Employee Information System Documentation

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University

Institute of Technology, Burdwan University

CSE Department

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Employee Information

System (EIS) Project

Report IT-771

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Workgroup(Group-No.12):

Arindam Sarkar (2001010)

Anirban Deasi (20081020)

Indrani Pramanik (20081024)

Banani Mukherjee (20081038)

Anand Khatik (20081005)

Supervised by:

Mrs. Kasturi Dikpati

&

Mr. AP Rakhit

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Acknowledgement

We are extremely obliged to Mrs. Kasturi Dikpati and Mr. AP

Rakhit change our project guide who has given us the opportunity

to work on this project. They have been a perpetual source of

inspiration in taking this project to such great heights on behalf of

the institution.

We are also thankful to our project members who have shown their

co-operation and have been mindful of the proper delivery of the

project.

Finally we would be grateful to the numerous authors, publishers

and Internet Service Providers which we have studied and done on

analysis upon them to come up with a thankful project like this

one.

Verified and approved by

………

Project Guide

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1 Introduction

The “EMPLOYEE INFORMATION SYSTEM (EIS)” has been developed to override the problems prevailing in the practicing manual system. This software is supported to eliminate and in some cases reduce the hardships faced by this existing system. Moreover this system is designed for the particular need of the company to carry out operations in a smooth and effective manner.

The application is reduced as much as possible to avoid errors while entering the

data. It also provides error message while entering invalid data. No formal knowledge is needed for the user to use this system. Thus by this all it proves it is user-friendly.

1.1 Purpose

The purpose of EIS is to provide:

· Finding ground level employee performance by the topmast manager. · Maintenance of profile details of the employees, and retrievals as and when

required.

· Overall & detailed view of the organization hierarchy, which is very much essential in making effective decisions.

· Judging the potentiality of the employees.

· Maintenance of the data when the organization has many branches spread over wide geographical area.

· Accessing one branch information from another branch. · Future planning issues based on the current HR information. · Employees success planning.

· Vacancy situations and their priority /effect on the organizations performance. · Employee pays report, service report management.

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1.2 Scope

 The proposed software will solve all the problems they are facing now. This software is designed such way that it will generate the salary automatically every month in time. So there not much worries.

 This software also equipped with to enter the attendance of each employee in the organization, it help them to track each employee attendance, based on this we can generate the salary.

 The software built to generate individual pay slip and summary of the payroll. It also has option to generate the report for Provident Fund and ESI. So they can take the print out of Provident Fund and ESI to submit to the department.

 This application allows the administrative department to collect accurate and comprehensive employee information.

 It allows authorized users to access the system by typing a valid login name and password.

 This application enables you to modify the records of existing employees.

2 Used Tools

2.1 VB.NET programming Language

Visual Basic .NET (VB.NET), is an object-orientedcomputer programming language that can be viewed as an evolution of the classic Visual Basic (VB), which is implemented on the .NET Framework. Microsoft currently supplies two major implementations of Visual Basic: Microsoft Visual Studio 2010, which is commercial software and Visual Basic Express Edition 2010..

2.2 Microsoft Access 2007 Database

Microsoft Office Access, previously known as Microsoft Access, is a relational database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. It is a member of

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Windows, Windows Mobile, Windows CE, .NET Framework, .NET Compact Framework and Microsoft Silverlight.

3 Overall Description

3.1 Product perspective

The application contains two subprograms, each subprogram related to the different employees, and there is a centralized database located on the main computer on which the software is running.

Module Description:

1. Admin Module 2. Employee Module

Admin Module:

Administrator controls the entire application. Administrator can add, delete, edit and view all employee details and admin can create Employee Pay slip. Administrator also manages the data related to organizations and businesses. Administrator generates reports abased on various criteria. Administrator can also view attendance and service reports for performance analysis.

Employee Module:

Employees must have valid login information to access the application. Each employee can view the details of Attendance, Pay slip ,his/her profile, and service reports.

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Every subsystem has its own users which allow them to control the data beyond their constraints; also the system has the administrator account which belongs to the manager of the organization who has the full privileges to control the data.

3.3 Constraints

1. The system user is only allowed to use English language. 2. Only the manager of the organization can add system users. 3. The system works only on the windows platform.

4. It is assumed that user of this software has a basic knowledge about computers.

4 Project stages

4.1 Project stages

Every workgroup or teamwork want to make a software application for a specific environment, it should follow a lot of primary steps to complete the intended software. Figure 2.2 shows the system development life cycle:

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Figure 3.2 Traditional systems development life cycle

4.2 Feasibility study

We have achieved some important results as follows:

1. This project is helpful because the target environment does not use computers. 2. Because of the intensity of employees present in a large company and the slow

work in their proper management, due to manual management (EIS) will save time and effort.

