300 birrs 300 birrs
1
3 Transport   1000 birrs 1000 birr

4 Secretarial Work   2500 birrs 2500 birr

5 Printing cost   1800 birrs 1800 birr

6 Communication   500 birrs 500 birr

7 Internet cost (ZTD)   2000 birrs 2000 birr

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8 Project Team Per   25000 birrs 25000 birr

Dame Fee
Total Development Cost 78,100 Birr

Table 4 Budget of the projects

1.7 Scope and significance of the project

An employee performance evaluation system has much functionality. However, this project
focuses on the activities listed below.

o The system used to register, update, view, and block users

o Conduct all employee performance activities

o Generate report Web-Based employee performance evaluation for Admas university

o Shows how the evaluate the employee

o Handling information with related evaluation information

1.7.1 Significance of the project

The current system is not using automated data processing system. So, making the system web
based would give benefits aspects

1.7.2 Benefits for Employee

o They would have evaluation result on time

o It helps to know his/her strength and weakness and to improve them
o The system provides adequate feedback to each employee on his or her performance
o It helps to create a clear understanding of his/her role and what is expected from
her/him in the Organization.

1.7.3 Benefits for Organization

o It helps organizations to improve the overall workforce efficiency

o It reduces paper work

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o It helps the Organization to find out whether the employee is being productive or is a liability
o help to achieve the organizational plan

1.7.4 Benefits for Supervisors

o Supervisors would get time to interact with the employees and understand their difficulties

o Helps to judge employees’ confidence level and spot their difficulties

o It helps to identify the level of human resources and the gap and the supervisor gets to know
of the Training and development needs of an employee

o It helps to know the methods and techniques used to evaluate employee performance
Systems.

1.8 Target beneficiaries of the system

1. Main Admin: - unlike the existing system the proposed system enables the admin to
manage the system easily.
2. Supervisors: - Can access or get organized data easily for policymaking.

o Benefit from the system by easily supervising the enumerator by using the browser.
3. Organization: -The Organization can use the report generated by the system as one
measurement tool for the progress done by the employee performance.
4. Employee: - Give both managers and employees a clear and consistent system within which
to work that, in turn, would lead to increased productivity. Employees need feedback about
their performance and how well it is meeting expectations so they can identify and focus on
areas of opportunity for improvement and so they can continue to build on and enhance
existing skills.

1.9 Methodology of the projects

The group decided on object-oriented programming since it has a number of benefits over
procedural programming. Programs are given a logical structure by OOP. Additionally, it makes
the "Don't Repeat Yourself" coding principle adherent while making maintenance, modification,
and debugging of the code simpler. Because OOP uses fewer lines of code, developers may create
fully reusable programs faster.

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1.9.1 Data Source

Data is a compilation of facts, figures, objects, symbols, and events gleaned from various sources.
This team gathered data to learn more about the existing system, which allows them to make
improvements to it. Data is gathered occasionally from different data sources since this team
would be unable to make informed judgments without it. The following data sources used by this
group:
o Primary source: This team obtained data by interviewing Admas University Administration
Manager, Supervisors, and Employee. This methodology helps us to identify employees’
requirements clearly and to identify the existing system problem that the company
encountered

o Secondary source: The documents acquired from the head office and documentation written
about the organization would serve as our secondary data sources.

 Practical Observation
This is another type of method for collecting data and information in which the team sees the
actual events that are happening in the organization.

In this method, all team members would have observed and noted down events from observation.

 Document Analysis

The team member also collected certain relevant documents in the evaluation process.
Not only that but we tried to review other relevant documents that are help to develop
the project. Therefore, documents related to the existing system of the organization
would be assessed.

1.9.2 System Analysis and Design

We have selected object-oriented system design analysis and we used a unified modeling
language (UML) model for that. We selected UML because we wanted to achieve consistency,
simplicity, re-usability, and maintainability in our system design.
In this project, our team will use object-oriented system development methodology (OOSD)

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for the design. Because,[5]

Object-oriented programming has several advantages over procedural programming:[5]

 OOP is faster and easier to execute

 OOP provides a clear structure for the programs

 OOP helps to keep code DRY "Don't Repeat Yourself", and makes the code easier to
maintain, modify and debug

 OOP makes it possible to create full reusable applications with less code and shorter
development time

Tip: The "Don't Repeat Yourself" (DRY) principle is about reducing the repetition of code.
You should extract out the codes that are common for the application, and place them at a
single place and reuse them instead of repeating it.

This technique has several phases some of them are:

I. Object Oriented Analysis (OOA)

During this phase, we would use them to model the function of the system (use case modeling),
find and identify the business objects, organize the objects and identify the relationships
between them, and model the behavior of the objects.

II. Object-Oriented Design (OOD)

During this phase, we would use Microsoft Visio and Livre Office Software to refine the use
case model and rationale for designing the sequence, collaboration, and activity diagrams, and
to model object interactions and behavior that support the use case scenario. We have selected
an object-oriented system design because we wanted to improve the quality and productivity of
system analysis and design by making it more usable. And fill the gap between problem and
solution.

1.9.3 Development Tools

o Font-End Development Tools

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 HTML is a markup language used to define the meaning and structure of web content.
 JavaScript is a scripting language mostly used in website development that's supported by
all modern web-browsers.
 CSS is a style sheet language used to describe the presentation and the over-all look of web
content.
 Chrome is a web browser with powerful web development tools.
o Back-End Development Tools
 PHP is an open source scripting language that is suited to web development.
 MySQL is a relational database management system (RDBMS) service used to manage
databases and cloud-native applications.
o Development environment
 XAMPP: a package containing Apache2 Server, PHP, MySQL database and
PhpMyAdmin. This development environment is used to develop web applications.
 Visual Code Studio is a powerful code editor with many features that assist web
developers.

o Documentation- MS Word, MS Excel will….

o User Training- MS PowerPoint will….

o Sublime: -as editing tool for html.

o Wamp Server: - would use Wamp server to store database.

