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DEBRE MARKOS UNIVERSITY

COLLEGE OF TECHNOLOGY

DEPARTMENT OF INFORMATION TECHNOLOGY

Personnel Management System In The Case Of Debre Markos University

Submitted To the Department Of Information Technology for the Partial Fulfillment the
Degree of Bachelor Science in Information Technology

Prepared by

1. Habtamu Takele TER/3502/04


2. Maereg Teferi TER/3513/04
3. Mulunesh Belew TER/3520/04
4. Tariku Fentahun TER/3527/04

Advisor: Zewdei Mossie

June, 2007 E.C.


Debre Markos,Ethiopia
Acknowledgment
Firstly, we would like to thank almighty God help us to complete this challenged industrial
project as much as possible we can done.

Secondly, we would like to thank our advisor Zewdei Mossie(MSC.)Who help us not only
advising the topic but also give as moral strength to complete the project.

Thirdly we would like to give spatial gratitude to Tenagne Mulumar. she is the personnel officer
of Debre Markos university human resource office in the way of data gathering and way of the
task completion in the office manual process.

Finally we would like to thank our friends who gives moral strength especially Kelemu Leykun
he help us in Harsh environment in the completion of the project.

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Table of Contents

List of Table ................................................................................................................................................. iv


List of figures ................................................................................................................................................ v
Abstract ........................................................................................................................................................ vi
CHAPTER-1 ................................................................................................................................................. 1
1. Background of the study ....................................................................................................................... 1
1.1. Introduction ....................................................................................................................................... 1
1.2. Statement of the problem .................................................................................................................. 2
1.3. Objectives ......................................................................................................................................... 3
1.3.1. General Objectives ................................................................................................................ 3
1.3.2. Specific objectives ................................................................................................................ 4
1.4. Scope of the project .......................................................................................................................... 4
1.5. Significance of the project ................................................................................................................ 4
1.5.1. User perspective .................................................................................................................... 4
1.5.2. Organizational perspective .................................................................................................... 5
1.6. Methodology ..................................................................................................................................... 5
1.6.1. Data gathering tool ................................................................................................................ 5
1.6.2. Interview ............................................................................................................................... 6
1.6.3. Documentation ...................................................................................................................... 6
1.7. System development tool .................................................................................................................. 6
1.7.1. System Analysis .................................................................................................................... 6
1.7.2. System design ....................................................................................................................... 6
1.7.3. Software development tools .................................................................................................. 7
1.8. Feasibility study ................................................................................................................................ 8
1.8.1. Cost feasibility ...................................................................................................................... 8
1.8.2. Technical feasibility .............................................................................................................. 8
1.8.3. Operational feasibility ........................................................................................................... 8
1.9. Cost of the project ............................................................................................................................. 9
CHAPTER -2 .............................................................................................................................................. 10
2. Business Area Analysis................................................................................................................... 10
2.1. Introduction ............................................................................................................................. 10

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2.2. Description of the existing system .......................................................................................... 10
2.2.1. How the existing system works .......................................................................................... 10
2.2.2. Organizational structure ...................................................................................................... 11
2.3. Problem of the existing system ....................................................................................................... 12
2.3.1. Strength of the existing system ........................................................................................... 12
2.4. System requirement description ...................................................................................................... 12
2.4.1. Functional requirements...................................................................................................... 12
2.4.2. Non-functional requirements .............................................................................................. 15
2.5. System Models ................................................................................................................................ 16
2.5.1. Actors and Their Description .............................................................................................. 16
2.5.2. Essential Use-case diagram ................................................................................................. 20
2.5.3. Essential use case description ............................................................................................. 21
2.5.4. Sequence diagram ............................................................................................................... 28
2.5.5. Activity Diagram................................................................................................................. 30
2.5.6. Class diagram ...................................................................................................................... 32
Chapter- 3.................................................................................................................................................... 34
3. System design ..................................................................................................................................... 34
3.1. Introduction ..................................................................................................................................... 34
3.2. Design Goals ................................................................................................................................... 34
3.2.1. Some of the design goals criteria’s ..................................................................................... 34
3.2.1.1. Maintenance criteria ........................................................................................................ 34
3.2.2.2. End user criteria .............................................................................................................. 34
3.2.1.2. Security ........................................................................................................................... 35
3.2.1.3. Error handling ................................................................................................................. 35
3.2.1.4. Secured ............................................................................................................................ 35
3.2.1.5. Ease of access to the required data .................................................................................. 35
3.3. System architecture ......................................................................................................................... 35
3.3.1. Sub system decomposition .................................................................................................. 35
3.3.1.1. Sub system of personnel management system ................................................................ 35
Subsystem of applicant ........................................................................................................................... 35
Subsystem of personnel .......................................................................................................................... 36
Subsystem personnel Manager................................................................................................................ 36

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Sub system of department head .............................................................................................................. 37
Sub system of employee ......................................................................................................................... 37
Sub system of college head ..................................................................................................................... 38
Sub system of vice president................................................................................................................... 38
3.4. Component diagram ........................................................................................................................ 38
3.5. Deployment Modeling .................................................................................................................... 38
3.6. Physical database design (selected sample tables from 36 tables) .................................................. 39
3.7. System screen shoot ........................................................................................................................ 40
Chapter 4 ..................................................................................................................................................... 43
4. Future enhancement, Conclusions and recommendation .................................................................... 43
4.1. Future enhancement ................................................................................................................ 43
4.2. Recommendation .................................................................................................................... 43
4.3. Conclusion .............................................................................................................................. 43
4.4. Reference ........................................................................................................................................ 44
4.4.1. Site ...................................................................................................................................... 44
4.4.2. Books ................................................................................................................................... 44
Appendix ..................................................................................................................................................... 45
Sample pseudo code ............................................................................................................................ 45

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List of Table
Table 1.1 cost of project................................................................................................................................ 9
Table 2 department head ............................................................................................................................. 17
Table 3 personnel officer ............................................................................................................................ 17
Table 4 Applicant........................................................................................................................................ 18
Table 5 Employee ....................................................................................................................................... 18
Table 6 manager .......................................................................................................................................... 19
Table 7college head .................................................................................................................................... 19
Table 8 vice president ................................................................................................................................ 19
Table 9 employee rest request..................................................................................................................... 21
Table 10 view vacancy................................................................................................................................ 22
Table 11 register for vacancy ...................................................................................................................... 22
Table 12 recruitment ................................................................................................................................... 23
Table 13 employee request ......................................................................................................................... 24
Table 14 employee request approval .......................................................................................................... 24
Table 15 vacancy announcement ................................................................................................................ 25
Table 16 applicant registration.................................................................................................................... 25
Table 17 screening ...................................................................................................................................... 26
Table 18 account updating .......................................................................................................................... 26
Table 19 send rest request ........................................................................................................................... 27
Table 20 take backup and restore file ......................................................................................................... 27

