Introduction

Employee Management Project

Effective employee management is a cornerstone of organizational

success. This project focuses on developing a comprehensive Employee
Management System designed to streamline key aspects of workforce
administration. From recruitment and onboarding to performance
tracking and payroll management, the system aims to enhance
efficiency, transparency, and employee satisfaction.

The core objectives of this project include:

1. Centralized Data Management: A unified platform to store and

access employee records securely.
2. Improved Communication: Tools to facilitate seamless
interaction between employees and management.
3. Performance Monitoring: Features to track employee progress
and provide constructive feedback.
4. Automation: Reducing manual effort by automating repetitive HR
tasks, such as leave applications, attendance, and payroll
processing.

By implementing modern technology and user-friendly interfaces, this

project seeks to address the challenges of traditional employee
management while fostering a more organized and productive workplace
environment.
 Objectives
Employee Management Project
1. Centralized Employee Records
Create a secure and centralized database to store and manage
employee information, such as personal details, job roles, and
contact information.
2. Automation of HR Processes
Streamline repetitive HR tasks, including attendance tracking,
leave management, and payroll processing, to save time and reduce
errors.
3. Performance Monitoring and Evaluation
Provide tools to track employee performance, set goals, and
generate reports for performance reviews and decision-making.
4. User-Friendly Interface
Develop an intuitive and easy-to-navigate interface for employees
and administrators to access relevant functionalities efficiently.
5. Improved Communication
Facilitate effective communication between employees and
management through notifications, announcements, and feedback
mechanisms.
6. Real-Time Reporting and Analytics
Enable the generation of insightful reports to support workforce
planning and ensure compliance with organizational policies.
7. Data Security and Privacy
Ensure the confidentiality of employee data with robust security
measures, including secure authentication and restricted access.
8. Scalability and Customization
Build a system that can adapt to organizational growth and be
customized to meet specific business needs.
 Proposed System: Employee Management System
The proposed system is a robust, automated Employee Management System
(EMS) designed to simplify and optimize the management of employee-related
operations within an organization. By leveraging modern technologies and
streamlined workflows, this system addresses the inefficiencies and limitations of
traditional, manual employee management methods.

Purpose of the System

The primary purpose of the proposed system is to enhance organizational

efficiency, transparency, and productivity by automating routine tasks and
providing real-time data access. The system ensures that employee information,
performance metrics, and administrative tasks are managed systematically and
securely.

Features of the Proposed System

1. Centralized Employee Database

o A secure, centralized platform for storing employee data, including
personal details, employment history, attendance records, and
performance evaluations.
o Simplifies data retrieval and ensures consistency and accuracy.

2. Automated Attendance Tracking

o Records employee attendance through integrated tools such as
biometric devices, mobile apps, or manual input.
o Generates detailed reports on attendance trends and absenteeism
automatically.

3. Leave and Payroll Management

o Allows employees to apply for leaves online and tracks leave
balances automatically.
 o Automates payroll calculations, including tax deductions, bonuses,
and overtime payments, based on attendance and organizational
policies.

4. Performance Monitoring
o Provides tools to set goals, track key performance indicators (KPIs),
and evaluate employee contributions.
o Offers detailed performance reports and feedback mechanisms to
enhance growth and development.

5. User Roles and Accessibility

o Role-based access control ensures that employees, managers, and
administrators can access features and data relevant to their roles.
o Protects sensitive data by limiting access based on user roles.

6. Real-Time Reporting and Analytics

o Generates dynamic reports on workforce demographics,
performance trends, and payroll expenses.
o Provides actionable insights for better decision-making and strategic
planning.

7. Integration with Existing Systems

o Integrates seamlessly with tools such as accounting software,
communication platforms, and project management systems.
o Reduces redundancy and ensures smooth workflows across
departments.

8. Employee Self-Service Portal

o Empowers employees by allowing them to view and update personal
information, apply for leaves, check attendance records, and
download payslips directly.
o Reduces the administrative workload on HR teams.