1.9.4 Testing Procedure

The system would be tested to discover as many faults (errors) as possible so they can be repaired before it
delivers

Unit testing: - In unit testing, every units of the code is separately tested. It is often done by the
programmer to test that the unit he/she has implemented is producing the expected output against
the given input. With that aim, the project team had done unit test for each and units of the code

Integration testing: - would be done in which a combination of subsystems would be integrated and tested

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as a group.

System test: A test used to ensure that all system elements work together properly to achieve system-wide
functionality and performance. As with previous tests, the team also runs system tests to ensure that all end-
to-end work on the new system has been accomplished.

Acceptance test: - that we are going to make before launching the system. Acceptance testing is a test
conducted to determine if the requirements of a specification or contract are met. It may involve chemical
tests, physical tests, or performance tests.

1.9.5 Implementation

The implementation phase of realizing the envisaged system is consisting of the following
activities;

• Coding: - This is the process of building the functionalities of the envisaged system that fulfill the
requirements of the company. The process includes coding on the interface and database
programming using the selected and aforementioned front and back end development tools.

• Testing:-testing procedures mentioned above will be undertaken during and after coding.

• Installation: - is the step that includes installing and configuring the developed system, the
database, and other subsidiary software on the machine.

• Train users: - to increase the user performance and interest on the system, training of users will
be carried out. The step includes development of user manual of the system

Parallel implementation

When phased implementation and pilot running. Direct changeover is when the old system is
completely removed and immediately replaced by the new system when the new system is used at
the same time as the old system the two systems are said to be running in parallel.

Advantages:

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o Users can compare the output of the old system with the output of the new system,
to ensure correctness
o There is little risk of data loss because the known-good system is running.
Disadvantages:

o Users must take more time to enter data into two different systems
o Data could be different in two different systems if there is intensive data entry.

1.10 Limitation of the project

Some of the main limitations of the project are as follows:
o The system cannot help people with visual impairment.
o The system cannot access with mobile unless the mobile installed a web browser (i.e. this
project doesn’t include mobile app)
o The System is not accessible for those who doesn’t have Internet Connection

Chapter Two

Description of the Existing System

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This chapter is dedicated to see about the existing system. As we discussed in the first chapter,
we used observation to understand the existing system. Based on the above fact-finding methods
this chapter would see details about the existing system
2.1. Introduction of Existing System

The existing employee performance evaluation system at Admas University is paper-based. The
employee evaluated manually by students, colleagues and supervisors (In our case department
head and general HR and finance manager). The evaluation form is given to each evaluator who
can fill the form according to the rules of the Campus.
2.1.1 Process of the existing System

As we observed in Admas University there are two groups of employees known as

administrative staff and academic staff (Instructors). The administrative staffs are evaluated
by their supervisors/managers whereas the academic staffs are evaluated by the department head
and students. Then the performance of the employee is recorded by their supervisors, which the
managing team would review for action. So, the employee is rewarded based on this evaluation
Sheet. If the evaluation form shows good results, the employee maybe rewarded by salary or the
work position or may be certificate to encourage… (That is up to the managing team). This
process continues all the time.
In the existing system, the role players are Human Resource Department, which has the role of
controlling all the employee and their activities/performances. Students, have the role of filling
the evaluation form. For the instructors, majority of the evaluation is taken from students which
is 50% because the main aim of the campus is to satisfy students.
Instructors also evaluate their colleagues which may be out of 15% which is the reflection of the
other employee regarding to respect for other workers, communication skill, personal behavior,
and so on. Department head for each Instructor which is out of 35% that looks employee
punctuality, submission of test, assignments, does he/she show results to students on time or not
and so on

2.2 Players in the existing system

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There are players in the existing system that has a direct relationship
Major actors in the existing system are:[6]

 Campus Dean
 Human resource
 Department Head
 Supervisor
 Employees
 Students

Role of Campus Dean in Performance Evaluation

Top manager plays vital role in Employee performance evaluation process. So, manager Gives
tasks to employees to be done by program the weekly, monthly or yearly goals to be achieved at
the end of the time interval. The performance of each employee is evaluated based on the tasks
they are given which is planned by the compass dean and department head academic head or
administration head. Declaring meetings and keeping the employees informed about their
progress towards the achievement of goals and suggesting corrective actions if there are weakness
on performance of each employee. The Employee performance evaluation form is approved by
the manager (dean in our case) before it is submitted.

Role of Human Resource

HR managers are data keepers:

Human Resource Department works on the data collected by the Supervisors and managers So,
all the data collected of each employee during the Employee performance Evaluation progress is
submitted to the department of human resource which then would be retrieved when it is needed.
The data collected during the evaluation process is very essential to judge each employee so, the
data’s must be kept safely and for long times as a record.

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Role of Managers (Department Head) in Performance Evaluation

Department head oversees and establish policies and procedures, as well as coordinate the work
within the department. Department head also launch departmental goals and ensure that all workers
are working to meet these goals. The department head fills the Employee Performance evaluation
form depending on the activities mentioned as the employee’s punctuality, quality of work,
behavior among colleagues, achievement of the tasks/goals which they are given, communication
skills and so on. The form would be out of 35% for each Instructor/employee.

On a day-to-day basis, a department head would likely guide and evaluate worker performance,
create work schedules, arrange departmental meetings and assign specific duties. They typically
hire and train new employees, and may also dismiss workers who aren’t able to meet
departmental expectations. Working with executives or other managers, department heads often
establish fiscal objectives and forecast the future requirements of the department.

Role of Employees in Performance Evaluation

The employees have a vital role to play in the performance evaluation process as the entire
process revolves around them. Employees also fill the form of Performance evaluation for their
colleagues which will take 15% of the evaluation form. Employee Evaluation form contains
Teamwork within workers, competence, Attitude, Efficiency, quality of work, Flexibility,
Communication within colleagues, interpersonal skills and so on. So, Employee fill the form for
their colleagues also which is the stored at the Human resource for retrieval.