4.3 Information and data collection

Information and data is the first thing that we started to collect from many sources which is related to human resource management information environment, such as the a

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4.4 Information analysis

Information analysis was the second stage of our work, we learnt how to differ between the data which will be entered daily monthly and annually, and also we knew the nature of the employee management and pay reports.

4.5 System analysis

System analysis was the third stage of our work, we know and wrote everything about the correlation between the different organizational units, the employee management

mechanism inside the organizational and structure of the various units.

Also we make an analysis for every unit tasks, and the details will be as follows:

4.5.1 Existing System

The company uses the Sanchez application which is a single user system to find the employee information.

 The important and the most significant drawback is that the system is manual. There are errors due to carelessness or oversight that may result in loss to the data and as to the organization. For an organization, time is very important factor.

 The employee information are stored in the Sanchez application which is like a excel sheet. This makes it impossible to search for company information in such a long table manually and to add a new query if the searched query is not available.

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4.5.2 Proposed System

The proposed system is designed to eliminate all the drawbacks of the existing system. The system is part of a large HRMS Application and shall be responsible for maintaining information about employees,

 positions,

 company benefits,

 departments,

 new recruit checklists,

 employee achievements,

 warnings,

 evaluation reports,

 education & training,

 administration,

 work changes and several ad hoc reports.

The major advantage of the proposed system is,

 It’s online, so that information is available anytime.

 High integrity and security.

 Ability to incorporate newly available data.

 It is user friendly

 Speed and accuracy is increased

 Fully automated.

 Security is associated with user authentication

 Duplication of information is curbed.

4.6 ERD design

After finishing the system analysis we start the construction of the Entity relationship Diagram for the proposed system.

ER-Diagram (Entity Relationship Diagram) has three basic elements: 1. Entity types.

2. Relationships. 3. Attributes.

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Crow’s foot notation uses rectangles to represent entities, and a solid or cutted line to represent the relationship between entities.

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4.7 DFD design

After finishing the ERD designing we start the construction of the Data flow Diagram for the proposed system.

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4.8 H/W & S/W Specification

 HARDWARE REQUIREMENTS: PIV 1GHz or above 512MB RAM

100MB Free Hard disk space STD Color Monitor

 SOFTWARE REQUIREMENTS: WINDOWS XP | Vista | 7

Visual Studio .Net 2010 Enterprise Edition

Visual Studio .Net Framework (Minimal for Deployment) MS Access 2007 database

5 Software Requirement Specification

REQUIREMENT SPECIFICATION:

The software, Site Explorer is designed for management of web sites from a remote location.

INTRODUCTION

Purpose: The main purpose for preparing this document is to give a general insight into the analysis and requirements of the existing system or situation and for determining the operating characteristics of the system.

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As it describes the complete requirement of the system. It is meant for use by the developers and will be the basic during testing phase. Any changes made to the requirements in the future will have to go through formal change approval process.

Developers Responsibilities Overview:

The developer is responsible for:

1) Developing the system, which meets the SRS and solving all the requirements of the system?

2) Demonstrating the system and installing the system at client's location after the acceptance testing is successful.

3) Submitting the required user manual describing the system interfaces to work on it and also the documents of the system.

4) Conducting any user training that might be needed for using the system. 5) Maintaining the system for a period of one year after installation.

Functional Requirements:

OUTPUT DESIGN

Outputs from computer systems are required primarily to communicate the results of processing to users. They are also used to provides a permanent copy of the results for later consultation. The various types of outputs in general are:

 . External Outputs, whose destination is outside the organization.

 . Internal Outputs whose destination is within organization and they are the user’s main interface with the computer.

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The outputs should be defined in terms of the following points:

. Type of the output . Content of the output . Format of the output Location of the output .Frequency of the output .Volume of the output .Sequence of the output

It is not always desirable to print or display data as it is held on a computer. It should be decided as which form of the output is the most suitable.

For Example

. Will decimal points need to be inserted? . Should leading zeros be suppressed.

Output Media:

In the next stage it is to be decided that which medium is the most appropriate for the output. The main considerations when deciding about the output media are:

.The suitability for the device to the particular application. .The need for a hard copy.

.The response time required. .The location of the users

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. The cost.

Keeping in view the above description the project is to have outputs mainly coming under the category of internal outputs. The main outputs desired according to the requirement specification are:

The outputs were needed to be generated as a hot copy and as well as queries to be viewed on the screen. Keeping in view these outputs, the format for the output is taken from the outputs, which are currently being obtained after manual processing. The standard printer is to be used as output media for hard copies.

INPUT DESIGN

Input design is a part of overall system design. The main objective during the input designs is as given below:

 To produce a cost-effective method of input.

 To achieve the highest possible level of accuracy.