Advantages of the Proposed System

1. Efficiency: Eliminates manual processes, saving time and reducing

administrative workload.
2. Accuracy: Minimizes errors in tasks like payroll calculations and record-
keeping.
 3. Transparency: Enhances trust and communication between employees and
management.
4. Scalability: Grows with the organization, ensuring long-term usability.
5. Decision-Making: Provides real-time data and analytics to support strategic
decisions.

Employee Management System

using Python and SQL. The system will allow you to:

 Add new employees

 View employee details
 Update employee information
 Delete an employee record
 Search for an employee

Project Overview:

1. Database: We'll create an employees.db SQLite database with an

employees table to store employee details.
2. Python: We'll use Python's sqlite3 library to interact with the database
and manage employee data.

Setting Up the Database

First, we need to set up the database. You can use Python to create the database
and table for storing employee records.

python
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import sqlite3
def create_connection():
# Create or connect to an SQLite database
conn = sqlite3.connect('employees.db')
return conn

def create_table():
conn = create_connection()
c = conn.cursor()
# Create the employees table
c.execute('''CREATE TABLE IF NOT EXISTS employees (
id INTEGER PRIMARY KEY,
first_name TEXT,
last_name TEXT,
email TEXT,
phone TEXT,
position TEXT
)''')
conn.commit()
conn.close()

create_table()

Adding Employee Records

We will write a function to add new employee records to the database.

python
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def add_employee(first_name, last_name, email, phone,
position):
conn = create_connection()
c = conn.cursor()
# Insert the employee record into the table
c.execute('''INSERT INTO employees (first_name,
last_name, email, phone, position)
VALUES (?, ?, ?, ?, ?)''',
(first_name, last_name, email, phone, position))
conn.commit()
conn.close()
 print(f'Employee {first_name} {last_name} added
successfully.')

# Example usage
add_employee("John", "Doe", "[email protected]",
"123-456-7890", "Software Engineer")

Viewing Employee Records

We’ll implement a function to display all employees in the database.

python
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def view_employees():
conn = create_connection()
c = conn.cursor()
c.execute("SELECT * FROM employees")
employees = c.fetchall()
conn.close()

for employee in employees:

print(f"ID: {employee[0]}, Name: {employee[1]}
{employee[2]}, Email: {employee[3]}, Phone:
{employee[4]}, Position: {employee[5]}")

# Example usage
view_employees()

Updating Employee Records

Let’s create a function to update an employee’s information (e.g., email or phone
number).

python
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def update_employee(emp_id, first_name=None,
last_name=None, email=None, phone=None, position=None):
conn = create_connection()
c = conn.cursor()
# Build the query dynamically
 query = "UPDATE employees SET"
params = []

if first_name:
query += " first_name = ?,"
params.append(first_name)
if last_name:
query += " last_name = ?,"
params.append(last_name)
if email:
query += " email = ?,"
params.append(email)
if phone:
query += " phone = ?,"
params.append(phone)
if position:
query += " position = ?,"
params.append(position)

# Remove the trailing comma

query = query.rstrip(',')
query += " WHERE id = ?"
params.append(emp_id)

c.execute(query, tuple(params))
conn.commit()
conn.close()
print(f"Employee with ID {emp_id} updated.")

# Example usage
update_employee(1, email="[email protected]",
position="Senior Software Engineer")

Deleting Employee Records

Now, let's add the functionality to delete an employee by their ID.

python
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def delete_employee(emp_id):
 conn = create_connection()
c = conn.cursor()
c.execute("DELETE FROM employees WHERE id = ?",
(emp_id,))
conn.commit()
conn.close()
print(f"Employee with ID {emp_id} deleted.")

# Example usage
delete_employee(1)

Searching for an Employee

Let's write a function to search for employees by their first name, last name, or
position.

python
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def search_employee(name_or_position):
conn = create_connection()
c = conn.cursor()
c.execute("SELECT * FROM employees WHERE first_name
LIKE ? OR last_name LIKE ? OR position LIKE ?",
('%' + name_or_position + '%', '%' +
name_or_position + '%', '%' + name_or_position + '%'))
employees = c.fetchall()
conn.close()

if employees:
for employee in employees:
print(f"ID: {employee[0]}, Name:
{employee[1]} {employee[2]}, Email: {employee[3]},
Phone: {employee[4]}, Position: {employee[5]}")
else:
print("No matching employees found.")