Role of Student in Performance Management

Deciding the nature of instructional abilities of any instructor requires rational and unbiased
judgments. So, evaluation form is given to each student, in order to get direct feedback from the
students. This process is like serving a customer and asking for their feedback/comment on the
service. In Employee performance evaluation for the instructors, students are the main evaluators
of the evaluation form for their instructors because they have direct relationship with the
instructor. As the teaching process directly concerns students, the form takes 50% of the
evaluation form is taken from students. Therefore, students play vital role on the Employee
performance evaluation for Instructor only not administrative staff.

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2.3 Major functions/activities in the existing system

Existing system for employee performance evaluation is paper-based so manipulation of employee

evaluation result and generating report needs more time and effort.

Major activities in the existing system are: -

o The existing system register employee manual.

o In the existing system, employee performance evaluation form is distributed for each student,
workers, and department by paper and collected after they fill the form.
o The existing system analyses employee performance evaluation for each Individuals.
o In the existing system, employee performance kept as record for long times.
o The existing system support revising information after the Employee performance evaluation
form is filled before submission to the Human resource as a record.
o The existing system generates report of the employee performance evaluation as a result.
o When new employ is registered in the Existing system, he/she is informed about the
Employee performance evaluation.

2.4 Business rules

o Business Rules of Admas University on Employee Performance Evaluation

Admas University has its own policies and guidelines about how the Employee performance
evaluation process has to be done. So, these rules are applied on everyone who is concerned with
the performance evaluation process.

Therefore, the existing system has the following business rules:

BR1: The evaluation must be filled out by the recent officer.

BR2: The evaluation must be given every six months.

BR3: The evaluation must evaluate the employee’s strengths and weaknesses based on:

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o Creativity
o Work quality and execution
o Punctuality
o Attitude
o Personal habits
BR4 The evaluation form must be filled freely without making any discrimination.
BR5 The evaluation result must be announced to the employees before transfer to human resource
department in order to accept if there is any complain from the employee it must be resolved.
BR6 Filling the instructor’s performance by students which are Students of Admas University, at
least for three months,
BR7 If there are weaknesses the Employee must take some train
2.5 Report generated in the existing system

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Figure 2 Report generated in the existing system

2.6 Forms and other documents of the existing system

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Figure 3 Form employee performance evaluation.

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Figure 4 Form sections are used to instructor’s performance evaluation.

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2.7 Bottlenecks of the existing system

The existing of employee performance evaluation system in the current situation comprises
various problems:

2.7.1 Performance The current system’s performance is weak. The acceptable throughput rate
is relatively high i.e. the time required from initiation to completion of a particular task is
relatively high. As we observed to evaluate 10 people it needs 8 hours.
2.7.2 Economical: - - it performs all of its tasks manually which requires much of the work
going on by manpower, and it requires a huge amount of papers for processing, which lead
the manual system to spend much money on human resource and purchasing papers and
materials.
2.7.3 Security and Controls: - Every record of the existing system is paper-based that stored
on a shelf, so, it is difficult to control these manual records such as employee performance
evaluation so it is susceptible for theft.
2.7.4 Efficiency: - due to the manual operation most of the activities are prone to wastage of
resources like papers, manpower, time, etc., to produce the corresponding outputs. This
makes the current system inefficient while utilizing resources. There should be a
mechanism that reduces wastage of resources and that makes the system to be efficient.
2.7.5 Data storage problem: - In the existing system, everything is stored on a shelf that is
finding particular data is very hard, also office space had to be increased as more space
was needed to store filing cabinets as the amount of paper increased so, space Data was
constantly being duplicated. This was time-consuming and resources were being wasted
Inflexible data entry (input/ Output)

In the existing system the input of information is redundant, inaccurate, not well organized and
inflexible and also these inputs may lead to create confusion and work load on employer and
produce inaccurate output since the information is written by pen and on paper.

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2.8 Proposed solution for the new system

In the existing system, there are so many problems listed on the above to adhere those problems we
proposed a new automated computerized system integrated into technology.

We choose the web-based system, instead of Mobile application and Desktop application because
Web based application is platform independent and can be accessed easily by any devices. When it
comes to mobile application, it is platform dependent and can only be accessed via mobile phones
and the same to desktop application which can only be accessed by computers. (i.e. desktop
application is also platform dependent.) So, since Adams has campus in different location it is
better to use a web-based employee performance system.

So, our system which will: -

o reduce complexity of existing system,
o increase effective time management,
o reduce work load,
o reduce data error,
o utilize available resource effectively,
o Enhance the efficiency and diversification of service activities
o Enhance the Employee performance evaluation
2.9 Requirements of the Proposed System

2.9.1 Functional requirements

Functional Requirements are those that refer to the functionality of the system, i.e., what services
it would provide to the user. Statements of services the system should provide how the system
should react to particular inputs and how the system should behave in particular situations.

General Functional Requirement for all users:

o FR1: The system shall provide the login process to the registered users.
o FR2: The system shall require login before allowing any functions for any users.

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o FR3: The system shall allow users to logout from the system.
o FR4: The system shall allow users to change his or her password after login.
o FR5: The System shall allow all users to see the goal set by managers

Evaluator:
o FR1: The system should allow fulfilling evaluation form only by evaluators.
o FR2: The system shall show evolution result during employees’ self-evaluation.
o FR3: The system shall allow evaluators to evaluating all employees per the category.
o FR4: The system shall allow the evaluator to submit the form after he/she fills it.
o FR5: The system shall enable evaluator to view list of employees.

Admin:
o FR1: The system should allow to admin to open and closed the system for evaluator
every 6 or 3 months.
o FR1: The system should allow campus dean(manager) to approve the evaluation
o FR2: The system should allow admin to register new employees, evaluators &
department or remove and edit existing ones.
o FR3: Login and Logout to the system options must be authorized by the Main Admin
o FR4: The system shall allow the admin to check the list of the employee.
o FR5: The system shall allow the admin to give privilege for evaluator account.
o FR6: The system shall allow the admin to view evaluator account.
o FR7: The system shall allow the admin to delete evaluator.
o FR8: The system shall allow the admin to add another admin to the system.
o FR9: The system shall allow the admin to add new evaluator,
o FR10: The system shall generate individual evaluation and summarized report.
Employee:
o FR2: The system shall allow evolution himself.
o FR3: The system shall allow to see evolution result
o FR4: The system shall allow them to submit comment if they do have any complaints
about the evaluation, he/she don’t happy with the result

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o FR5: The system shall allow employee to logout from the system.

