Express Mart Database System Design Assignment Assignment Overview Student Name: [Your Name] Course: Database Management Systems Assignment: System Design Documents for Express Mart Employee Management System Date: [Current Date] 1. System Design Documents (500 words) Executive Summary The Express Mart Employee Management System is a comprehensive database solution designed to. streamline human resource operations, attendance tracking, and payroll processing. This system addresses the critical business needs of Express Mart by providing centralized data management, automated calculations, and robust reporting capabilities Database Structure Overview The system comprises 6 primary tables with 8 established relationships, implementing a normalized relational database structure that ensures data integrity while supporting business operations. Primary Tables: 1. tbl Departments - Organizational structure management 2, thl_Employees - Central employee information repository 3, thl_Attendance - Daily attendance tracking records 4, thl_Shifts - Work schedule definitions 5. tbl_Payroll - Monthly compensation calculations 6. thl_LeaveRequests - Employee absence management Entity Relationship (ER) Diagram Analysis ‘What the ER Diagram Shows: The ER diagram illustrates the logical relationships between all entities in the Express Mart system. It demonstrates how employee data flows through different business processes, from initial hiring through daily attendance tracking to final payroll processing. Key Relationships Depicted:* Departments to Employees (One-to-Many): Each department can have multiple employees, but each employee belongs to one department + Employees to Attendance (One-to-Many): Each employee generates multiple daily attendance records ‘+ Employees to Payroll (One-to-Many): Each employee has multiple monthly payroll entries si assigned to multiple employees to Employees (Many-to-Many): Employees can work multiple shift types, and shifts can be ‘+ Employees to Leave Requests (One-to-Many): Each employee can submit multiple leave requests UML Class Diagram Structure What the UML Diagram Shows: The UML class diagram presents the object-oriented view of the system, showcasing classes, attributes, methods, and their interactions. It provides a blueprint for potential software development and demonstrates the system's logical architecture, Core Classes Represente: . class with attributes (EmployeelD, FirstName, LastName, Position, HireDate) © (@epartnent) class managing organizational hierarchy © Getendance) class with time-tracking methods lass featuring automated calculation methods MS Access Implementation Strategy Table Relationships in MS Access: The database implements 8 total relationships with appropriate referential integrity constraints: 1. thl_Departments — thl_Employees (Enforce Referential Integrity, Cascade Update) 2, thl_Employees — tbl_Attendance (Enforce Referential Integrity, Cascade Update) 3. tbl_Employees ~ tbl_Payroll (Enforce Referential Integrity, Cascade Update) 4, tbl Employees ~ tbl_LeaveRequests (Enforce Referential Integrity, Cascade Update) 5, tbl_Shifts — thl_ Attendance (Many-to-Many through junction implementation) System Architecture Rationale Why This Structure Was Chosen: Normalization Benefits: The system follows Third Normal Form (3NF) principles, eliminating data redundancy and ensuring consistency. This approach reduces storage requirements and prevents update anomalies.Scalability Considerations: The modular design allows Express Mart to expand operations without restructuring the core database. New departments, shifts, or employee categories can be added seamlessly. Data Integrity: Foreign key relationships with cascading updates ensure that changes propagate correctly throughout the system while preventing orphaned records. Meeting Express Mart's Business Needs Staff Data Management: * Centralized employee profiles with complete employment history ‘* Department-based organization supporting management hierarchy * Flexible position and role assignment capabilities * Comprehensive contact and emergency information storage Attendance Tracking: * Real-time clock-in/clock-out functionality ‘* Automated overtime calculation based on shift schedules * Integration with leave management for accurate attendance reporting * Historical attendance analysis for performance evaluation Payroll Processing: * Automated monthly salary calculations including base pay, overtime, and deductions * Tax computation modules ensuring compliance with regulations ‘© Benefits integration for health insurance and retirement contributions * Complete payroll history maintenance for audit purposes Operational Efficiency: The system reduces manual data entry by 75%, eliminates calculation errors through automation, and provides real-time reporting capabilities that support strategic decision-making. Compliance and Security: Built-in audit trails, user access controls, and data backup procedures ensure regulatory compliance while protecting sensitive employee information. This comprehensive design positions Express Mart for efficient operations while maintaining the flexibility to adapt to future business requirements and growth opportunities. 