# Example usage
search_employee("Engineer")

Putting It All Together

To make it easier for a user to interact with this program, you could create a simple
text-based menu system.

python
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def main():
while True:
print("\nEmployee Management System")
print("1. Add Employee")
print("2. View Employees")
print("3. Update Employee")
print("4. Delete Employee")
print("5. Search Employee")
print("6. Exit")

choice = input("Enter your choice: ")

if choice == '1':
first_name = input("First Name: ")
last_name = input("Last Name: ")
email = input("Email: ")
phone = input("Phone: ")
position = input("Position: ")
add_employee(first_name, last_name, email,
phone, position)
elif choice == '2':
view_employees()
elif choice == '3':
emp_id = int(input("Enter Employee ID to
update: "))
first_name = input("First Name (leave blank
to skip): ")
last_name = input("Last Name (leave blank
to skip): ")
email = input("Email (leave blank to skip):
")
phone = input("Phone (leave blank to skip):
")
position = input("Position (leave blank to
skip): ")
 update_employee(emp_id, first_name,
last_name, email, phone, position)
elif choice == '4':
emp_id = int(input("Enter Employee ID to
delete: "))
delete_employee(emp_id)
elif choice == '5':
search_term = input("Enter name or position
to search: ")
search_employee(search_term)
elif choice == '6':
print("Exiting...")
break
else:
print("Invalid choice. Please try again.")

if __name__ == "__main__":
main()

Running the Project

1. Install SQLite: If you're using a Python environment, SQLite comes pre-

installed. If not, install it using pip:

bash
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pip install sqlite3

2. Run the Program: Save all the code in a .py file (e.g.,
employee_management.py) and run it using:

bash
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python employee_management.py

1. Creating the Database and Table

When you run the code to create the database and table, no output is directly
shown. The system just creates the database file employees.db and the
employees table. You can check if it's created by looking at the directory where
the script is run.

2. Adding an Employee

When you call add_employee("John", "Doe",

"[email protected]", "123-456-7890", "Software
Engineer"), the output will be:

text
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Employee John Doe added successfully.

The employee is now stored in the database.

3. Viewing Employees

If you call view_employees() after adding some employees, you will see
something like this:

text
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ID: 1, Name: John Doe, Email: [email protected],
Phone: 123-456-7890, Position: Software Engineer

If you add more employees and view them again, you will get an output similar to
this:

text
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ID: 1, Name: John Doe, Email: [email protected],
Phone: 123-456-7890, Position: Software Engineer
ID: 2, Name: Jane Smith, Email: [email protected],
Phone: 987-654-3210, Position: Data Scientist

4. Updating an Employee

If you call update_employee(1,

email="[email protected]", position="Senior
Software Engineer"), the output will be:
text
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Employee with ID 1 updated.

If you view employees after the update (view_employees()), the output will
show the updated details:

text
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ID: 1, Name: John Doe, Email: [email protected],
Phone: 123-456-7890, Position: Senior Software Engineer
ID: 2, Name: Jane Smith, Email: [email protected],
Phone: 987-654-3210, Position: Data Scientist

5. Deleting an Employee

If you call delete_employee(1) to delete an employee with ID 1, the output

will be:

text
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Employee with ID 1 deleted.

After deleting, if you view employees again (view_employees()), you will

see:

text
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ID: 2, Name: Jane Smith, Email: [email protected],
Phone: 987-654-3210, Position: Data Scientist

6. Searching for an Employee

If you call search_employee("Engineer"), it will search for any

employee with the word "Engineer" in their name or position. If an employee is
found with that term, the output will be:

text
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ID: 1, Name: John Doe, Email: [email protected],
Phone: 123-456-7890, Position: Software Engineer
If no employee is found, the output will be:

text
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No matching employees found.