2.9.2 Nonfunctional requirements

 Security: The system shall provide a high level of security by blocking unauthorized users
to view the secured system page.
o The external security should be provided by giving login authentication.
o The users would enter the selection page by verifying their id.

 Performance: The system should minimize errors and should display clear error message
that guides users. There shall be various ways of retrieving data and it shall take less time,
this system must give service 24 hours per day with minimum response time.
 Usability: The system should be easy to be used by People who can read and write English
language. Also, our systems it’s taking into account all of the users' needs and creates an
interface that reinforces consistency and helps users accomplish their tasks in the most
seamless way possible.
 Availability: The availability of the software shall be for everyone who has an Internet
connection. The system shall be available for 24 hours and 7 days a week.
 Correctness: The results of the evaluation process should be accurate.
 Flexibility: The system should be flexible so that it can be accessed by anyone who has
internet access in desktop, tablet, or smartphone, it can be accessed on smart phone with
browser.
 Maintainability: After the deployment of the project if any error occurs then it should be
easily maintained by the software developer.
 Portability: The software shall work properly in any browsers.
 Reliability: The performance of the software shall be better which would increase the
reliability of the Service. The system shall require guide and help to be understood by user.
 Robustness: If there is any error in any window or module, then it should not affect the
remaining part of the software.

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 Backup and recovery

The system should backup in a short period with minimal disruption. Recovery time in event of a
disaster, the latest backup should be immediately restored, such that the system is offline for less
than one hour
Let’s see how a differential backup works:
Day 1 – Schedule a full backup
Day 2 – Schedule a differential backup. It would cover all the changes that took place between
Day 1 and Day 2
Day 3 – Schedule a differential backup. It would make a copy of all the data that has changed from
Day 2 (this includes the full back up on Day 1 + differential backup) and Day 3.

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Chapter Three

System Analysis
3.1 Introduction

In the final section of the previous chapter, we have described the functional and non-functional
requirements of the proposed system; in this chapter, the project team would perform the analysis
of the proposed system using UML Models such as Use case diagram, Sequence diagram, and
Activity diagram.

3.2 System Requirement Specifications (SRS)

Employee performance evaluation will be filled online by each role player (Students, Department,
and the instructor’s colleagues) which will be submitted to the Department head, which will be
saved by Human resource department as a record. So, as a system, it will fulfill basic facilities that
the system should offer (functional system requirements) for Admas University, which means the
operations will be performed in our system will meet the outputs expected by Admas University.

The system would be responsible for:

o Transferring all forms to the department head which are filled online by students,
instructor’s colleagues, and even the department head.
o Transferring the data to the Human Resource which is checked by the department head and
immediate supervisors
o Storing the data entry in the database for future evaluation as a record.

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3.2.1 Use case diagrams

Use case diagrams are created to visualize interaction of our system with external world. Also,
a use case model is the representation of the system intended functions and its environment. The
functionalities are specified by the “use case” and “the actor “specified to the environment. Since
the identification of these two entities goes hand in hand, we have identified them together.

Actor Identification
The actors are: -
 Employee
 Student
 Compass dean
 Department Head
 Main Admin

Actor Description & performing the action

Employee A person who work at Admas University
 View evaluation result
 Filling the evaluation forms for himself/co-workers
 Update account information
 Comment on evaluation results
Student A person who study at Admas University performing the
following action
 Evaluate instructors
 Modify their own password
allows to performing the following action
Department
Head  Evaluate Employee
 Update account information

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 View evaluation result

A person who control or manage all the functionality of the system

Main admin
like;
 Set evaluation period(open/close system)
 View dashboard: total employee. Total student, Total
evolution
 Generate report
 Update employee information
 Add new evaluation criteria
 Update evaluation criteria
 Register Employee & Students (Create account)
Compass A person who work allows to performing the following action
dean(Manager)
 Set goal
 Give evolution approval
 View evaluation result

Table 5 Actor Identification

The use cases are: -

Use cases Description & performing the action

Login፡ The system allows the Admin, manager, HR, Dept.

Head, Employee, and Student to login into the system

Register Employee Used to register the employee and student in the

and student system
Employee’s goals, required outcomes or outputs, and how the
Set goal
success of the contributions will be assessed

Allows the Actor(s) to fill the evaluation form to evaluate

Evaluate
employee.

The immediate supervisor or manager approves the employee's

Give approval

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evaluation form.

The Main Admin manages the account of the other actors

Manage account
Visits the calculated result that came from evaluator evaluation
View evaluation result
form. Or the evaluated employee total result, average result
Result=U/M
Where U =User given value
M=Max question value

Avg result=
∑ result where n= number of questions
N

The Admin add evaluation criteria or evaluation question.

Add Evaluation
questioner (criteria)
Allow to obtain report data in a number of formats
Generate Report

Table 6 Use cases list

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Figure 5 Use case diagram employee performance evaluation

3.2.1 Use case documentation

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1) Use case documentation for login

Use case id: UC01

Use case Login
name:
Actor Main Admin, Compass Dane ,Dept. Head, Employee, instructor and Student
Description Authenticates & authorizes users
Precondition The Main Admin, Campus Dean (manager), Dept. Head, Employee, and
Student must have user ID and password to login to the system.

Basic flow User action System response

1. The Main Admin and user enter there user-ID 3. The system
and password validates the
2.2. Then click login button entered information
and display main
page
4. End use case
Post condition: The Main Admin and users use their own pages
Alternat If the users enter invalid user ID or password
ives
Flows: 5. Admin information and user reenter the correct 5.1 The system
displays “Incorrect
user id or password”
message

Table 7 US01 Login

2) Use case documentation for register

Use case id: UC02

Use case name: Registration
Actor Main Admin
Description Register Employee and student into the system
Precondition Necessary information should be fulfilled by the Main admin
Basic flow User action System response

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1. Click add new 2. The system display registration

employee/Instructor or student form
button
4. Validate the user information
3. The admin enters required
5. The system informs the user that
information and click “Submit”
they successfully registered
button.
6. End use case
Post condition: The employee/Instructor or students registered successfully.
Alternative If the admin enters invalid and user-ID
Flows:
The system display error message.