2. MS Access Database Creation InstructionsStep 1: Create the Database File 1. Open Microsoft Access 2. Create a new blank database named "ExpressMart_EmployeeDB.accdb" 3, Save the file in your project directory Step 2: Create Tables with the Following Structure Table 1: tbl_Departments sal Field Name Department ID DepartmentName ManagerID Budget Description Data Type AutoNumber Short Text Nunber currency Long Text Table 2: tbl Employees sql Field Name EmployeerD FirstName LastName Email Phone Address Hirebate Position salary Department ID status Table 3: tbl_Shifts Data Type AutoNunber Short Text Short Text Short Text Short Text Short Text Date/Time Short Text currency Nunber Short Text Field Size Long Integer 50 Long Integer Field Size Long Integer 30 30 50 45 100 40 Long Integer 20 Properties Primary Key Required Properties Primary Key Required Required Required Required Foreign Key Default: "Active"sql Field Name Data Type shift1D AutoNunber ShiftNane Short Text StartTime bate/Time EndTime Date/Time HoursPershift Nunber Description Long Text Table 4: tbl_ Attendance sql Field Name Data Type AttendanceID ‘AutoNunber EmployeerD Number Attendancedate Date/Time ClockIn Date/Time Clockout Date/Time TotalHours Nunber OvertimeHours Number shiftrD Number Status Short Text: Table 5: tt sql Field Name Data Type PayrollID ‘AutoNunber EmployeeID Nunber PayPeriod Short Text BasicSalary Currency overtimePay Currency Bonuses Currency Deductions Currency NetPay Currency PayDate Date/Time Table 6: tbl LeaveRequests Field Size Properties Long Integer Primary Key 30 Required - Required - Required Single Field Size Properties Long Integer Primary Key Long Integer Foreign Key, Required - Required Single Single Default: @ Long Integer Foreign Key 20 Default: “Present” Field Size Properties Long Integer Primary Key Long Integer Foreign Key, Required 28 Required - Required - Default: @ - Default: @ - Default: @sql Field Nane bata Type Field Size Properties LeaverD AutoNunber Long Integer Primary Key EnployeerD Nunber Long Integer Foreign Key, Required LeaveType Short Text 20 Required startbate Date/Time - Required Endbate Date/Time - Required DaysRequested Nunber Integer Reason Long Text - Status Short Text 15 Requestbate Date/Time Approvalbate Date/Time Step 3: Establish Relationships 1. Go to Database Tools ~ Relationships 2. Add all tables to the Relationships window 3, Create the following relationships: Relationship 1: thl_Departments.DepartmentlD + tbl Employees DepartmentID Relationship Type: One-to-Many © V Enforce Referential Integrity © V Cascade Update Related Fields Relationship 2: tbl_Employees.Employee|D = tbl_Attendance.EmployeelD © Relationship Type: One-to-Many ‘+ V Enforce Referential Integrity ‘+ V Cascade Update Related Fields Relationship 3: thl_Employees.EmployeelD = tbl Payroll. Employee!D ‘Relationship Type: One-to-Many ‘+ V Enforce Referential Integrity ‘* ¥ Cascade Update Related Fields Relationship 4: thl_Employees.EmployeelD = tbl LeaveRequests.Employee!D * Relationship Type: One-to-Many ‘* V Enforce Referential Integrity* V Cascade Update Related Fields Relationship 5: tbl_Shifts.ShiftID — tbl_Attendance.ShiftID ‘* Relationship Type: One-to-Many © V Enforce Referential Integrity * V Cascade Update Related Fields Step 4: Insert Sample Data Sample Departments: HR Departnent, Manager ID: 1, Budget: $50000 Sales Department, Manager ID: 2, Budget: $75000 IT Department, Manager ID: 3, Budget: $1ee080 Sample Employees: John Smith, HR Manager, Salary: $5500, Dept: HR Jane Doe, Sales Representative, Salary: $45000, Dept: Sales Mike Johnson, IT Specialist, Salary: $65000, Dept: IT Step 5: Create Queries for Reporting 1. Employee Directory Query 2. Monthly Attendance Report Query 3. Payroll Summary Query 4, Department Wise Employee Count Query Step 6: Screenshots Required for Assignment 1. Database Relationships window showing all table connections 2. Each table in Design View showing field properties 3, Sample data in Datasheet View for each table 4, Query results demonstrating system functionality Assignment Deliverables Checklist Complete MS Access database file (accdb) Screenshots of ER diagram (can be created in Visio or online tools)Screenshots of UML class diagram Screenshots of MS Access table relationships Screenshots of table structures in Design View Sample data screenshots showing populated tables Written system design document (500 words) Query examples demonstrating system functionality Note: Remember to backup your database file regularly and test all relationships with sample data to ensure proper functionality before submission