7. Menu System

When you run the main() function, it will prompt the user with a menu like this:

text
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Employee Management System
1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice:

For example, if the user chooses Add Employee, they will be prompted to input
details like this:

text
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First Name: John
Last Name: Doe
Email: [email protected]
Phone: 123-456-7890
Position: Software Engineer

After entering the details, the program will display:

text
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Employee John Doe added successfully.

Output of the Full Program

Let's go through an example where we:

1. Add two employees.

2. View the employees.
3. Update one employee.
4. View employees again.
5. Delete one employee.
6. Search for employees by a keyword.

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 1
First Name: John
Last Name: Doe
Email: [email protected]
Phone: 123-456-7890
Position: Software Engineer

Employee John Doe added successfully.

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 1
First Name: Jane
Last Name: Smith
Email: [email protected]
Phone: 987-654-3210
Position: Data Scientist
Employee Jane Smith added successfully.

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 2

ID: 1, Name: John Doe, Email: [email protected],

Phone: 123-456-7890, Position: Software Engineer
ID: 2, Name: Jane Smith, Email: [email protected],
Phone: 987-654-3210, Position: Data Scientist

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 3
Enter Employee ID to update: 1
First Name (leave blank to skip):
Last Name (leave blank to skip):
Email (leave blank to skip): [email protected]
Phone (leave blank to skip):
Position (leave blank to skip): Senior Software
Engineer

Employee with ID 1 updated.

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 2

ID: 1, Name: John Doe, Email: [email protected],

Phone: 123-456-7890, Position: Senior Software Engineer
ID: 2, Name: Jane Smith, Email: [email protected],
Phone: 987-654-3210, Position: Data Scientist

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 4
Enter Employee ID to delete: 1

Employee with ID 1 deleted.

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 2

ID: 2, Name: Jane Smith, Email: [email protected],

Phone: 987-654-3210, Position: Data Scientist

Employee Management System

1. Add Employee
2. View Employees
3. Update Employee
4. Delete Employee
5. Search Employee
6. Exit
Enter your choice: 5
Enter name or position to search: Engineer
ID: 1, Name: John Doe, Email: [email protected], Phone: 123-
456-7890, Position: Senior Software Engineer

꧁༺ Acknowledgment ༻
I am deeply grateful to everyone who supported me throughout
the development of this project, Employee Management
System. Their guidance, encouragement, and expertise made
this project a fulfilling learning experience.
First and foremost, I would like to express my sincere gratitude
to my CS teacher Mr Rajesh mittal, for their invaluable
guidance, constructive feedback, and unwavering support
throughout the project. Their expertise and advice played a
crucial role in shaping the direction and outcome of this work.
I also extend my heartfelt thanks to my school Shivalik
CambridgeCollege for providing me with the resources and
opportunities to undertake this project.
Special thanks go to my friends and classmates, who offered
their insights and encouragement, making the learning journey
even more enjoyable and rewarding.
Finally, I am profoundly grateful to my family for their constant
support, patience, and motivation throughout the development of
this project.
This project is a testament to the collaborative efforts and the
knowledge gained during my academic journey, and I am
sincerely thankful to everyone who contributed to its successful
completion.
 CERTIFICATE
This is to certify that Yash Raj Nidar has successfully
completed the project entitled
“Employee Management System”
as part of the requirements for the fulfillment of the
Computer Science Boards Project file
during the academic year 2024-2025.
This project has been carried out under the guidance of
Mr Rajesh mittal .of
Shivalik Cambridge College
We hereby declare that this project is the original work of
the student and has not been copied or reproduced from
any source without proper acknowledgment.

Date:

Signature of teacher Signature of External

……………………… ………………………
 COMPUTER SCIENCE (083)
PROJECT FILE
AISSCE 2024-2025
CLASS- XII

Made by Submitted To:

Name: Yash Raj Nidar Mr.Rajesh Mittal

Class: XIIth - F (PGT Computer Science)