Table 8 UC02 Register

3) Use case documentation for Edit user

Use case id: UC03

Use case name: Edit user
Actor Main Admin
Description The Main admin want to edit the personal details of the already existing
Employee in the database.
Goal Edit the details of user in the database.
Precondition The main admin must login first to perform the action
Basic Flow User action System response
1. The main admin click the “Edit” 2. The Displays The User
button. information with update and
3. The admin edits following info: close buttons.
User ID, User name, department,
Education, and email address.
4. The Admin clicks the “Update”
button. 5. The employee details are
6. End of use case edited in the database system
employee list
Post condition: The employee details get update in the
database.

Alternative When user clicks “Cancel” button, the

system exits the edit form.
Flows:
7. End use case

Table 9 UC03 Edit user details

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4) Use case documentation for Set evaluation period

Use case id: UC04

Use case name: Set evaluation period
Actor Main admin
Description Open and close evaluation period
Precondition The, Main admin must have user ID and password to login

Basic flow User action System response

1. The admin log in the system 2.The system display the
3.The admin click the close/open system home page
4.The system open /closed
5. End use case

Post condition: The will system open for evaluator.

Alternative If the admin want to close the system, it must be approved all evaluations.

Table 10 UC03 Set evaluation period

5) Use case documentation for fill evaluation form for employee

Use case id: UC04

Use case name: Evaluation
Actor Dept. Head, Employee, and Instructor, and Student
Description Evaluate instructor and staff employee
Precondition The system must be open for evaluator. Employee, Instructor Student and
Dept. Head, login with user ID and password to Evaluate

Basic flow User action System response

1. The user click the evolution button. 2.The system display the
3. The user select the employee or Instructor evaluation page
name. 4.The system display
evaluated user
5. The user fills evaluation form
6. Clicks submit button 7. The system calculates
the evaluation result in
the background.

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9. End use case 8. The system displays

successfully message
Post condition: The system would calculate the evaluation result which then submitted to
the database.
Alternative If the user wants to change the Employee name, he/she can choose from
the dropdown.

Table 11 UC03UC04 Fill Evaluation

6) Use case documentation for Approve Fill Evaluation

Use case id: UC05

Use case name: Approve
Actor Compass Dane
Description Approves or disapproves evaluation
Precondition The Compass Dane must have user ID and password to login

Basic flow User action System response

1)The actor request for list of 2.The system display the evaluation
unapproved evaluation list page

3.The actor select evaluator and

4. The System responds with
action
5. The system calculates the
evaluation result in the background.
Post condition: The system updates the database according to the selected action.
Alternative

Table 12 UC05 Approve Fill Evaluation

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7) Use case documentation for View evaluation result

Use case id: UC06

Use case name: View evaluation result
Actor Main Admin(HR), Manager, Dept. Head, Employee/Instructors
Description Visits the calculated result that came from evaluator, evaluation form
Precondition The evaluation must be submitted.
Basic Flow User action System response
1. The user clicks “Result” button. 2. The system displays the
4. Employ/Instructor selects their Name to result of the entire Employee’s
view his/her individual result. only to the Main Admin, Dep’t
Head & Manager.
5.End use case
3. The system shows their
individual result.
Post condition: The system would display the evaluated results of employee.

Alternatives If the employee is not evaluated,

The system displays
Flows: the empty table.

Table 13 UC06 View evaluation result

8) Use case documentation Add Evolution Question

Use case id: UC07

Use case name: Add Evaluation Question
Actor Main Admin
Description The system the main Admin to add new evaluation question
Precondition The Admin, must have an Main Admin account and login

Basic flow User action System response

1. The Main Admin click “Add 2. The system displays new
evaluation Questions” button. question text box.
3. The admin selects the user type
for the questions to be displayed. 6. The system displays the
4. The main admin writes the question for the selected user.
questionnaire in the given text box

5. Then clicks the save button

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7.End use case

Post condition: The evaluation criteria successfully added for the selected user on the
database.
Table 14 UC07 Add new evaluation criteria

9) Use case documentation Generate report

Use case id: UC08

Use case name: Generate report
Actor Main Admin
Description The system allows the Main admin to generate report.
Precondition The Main Admin must login first to perform the action
Basic Flow User action System response
1. The user clicks report button from menu 2.The system displays
bar. evaluation based or
3. The user selects the type of report to employee based options
generate 4.The system displays
5 end of use case report based on selected
option
Post condition: The report would be generated

Table 15 UC08 Generate report

3.2.3 Sequence diagram

Sequence diagram is a UML interaction diagram. It represents the chronology of the passing of
messages between system objects and actors. It may be used to illustrate a possible scenario of a
use case, the execution of an operation, or simply an interaction scenario between classes of the
system. You can use one or more sequence diagrams to pass a use case or to identify all the
possibilities of a complex behavior. A sequence diagrams conveys the same kind of information it
concentrates on the chronology of messages passing between the objects in place of their
structure.
The team used sequence diagrams to show object interactions in a logical order, or the order in
which these interactions happen. For this system, the group has chosen and made the activity
diagram below.

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1) Sequence diagram for login

Figure 6 Sequence diagram for login

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2) Sequence diagram for register

Figure 7 Sequence diagram for Register

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3) Sequence diagram for Evaluation

Figure 8 Sequence diagram for Evaluation

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4) Sequence diagram for Add evaluation Question

Figure 9 Sequence diagram for Add evaluation Question

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5) Sequence diagram for Approve

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Figure 10 Sequence diagram for Approve

6) Sequence diagram for View evaluation result

Figure 11 Sequence diagram for View evaluation result

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7) Sequence diagram for generating report

Figure 12 Sequence diagram for generating report

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8) Sequence diagram for set evaluation period

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Figure 13 Sequence diagram for Set evaluation period

9) Sequence diagram for view and edit user

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Figure 14 Sequence diagram for View and edit user

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10) Sequence diagram for exports fill

Figure 15 Sequence diagram for exports fill

3.2.4 Activity Diagram

Activity diagrams are graphical representation of work flows of stepwise activities and actions
with support for choice, iteration and concurrency. It is used to show message flow from one
activity to another. It is a simple and intuitive illustration of what happens in a work flow, what
activities can be done in parallel, and whether there are alternative paths through the work flow.

