Contents

INTRODUCTION....................................................................................................1
BACKGROUND.............................................................................................................................................1

PURPOSE OF THE PROJECT...............................................................................................................1

SCOPE.............................................................................................................................................................1

OBJECTIVE OF THE SYSTEM..................................................................................................................3

METHODOLOGY.........................................................................................................................................3

CHAPTER TWO.....................................................................................................3

THE EXISTING SYSTEM.......................................................................................3

OVERVIEW.............................................................................................................3
PROBLEMS IN THE EXISTING SYSTEM...............................................................................................4

NEW OPPORTUNITIES..............................................................................................................................4

FUNCTIONAL REQUIREMENT................................................................................................................4

NON FUNCTIONAL REQUIRMENT........................................................................................................4

CHAPTER THREE.................................................................................................5

THE PROPOSED SYSTEM...................................................................................5

OVERVIEW...................................................................................................................................................5

FEATURES OF THE ROPOSED SYSTEM...............................................................................................5

VISIBILITY ANALYSIS...............................................................................................................................5
BUDJET......................................................................................................................................................5
SCHEDULE...............................................................................................................................................6

CHAPTER 4............................................................................................................6

DATABASE DESIGN.............................................................................................6
CONCEPTUAL DATABASE DESIGN FOR NEW SYSTEM..................................................................6
ENTITY IDENTIFICATION and DESCRIPTION...............................................................................6

Project Proposal Document winter 2009

 ENTITY ATTRIBUTE IDENTIFICATION and DESCRIPTION......................................................6
RELATIONSHIP IDENTIFICATION and DESCRIPTION..............................................................7
REFINED ER DIAGRAM.......................................................................................................................8

LOGICAL DATABASE DESIGN OF THE NEW SYSTEM....................................................................9

ER TO TABLE MAPPING......................................................................................................................9

CHAPTER FIVE....................................................................................................14

IMPLEMENTATION AND SUPPORT..................................................................14

USER TRAINING........................................................................................................................................14

USER MANUAL..........................................................................................................................................14

CHAPTER SIX......................................................................................................14
ANNEX..........................................................................................................................................................14

CHAPTER ONE
INTRODUCTION

BACKGROUND

HILCOE is a specialized Computer Science and Technology college and has always
placed great emphasis on delivering high quality education and producing graduates with
a good practical knowledge of computing a wide variety of areas. The college currently
runs B.Sc. Degree and Postgraduate Diploma Programmes in Computer Science and has
so are (from August 1997 to August 2007) graduated more than 1500 students from the
two Programmes.
HILCOE, in the ten years of excellence in ICT Education Research & Development has
earned for producing high quality to apply their knowledge to practical situation.
HILCOE bases its campus in the two most ideal places of Addis , PIASSA and ATLAS
which are administered by HILCOE Administrative staffs .

Project Proposal Document winter 2009

PURPOSE OF THE PROJECT
The purpose of Dallol Human Resource Management System (DHRMS) is to convert the
FILE based system that the college used for an administration purpose to a DATABASE
System which is more integrated system.

SCOPE
The scope of Dallol IT and Business College HRMS Project includes:
 The Procurement of an Employee Processes
 The recruitment System
 The Promotion System
 The Scheduling Processes
 Training and Development

OBJECTIVE OF THE SYSTEM

The objectives of the Dallol IT and Business College HRMS are:
 To create integrated Human Resource Management system
 To make the system available for the administrative staffs
 To share the files among the staffs other than administrative in a secured way
 To keep the consistency of data

METHODOLOGY
The methodologies that we were using for Dallol IT and Business College HRMS are:
Interview the administrative staffs
Observation
Reading the Dallol IT and Business College profile on the library
Questionnaires

CHAPTER TWO
THE EXISTING SYSTEM

Project Proposal Document winter 2009

 OVERVIEW
Dallol IT and Business College Human Resource Management Department has 3
different staffs.
Administrative Staff -which is composed of 11 employees responsible for
administration.
Academic Staff - enrolls 18 employees working as full time and 5 employees as
part time instructors.
Support Staff -6 employees working on libraries and support Services.
The Administrative Staff of the college is responsible for managing the overall activities
of the college as well as the academics. Human resource management (Administrative
Staff ) works on a FILE which is known as Employees information centered at the
general Manager office.
The Academic Staff and the Support Staff retrieve Employees information through the
General Manager of the Administrative Staff.