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List of figures

Figure 1 organizational structure ................................................................................................................ 12


Figure 2 Essential Use case diagram for personnel management system Debre Markos University. ........ 20
Figure 3 sequence diagram for vacancy announcment .............................................................................. 28
Figure 4 Sequence diagram for applicant registration ................................................................................ 29
Figure 5sequence diagram for employee requisition .................................................................................. 29
Figure 6 sequence employee attendance ................................................................................................... 30
Figure 7 uml activity diagram for department head .................................................................................... 30
Figure 8Activity diagram for personnel officer .......................................................................................... 31
Figure 9 activity diagram for staff (employees).......................................................................................... 31
Figure 10 activity diagram for applicants ................................................................................................... 32
Figure 11 activity diagram for college head ............................................................................................... 32
Figure 12 activity diagram for vice-president ............................................................................................. 32
Figure 13.class diagram .............................................................................................................................. 33
Figure 14 component diagram for personnel management system ............................................................. 38
Figure 15 deployment diagram for personnel management system ............................................................ 39
Figure 16 applicant registration .................................................................................................................. 39
Figure 17 employee requisition .................................................................................................................. 39
Figure 18 Recruitment basic information ................................................................................................... 40
Figure 19 Vacancy announcement.............................................................................................................. 40
Figure 20 main interface ............................................................................................................................. 40
Figure 21 login ............................................................................................................................................ 41
Figure 22 personnel officer ......................................................................................................................... 41
Figure 23 department head.......................................................................................................................... 42
Figure 24 vacancy announcing ................................................................................................................... 42
Figure 25 posted vacancy............................................................................................................................ 42

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Abstract
Personnel management systems developed for Debre Markos University to support human
resource as one branch in the fulfillment of workload simplicity. this system have seven actor
those are vice president (academic/administrative ),personnel officer ,personnel manager,
applicant ,department heads(administrative), college head and employee are the main participant
in the system . update account, view vacancy ,post vacancy, control attendance, take back up and
restored file for future contingency plan, manage dead file ,view attendance report these sample
activity is done by the system the rest and deep explanation are listed in the document listed
below.

In the other hand the system have future extension that will be implement the most and the best
additional thing is that integrate the system within payroll system and personnel training system
to be fully implement the name of personnel management system.

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CHAPTER-1

1. Background of the study

1.1. Introduction

In many organizations, there are one or more people who are responsible for managing the
welfare and performance of everyone within the organization. This task of overseeing programs
and setting policies that affect everyone associated with the organization can be referred to as
personnel management. It sometimes is referred to as human resources (HR) management as
well.

The function of a personnel manager usually begins with the staffing process. He or she might be
focused on screening and interviewing applicants, with an eye toward placing individuals with
the right skill sets in the right position within the organization. The HR manager might also
oversee, or at least be involved in, the creation of entry-level training programs as well as
continuing-education opportunities for people who are already working for the organization.

Determining the organization's policies and procedures as they relate to personnel is another
important aspect of personnel management. HR functions for companies often include drafting
vacation, sick leave and bereavement policies that apply to all employees. The personnel
management team also might be responsible for administering the benefits that are provided to
employees, such as health insurance plans.

Another aspect of many organizations that is part of personnel management is the drafting of a
handbook for employees or anyone else in the organization. Establishing policies and
procedures, requirements for employment, commendation and disciplinary procedures and even
things such as dress codes must be compared with legal guidelines before a handbook is ready to
be issued. Personnel managers and HR staff members often must draft and review the
organization's handbook.

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A sometimes-overlooked aspect of personnel management is the emotional welfare of the people
in the organization. Many personnel managers understand that a happy, well-adjusted employee
can be an asset to a university. To this end, many personnel managers try to provide
opportunities for people who are in need of counseling to receive treatment. This often involves
scheduling time during working hours for counseling sessions and perhaps paying for the cost if
it is not covered by insurance.

Depending on the size of the organization, it might be possible for one person to handle all of the
personnel management functions. As an organization grows, however, it might be necessary to
expand from a single personnel manager to a personnel management team. Although this adds to
the cost, many organizations have found that overseeing the welfare of their personnel ultimately
benefits the organization financially
Debre Markos is located 300 kilometers North-West of the capital Addis Ababa and 265
kilometers South-East of Bahir dar, the capital of the Amhara National Regional State. It is
situated 2400 meters above sea level
Debre Markos University is found in the Northwestern part of the country at Debre Markos
town. The University is located in the Eastern part of the town approximately two kilometers
from the central square. It covers an area of over 100 hectares.
The existing personnel management system is more bureaucratic hierarchical ,involve lengthy
procedure ,cost ineffective inconvenient for employees and new applicants ,not systematically
design ,don’t empower the employee ,engaged in routine activities rather than focusing on out
come and strategic issues and also haven’t any automated system to give service in the computer
based format the main reason for that project and also we want to achieve our education plan.

1.2. Statement of the problem


Debre Markos University Personnel management does recruitment; placement and holding data
of employees but all this are processed manually. For instance:

 Vacancy announcement.
 Approving departments requisition
 Registration of applicant.
 Selection of applicants

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 Placement of new employees
 Handling data of employees
 Handling data of leaved employees
 Way tacking back for contingency or Harsh environment
Generally there are many problems starting from vacancy announcement to placement in the
recruitment process and updating data, holding data in the company database .therefore:-

 It takes much efforts and time to retrieve employee’s information.