Activity diagrams are mainly used as a flow chart consists of activities performed by the system.
But activity diagram are not exactly a flow chart as they have some additional capabilities. These
additional capabilities include branching, parallel flow. The team identified and prepared the
following activity diagram for this system.

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1) Activity digram for login

Figure 16 Activity digram for login

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2) Activity digram for Regster

Figure 17 Activity digram for Regster

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3) Activity digram for evalution

Figure 18 Activity diagram for Evaluation

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4) Activity digram for edited user

Figure 19 Activity diagram for edited user

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5) Activity diagram for edited questioner

Figure 20 Activity diagram for edited questioner

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6) Activity diagram for Evaluation approval

Figure 21 Activity diagram for Evaluation approval

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7) Activity diagram for Evolution result

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Figure 22 Activity diagram for Evolution result

8) Activity diagram for Add question

Figure 23 Activity diagram for add question

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9) Activity Diagram Set Evaluation Period

Figure 24 Activity Diagram Close open system

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3.2.5 Analysis level class diagram

A class diagram is a static diagram. It represents the static view of an application. The class
diagram is not only used for visualization, describing and documenting different aspects of a
system but also for constructing executable code of the software application.

1) Class Diagram

Figure 25 Class Diagram

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3.2.6 User Interface prototyping

The following navigation paths would provide you a high-level overview of our web-based
system.

Figure 26 User Interface prototyping

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1) User interface prototype of the new system

Figure 27 User interface prototype of the new system

2) User interface prototype log in

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Figure 28User interface prototype for login

Chapter Four

System Design
4.1 Introduction

In the previous chapter, we have identified the functional and non-functional requirements of the
system and produced the analysis model. This chapter discusses the following design goals
system architecture, class model, component, deployment and persistence modeling, user
interface design. This project is designed to solve the organization's problems by minimizing the
workload that appears on the employee's performance evaluation system.

4.2 Class type architecture

Conceptual class diagrams are used to represent the structure of the system in terms of objects,
their notes and nature of relationship between classes where the domain model illustrates
conceptual classes or vocabulary in the domain. It shows the static features of the objects and do
not represent any particular processing.

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The class diagram describes the attributes and operations of a class and also the constraints
imposed on the system. The class diagrams are widely used in the modeling of object-oriented
systems because they are the only UML diagrams which can be mapped directly with object-
oriented languages. Class type architecture diagram is to show how objects would interact with one
another to achieve functional requirements specified within the use case diagram.[7]

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Figure 29 Class type architecture

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4.3 Class Modeling

We used to model the static part of the systems. The design class model would reflect the wide
variety of technology decisions that we make. Focus is on the solution domain not on the problem
domain. Introduce change to our class model based on implementation technologies. On design
class diagrams, indicate the visibility, name, parameters, return value, and stereo type of
methods. Names of parameters, as well as their types and default values should be indicated for
each method. Scope of a method, weather it is a static method that works on the class or an
instance method, which works on instances of the class.

Figure 30 Class Modeling for EPE

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4.4 Component modeling

The component modeling is used to show the structural relationships between the components of a
system and describe the physical artifacts of a system. This artifact includes files, executable,
libraries etc. The component diagram represents pieces of software in the implementation
environment. It models the implementation view of the software. The functionality provided by a
component is specified by a set of provided interfaces that the component realizes.

Figure 31 Component modeling

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4.5 Deployment modeling

The deployment modeling models the hardware of the implementing environment. Each node on a
deployment diagram typically represents the type of hardware such as disk drive, a client PC, a server
or a processor. A node may also represent a human being or organizational unit. Nodes are like classes.
They represent a type of device, not a specific device, and the features of each device. Like classes
they are related using association that explains how the nodes may be connected.

Deployment diagrams models the mapping of software pieces of a system to the hardware that is
going to execute it. Software elements are typically manifested using artifacts and are mapped to the
hardware called nodes.

Figure 32 Deployment modeling

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4.6 Persistence modeling

Persistence modeling is used to translate object-oriented class level diagram into relational
database. During the management identification of the data that would be persistence should be
identified. Data can be stored by flat file (single table structure), relational database (multiple
table structure, cross referencing records between tables) or object-oriented database storage
management mechanism. Moreover, storing data in a database enables the system to perform
complex queries on a large data set.

3) Persistence modeling

Figure 33 Persistence modeling

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4.7 Graphical User Interface Design

The user interface (UI) is the part of software which a user directly interacts with. In software
system, user interface design represents user interface requirements. The following are some of
user interfaces of software we are going to develop. User interface is the visual image or form that
contains data entry from user to be executed in the database.

Figure 34 Graphical User Interface Employee performance login page

Figure 35 Graphical User Interface Admin dashboard

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Figure 36 Graphical User Interface Employee Registration System

Figure 37 Graphical User Interface Employee List

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CHAPTER FIVE
IMPLEMENTATION AND TESTING

5.1. Introduction

This chapter covers with the system's implementation, coding, testing, and user training. In this
chapter, coding is done using both front-end and back-end programming languages. The testing
section will cover the tools and procedures used to test the system. Installation, training, and
user manual preparation are also covered.

5.2 Final Testing of the system

The process of analyzing and validating that a software product or application accomplishes what it is designed to
do is known as testing. The major benefits of testing include bug prevention, reduced development costs, and
improved performance. Software testing follows a standard procedure. Defining the test environment, building test
cases, writing scripts, assessing test findings, and submitting defect reports are all tasks or phases. Testing can be
time-consuming. Manual or ad hoc testing may be adequate for small builds, but tools are frequently employed to
automate operations in bigger systems. Automated testing can be implemented in different scenarios.