PROBLEMS IN THE EXISTING SYSTEM

The problems of the existing system are as follows:
 The system is not centralized
 There is duplication of data which wastes a physical space
 Updating the staffs profile is tiresome because here is no data sharing
 The file is not available for all staffs and the concerned body as quickly as needed

NEW OPPORTUNITIES
The motivation to design the Dallol IT and Business College HRMS Database is:
It is an assignment given by our Instructor as a course project of the course DATABASE
MANAGEMENT SYSTEM.

FUNCTIONAL REQUIREMENT
The functional requirement that we have in Dallol IT and Business College HRMS are:
Recruitment: - is the process of finding candidates for a post in an organization
Procurement: - is the process of purchasing different materials for the college

Project Proposal Document winter 2009

 Evaluation: - Evaluate the instructors as well as the support staffs
Promotion: - Managing the promotion according to a certain criteria
Training and development: - Identify and arrange trainings for staffs whenever it is
required

NON FUNCTIONAL REQUIRMENT

The non-functional requirements that we address are:
Interactive User Interface: - to make it user friendly
Documentation: - Filing all the documents
Security issues: Backup

CHAPTER THREE
THE PROPOSED SYSTEM

OVERVIEW
The new Dallol IT and Business College HRMS system has working on the centralized
DB system to provide the required information for each staffs according to their access
privilege whenever it is requested.
The new Dallol IT and Business College HRMS is designed to solve the problems on the
existing system by:
Making the system centralized and the share the files
Reduce duplication of data and consume resources
Making any change on the data is became a very simple task
Data availability will be achieved

FEATURES OF THE ROPOSED SYSTEM

Some of the features of the proposed system are:
 Having a characteristic of Data Centralization

Project Proposal Document winter 2009

  Having Data Integration
 Secured System
 Allows data sharing between the staffs

FEASIBILITY ANALYSIS
BUDJET
For the Dallol IT and Business College HRMS project we allocate the following amount
of material cost:

No Description Price Total

1 Desktop computer 10,000.00 10,000.00
2 Laptop Computer 15,000.00 15,000.00
3 Sql server 2005 disk 50.00 50.00
Total 25,050.00 Eth Birr

SCHEDULE

PROJECT PHASE PROJECT START DATE PROJECT END DATE

Phase 1 Oct 10,2009 Oct 15,2009
Phase 2 Oct 28, 2009 Nov 28, 2009
Phase 3 Dec 02,2009 Dec 12,2009
Phase 4 Dec 20,2009 Dec 27,2009
Project Submission Jan 1,2009

CHAPTER 4
DATABASE DESIGN

CONCEPTUAL DATABASE DESIGN FOR NEW SYSTEM

ENTITY IDENTIFICATION and DESCRIPTION

Project Proposal Document winter 2009

Dallol IT and Business College HRMS contains the following Entities:
1. Employee: Employees are the actors of the system which have of different
Characteristics(Attributes)
2. Staff(Departments): we have three staffs in the college. That are the
ADMINISTRATIVE(General manager, academic manager, Registrar,…)
STAFF ,the ACADAMIC(All part time and full time Instructors)S TAFF and
SUPPORT(the secretaries, librarian, guards…)STAFFS.

ENTITY ATTRIBUTE IDENTIFICATION and DESCRIPTION

For the above entities they do have the following attributes:

ENTITY CORRESPONDING ATTRIBUTES

Employee EID
First Name
Father Name
Grand Father Name
Sex
Date Of Birth
Age
Qualification
Title
Salary
EmpTel
Address
Date Of Employment
Staff SID
Name
StaffTel
Location

RELATIONSHIP IDENTIFICATION and DESCRIPTION

Project Proposal Document winter 2009

We have two important relationships in our system i.e
1. ENROLS: this relation exists between an Employee and Staff with
An Employee ENROLS with a Staff
It has a one to many relationships between staff and an Employee i.e
One Staff can have a number of Employees but one Employee can Enroll in only one
Staff.
The multiplicity constraint of this relationship is:
One-to-many
2. MANAGES: this one is also between an Employee and Staff with
An Employee MANAGES a Staff
It has a one to one relationship between an Employee and Staff i.e
One Staff can be managed by only one Employee and one Employee can manage only
one Staff.