 Difficulty of updating data of employee timely in each department of the office.
 When recruitment is processed, users consume many times for registration, to show the
result and so on.
 If the number of employees in a university increase in number, then it will be difficult to
manage and time taken.
 Since it works manually, information accessing is very slow.
 To get some task, to be accomplished it goes through many process. This is time
consuming.
So, doing this manually it make difficult to accomplish tasks easily and effectively. Thus to
address those problems there is a need of developing automated personnel management system
in the case of Debre Markos university Thus, will
 Reducing time and effort in the case of retrieving information.
 Changes traditional data processing and handling mechanism into desktop
application and database system respectively.
 Reduce file duplications, such that the system user deletes the information which
is dead file

1.3. Objectives
1.3.1. General Objectives
The general objective of this project is to develop automated personnel management system to
Debre Markos University.

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1.3.2. Specific objectives
In order to fulfill the general objective, we need to list and perform the following specifically s
objectives.
 To increase the process of recruiting new employees.
 To Upgrading employee status.
 To simplify Internal and external employee exchange.
 To make reliable placement of new employees
 To facilitate Employee Attendance controlling.
 To Decrease employee document searching time
 Decrease work load of staff members
 To manage dead file and taking back up

1.4. Scope of the project


Even though there are many problems in personnel management. Due to shortage of resources,
lack of experience and time the scope of the project is focused on the following things in Debre
Markos University.
 Online vacancy posting.
 Online Registration of applicants.
 Holding employee data which can do insert, modify and delete
 Annual rest requisition.
 Attendance of the administrative and academic employees.
Out of the scope
 Payroll system of the university.
 Manpower training center

1.5. Significance of the project


The output of this project could be applied in the real world for Debre Markos University.
There are two Perspectives of the project output:-

1.5.1. User perspective


 Information accessing is easy and fast.

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 Employees can deliver fast service for customers as the system is faster for retrieval, update
and communication.
 It increases employee’s effort. So, the employee(personnel officer) can be motivated in
giving quality service to applicant and normal employer(administrator or academic).

1.5.2. Organizational perspective


 Reduce the manpower required during the recruitment and placement process.
 Minimize the time that it takes to achieve a specific operation.
 Minimizing labor cost, increasing service effectiveness.
 Reduce time and energy during the process like managing employees, announcement
writing and applicant registration.
 Easy to handle employee record.
 Easy way of taking back up and managing dead file

1.6. Methodology
Data collection was one of the important tasks to analysis how activities done in existing
system and developed the new system .Data for developing this system obtained from
different sources. These data sources were system users (Personnel manager, Department
head, employee, and college head), different forms and documents used in the office,
procedure manuals, and reports of the office.

We have used qualitative methodology to gathering information because we didn’t use


any questioner or we didn’t use numerical data collection, but we have got some
information from the employer who work in personnel management orally
(interview).Also we have got some forms that could use as for the project.

1.6.1. Data gathering tool


The aim of the study of existing system to have complete understanding of the existing system
,identifying the problems with in it and provide aground for proposing candidate system.

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1.6.2. Interview
Since Debre Markos personnel management processing in manual way (has no website that gives
as any information about our project) so, the required information is collected orally through
interview.

1.6.3. Documentation
We have got some forms that assist us for developing our system for example training needs
assessment format to be completed by immediate supervisors. And we can see list of employees
that needs training and how they registered. We can list examples for document:

 MS-Word 2007,
 UML (unified modeling language)
 Edraw max

1.7. System development tool


For this project we will be us the object oriented system analysis & design by UML software. It
provides code and function reuse through the concepts of inheritance, polymorphism,
encapsulation, modularity, coupling and cohesion. The goal of this section is to provide the basic
overview of the system that we are going to develop.

1.7.1. System Analysis

The process of breakdown an entire system into module, analyzing each module separately, and
determining the relationship between them. In system development process we use system
modeling i.e. creating model of the system. System modeling is the process of creating a model
of system by analyzing and organizing the system elements. This is the phase where deeply
understanding of the existing system problems and finding alternative solution.

1.7.2. System design

Design the system the project team has chosen Object Oriented Modeling techniques and Unified
modeling language tools.

Reason of choosing:

 It enables us to comprehensively model a system before we develop it.

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 Modification of the object implementation is easy because objects are
loosely coupled.
 Understanding of the structure is easy because object oriented modeling and
tools used to represent real world entities.

1.7.3. Software development tools


For this project system development we will be using PHP for the front end as means of
communication between system and the user. This enables the system to be friendly interactive.
And MY_SQL server as a back end tool to define the structure of the system for storing all the
records. MY-SQL is freely available and widely used in PHP. We select MY_SQL server and
PHP in the system development because of the following:-
MY_SQL for DBMS
 MY_SQL DB is fast.
 MY_SQL DB supports more of the standard DB functions.
 It is free to use.
 It also includes very fast utility for table checking, optimization and repair
PHP
 Platform independency- PHP can work with a variety of platforms including Window XP
and UNIX.
 Cross platform applicability-PHP can run almost on any platforms.
 Functions and extensibility: PHP is rich in function and allows working with external
libraries.
The important consideration in choosing scripting language with include interfacing with
various utilities of an operating system is easy of learning and usage the nature of
learning curve and the support available.

HTML AND CSS

 form construction For data entry


 it is good programming tool for interactive and attractive interface design

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1.8. Feasibility study
Feasibility study is used to investigate the developed system in multiple dimensions. It used to
indicate whether the system feasible or not. The developed system can be seen according to the
following literals.

1.8.1. Cost feasibility


This feasibility measure takes into consideration the cost benefit situation for a solution to be
economically feasible. Therefore, this system economically feasible because the benefit gained
after completed this project is greater than that of the cost we lost in order to develop the project.

1.8.2. Technical feasibility


It is the process of accessing the developed system by the organization. Technical feasibility is
the measure of practicality of the specific technical solution and the availability of technical
resources and expertise.

The developed system is technically feasible as:


 The system allows modifications; changing rules and data in the database can easily be
made.
 This system is user friendly
 This project is practically applicable with in the current technology.
 The software used to implement the system is understood by the group members.

1.8.3. Operational feasibility


The new system can be easily operated and accessed by the users who interact to the system. It
contains user friendly commands which leads users interact to the system interfaces.

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1.9. Cost of the project
Stationary type Quantity Unit Price(in birr) Total price(in birr)

Computer (Dell) 2 6300 12,600

CD-RW 2 35 70

1 200 200
Flash disk (4GB)
Paper(A4 size quality) 1packed 95 95
Binder 1 20 20
Pen 4 5 20
Printing 5 60 300
Miscellaneous person 150 150
al expense

Total cost 6865 12,805


Table 1.1 cost of project

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CHAPTER -2

2. Business Area Analysis

2.1. Introduction
Studying the existing system brings about an important contribution to the entire development
process. It is only after doing this phase that we can realize what is going wrong, what to change,
what activity or practice to encourage, and what alternative solution to propose.