Unit testing

Each module is tested alone in an attempt to discover any errors in its code. In unit testing, each module
(roughly a section of code that performs a single function) is tested alone in an attempt to discover any
errors that may exist in the module’s code. We tested the system as shown below in the appendix. Unit
testing, also known as component testing refers to tests that verify the functionality of a specific section
of code, usually at the function level. The goal of unit testing is to isolate each part of the program and
show that the individual parts are correct. The system has several Functionalities forms, codes and links
and all of them are tested individually.

Description:
The user login function would be evaluated throughout this test. This test's goal is to validate and verify
the login function's accuracy.

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The criteria for this test are the user id and password.

Test case 01 Login

Purpose We are testing each user login appropriately
Pre-request User ID, Password
Test data Confirmation _status YES/NO
Yes –if user enter correct user-name and password No - if incorrect
information fill or NULL value

Steps 1. Active the system

2. Click Login button
3. The user fill user-id and password form
4. Click logging button
5. check conformation status response by system
If yes ---the page would be displayed to user according to their account type

Expected result The page would be displayed based on their user-name and password
Such as Admin page, Employee page, student page, Dep Head page,
Compass Dane (Manager) page, etc.

Table 16 UC06 Unit testing For Login

Description:
The admin register function would be evaluated throughout this test. This test's goal is to validate and
verify the register employee and student function’s accuracy.
The criteria for this test is user data

Test case 01 Register

Purpose We are testing each user Registered appropriately
Pre-request Visit the site
Test data Confirmation status----------------------YES/NO
YES- if the admin fills the form
correctly
NO- if the user fills the form
incorrectly

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Steps 1. Active the system

2. Click registration button
3. The user fill the registration form
4. Click registration button

If YES – the system would display successful message

Expected result The page would the user to login to their account

Table 17 Unit testing For Register

Integration testing

After unit testing, integration testing would be carried out to ensure a fair response time in the
communication between the web browser and the server. Finding defects that result from the
interaction of interconnected components or units is the aim of integration testing.

User action Component Testing tools Verification

Add student Screen Quality center Data should store into the data base
data into user Interface Core FTP and the user able to view the data
profile account procedure SQL using only module
report
Data base
User update and Interface Quality center The system should update student
delete student procedure Core FTP name
data report SQL
Data base
Add department Interface Quality center Data should store into the data base
procedure Core FTP and the user able to view the data
report SQL using only module
Data base
Update Interface Quality center The system should update
department procedure Core FTP department information
report SQL
Data base
Evaluated Interface Quality center Data should store into the data base
employee procedure Core FTP and the user able to view the data
report SQL using only module
Data base

Table 18 Integration testing

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System testing

The testing method is used to determine the compliance of the entire system with predetermined
requirements. It is independent of the development team. A complete end-to-end test is conducted on the
system's functions. Function-related and non-function-related criteria are both present during testing.

Acceptance testing

It is the process whereby actual users test a completed information system, the end result of which is the
users’ acceptance of it once they are satisfied with it. Acceptance refers to the fact that users typically
sign off on the system and “accept” it once they are satisfied with it. Testing the system in the
environment where it will be used. The purpose of acceptance testing is for users to determine whether
the system meets their requirements. In acceptance test the team tests the system by different user that
satisfies the requirements. The user tested by inserting real data.

5.3 Hardware software acquisitions

The required hardware and software would be purchased by the university. The required software
and hardware are:
Tool Model/Type
Browser Google chrome, Mozilla Firefox, Microsoft
edge, opera, internet explorer and other
browsers

XAMPP 8.1.6
Personal computer Corei7 8GB RAM
Server (Apache, MySQL, PHP).

Table 19 Hardware software acquisitions

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5.4 User Manual Preparation

Web base Employee Performance Evaluation System is a system which helps registered Employee,
Students & Department Head to evaluate Employee by their performance. Employee, Manager,
Department Head & Students are registered by the main admin of the system. The system is easy to use
for any individual who access to internet at their computers and any device.

There are five types of users known as Main admin, Manager, Department Head, Students &
Employee which are classified depending on what they can do inside the system. There are two types
of Employee known as Instructors & Staff Employee depending on who evaluates them and whom
they evaluate.

Main Admin is a user who registers these users: - employee, students, department head & Compass
Dane to the evaluation system. Each user can use the system to evaluate or be evaluated after the main
admin of the system registers them. Additionally, main admin generates criteria for the evaluation
form, add departments, view evaluation result generate report.

Compass Dean is a user who puts goals to be achieved by the end of given date so the employee are
evaluated depending on how they performed towards the goal. Manager also can view evaluation
results of each employee.

Department Head are user of the system to evaluate Instructors and follow up the procedures of
Instructor to help them to achieve the goal. They view the evaluation results of Instructors.

Students are users the system who mainly evaluate Instructors of their department.

Employee uses the evaluation form for self-evaluation and evaluates colleagues. Employee is
divided into two depending on who evaluates them & whom they evaluate known as: Staff Employee
and Instructors.

Instructors: are evaluated by students, department head, instructors themselves

Staff Employee: are evaluated by Staff employee themselves & by their supervisors.
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In order to use the system a user has to be registered by the main admin of the system.

Access to the System

The following Login button would direct you to the login page if you wanted to get into the
evaluation system after you are registered.

Once you are on the login page, you have to provide your correct user ID and password which is
given to you by the Main admin.

After successfully typing your user ID and Password, hit the “Login” button.

1st step
Enter user id and
password

2st step
Click login

This login page is applicable for all user roles so you have to keep your password and Id so that
you would change it after you successfully login.

The system shows different dashboard for every user role, so if you login as Main admin, you
would see the following dashboard page.

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Main Admin Dashboard

At the top, there are menu bar, to access the functions you want in Employee evaluation system,
hover at any item in menu bar and select to access the required option from the menu bar.

