Human Resource Management System: A case study
on an Information Management Design
Sanjay Jyoti Dutta Joydip Sarmah
Department of Computer Application Department of Computer Application
Jorhat Engineering College Jorhat Engineering College
Jorhat, Assam, India Jorhat, Assam, India
sanjaydutta012@gmail.com jdksarmah@gmail.com
Abstract—The Human Management System is a Java based
(J2EE) system which provides intranet automation of HR
software. The aim of the paper is based on a project that helps
the overall management of the employees, who work in a
company. The proposed system contains all the information
regarding employees in the company. The system is developed on
good interaction as well as communication facilities between the
HR administrator and the working employees.
Keywords— Company, Database, Human Resource Management
System, J2EE, Management,.
I. INTRODUCTION
Software planning always has a primary objective that
provides a framework which enables the IT manager for
making reasonable estimate of resources, cost and schedule.
Within a limited time period at the beginning of the software
project, these estimates are made and required to update
regularly. Before project begins, the software project planner
must predict three things:
● Time required for completion
● Requirement of effort
● Number of people needed
The following objectives are under this software project
planning. An important issue in HR Module is the decision for
assigning proper skilful hands for a project. The HR
administrator reports with the personal holding the necessary
skills required for the project assignment. Analysing the
employee’s skills are the prime important decision. Here we
proposed a system of HR module, which is meant to be the
right software for serving the needs of an organization with
respect to the utilization of skilful human resource [1]. The
system enables detail general information about the employees
along with qualification, certification, skills, contact details
and project details[2]. It enhances the HR manager in viewing,
adding, updating employees details and also generates various
reports regarding employee’s skill and experience that makes
the overall system more efficient and accurate changing from
management by hand to management by the computer [3].
Nelson R Varte
Department of Computer Application
Jorhat Engineering College
Jorhat, Assam, India
nelson.varte@gmail.com
II. HUMAN RESOURCE MANAGEMENT SYSTEM
A. HRMS model
The human resource management system model is shown
in Fig. 1.
HR
Fig. 1. HRMS Model
B. Proposed system modules:
[4]
The list of modules that are integrated with proposed system
are as below:
● Employee information module:
The employee information module gives the general
information along with qualification, certification, skill,
project information and contact for the HR administrator. The
projects are assigned to the employees in the basis of their
skills. All respective responses and mismanagements are
handled by the HR administrator.
● HR module
The HR module is responsible for managing the human
resources for all kinds of technical needs of the organization.
It handles employee’s details, viewing, adding and updating
information and generates various reports based on present
and previous project performances. The HR is responsible for
handling leave and grievance reports submitted by the
employees. The leave is sanctioned to the employees based on
the policies of the company. HR also handles feedbacks.
Based on the experience and several other criteria’s of the
employees, the HR provides appraisal to the employees. The the various parts of the software achieve the goal. It is done
HR also responsible for allotting new programmes, projects, very carefully because any error may affect the performance
supporting issues through email. of the system. The designing may take extra coding workload,
more processing time or more response time etc.
● Project Module
A web based application is developed for a company to
This module deals with details and schedule of projects to
maintain an accurate and up to date information for the
various departments of the company allotted by the HR
working employees, their skills, working projects etc.
administrator based on the project management specification
and technical skills of the employees. This module gives the A. Data flow diagram
information about the strength and weakness of employees. Hr
For accommodating the above requirement, first a data
has the primary role of adding new projects come to the
model is designed. A data flow diagram (DFD) is a pictorial
company and to create a team. Prior to allotment of the
definition of the movement of data among external entities, the
projects, HR first checks the status of the employee whether
processes and the data stores within a system. The model
he/she is free to allot. The projects team periodically send the
comprises of four types of symbols- process, dataflow,
feedbacks of the project updates to the HR. The HR take the
external entity and data store. The Fig. 2 shows the level1
responsibility of mailing different deadlines associated with
dataflow diagram for login process.
the project to the project team. A link is provided to each
project that displays the team members and the total working
days by each employees allotted for completion of the project.
● Training Module
The company provides various training programs to the
employees through the HR. The employees can view various
training programs and they can register themselves according
to their needs.
● Leave Management Module Fig. 2. Level 1 DFD for login process

The employees can apply for the leave through a provided The HR and the employees can access the HRMS database
interface. The company keeps some polices for granting the providing their username and password through login process.
leave for the working employees. It depends on the type of The level 2 dataflow diagram for HR administrator is shown in
leave and the number of days for which employees has already the Fig. 3 and for Employee is shown in the Fig. 4.
taken. As the leave application is submitted a leave ID is
generated automatically for the employee such that he or she
can check the leave status later. These leaves are send as a
report to the HR and HR has the authority to approve or
decline a leave.
● Grievance Handling Module
The employees can file for various grievance to the HR.
These grievances are send to the HR as a report via email. As
the grievance is submitted, a grievance ID is submitted for the
employee such that the status can be checked later. The
Employees can remind back the HR if the submitted grievance
is not handled within a specific time period.
● Increment Details Module
Based on company’s policies, an employee can get
different increments or bonus depending upon their working
experiences. These increments are also look up by the HR.
The HR provide the increments to the employees in the
company.