2.2. Description of the existing system


The Personnel Management of Debre Markos University is performed in manual system. This
system has some drawback like consuming a lot of manpower which leads to be unmanageable.
Since it works manually, information accessing is very slow and to get some task to be
accomplished it goes through much process and this is time consuming. The Personnel
Management System has subsystems namely Recruitment and Placement system, Personnel
Record system and administrative workers attendance system. Among these subsystems we are
going to automate are: the Recruitment and Placement subsystem, Personnel Record system and
workers attendance system and managing and tacking back up that is held under the personnel
department.

2.2.1. How the existing system works


The existing system of Debre Markos university personnel management office performs its work
through the following way.
Recruitment and Placement system are starting from the department requisition up to placement
and these activities are department requisition, requisition approval, vacancy announcement,
applicant registration, workers attendance and evaluation employee.
 The department head(academic or administrative) presents his/her request to the college den
to employee new manpower and also the college head send request to academic vice
president(academic or administrative )if the request is right way. Then the personnel manager
will examine the college head request. If the new human power is needed, the personnel
manager will prepare vacancy announcement by different media like, magazines,
newspapers, notice board, radio, television etc. Then the qualified applicant will submit their
application letter to the personnel manager. After the deadline of the vacancy announced,

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personnel manager will register applicants, then the selected applicants will be posted by the
personnel manager on the board.
 And also in System of Personnel record in personnel management of Debre Markos
University is manually processed. It has no a database. So doing this manually it makes
difficult to get true information and accomplish tasks easily and effectively. The existing
processes of Personnel record system that personnel management performs are:
 Take all the information’s (employed letter, copy of education document, pay and benefit
papers and health related documents etc…) from workers.
 Binding (attaching) all the documents of workers individually.
 Then the information stores on the shelf or in document form.

2.2.2. Organizational structure


The organizational structure of the existing system is shown below.

Ministry of Education

Board

President

Supervisory Board

Scientific Director

Management Board

Asso. Scientific Managing Director Director of Student


Director, Academic Adm. and Finance Affairs

Council of chairs Managing council Managing council

 Associate register  Head, finance and budget  Store  Officer, apparent ship and
 Associate chief library service management job service
 Head, academic quality  Head, personnel  Repair and  Officer, Guidance and
assurance service (Human resource maintenance counseling
 Head, ICT service management)  Grounds  Head, Dormitory Service
 Officer, university and  Head, Facilities management  Officer, Wellness service
industry linkage service management service  Standard  Officer, student activity
 Officer, center for  Officer, contract assurance programming service
entrepreneurship and management service  Procurement  Officer, low and ethics
marketing  Officer, safety and  Officer, gender and special
 Deans Personnel management system
security services needs servicePage 11
Figure 1 organizational structure

2.3. Problem of the existing system


Among these problems that in the existing system: -
 Difficult to place a particular employee according to the rules of the university (Debre
Markos) manually.
 Requires more time and effort during placement when the numbers of employees become
large.
 Difficult to recruit the right person in relation to the qualification.
 Difficult to record, delete, modify and access particular employee information.
 Managing is difficult when the number of employee increase etc.

 Poor flow of information between departments.


 Difficult to change and edit data.
 Data redundancy that leads to inconsistency.
 Lack of a well-organized database system.
2.3.1. Strength of the existing system:
The existing system has the following strengths:
 Announces the vacancy through the media.
 During vacancy announcement, it gives the first chance for the existing
employees to upgrade their job.

2.4. System requirement description


2.4.1. Functional requirements
Functional requirements are mandatory requirements that must be incorporated in any system.
Among the functional requirements included in our system are:
1. Provide information about Debre Markos university employee
Since the existing system of personnel system in DMU particularly major tasks are
Recruitment and placement (from requisition to employee placement), providing detail
information of the employees.
2. Data storage and Retrieval

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The system store employee record and information related to recruitment and placement
process and should retrieve the information when necessary. The Retrieval of information
should be easy and data should be saved properly in a well-organized database server so that
the process of data retrieving would be simple and faster.
3. Enquiries and Reports facilities
The system incorporates reports generalization facilities so that manager of the system can easily
filter out the reports of each task.

The functional requirement of the system is to reduce the degree of occurrence of the above-
mentioned problems. So it is very crucial to identify the input and output requirements of the
developed system.
Input Requirements
When we say the input requirements of the system, we mean the process or the preconditions
that should be fulfilled to produce the desired output.
Requisition
 The system must be able to handle a database of Employment Requests.
 It must handle categories of requests like direct, academic and administrative type of
employee.
 It should display the number of vacant position for the given job number.
 It should provide printed requisition letter.
 It should assign system generated unique number for each requisition.
Applicant Registration
The system copies relevant data of those finally selected applicant to personnel record subsystem
and update the applicant‘s record to deny any further modification.
 The system must handle a database of registered Applicants.
 It should handle both Internal and External Applicant.
 It should handle the required details about each applicant.
 It should handle qualification and work experience for each applicant.
 Should be able to search an applicant by name or applicant id or job id.
Announcement
 The system must maintain a database of vacancy Announcements that track information
on each announcement and their registration schedule.

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 It should handle both Internal and External Announcement of requisitions.
 Requisition should be announced by personnel officer restricted days only
 It should display the required qualification for the job to be filled.
 It should track how many each requisition is announced.
 Each announcement should have a unique Job Opening Announcement (JOA) number.
 Each announcement should have a registration time and place.
Applicant Screening
 The system must handle a database of screening result of each Applicant.
 Each applicant should pass through all screen types.
 It should filter applicants based on the given criteria.
 It should allow to change applicant status from accepted to rejected or vice versa and
from rejected to passed status or vice versa.
Pre-Employment
 The system must handle a database Pre-Employment of each Applicant.
 Each applicant should successfully complete screening phase before starting pre-
employment formalities.
 An applicant that is do not pass the previous phases should be rejected.
Evaluation
 The system must be able to handle a database of evaluation result of applicants.
 Screening Results of the candidate.
 Applicants evaluated based on their performance and exam.
 Each applicant is absorbed based on their screening and exam value manually inserted or
posted.
Work attendance
 The worker must attend properly in work place
 The department head control work attendance
 The system report for the personnel manager/personnel officer
Output Requirement
The output requirement of the system is after the applicant passes the previous phases from
requisition to placement, then the output of the system is placing the competent applicants for the
vacant position. Outputs are:

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Employee Record
This after the placement of competent applicants as DMU employee and the system should
handle all the details of the employee file with their respective field, department, position
education background, etc.
Employee Placement
Based on the requisition of manpower and the qualification an applicant should pass all the
above phases, and competent enough to be accepted then after this phase, is the placement of the
applicant to the intended place.

