Human Resource

Management
System

PROJECT SYNOPSIS

Submitted to:
Mr. Manish Saxena
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Training & Placement Coordinator,

Department of Computer Applications.

Submitted by:
Lalit Kumar Verma
MCA 6th Sem.
Uptu Roll no.:0605414044
 INDEX

1. About e.soft. technologies.

2. Project introduction.
3. Objective.
4. Project category.
5. Problem statement.
6. Problem Definition.
7. Tools,plateform and software.
8. Basic system requirement.
9. Requirement Specification.
10. Analysis(DFDs,ER Diagram).
11. Proposed system.
12. Complete Structure with module detail.
13. Data Structure.
14. List of report to be generated.
15. Future scope and further enhancement of the project.
16. Implementation of security mechanisms.
17. Bibliography
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 About e.Soft Technologies

e.Soft Technologies Limited is a software development and business process consulting company
providing business process re-engineering consultancy and services, enterprise solutions, ERP,
Engineering Services, e-business intelligence, data warehousing, ecommerce solutions and CAD
solutions.
e.Soft was incorporated with the prime objective of providing on-site and off-site professional
services specializing in system integration, application development, CAD and web services.

• MISSION

"To Make Technology More Useful for our Clients"

This is the mission for each and every e.Soft employee.

e. Soft deliver premium IT services, CAD services and software solutions that clearly execute the strategic
business objectives of their clients and want to be the technology partner that empowers businesses to
succeed.

e. Soft accurately reflect your business vision through IT implementations. e. Soft Technologies was initially
formed to leverage experience solving complex IT issues. Designing, developing and delivering solid
solutions has become our forte. Custom application development, web solutions, Business Intelligence
software, ecommerce and CAD are our specialties. Today it continue with the same methodology helping
our commercial and government customers to achieve their strategic IT goals.

Larger IT issues center around integration using multiple technologies. For companies attempting to
integrate systems or move its back office to the forefront, they have consistently delivered desired
outcomes. Successful business strategy execution begins with a clear understanding of fundamental goals
for use of technology. e.Soft can move your company through the analysis phase and help you to clearly
define your requirements before investing in the more costly development phases. The resulting solution
will accurately reflect your vision.

At the end of the day " We will Make Technology More Useful to you achieving Your Business
Goals"
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 Introduction

The Human resource management includes the processes required to coordinate the human resources on
a project. Such processes include those needed to plan, obtain, orient, assign and release staff over the life
of the project.

The Human resource management is an essential factor of any successful business. The competitive
environment of the next millennium with its economic and technological challenges, will affect the HR
department in the same way it will all other areas of an enterprise.

The HR modules of most ERP system have a set of rich features and will Integrate seamlessly with other
modules and are thus invaluable aids in improving productivity.They offer company wide solutions for
HR departments and make it possible for other departments to access specific employee data.

The Human resource management system has to be adaptable to company specific requirements, and
should constantly grow with increasing HR requirements. It should cover all the functions required in
business practices. It should be flexible enough to allow you to optimize your business processes by
tailoring the ERP solution to suit your organization‘s need.

Competition in today’s age has a new face-Agility. Companies need to act and react faster to a rapidly
changing business environment. Smart Information Management is the key to the company’s growth. The
human resource segment of a company has always found itself constrained may be because each
functional area is working in isolation with other and causes confusion and other adverse effects on growth
and development of the organization.

The HR Management System is an enterprise wide single application consists of solutions for all functional
areas of an HR enterprise.

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 Objective

 The main objective to develop the project is to make the HRM system simple, easy and increase the
productivity of the Managers in taking decisions because all the information is available in the
organized form.

 This software provides a user-friendly interface for the user and it reduces the data redundancy.
Centralized information is available which can be accessed by number of users.

 The other objective of software project planning is to provide a framework that enables the manager
to make reasonable estimates of resources and schedule.

 Improved Processing speed: The inherent speed, with which computers process information is one
reason why organization seeks the development of the system projects.

 Faster Retrieval of information Locating and retrieving information from storage. The ability in
conducting complex searches.