REFINED ER DIAGRAM

Project Proposal Document winter 2009

 LOGICAL DATABASE DESIGN OF THE NEW SYSTEM
ER TO TABLE MAPPING

EMPLOYEE TABLE
EID Fn Ln Gfn DOB SEX TITLE Qual Wereda Keble H.No D.OF.Emp ESID

Project Proposal Document winter 2009

 DOB Age

Where ESID Is: An Employee Enrolls in the staff

CHEKING NORMALIZATION

The table is in 1NF b/c:

Every cell is single valued
Value of columns are of the same type
Each tuples are unique(i.e. EID is PK)

Since the pk is only EID

It is in its 2NF
Since no none-pk attribute transitive dependency on the pk EID
It is it’s in 3NF

Department (staff) Table

SID SName Location

It is in its 1NF
It is in its 2NF
It is in its 3NF

SALARIED EMPLOYEE TABLE

EmpID Salary Penssion

It is in its 1NF
It is in its 2NF
It is in its 3NF

Project Proposal Document winter 2009

 PARTIEMER EMPLOYEE TABLE

EmpID NO OF HRS Rate Total Pay

It is in its 1NF
It is in its 2NF
It is in its 3NF

EMP TEL TABLE

EmpID TEL

It is in its 1NF
It is in its 2NF
It is in its 3NF

STAFF Tel TABLE

SID TEL

It is in its 1NF
It is in its 2NF
It is in its 3NF

VALIDATE MODEL USING NORMALIZATION

FIRST NORMAL FORM(1NF)

EID F Ln G DOB S A Title DOF Sala Passi rat Qu No ke H.no SI Sna loc
n fn ex ge Emp r on e al . b D me
of.
Hr
s
H01 a aa aa 3/5/1 F 2 Regi 0911 200 Null nul Bs nul 02 Adm 0 Ad atl

Project Proposal Document winter 2009

 a 985 5 1230 0 l c l in 2 min as
25
H01 a aa aa 3/5/1 m 3 Regs 0112 200 500 nul Bs nul 02 Adm 0 Ad atl
a 985 0 7272 0 l c l in 2 min as
52
H02 b bb b 5/7/1 m 2 Inst 0115 300 null nul Ms nul 01 Aca 0 Aca atl
b 984 8 5250 0 l c l da 1 da as
b 15
H02 b bb b 5/7/1 m 2 Inst 0912 300 null nul Ms nul 01 Aca 0 Aca atl
b 984 8 34 0 l c l da 1 da as
b
H03 c cc cc 20/10 F 2 lib 011.. 100 null nul Di nul 03 Supp 0 Sup atl
c /1980 7 0 l p l 3 p as

H04 d dd d 1/2/1 M 2 Inst 0911 null null 60 Ms 60 01 Aca 0 Aca atl

d 979 9 .. c da 1 da as
d
H05 e ee ee 30/1/ F 2 secr 0913 100 null nul dip nul 03 supp 0 sup atl
e 1975 3 .. 0 l l 3 p as

From the above table every cell is single valued and have a unique identifier there for it is
In 1NF.

SECOND NORMAL FORM(2NFM): a table is in 2NF if

It is in 1NF

From the above table as we can see it is in 1NF

b|) all the none – pk attributes should be FFD on the pk
i.e.

EmpID →Fn,Ln,Gfn,Dob,salary,age,sex,no of hrs,rate,tot pay,Qual,DOE,Title

SID →Dname, Location
{EmpID, SID} →EMP Tel,Dep Tel

Employee table

EmpID Fn Ln Gfn Dob Salary Sex NO of hrs rate Qualificatio T. pay Title K.k Keb H.No D.of em
n .