 The system should be able to handle a database of placed applicants


 To place direct applicant he/she should success fully complete all pre-employment
formalities
 If placement is successful, the system should store applicant’s detail on the personal
record file.
 The system should give employment ID for each applicant
Attendance report
 The system generates attendance report of employees to college head and personnel
officer.

2.4.2. Non-functional requirements


These requirements do not directly affect the performance of the system but they are nonetheless
important.
A. User interface facilities: Since the knowledge of users and their associate of the current
information and communication technology facility differ and therefore the system
provides an easy to user interface which would be able to interact in a friendly manner
with the system.
B. Response facilities: Response time of the system is a considerable issue. Because result
of the request of the employee should be provided within a short period of time like
printing clearance form for leave job, job opening announcement, registration, screening,
evaluation etc. reports required.
C. Documentation

Personnel management system Page 15


The system will provide information about how to use it and all the essential information
about the system. This system will provide three types of systems documentations. They are
Internal Documentation, User Documentation, and External Documentation.
i. Internal documentation:
Internal documentation is the program source code when the system is implemented.
We will add some sample codes there in the implementation phases.
ii. User Documentation:
User documentation is to help the user of the system as a reference if they have any
problem before, during and after using the system.
In our system the user documentation is for the system administrator or for personnel
officers. And the documentation on user interface documentation is brief and enough
to understand easily and interact with the system.
iii. External Documentation:
External documentation contains the scenarios: use-case models the conceptual
models (class, component, and deployment), and interaction diagrams (activity.
Sequence) and user interface documentation.

2.5. System Models


To model our system we are going to use the UML (unified modeling language). And UML is
divided into structural (class diagrams, object diagrams, component diagrams and deployment
diagrams) and behavioral (use case diagrams, sequence diagrams, state diagrams, and activity
diagrams). The structure and function of the diagrams will be stated in the next sections.

2.5.1. Actors and Their Description


An actor represents anything that needs to interact with the system to exchange information. An
actor is a user, a role, which could be an external system as well as a person. An actor initiates
the system activity, a use case, for the purpose of completing the some business task.
Actor Name Department head

Use case:  Login


 Preparing and write a requisition letter
when there is a vacant position

Personnel management system Page 16


 Initiates requisition
 Fill attendance.
 Report attendance
 Pre exam screening.
 Post exam result from manually(if
academic )
 Accept assigned employee to the vacant
position
 Evaluate, screening applicants etc.
 Logout
Table 2 department head

Actor name Personnel officer

Use case  Login


 Reports Requesting/save /recording the information
 View attendance report and fill attendance for personnel
department.
 View approved employee request and post vacancy
either internally, externally or upgrade.
 View selected applicants for exam, post examination
point(administrative) point and post announcement for
those candidates to be fill personal information and
recruit if pass exam.
 Logout
Table 3 personnel officer

Applicants
Actor name

Personnel management system Page 17


Use case  View vacancy, register for vacancy
announced by personnel officer,
 View statues after screening either
selected for evaluation, reserved or
rejected.
 View exam result after taking exam
manually
 Fill his/her full personal information
Table 4 Applicant

Actor name Staff(employee)

Use case  Login


 View attendance.
 View vacancies.
 Register for vacancy.
 Write rest requisition for department if
he/she need rest head or personnel
officer, Update account.
 Send leave request to manager if want
to leave the job
 Logout
Table 5 Employee

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Actor name Manager

Use case  Log in


 Control overall activities, view report.
 Monitoring the activity of the system like
save records, delete records, Updates, etc
of record in the database.
 Receives approved requisition letter from
vice president
 View employee detail information
 View leave request then write cheek
(delivery) letter for those employees then
unemployed those employee.
 logout
Table 6 manager

Actor name College head


Use case  Log in
 Receives requisition letter from
department /section heads
 Approving and send employee request
to academic vice president.
 logout
Table 7college head

Actor name Vice president(administrative or academic)

Use case  Log in


 Receives requisition letter from college
dean.
Table 8 vice president  Approving and send employee request to
personnel manager and also to college
head.
Personnel management system Page 19
 logout
2.5.2. Essential Use-case diagram
Use case diagrams are used to depict graphically the interactions between the system and
external system and users. In other words, they graphically describe who will use the system and
in what ways the user expects to textually describe the sequence of steps of each interaction.

Figure 2 Essential Use case diagram for personnel management system Debre Markos University.

Personnel management system Page 20


2.5.3. Essential use case description
Use case name Employment Requisition
Use case number UC1

Description Used to requisite employee for the vacant position


(need of additional employees) .

Actors department head


Pre- condition: Vacant position, departments needs additional
employees.
1 Department head writes requisition letter to
college den and also reported in both vice
president for the vacant position or department
Basic courses of action need additional man power(employee).those may
be graduated on university or collage based on
vacancy minimum requirement..