 Greater accuracy and consistency: Carrying out computing steps, including arithmetic, correctly and
consistently.

 Better Security: Safeguarding sensitive and important information in form that is accessible only to
authorized person.
 Enhanced Communication: Speeding the flow of information and messages between remote
locations as well as with in offices. This includes the transmission of documents within offices.

 Integration of business areas: Coordinating business activities taking place in separate areas of an
organization though capture and distribution of information.

 Monitor Cost: Tracking the performance of employees and overhead is essential to determine
whether a firm is performing in line with expectations within budget.

 Reduce Cost Using computing capability to process at a lower cost than possible with other
methods, while maintaining accuracy and performance level.

Project Category

Internet (Web Designing) including RDBMS

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The project is based on client server architecture .In client server architecture the interface for user is
created in any programming language (Front end) and the database where data is stored is called back
end .User interface is treated as client to which user request for data and user interface sends the user
request to server or database and then server returns the data required by the client program manipulation.

RDBMS provides a set-oriented database language. For most RDBMS, this set-oriented database
language is SQL. All information in a relational database (including table and column names) is
represented explicitly as values in tables. Every value in a relational database is guaranteed to be
accessible by using a combination of the table name, primary key value, and column name. All views that
are theoretically updatable can be updated through the system.
 Problem Statement

 At present the system is not computerized, the whole procedure is very time consuming.

 All work including data entry to report generation is done manually.

 A fair amount of errors are encountered during computation and maintaining detail of
employees.

 For viewing even minute data one has to search a huge archival of data.

 For generating report based on employees, various information related to individual is to be

considered which is very difficult in manual system.

 The main problem is with security of data and redundancy.

 Company’s strength is increasing day by day so there is need of some system which is
capable to keep large databases, security of data, multi-user support.

Problem Definition

The different ERP systems offer many different subsystems under the HR umbrella. Listed below
are some of most common subsystems. The idea is not to be comprehensive but to give an idea about the
options available. The various subsystems under the HR module are:
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 Personnel Management.

 Organizational Management.

 Payroll Accounting.

 Time Management.

 Personnel Development.
 Tools/Platforms & Software

Platform(OS) :- Windows 2000 Professional/200 Server/XP Professional.

Tool :- ASP.Net 2005 USING C#.

Database :- SQL Server 2005.

BASIC SYSTEM REQUIREMENTS

There are three types of system requirements for the proposed system:-
 Hardware Requirements.
 Software Requirements.
 Man Power.

Hardware Requirements :-
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o Pentium III processor or higher 1.6 GHZ

o 256 MB RAM.

o 512 MB RAM (RECOMMANDED).

o 40 GB HDD.

o 52X CDROM .

o Color monitor, mouse, and keyboard.

.

Software Requirements :-
o WINDOWS 2000 Prof./2000 Server/ XP.
o RDBMS MS SQL Server 2005.
o ASP.Net 2005 using C#.

Man Power :-
o System Administrator.

o Well-Qualified Computer Operator.

Web-space Requirement : ASP.NET 3.5 ,SQL SERVER 2005

Requirement Specifications

 The Login box should appear when the system is invoked.

 The screen available for browsing should be based on the login condition.

 Administrator can create the user of the system.

 The Administrator can allocate the task of approval of Employees.

 Administrator sends Feedback regarding the CVs.

 Administrator can see all activities requested by the Employees and other sources.

 Administrator has the right to conduct Exam for Recruitment.

Proposed System
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 Automate the existing manual system.

 Online registration of employees.

 Quick and fast communication.

  Tracking of status of employees is easy.

 Notify the employees about the updates and schemes.

 Financial position of the company can be easily determined.

 Reports can be customized.

 The users can upload their profile.

