An Automated Human Resource Management System For Harer Higher Clinic

ADDIS ABABA UNIVERSITY
FACULTY OF INFORMATICS
DEPARTMENT OF INFORMATION SCIENCE
Industrial Project I
(An Automated Human Resource Management System for Harer
Higher Clinic)
As partial fulfillment for Bsc. For information system
By –Betelhem Moges INR/3756/00

Fkeretu Tassew INR/3776/00
Haimanot Mulugeta INR/3781/00
Marsilas Endale INR/3794/00
Tigist Hirpassa INR/3823/00
Examination Board
Advisor’s name Sig. Date
Examiner’s Name Sig. Date
Coordinator’s Name Sig. Date
February, 2010
Acknowledgment
ADDIS ABABA UNIVERSITIY, FAULITY OF INFORMATICS

First of everything we would like to thank God who allows as
seeing our last document. And secondly, we would like to forward
our deepest gratitude for our advisor Ato Mahder Alemayehu who
advises us and forward recommendations in every chapter and our
examiner Ato Henok Leulseged. And lastly we want to thank the
owner as well as the human resource personnel’s for giving as full
and well organized information
Table of content
Chapter One
2
1. Overview of the project
1.1 Introduction
1.1.1 Background of the organization
1.2 Statement of the problem
1.3 Objective of the project
1.3.1 General objective of the project

4
1.3.2 Specific objective of the project
4
1.4 Scope and limitation of the project
4
1.5 Methodology
5
1.5.1 Data gathering methodology
5
1.5.2 System analysis and design methodology
6
1.6 Implementation development environment
6
1.7 Testing procedures
6
1.7.1 Unit testing
7
1.7.2 Integration testing
7
1.7.3 System testing
7
1.7.4 User acceptance testing
7
3
1.8 Significance of the project
7
1.9 Beneficiaries of the system
8
1.10 Feasibility analysis
8
1.10.1 Technical feasibility
9
1.10.2 Economical feasibility
10
1.10.3 Schedule feasibility
12
1.10.4 Legal and contractual feasibility
12......................................................................................................................................
1.10.5 Political feasibility
13
1.11 Phases and deliverables
14
1.12 Risk management and contingency
16
1.13 Constraints
16
1.14 Time requirement for the project
19
Gantt Chart
22
Chapter Two
2. Description of the existing system
....................................................................................................................................
23
2.1 Introduction
....................................................................................................................................
23
2.2 Business area analysis
....................................................................................................................................
23
4
2.2.1 Major functions of the existing system
....................................................................................................................................
23
2.2.2 Problems of the existing system
....................................................................................................................................
25
....................................................................................................................................
2.2.3 Forms and reports to be used
....................................................................................................................................
28
2.2.3.1 Report generation in the existing system
....................................................................................................................................
28
2.2.3.2 Forms and documents used in the existing system
....................................................................................................................................
28
2.2.4 Players in the existing system
....................................................................................................................................
29
2.3 Requirement of the new system
....................................................................................................................................
30
2.3.1 Functional requirements
....................................................................................................................................
30
2.3.1.1 Essential use case modeling
....................................................................................................................................
31
2.3.1.2 Essential use case description
....................................................................................................................................
33
2.3.1.3 Essential user interface prototype
....................................................................................................................................
41
2.3.1.4 Domain modeling with class responsibility collaborator
(CRC)
....................................................................................................................................
47
2.3.1.5 Identifying business rules
....................................................................................................................................
53
5
2.3.2 Non-functional requirement
54
Chapter Three
3. Object oriented analysis
....................................................................................................................................
56
3.1 Introduction
56
3.2 System use cases
56
3.2. 1 Use case identification
57
3.3 Sequence diagram
66
3.4 Class Diagram
76
3.5 Activity diagram
80
3.6 User interface prototyping
86
3.7 Business rule identification of the new system
91
Chapter Four
4.1 Conclusions
....................................................................................................................................
92
4.2 Recommendations
....................................................................................................................................
93
Acronym
94
References
94
6
Chapter One
1. Overview of the Project
1.1 Introduction
Now a days information system is critical for any organization in order to
exchange information within and outside the organization. We have planned to
make an automated human resource management system for Harar higher clinic.
This system will help to have a better coordination and cooperation within
departments. And this also helps the organization to manage its human resource
management department so that it will give efficient and effective services.
1.1.1 Background of the Organization