Post- condition Return Requisition letter to the department head


()
either approved or rejected

Table 9 employee rest request

Use case name View vacancy


Use case number UC2

Description applicant and employers view vacant position in the


organization posted by personnel officer
Actors Applicant and employers
Pre- condition: Vacant position and vacancy must be posted by the
personnel officer

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1. First of all the vacancy posted by the
personnel officer either administrative job or
academic job.
Basic courses of action 2. The employers or the applicant view the
vacancy from the site.
3. If the applicant or the inside employee satisfy
the criteria they can be register on the
vacancy position
4. They wait until the selection or screening
process completed

Post- condition Screening result will be post after select as pre-


employed

Table 10 view vacancy

Use case name Register for vacancy


Use case number UC3

Description To apply the vacancy position

Actors Applicant and employee


Pre- condition: The applicant or employee must be full fill the given
criteria on the posted vacancy announcement
1. View vacancy
And must be register on the given date
2. Click on register for vacancy
3. Fill right information on given form
Basic courses of action 4. Send information

Post- condition Register successes fully and if the end date pass
system expire the vacancy

()
Table 11 register for vacancy

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Use case name Recruitment
Use case number UC4

Description After the screening completed and take exam


manual process and post on the site

Actors Applicant
. and Employers(optional)
Pre- condition: The applicant must be screened and take exam and
see exam value
1. Search the job id or job name on search area
2. See exam value
3. If he/she pass click on register or recruit
Basic courses of action him/her self
4. Full fill all reacquired asked by the system

Post- condition Recruitment completed success fully and the


applicant change from applicant status to employer
status of the organization and have password and
user name
()
Table 12 recruitment

Use case name Approve employee requisition


Use case number UC5

Description There are two type department and requisition type it


will be administrative request or academic request

Actors Academic v/president or administrative v/president


and College head
Pre- condition: Request came from those department either
administrative or academic worker

Personnel management system Page 23

()
1. Department head send request to the higher
level of administration
2. The college view the request if it is academic
Basic courses of action only if the request is right the college head
send request to academic v/president or the
request type is administrative send to
administrative v/president

Post- condition Deliver of the request

Table 13 employee request

Use case name Employee Requisition Approval


Use case number UC6
Description used to approve employee requisition
Actor Manager, college den, vice president(academic or
administrative)
Pre- condition: Employment Requisition
After department head send written employee request:-
1) College head receives the requisition letter if it is
Basic courses of action
academic
2) Vice president (administrative or academic)
receives the requisition letter.
3) The v/president approves the requisition letter like
status, qualification before announcing it on page.
4) The manager or the office post vacancy based on
the given request criteria

Post- condition Requisition letter is provided to the personnel officer.

Table 14 employee request approval

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Use case name vacancy Announcement

Use case number UC7

Description used to announce for the vacant position


Actor Personnel officer
Pre- condition: Approved requisition letter by vice president(academic
or administrative) and college head
Basic course of action After requisition approval:-
1) Personnel officers announce the vacant position on
Proper site (page).
The vacancy may be

 Upgrade
 New vacancy
 Extra exchange
 Internal exchange
Post- condition Announcement of the vacant position on proper page

Table 15 vacancy announcement

Use case name Applicant Registration


Use case number UC8

Description Used to registered applicants.


Actor Applicants.
Pre- condition: vacancy announcement And Registration schedule

Basic courses of action 1) After vacancy announcement in proper page internal


applicant or external applicant.
2) Applicant registered based on vacancy minimum
requirement.
Post- condition Registration of applicants

Table 16 applicant registration

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Use case name Screening(selection of applicant)
Use case number UC9

Description Pre evaluation based on grade point gender and


disability
Actor Department heads, personnel officers
Pre- condition: Applicants should be registered and fill write proper
information on CV form.
Basic courses of action 1 After applicants fill CV form the system select
write candidates for evaluation.

2 Department head select own there criteria of the


applicant selection from the page
Post- condition Selected candidates Ready for evaluation.

Table 17 screening

Use case name Update account


Use case number UC10

Description User account change in the want of that account

Actor Employee, personnel officer, manager vice president and


department head
Pre- condition: Must have account and system membership

Basic courses of action 1. log in


2. change only user name and password but not their
basic information
3. logout

Post- condition Reset account as his/her want

Table 18 account updating

Use case name Send Rest request

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Use case number UC11

Description Employee send rest request to take rest in annual

Actor Employee
Pre- condition: The employee isn’t take annual rest before this request in
this year
Basic courses of action 1. log in
2. fill reason and rest type
if the rest is daily (simple reason)request send to
department head
else the rest annual request send to personnel
officer
Post- condition Rest3.is allow
logoutor forbidden(rejected)

Table 19 send rest request

Use case name Take backup and Restore file

Use case number UC12

Description The manager wants to take back up for the futer


protection accidental or injury in the system failure
Actor Manager
Pre- condition: Record the right employee and related information

Basic courses of action 1. log in


2. take back up of the database and set in the hard
driver
3. logout

Post- condition Backup taken successfully

Table 20 take backup and restore file

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Use case name Manage dead file

Use case number UC13

Description Managing dead file that are leaved or removed from


employee table
Actor Manager
Pre- condition: The manager will see the leave request and send
confirmation for employees and then the manager delete
from the employee
Basic courses of action 1. log in
2. view and manage the file of employee that are
leaved
3. logout

Post- condition Restore if there is problem occur

2.5.4. Sequence diagram


Sequence diagrams are used to depict graphically how objects interact with each other via messages in the
execution of a use case or operation. They illustrate how the messages are sent and received between
objects and in what sequence.

Figure 3 sequence diagram for vacancy announcment

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Figure 4 Sequence diagram for applicant registration

Figure 5sequence diagram for employee requisition

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Figure 6 sequence employee attendance

2.5.5. Activity Diagram


Activity Diagrams are used to Document the logic of a single operation /methods, a single use
case, or the flow of logic of a business operation. In many ways, Activity Diagrams are the
object_ oriented Equivalent of flow charts and Data Flow Diagrams (DFD) from Structure.

Figure 7 uml activity diagram for department head

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Figure 8Activity diagram for personnel officer

Figure 9 activity diagram for staff (employees)

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Figure 10 activity diagram for applicants

Figure 11 activity diagram for college head

Figure 12 activity diagram for vice-president

2.5.6. Class diagram


Class Diagram provides an overview of the target system by describing the objects and classes
inside the system and the relationships between them. It provides a wide variety of usages; from
modeling the domain-specific data structure to detailed design of the target system. With the
share model facilities, you can reuse your class model in the interaction diagram for modeling
the detailed design of the dynamic behavior. The Form Diagram allows you to generate diagram
automatically with user-defined scope.

Personnel management system Page 32


Figure 13.class diagram

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CHAPTER- 3

3. System Design

3.1. Introduction
System design is the process of defining the elements of a system such as the architecture,
modules and components, the different interfaces of those components and the data that goes
through that system. It is meant to satisfy specific needs and requirements of a business or
organization through the engineering of a coherent and well-running system.

System design has a great part which describes the first solution of the system problem. So
designing a system is the important and necessary step in any computer system. System design
provides a clear description of the overall design of the Debre Markos university personnel
management system and bridging the gap between desired and existing system in a manageable
way.