III. METHODOLOGY Fig 3: level 2 DFD for HR administrator

The most important phase of software development is the

designing that requires a well-defined planning and thinking
for the system designer. Designing a software is the plan how
 Fig. 4. Level 2 DFD for Employee
B. Identifying Entity Relationships
[5]
Entity Relationship (ER) model is an essential and a
popular high level conceptual data model. It consists of
various entities and their relationships. This model helps us to
design the database in a proper way. An entity in the database
system is a distinguishable object that is to be represented in
the database. An entity can have various characteristics,
known as attributes.
The ER diagram for our proposed model is given in the
Fig.5. The entities in an entity relationship diagram are
represented by a rectangle and the relation between them are
represented by the diamonds. The frequency of a relationship
between two entities is the cardinality. The various types of
cardinality are
· one to one (1:1), every record in entity X matches exactly
one record in entity Y and every record in Y matches exactly
one record in X,
· one to many (1: N), every record in X matches zero or more
records in Y and every record in Y matches exactly one record
in X, and
· many to many (M: N), every record in X matches zero or
more records in Y and every record in Y matches zero or more
records in X.
Fig. 5. E-R Diagram for HRMS
IV. SYSTEM DESIGN
The most challenging part of developing an
information system is the system design. It is a highly creative
process and requires a substantial amount of knowledge and
creativity on part of the system analyst. The main concern of
system design deals with the coordination of activity, job
procedures and equipment utilization in order to achieve
organizational objectives. It can be facilitated by following:
● Existence of a strong problem definition
● Pictorial description on existing system
● The area having general background
information
● Good understanding of the current system
and a set of requirements to develop.
A. J2EE- An overview
[6]
Java is not just an object oriented programming
language, it is a cool way to provide interactivity on web
pages in server side development platform. J2EE or Java 2
Enterprise Edition[7] allows Java developers for creating
powerful enterprise applications. Unlike other competing
platform as Microsoft .NET, J2EE is a specification rather
than call it as a product. The platform is implemented by some
application server vendors and products as BEA, iPlanet, IBM,
ATG, Silver Stream, JBOSS etc.
J2EE is the ongoing standard for producing scalable,
highly available and secure enterprise applications. The
standard defines that services is provided by the servers which
support J2EE. The server provides J2EE containers, where the
J2EE components run. Some definite set of services are
provided to the components by the containers. The enterprise
vendors can produce J2EE application server from the
definition provided by the J2EE specification where J2EE
compliant applications can be deployed.
B. J2EE Components and containers
[8]
J2EE specifies a compliant J2EE application server that
provide a definite set of containers for J2EE components.
Container supplies a runtime environment for the components.
Java 2 Platform Standard Edition (J2SE) is available in each
container. In J2EE, Application programming Interfaces
(APIs) are available for providing communication between
components. The J2EE component has the following
containers
● Applet container
● Application client container
● Web container
● EJB container
On a J2EE server, two types of components are deployed,
managed and executed.
Web components- The web component interacts with a
web based client, for example the web browser. In J2EE there,
there are two types of web components, Servlet component
and Java Server Pages (JSP) component. Both the components
are used to present data to the user.
EJB components- There are three types of Enterprise Java
Bean (EJB) components:
Entity beans, Session beans and Message driven beans. The
overall relationship between different components and
containers in J2EE environment is shown in the Fig. 6.
● Data access and persistence- The Java Database
Connection API (JDBC) provides the data access. The
API works both at the application level to interface with
database and also service providers who built drivers for
specific database.
● Legacy connectivity- J2EE support is provided by the
Java Connector Architecture (JCA) in Integrating
Enterprise Information Servers and legacy systems for
example mainframe transaction processing and Enterprise
Resource Planning (ERP) system.
● Security- security is very important and built into J2EE
model. APIs, like Java Authentication and Authorization
service (JAAS) accommodate the J2EE enterprise
application that makes a strong authentication and
authorization security checks.
● XML support- The JAXP API supports simple API for
XML documents (SAX), the parsing of XML documents
using document Object Model (DOM) as well as
extensible stylesheet language transformations (XSLT).
● Transactions- The J2EE server provides transaction
services for its components. The container or the
application specifies the boundaries of transaction.
● Messaging and email- The Java Message Service (JMS)
enables the components for sending or receiving
asynchronous messages. Internet mails are enabled by the
JavaMail API to be send by components as well as
provides functionality to retrieve email. JavaMail uses the
JavaBeans Activation Framework (JAF) to support
various MIME type.
D. JDBC- An overview
The Java Database Connectivity is an Application Program
Interface (API), which is used to connect the java application
with the database such as oracle, MySQL, MS access etc. It
helps java programs to execute SQL statements and retrieve
results from database. The JDBC architectural diagram is
shown in the Fig. 7.