It is in its 1NF
It is in its 2NF
It is in its 3NF

Project Proposal Document winter 2009

STAFF Table

SID SName Location

It is in its 1NF
It is in its 2NF
It is in its 3NF i.e.
SID →Dname
Dname →Location
Dname →DID this determines therefor violetes transitive dependency
Location →DID this is not determines

EMP TEL TABLE

EmpID TEL

It is in its 1NF
It is in its 2NF
It is in its 3NF

STAFF TEL TABLE

SID TEL

It is in its 1NF
It is in its 2NF
It is in its 3NF

Therefore the database is in NORMALIZED FORM

DATA DICTIONARY
In this part the data definition is included in the description column.
EMPLOYEES
Column Data definition Data type length Allow null
EmpID Employee identification Character 6 No
Fn Employee First Name Varchar 20 No
Ln Employee Last Name Varchar 20 No
Gfn Grand Father Name Varchar 20 No
Dob Date of Birth Date time 10 No
Salary Salary Float 4 Yes
Sex Sex Character 6 No

Project Proposal Document winter 2009

 NO of hrs Number of hours Integer 2 Yes
rate Rate Float 4 yes
Qualification Qualification Varchar 10 No
T. pay Total pay Float 4 Yes
Title Title Varchar 10 No
K.k. Kifle ketema Varchar 10 No
Keb Kebele Character 10 No
H.No House Number character 10 yes
overtime Employee extra Fee Float 2 yes

STAFF
Column Data definition Data type length Allow null
SID Staff identification Character 6 No
SName Staff Name Varchar 20 No
Location Area Varchar 20 No

EMPTEL
Column Data definition Data type length Allow null
EmpID Employee identification Character 6 No
TEL Employee Telephone Varchar 10 yes

STAFFTEL
Column Data definition Data type length Allow null
SID Staff identification Character 6 No
TEL Staff Telephone Varchar 10 yes

DoB
Column Data definition Data type length Allow null
DOB Employee Date of Birth date time 8 No
Age Employee Age integer 2 No

CHAPTER FIVE
IMPLEMENTATION and SUPPORT

Project Proposal Document winter 2009

USER TRAINING

The System Requires a basic knowledge about a Database Management System Software
in order to deploy the database and use the DHRMS.

USER MANUAL

Use the annex whenever you want description about the commands used in the database.

CHAPTER SIX

ANNEX

SQL Script for creating

DATABASE

CREATE database HilcoeHRMSDB

TABLES

TABLE 1: EMPLOYEES

Use HilcoeHRMSDB
Create table EMPLOYEES
(
EmpID varchar(6) primary key,
Fn varchar(20) not null,
Ln varchar(20) not null,
Gfn varchar not null,
DOB Datetime not null,
Salary float,
Sex char(6) not null
NO of hrs int ,
Rate float,
Qual varchar(10) not null,
T. pay float,
Title varchar(10) not null,
K.K varchar(10) not null,

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Keb char(10) not null,
H.No char(10),
Overtime float,
ESID char(6) foreign key references STAFF(SID)
)

TABLE 2: STAFF

Use HilcoeHRMSDB
Create table STAFF
(
SID char(6) primary key,
SName varchar(20) not null,
Location varchar(20) not null
)

TABLE 3: EMPTEL

Use HilcoeHRMSDB
Create table EMPTEL
(
EmpID char(6) ,
TEL varchar(10),
Constraint pk_EMPTEL primary key(EmpID,TEL)

TABLE 4: STAFFTEL

Use HilcoeHRMSDB

Create table STAFFTEL

(
SID char(6) ,
TEL varchar(10),
Constraint pk_STAFFTEL primary key(SID,TEL)
)

TABLE 5: Dob

Use HilcoeHRMSDB
Create table Dob
(
DOB varchar(10) ,
Age int,

Project Proposal Document winter 2009

Constraint pk_Dob primary key(DOB,Age)
)

Project Proposal Document winter 2009