3.2. Design Goals


The design of the system is one part of non-functional requirement that describes the feature
characters and attributes. The design part is very important so as to make the implementation
very easy instead of manageability and quality (needs for back up and user requirements).

3.2.1. Some of the design goals criteria’s

3.2.1.1. Maintenance criteria


It must be flexible and general so that it can incorporate existing network protocols as well as
evolve to meet future needs.
 Extensibility: everyone can be extend additional features
 Modifiability: easy to modify and edited easily by the coders or the programmer to be
upgrade or increase and modify easily.
3.2.2.2. End user criteria:-
The system is very easy to understand for all users even if the user is not professional but must
have basic computer skill. It must be easy to deploy in the current Internet.

Personnel management system Page 34


3.2.1.2. Security
It must provide adequate security, both to ensure that its authentication/integrity assurance
services are trustworthy, and to thwart denial-of-service attacks.

3.2.1.3. Error handling


The system should be able to give response (error message) when the user enter incorrect input.
This recommends the user to enter correct input.

3.2.1.4. Secured
As the system is personnel management system. The security requirement is a critical issue. So
that the system should prevent unauthorized access to the data stored in the database, and in
addition the system should maintain data about what activities are performed by whom and
when.

3.2.1.5. Ease of access to the required data


Any data can be required at any time for some purpose, (i.e. modify or view). So that the system
should enable the user acquire the required data easily and timely with no need of navigating too
many files.

3.3. System architecture


3.3.1. Sub system decomposition
To reduce complexity of solution domain we have decompose the system into simpler part called
subsystem. Sub system architecture which made of a number of solution domain classes.

In the case of complexity system we recursively apply this principle and decompose a sub
system into simpler sub system decomposition result larger system into set of loosely dependent
part s which make up the system.

Large system is usually decompose into subsystem layer and partition in partition the system
vertically divided into several implement sub system that provide service on the same level of
abstraction whereas, layers is the sub system that provide system service higher

3.3.1.1. Sub system of personnel management system

Subsystem of applicant
 View vacancy

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 Open the site
 View posted available vacancy
 Register applicant
 File the required field
 Submit to personnel officer or department head.
 View news
 Latest news and tips from officer or manager
 Comment
 Give the comment on the system work
 Comment about the personnel and their activity.

Subsystem of personnel
 Post vacancy
 View the requisition and response from the department
 Post the vacancy by their privilege
 Set start date and expiry date
 View attendance report
 View attendance from the department head
 The employer must be administrative
 Send report to finance by print to paper
 View annual rest requisition
 View the annual rest requisition from the employee if it is administrative
 Permit or forbidden the request
 Post latest news and tips
 Post the work related new s and general tips
 Update account
 Change user name and password for security

Subsystem personnel Manager


 Post vacancy(optional)
 Can post vacancy for available job
 Mange account

Personnel management system Page 36


 Update and change account setting
 View leave request
 View the reason for leave
 Approve or discard the request
 manage dead files
 store and vie the leaved employees for further information
 view employee full information
 see the recruited employee information for error checking
 add job
 create or add new job and new job available

Sub system of department head


 View registered applicant
 View the registered applicant by department
 Send applicant request
 Send if the vacant for the manpower of the department to be recruited
 Select registered applicant
 Select applicants by the criteria of the department
 Send exam result
 Send exam result to both officer and applicant
 Send attendance report
 Send attendance report to personnel officer monthly or weekly

Sub system of employee


 See available vacancy
 See available vacancy for upgrade status
 See attendance report
 See the present and absence day of the month
 Send rest request
 Send the rest request to the officer with reason
 View news and general tips
View the general tip and news related to work or new things.

Personnel management system Page 37


Sub system of college head
 View all department employee attendance sheet
 Send employee request to vice president

Sub system of vice president


 View employee request from the administrative department or academic college
 Approve or reject the employee request

3.4. Component diagram

Figure 14 component diagram for personnel management system

3.5. Deployment Modeling


Deployment diagram is implementation type diagrams that describe the physical architecture of the
hardware and software of the system. They depict the software component, processors, and the device
that make up the system’s architecture.

Personnel management system Page 38


Figure 15 deployment diagram for personnel management system

3.6. Physical database design (selected sample tables from 36 tables)

Figure 16 applicant registration

Figure 17 employee requisition

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Figure 18 Recruitment basic information

Figure 19 Vacancy announcement

3.7. System screen shoot

Figure 20 main interface

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Figure 21 login

Figure 22 personnel officer

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Figure 23 department head

Figure 24 vacancy announcing

Figure 25 posted vacancy

Personnel management system Page 42


CHAPTER 4

4. Future enhancement, Conclusions and recommendation

4.1. Conclusion
Finally, we want to conclude on this project by explaining their benefit it is easy and simplest
way task performing methods and also reduce work load of the actors or participant of the
system and maintain the database, taking backup and restore of database, keep the leave (dead)
file of employee, control work 33attendance and report attendance to the higher administrator to
help payroll system. To sum up it is so much beneficiary system to Debre Markos university
human resource system.

4.2. Future enhancement


Electric Power outage and shortage, Personnel management is the most wide scoped title in the
case we have get time shortage and Educational class load and exam are the main reason to set
future enhancement in the project and also the project have some Limitation .The system is
developed to person who have computer skill can get service ,The system will not assign ID
automatically with complex data type like mixing INTIGER, VARCHAR and TEXT. For the
solution and In applicant evaluation all pre screening are done by the system but the exam values
posted by personnel officer and department head from documents or manually inserted. Most
people in Ethiopia speak and read Amharic as official language of the country in these case the
system is developed by English language in the future we will try to translate the system in our
country standard and system support both types of language (Amharic and English), and also the
system will have some finger printing and identifying system will be added.

4.3. Recommendation
In this phase the developers give own recommendation based on the system activity and not or
will be done for the future preparation of the project result and the main limitation or not done
but will be done future. In the world every project have its own recommendation in order to this
the case as developer we want to recommend the system to be reliable end best effort so
corrected or done by the next graduator who want to do on this title try to be add the employee
payroll system and personnel training system retaliated to the work property and environment.