Analysis

Data Flow Diagram:

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CANDIDATE DEPARTEMENT

Job detail Job request

Select
candidate
HUMAN list
RESOURCE
CV MANAGEMEN
T

SYSTEM
Employee
profile

Candidate Selected
list list Reports

HR MANAGER
Salary
structures

0-Level DFD
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 DEPARTEMENT HR MANAGER
Selected
candidate
Information s list
Job request
about
rerequest
selected Vacancy
candidates details
Interview
details
CV Entry
RECRUITME Written
NT exam
PROCESS1.1 details
Candidate
details

Written
Advertisement
Exam 1.1 details
Marks
Job
Written Marks Advertise

Job
details Send
application

Information about CANDIDATE

selection

1-Level for Recruitment process

 DEPARTEMENT HR MANAGER

Employee Employee
profile details

emp transfer
emp official Transfer
details

Employee official Training

information details
EMPLOYEE
REGISTRATIO
Employee N PROCESS1.2 emp training
personal
information Qualification
details

emp qual
emp master
Employee’s
experience Family
details

emp experience emp family

1-Level DFD for Employee Module

 Salary
structure
Allowance details Payroll
details
Process
1.3

Allowance master Salary formula

Salary formula Allowance details

HR MANAGER

1-Level DFD for Payroll Module

Last_dat
e
Req_date Job_code
Dept_code
Specification

Req_cod advertise
Recruitment_ Details Job_Advertise
e d
 take
Description
s Emp_cod
Total_ has Emp_nam
e
vacancy e
Interview_dat Employee
e

Interview_ Details Dept_cod

Job_code e
has

Designation_cod
CV_code e

Human Resource
Candidate_cod
Management System
e

transferre
h
d
as
Basic_pay

Pay_details Transfer_dat
e Emp_tranfer
Deduction

Emp_code Bonus
Transfer_from
Transfer_typ
e

Transfer_to
Emp_code
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ER Diagram
 Complete Structure

NUMBER OF MODULES AND THEIR DESCRIPTION

Application is divided in four modules. They are listed as below:

 Recruitment Module
 Employee Module.
 Payroll Module
 Salary Module
 Leave Module
 Training Module
 Annual Appraisal Module

Master Database module contains five options:--

1. Country
2. State
3. City
4. Department
5. Designation
6. Grade

Access to master database is provided to only administrator.

• Country

This module provide an interface to the administrator through which administrator can Add, Update, Delete
the records of the Country Database.

1. Country Code(In text box, auto generated)

2. country Name(In Text box)

From here administrator can change the details as well as delete the record of that country. Proper
validations and checks are provided for entered data.

• State

This module provide an interface to administrator the through which user can Add, Update, Delete the
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records of the State Database. The existing country names are displayed in a combo; administrator can
select a country from here and can enter the state name for that country. He can also see the existing
records.

1. Country Name (In combo box)

2. State Code (In text box, auto generated)

3. State Name (In Text box)

From here administrator can change the details as well as delete the record of that state. Proper validations
and checks are provided for entered data.
 • City

This module provide an interface to administrator the through which user can Add, Update, Delete the
records of the City Database. The existing country names are displayed in a combo; then states according
to selected country are displayed. Administrator can select a country from here and then state and can
enter the city name for that record. He can also see the existing records.

1. Country Name (In combo box)

2. State Name (In combo box)

3. City Code (In text box, auto generated)

4. City Name (In Text box)

From here administrator can change the details as well as delete the record of that city. Proper validations
and checks are provided for entered data.

• Country

This module provide an interface to the administrator, through which administrator can Add, Update, Delete
the records of the Department Database.

1. Department Code (In text box, auto generated)

2. Department Name (In Text box)

From here administrator can change the details as well as delete the record of that department. Proper
validations and checks are provided for entered data.

• Designation

This module provide an interface to administrator the through which user can Add, Update, Delete the
records of the Designation Database. The existing country names are displayed in a combo; administrator
can select a country from here and can enter the state name for that country. He can also see the existing
records.

1. Department Name (In combo box)

2. Designation Code (In text box, auto generated)

3. Designation Name (In Text box)

From here administrator can change the details as well as delete the record of that state. Proper validations
and checks are provided for entered data.
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• Grade

This module provide an interface to the administrator through which administrator can Add, Update, Delete
the records of the Grade Database.