 To ensure that the input is acceptable and understood by the user. INPUT STAGES:

The main input stages can be listed as below:

 Data recording

 Data transcription

 Data conversion

 Data verification

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It is necessary to determine the various types of inputs. Inputs can be categorized as follows:

 External inputs, which are prime inputs for the system.

 Internal inputs, which are user communications with the system.

 Operational, which are computer department’s communications to the system?

 Interactive, which are inputs entered during a dialogue. INPUT MEDIA:

At this stage choice has to be made about the input media. To conclude about the input media consideration has to be given to;

Type of input  Flexibility of format  Speed  Accuracy  Verification methods  Rejection rates  Ease of correction

 Storage and handling requirements

 Security

 Easy to use

 Portabilility

Keeping in view the above description of the input types and input media, it can be said that most of the inputs are of the form of internal and interactive. As

Input data is to be the directly keyed in by the user, the keyboard can be considered to be the most suitable input device.

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ERROR AVOIDANCE

At this stage care is to be taken to ensure that input data remains accurate form the stage at which it is recorded upto the stage in which the data is accepted by the system. This can be achieved only by means of careful control each time the data is handled. ERROR DETECTION

Even though every effort is make to avoid the occurrence of errors, still a small proportion of errors are always likely to occur, these types of errors can be discovered by using validations to check the input data.

DATA VALIDATION

Procedures are designed to detect errors in data at a lower level of detail. Data validations have been included in the system in almost every area where there is a possibility for the user to commit errors. The system will not accept invalid data. Whenever an invalid data is keyed in, the system immediately prompts the user and the user has to again key in the data and the system will accept the data only if the data is correct. Validations have been included where necessary.

The system is designed to be a user friendly one. In other words the system has been designed to communicate effectively with the user. The system has been designed with popup menus.

USERINTERGFACE DESIGN

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2. Computer initiated interfaces

In the computer initiated interfaces the computer guides the progress of the user/computer dialogue. Information is displayed and the user response of the computer takes action or displays further information.

USER_INITIATED INTERGFACES

User initiated interfaces fall into tow approximate classes:

1. Command driven interfaces: In this type of interface the user inputs commands or queries which are interpreted by the computer.

2. Forms oriented interface: The user calls up an image of the form to his/her screen and fills in the form. The forms oriented interface is chosen because it is the best choice.

COMPUTER-INITIATED INTERFACES

The following computer – initiated interfaces were used:

1. The menu system for the user is presented with a list of alternatives and the user chooses one; of alternatives.

2. Questions – answer type dialog system where the computer asks question and takes action based on the basis of the users reply.

Right from the start the system is going to be menu driven, the opening menu displays the available options. Choosing one option gives another popup menu with more options. In this way every option leads the users to data entry form where the user can key in the data.

ERROR MESSAGE DESIGN:

The design of error messages is an important part of the user interface design. As user is bound to commit some errors or other while designing a system the system should be designed to be helpful by providing the user with information regarding the error he/she has committed.

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This application must be able to produce output at different modules for different inputs.

Performance Requirements:

Performance is measured in terms of the output provided by the application.

Requirement specification plays an important part in the analysis of a system. Only when the requirement specifications are properly given, it is possible to design a system, which will fit into required environment. It rests largely in the part of the users of the existing system to give the requirement specifications because they are the people who finally use the system. This is because the requirements have to be known during the initial stages so that the system can be designed according to those requirements. It is very difficult to change the system once it has been designed and on the other hand designing a system, which does not cater to the requirements of the user, is of no use.

The requirement specification for any system can be broadly stated as given below:

The system should be able to interface with the existing system

 The system should be accurate

 The system should be better than the existing system

The existing system is completely dependent on the user to perform all the duties.

6 Database development process

The goal of the database development process is to produce an operational database for an information system.

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6.1 Tables of the database

6.1.1 Employees Management Unit tables:

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Figure 6.5 Employee Attendance table

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The following screenshots will show the GUI for the first run of our Archive subsystem:

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After sometime the login interface will appear as show in figure 8.2

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Now login to user part of the system:

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8

Project Testing

1) COMPILATION TEST:

 It was a good idea to do our stress testing early on, because it gave us time to fix some of the unexpected deadlocks and stability problems that only occurred when components were exposed to very high transaction volumes.

2) EXECUTION TEST:

 This program was successfully loaded and executed. Because of good programming there was no execution error.

3) OUTPUT TEST:

 The successful output screens are placed in the output screens section.

9 Conclusion

 The project has been appreciated by all the users in the organization.

 It is easy to use, since it uses the GUI provided in the user dialog.

 User friendly screens are provided.

 The usage of software increases the efficiency, decreases the effort.

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10 Bibliography

1. SOFTWARE ENGINEERING By Roger.S. Pressman

2. VISUAL BASIC.NET Black Book By Evangeleous Petereous

3. www.google.com