Personnel management system Page 43


Reference
Site

http//: www.dmu.edu.et

http//: www.stackover flow.com


Http//: www.W3school.com

Books
Object –oriented System analysis and design ( Simnon Bennet ,Stive mcRobb and Ryfarmr)

Personnel management system Page 44


Appendix
Sample pseudo code
Login sample code
<html>

<head>

<link href="css/templatemo_justified.css" rel="stylesheet">

<meta charset="UTF-8" />

<!--<meta http-equiv="X-UA-Compatible" content="IE=edge,chrome=1"> -->

<title>Login and Registration </title>

<meta name="viewport" content="width=device-width, initial-scale=1.0">

<meta name="description" content="Login and Registration Form with HTML5 and CSS3" />

<meta name="keywords" content="html5, css3, form, switch, animation, :target, pseudo-class"


/>

<meta name="author" content="Codrops" />

<link rel="shortcut icon" href="../favicon.ico">

<link rel="stylesheet" type="text/css" href="css/style.css" />

<link rel="stylesheet" type="text/css" href="css/animate-custom.css" />

<style type="text/css">

#role{

width:350px;

height:40px;

box-shadow: 1px 2px 3px silver;

#ta{background-color:black;

border-radius: 6px;

color:white;

Personnel management system Page 45


width:230px;

padding-left: 50px

#login{

height:370px;

</style>

</head>

<?php

include("dbconnection.php");

session_start();

$_SESSION[setid]=rand();

include('header.php');

?>

<div class="row space30"><!-- row 1 begins -->

<div class="col-sm-6 col-lg-4"id="ta">

<h6>personnel management system</h6>

<div class="form-group">

<a href="index.php" title="Home"><imgsrc='icon/templatemo_home.png' width='50px'


height='50px'/>Home</a>

</div>

<div class="form-group">

<a href="index.php?test=img"><imgsrc='icon/ab.png'
width='50px' height='50px'/>About Us</a>

Personnel management system Page 46


</div>

<div class="form-group">

<a href="#"><imgsrc='icon/services.png' width='50px'


height='50px'/>service</a>

</div>

<div class="form-group">

<a href="galary.php"><imgsrc='icon/galary (1).png' width='50px'


height='50px'/>Gallery</a>

</div>

<div class="form-group">

<a href="#"><imgsrc='icon/galary (2).png' width='50px'


height='50px'/>contact us</a>

</div>

<div class="form-group">

<a href="#"><imgsrc='icon/logg.jpg' width='50px'


height='50px'/>Login</a>

</div>

<div class="form-group">

<a href="#"><imgsrc='icon/help (2).jpg' width='50px'


height='50px'/>help</a>

</div>

</div>

<div class="col-xs-12 col-sm-6 col-lg-8">

<div class="container">

<!--Codrops top bar -->

<section>

<div id="container_demo" >

Personnel management system Page 47


<!-- hidden anchor to stop jump http://www.css3create.com/Astuce-Empecher-le-scroll-avec-l-
utilisation-de-target#wrap4 -->

<a class="hiddenanchor" id="toregister"></a>

<a class="hiddenanchor" id="tologin"></a>

<div id="wrapper">

<div id="login" class="animate form">

<form method="POST" autocomplete="on">

<p>

<label for="username" class="uname" data-icon="u" >username </label>

<input id="username" name="username" required="required" type="text" placeholder=" plese


enter user name"/>

</p>

<p>

<label for="password" class="youpasswd" data-icon="p">Your password </label>

<input id="password" name="password" required="required" type="password"


placeholder="plese enter your pasword" />

</p>

<p>

<label for="username" class="uname" data-icon="u" >Role </label>

<select id="role"
name="role" required="required">

<option
selected="true"></option>

<option>college
head</option>

<option>personnel
officer</option>

Personnel management system Page 48


<option>manager</option>

<option>Departement
Head</option>

<option>employee</option>

<option>vice
presedent</option>

</select>

</p>

<p class="login button" align="center">

<input type="submit" value="Login" name="login"/>

</p>

<?php

session_start();

extract($_POST);

if(isset($login))

if($role=='college head')

$quer=mysql_query("select * from department_heads where uname='$username' and


pswd='$password' and role='$role'");

$num=mysql_num_rows($quer);

if($num>=1)

Personnel management system Page 49


{

$_SESSION['user']=$username;

header('location:collegeheade/home.php');

else

echo "user
name or password incorrect";

else
if($role=='employee')

$quer=mysql_query("select * from current_emloyement_job where uname='$username'


and pswd='$password'");

$num=mysql_num_rows($quer);

if($num>=1)

$_SESSION['user']=$username;

header('location:employee/index.php');

else

echo "user
name or password incorrect";

Personnel management system Page 50


elseif($role=='manager')

$quer=mysql_query("select * from login where uname='$username' and


pswd='$password' and role='$role'");

$num=mysql_num_rows($quer); if($num>=1)

$_SESSION['user']=$username;
header('location:manager/home.php');

else

echo "user
name or password incorrect";

elseif($role=='personnel
officer')

$quer=mysql_query("select * from department_heads where uname='$username' and


pswd='$password' and role='$role'");

$num=mysql_num_rows($quer);

if($num>=1)
{

$_SESSION['user']=$username;

header('location:personnel/home.php');
} else

Personnel management system Page 51


echo "user
name or password incorrect";

elseif($role=='Departement Head') {

$quer=mysql_query("select * from department_heads where uname='$username' and


pswd='$password' and role='$role'");
$num=mysql_num_rows($quer);

if($num>=1)

$_SESSION['user']=$username;

$s=mysql_fetch_array($quer);

$_SESSION['type']=$s['type'];

header('location:deptheade/home.php');

else

echo "user name or password incorrect";


} elseif($role=='vice presedent') {
$quer=mysql_query("select * from
department_heads where uname='$username' and pswd='$password' and role='$role'")
$num=mysql_num_rows($quer)

if($num>=1)

$_SESSION['user']=$usernamez
$s=mysql_fetch_array($quer);

$_SESSION['type']=$s['type'];
header('location:vicepresedant/home.php');

Personnel management system Page 52


else

echo "user
name or password incorrect";

}
}

?>

</form>

</div>

<div id="register" class="animate form">

</div>

</div>

</div>

</section>

</div>

</div> </div><!-- /row 1 -->

<div class="row space30"><!-- row 2 begins -->

</div><!-- /row 2 -->

Personnel management system Page 53