Fig. 6. J2EE logical architecture

C. J2EE standard services
The containers have different each type of components
with some definite set of services as follows:
● Connectivity- Containers support connectivity to
application clients and to other components. To distribute
objects through the Java Remote Method Invocation
(RMI) and COBRA (implemented by Java IDL package
and RMI over IIOP) requires one form of connectivity.
The internet connectivity is provided both through
Hypertext Transfer Protocol (HTTP) and Hyper Text
Transfer Protocol Secure (HTTPS).
● Directory services- To provide naming services, the J2EE
server are required where components are registered and
discovered. A way of accessing these services are
provided by the Java naming and directory interfaces Fig. 7. JDBC architecture
(JNDI).
The JDBC API provides the following commonly used Standards Institute) version of SQL. The meaning of client
interfaces and classes. server is that Oracle9i is designed to store data in central
location (the server) and deliver the data on demand to
● DriverManager- DriverManager is used to manages the list
numerous other locations (the clients) Data are exchanged
of database drivers. Using communication sub protocol, it
between applications by importing and exporting to a common
matches the connection requests from the java application
format. For Oracle, importing data from text files, database
with the relevant database driver.
and spreadsheets. The Data Transformation Services (DTS)
● Driver- It manages the communications with the database
makes easier to import, export and transform heterogeneous
server.
data not only for oracle server, but also between two OLEDB
● Connection- It handles connection to the specific database.
compatible data sources. The data can be text or database files,
● Statement- This interface is used to submit SQL statements
may be in relational or non-relational from the desktop, from
to the database.
the server or from different servers.
● ResultSet- After executing a SQL query using statement
objects, the ResultSet holds the dada retrieve from a ● Database tables of HR admin and employee
database. The database tables for HR Admin and employee are shown in
● SQLException- It handles the errors occur in the database Table I and Table II respectively.
application.
E. Establish JDBC database connection Table I. HR Admin table
[9]
There are two steps establishing the connection with the S. No. Column Data type Description Remark
database. name
1 User Varchar2(10) User name Primary
1) Loading Driver:
name key
Two steps are required to load the JDBC driver: First loading 2 Pwd Varchar2(10) Password
the class and registering it with the DriverManager. When the
driver is load by name, using the static Class.forName()
method, then the driver during initialization is registered itself Table II. Employee table
with the DriverManager.
S. Column Data type Description Remarks
The code is DriverManager.registerDriver No. Name
(new oracle.jdbc.OracleDriver());
3 Emp Id Number (15) Employee Id Primary
2) Create the connections key
The DriverManager is responsible for the connection. The 4 EmpPassword Varchar2(20) Employee
code is Connection conn password
=DriverManager.getConnection("jdbc:oracle:thin:@<host>:<p
5 Dob Varchar2(20) Date of birth
ort>:<sid>");
Here, host is the database server, port is default port and sid is 6 Address Varchar2(200) Address of
database system identifier. the employee
3) Create a statement
7 Email Varchar2(30) Email id of
The JDBCStatement, PreparedStatement and the employee
CallableStatement define a method for sending sql command
to access the database. The statement is 8 Phone No Number (15) phone
Statement st = con.createStatement(); number
Here con is the Connection interface. 9 Qualif Varchar2(20) Qualification
4) Execute the query
Several types of sql queries are as follows 10 DNo Number (5) Department
- Query for inserting / updating table in a database. Number
- Query for retrieving data. 11 Sal Number (7) Salary
The Statement interface with executeQuery() method is used
for executing queries of retrieving values from the database. 12 Exp Number (3) Experience

13 Desg Varchar2 (20) Designation

5) Close the connections
Objects of Statement and ResultSet are closed by using the
close() method of Connection interface. The query is as
con.close();
F. oracle 9i- an overview
Oracle is a SQL based client server database. Here SQL
based defines that it uses the ANSI (American National
CONCLUSIONS
Nowadays, the technology has a significant impact on
utilizing the human resource. To enhance the productivity and
streamline operations, new systems are need to build to
achieve greater success with the benefits of human resource.
The human resource management is a strategic and coherent No.2016, DEStech Publications, Inc. doi:10.12783/issn.1544-
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