1. Grade Code (In text box, auto generated)

2. Grade Name (In Text box)

From here administrator can change the details as well as delete the record of that grade. Proper
validations and checks are provided for entered data.
Recruitment Module contains following parts:--

• Received request from particular deptt.

• Job Opening
o Job Identification
o Job Advertising
Candidate Details
Candidate Entry
Candidate Shortlist
Written Exam Details
Written Marks
Short listed Candidates
. Interview
Interview Details
Selected Candidates

Job Opening

This module contains two parts:

o Job Identification

This part identifies the vacancies for different designations in different departments. Here user can enter
the details and also update, find and delete the records. The existing department names are displayed in
combo and with respect to selected department, designation names are displayed in a combo. User can
update and retrieve the information as well as can also delete any selected record.

o Job Advertising

This part is used to fill the details for advertising the identified job. In this part advertising details are
filled according the job code. User can update and retrieve the information as well as can also delete any
selected record.

• Candidate Details

This module contains two parts:

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o Candidate Entry

This part is used to fill some important details of the candidates and stores the path where candidate’s
CV is stored. CV path can be stored in CV path text box by clicking the browse button.

o Candidate Shortlist

This part shows the details of candidates, according to a job code in a listview. By checking a particular
CV code and clicking show detail CV, user can see the detail CV of that particular candidate. Mail can
also be send to checked candidate. By checking a row in listview and clicking the sent mail button, mail
sending form is opened and in TO field, that candidate’s mail id is automatically placed.
 • Written Exam Details

o Written Marks

This part stores all the details of written exam. Marks of each candidate are stored here for further
processing. These details can be seen by user at any time.

o Short listed Candidates

This part shows the selected candidates details according to job code. By selecting job code in a
combo, all candidates, who are selected in written exam according to criteria, their details are displayed in
al list. A mail can be sent to notify them about their selection for interview round.

• Interview

o Interview Details

This part is used to store all the information of the interview round. All information of a particular
candidate can be stored here and also can be retrieved after.

o Selected Candidates

This part shows the list of finally selected candidates. Mail can be sent to all the candidates about their
selection and about other information.

• Employee Module contains three parts:

o Employee Profile
o Employee Training
o Employee Transfer

• Employee Profile

This is used to store all the details of company’s employees. In this employee’s personal, official,
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experience, qualification and family details are stored and all details of a particular employee can be
retrieved, updated or deleted. Each employee has a unique emp code. If an employee’s personal
information will be deleted, all other information related to him will be deleted so that no duplication of
data will be there.

• Employee Training

When a person joins the company as a employee, company give him/her training. All information
related to the training of employees can be maintained in this module.

• Employee Transfer
 Employee’s transfer details are stored here. As user select a emp code from a combo, all details such
as employee name, department, designation, grade are displayed in text boxes. New department,
designation and grade can be selected through combos. It can also be stored whether it is a promotion
or a simple transfer. This information can be retrieved, updated and deleted.

• Payroll Module contains three sections:

o Allowance Details
o Allowance Values
o Salary Structure
• Allowance Details

This part is used for all the allowance related details that are given by company to its employees.

• Allowance Values
This part is used for the information related to allowance values. Here all details of the values
of the allowance are stored according to the department and designation. Particular information
can be seen in listview by clicking the add button.
• Salary Structure
This is used for determining the salary structure of a designation according to department.

Data Structure

• Country master

Field Name Type Constraints Description

country_code Varchar(10) Primary Key Autogenerated

country_name Varchar(30) Not null

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• State_master

Field Name Type Constraints Description

state_code Varchar(10) Primary Key Autogenerated

state_name Varchar(30) Not null

• city_master

Field Name Type Constraints Description

city_code Varchar(10) Primary Key Autogenerated

city_name Varchar(30) Not null

• dept_master

Field Name Type Constraints Description

dept_code Varchar(10) Primary Key Autogenerated

dept_name Varchar(30) Not null

• desg _master

Field Name Type Constraints Description

desg_code Varchar(10) Primary Key Autogenerated

desg_name Varchar(30) Not null

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• grade

Field Name Type Constraints Description

grade_code Varchar(10) Primary Key Autogenerated

grade_name Varchar(30) Not null

• recr_master(Recruitment related Information)