Toggle the “close the system?” and “open the system?” text link below the menu bar items in
order to enable users to evaluate when the evaluation time arrives or close the evaluation process.
The information under the “Close the System?” text link tells you whether the system is open for
evaluation or it is closed.

Student Dashboard

After you login as a student, you would face the following page. Hit Evaluation or Start button to
evaluate an Instructor.

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3rd step
Click start here to
evaluate

Once you are on evaluation page, Select Instructor Name, your name, and Date then give value
out of five finally submit the evaluation.

4rd step
Select the
instructor/employee
u want to evaluate

5rd step
Fill the evaluation form,
click on and submit

5.5 Training

Underlying success in most projects is governed by providing the effective processes of training.
That might be the process you use, or how you use a specific process to achieve a competitive
advantage. If we need people to apply that process we need to train the users of the system
effectively.

Challenges in system and process training can include:

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Consistency: - we make sure everyone’s learning the same best practice.

Activation: - it does not just about understand of the system, it’s about taking responsibility for
application of your processes and procedures, and knowing how and when to use the right ones.

5.5.1 Training strategy

In order to provide the effective processes of training to different types of users, it is important to use the
correct training methodology for the different trainee groups.

There are mainly three groups of users which are targeted for training; they are:
1. Super Users

2. Trainers/Support Team

3. End Users
Super User Training

The training given to super user targets users who have previous knowledge on the process of employ
performance evaluation. Super users are the one who would train and provide technical supports to the
end users of the system who doesn’t have information about evaluation process. They are the first ones to
take training about the web-based employ performance evaluation system.

In order to provide the required knowledge about the system to the super users, we need to use the
following training approaches.

o Formal Training
o On-the-job Training

o Formal (Classroom) Training

In this training approach, the super users get the main concept of the system and how to operate online
employ performance evaluation system. The main overview of operational and functional aspects is given
to the super users of the system. It is the classroom training process in which super user gets the project
and presentation supported overview and concept of the system.
o On-The-Job Training

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This Training approach comes after a super user completes the formal (classroom) training process.

o Trainers/Support team:

This group would be expected to effectively pass on to the end user, the employ evaluation
system knowledge that the end user would require to carry out his/her daily tasks efficiently
through the system. This task would be carried out through formal classroom training.

When using the system for the first time, the end-users would require introduction and
assistance about the system. Support team are the ones who would give the information and
training to the end user when it is needed. As the main point of the trainers is to enable the end
users properly, support team need to take the training approaches which are given to the super
users which are:

i) Formal (Class) Training

ii) On-The-Job Training

o End Users

The end users of the employ performance evaluation system are users who use the system for
their purpose. The training given for these group of users is to empower them with relevant
knowledge about employee performance evaluation system.
Trainee Topic Dates Duration
Main Admin Adding users
update users 08/11/14 1 day
Generate report
Other functionality
Employee login
Evaluate Employee 02/11/14-03/11/14 2 day
View evaluation result
Student login 02/11/14 2 day
Evaluate Instructor
Compass Dean View detail and 03/11/14 1day
Approve evaluation
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This group shall be trained by the trainers/support group mentioned above. The training would
be in a classroom setting, during which they would be taken through the relevant modules and
sub-modules, and the functionality of these modules would be explained to them, with the help
of practical examples.

5.5.2 Training plan

Table 20 Training plan

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5.6 Installation process

o Server-side installation
 Pre required software’s
 MYSQL is an open-source relational database management system.
 APACHE is open-source web server that delivers web content over the internet.
 PhpMyAdmin is a free software tool intended to handle the administration of MySQL
over the Web
 Configuration steps
 Import a database file from the project directory.
 Login via admin account (user id: ’Main_admin’, Password: ’ADMK2022’)
 Change the admin password and username.

o Client-side installation
 Pre required software’s
 Chrome browser
 Firefox browser
 Opera browser

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CHAPTER SIX
CONCLUSION AND RECOMMENDATION
6.1 Conclusion
The purpose of this project was to develop software that can digitalize and automate the steps involved
in the employee performance evaluation system in order to reduce the time required for manual
preparation and improve the employee evaluation system. The development process consists of three
stages: gathering and analyzing needs in the first stage, designing in the second stage, and
implementation in the third.

In order to identify the shortcomings of the present system, this team's initial step was to interview HR,
Employee and the department head. Which allows us to get functional and non-functional requirements.
The second phase as per collected requirement analysis and design done by project team.
Implementation, coding, testing, and installation were completed by the project team based on the
design work from the previous stage. When a system's performance is measured, the project team's
design objectives and user requirements are met.

6.2 Recommendation
The system that we developed is a Web-Based Employee Performance Evaluation System.
We suggest that next researcher continue with this project because we did not included these features
due to time constraints. The following are list of features that we believe should be included.
o Enable the system to automatically start and close evaluation sessions based on the
organization’s time schedule
o The system can be integrated with the Admas HR system to get employee and student data
o Develop a mobile app to make user interaction more simple and secure.

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Reference
[1]. Admas University Official website, 2022,
[2].Admas University organizational structure, Admas University HR manual, 2021 A.A
[3]. Admas University Marketing department
[4]. Types of Feasibility study in software, 21 sep, 2021, (https://www.geeksforgeeks.org/types-of-
feasibility-study-in-software-project-development/.) And Explaining the Different Types of Feasibility
Studies - BrightHub Pr…www.brighthubpm.com/project-planning/56372-types-of-feasibility-studies/
[5]. Object-oriented programming has several advantages over procedural
programming Java OOP (Object-Oriented Programming) (w3schools.com)
[6]. Major actors in the existing system Admas University head Official
[7]. Class type architecture, (2005-2022)
(http://www.ambysoft.com/essays/classTypeArchitecture.html)
[8]:.https://hr.uw.edu/ops/performance-management/supervisor-guide/
Global Journal of Computer Science and Technology Software & Data Engineering Volume 13 Issue 8
Version 1.0 Year 2013 Type: Double Blind Peer Reviewed International Research Journal Publisher:
Global Journals Inc. (USA) Online ISSN: 0975-4172 & Print ISSN: 0975-4350

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