Field Name Type Constraints Description

req_code Varchar(10) Primary Key Autogenerated

dept_code Varchar(10) References

dept_master

desg_code Varchar(10) References

desg_master

total_vacancies Int(4)

req_date Datetime(8)

remarks Varchar(50)

Priority Varchar(10)

• job_advertise

Field Name Type Constraints Description

job_code Varchar(10) References

recr_master
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specification Varchar(50)

description Varchar(50)

last_date Datetime(8)
• cv_entry

Field Name Type Constraints Description

cv_code Varchar(10) Primary Key Autogenerated

job_code Varchar(10) References

recr_master

cand_name Varchar(50) References

desg_master

address Varchar(50)

date_of_bitrh Datetime(8)

contact Varchar(20)

email_id Varchar(30)

qualification Varchar(50)

skills Varchar(50)

cv_path Varchar(50) Not Null

selected Varchar(10)

sent_mail Varchar10)
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• written_marks

Field Name Type Constraints Description

cv_code Varchar(10) References cv_entry

job_code Varchar(10) References

recr_master

written_date Datetime(8)

technical_paper Int(4)

general_marks Int(4)

gmax_marks Int(4)

paper1_marks Int(4)

paper2_marks Int(4)

grand_toatal Int(4)

totalmax_marks Int(4)

g_percent Numeric

total_percent Numeric

selected Varchar(10)
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sent mail Varchar(10)

• interview_detail

Field Name Type Constraints Description

job_code Varchar(10) References
recr_master

cv_code Varchar(10) References cv_entry

interview_date Datetime(8)

no_of_interviewers Int(4)

Int_1 Varchar(50)

Int_2 Varchar(50)

Int_3 Varchar(50)

Int_4 Varchar(50)

comm._skills Varchar(10)

tech_skills Varchar(10)

• emp_transfer

Field Name Type Constraints Description

emp_code Varchar(10) References

emp_master

transfer_no Varchar(10) Primary Key

deptcode_from Varchar(10)

deptcode_to Varchar(10)
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desg_from Varchar(10)

pre_grade Varchar(10)

new_grade Varchar(10)

transfer_date Datetime(8)
transfer_type Varchar(10)

List of Reports to be Generated

 List of Employees in an Organization.

 Allowance Report paid to Employees.

 Recruitment Report.

 Report of CVs.

 Report of selected Candidates.

 Department wise List Generation.

 Reports of Training.

 Report of Transfer of Employees.

Future Scope and Further Enhancement of the Project

The project Human Resource Management System is flexible enough to meet the
requirements of the Organization. This project will help in enhancing the knowledge and alleviating the
skills in the field of software development by adding up hands on experience in the same for anyone. This
software not only increases the efficiency of the working but also attains maximum user requirement by
providing them suitable service.

The most important aspect of any organization is how quickly and accurately one can get up-to-
date information from one place.
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Implementation of Security Mechanisms

Security features are implemented. No unauthorized access to the package as the security is
implemented through login and passwords. Only authorized person can view web pages and can
access/modify the data store in database. The far most security is provided by the database itself being
implemented. It installs with a much higher level of security. In this system there are two types of user
General user and administrator type user and different types of permissions are given to them according to
their rights. The Backup and Restore components allow creating a copy of database for protection of data.
This copy is stored protected from the potential failures of the server, the instance of the database server. If
any problem occurs the backup copy is used to recreate or restore the database.

BIBLIOGRAPHY

 www.humanresource.com.

 An integrated approach to software engineering, by Pankaj Jalote, Narosa publishing

house.

 System analysis & design, by Elias M. Ewad,Galotia publication.

 Database system concepts, by Korth.

 Fundamentals of database systems, 3rd edition, by Elmasri & Navathe.

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