Harar higher clinic was established in 1997E.C by Doctor Aragahgn Eshete
around Gurdosholla with the intension of giving a professional medical
treatment for the towns’ residence. When the organization was first found, it had
no more than ten hard working personnel’s with in sufficient medical
equipments.
The hospital treats patients with different diseases. Some of the main categories
are integrated management of childhood Illness (IMCI), optical treatment,
psychological impareness, obstetrics and Gynecology, medical ward and dental
treatment. It also provides special services like sayragem therapy and family
planning. Its services include providing room for patients, lab tests and simple
surgery and so on.
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The new and improved Harar higher clinic has personnel specializing in
different professions like laboratory technicians, nurses, BSc nurses, health
officers and doctor.
We gather the whole background information from the owner/general manger of
clinic.
Owner /head
manger
Health Specialized Lab Nurse

officer doctors technician manger
Figure 1.1 structure of human resource management
8
1.2 Statement of the Problem
Using the different data gathering tools, we were able to get information from
the owner/head manger of the human resource department. Regarding this we
learned the organization has many problems.
The major problems in Harar higher clinic are:-
1. Loss of employee files because of careless handling.
2. Since everything is handled manually there is stress and work over load
around the human resource department.
3. unorganized record keeping system
4. file mix up due to a mistake of a single employee in department
5. waste of time and human resource over simple tasks like finding a given
employee file
6. Overlook of employee progress because of the files are not updated as
often as they should be.
1.3 objective of the Project

The objective of this project is to know and solve the problems of human
resource department of the Harar higher clinic and to provide an IT based
solution for the organization.
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1.3.1 General Objective of the Project
The major objective of this project is to improve and automate the human
resource management system of Harar higher clinic.
1.3.2 Specific Objective of the Project

To reach at our main goal first we need to do sub tasks that pave the way to the
final automated system.
 Study the organization
 Discuss with the manger of the organization
 Study the existing problem
 Discover suggested solution
 Prepare a project schedule
 Collect requirement from the users that are useful for our system
 Analyzing the requirement
 Designing the new system
 Prototype the new system
 Test and deployment of the new system
1.4 Scope and Limitation of the Project

The scope of the project is about tasks that will be performed through out
the system. (Scott W.Ambler 2001)
Our main goal in doing this system is making the existing manual based
human resource management system into an automated, more efficient,
less time consuming and overall a better working system. The purpose of
the new system focuses on the activities done in the department.
The project is limited by time and resource constraints it does not include the
following task.
It does not keep record of the employees’ insurance information.
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1.5 Methodology
Methodology is a comprehensive and detailed version for an entire systems
development cycle that in corporate :-( Scott W.Ambler 2001)
1. Step by step tasks for each phase
2. Individual and group roles
3. Deliverables and quality standards for each tasks and
4. Development techniques to be used for tasks
This section of the project states some of the development methodologies for data
collection methods.
1.5.1 Data Gathering Methodology

The major requirement gathering method we use is unstructured interviewing.
We interview the manger and the personnel department head. And we observe
all the clinic working procedures and workers.
1. Document analysis: - This helps us to satisfy our data requirement. We

refer to the policies and procedures for Harar higher clinic.
2. Observation:- Is fact finding technique where the system analyst either
participate in or watches a person performs activities to learn about the
system(Ambler 2001)
It gives us better measurement than the authorized personnel and we will
be able to see exactly what is being done, it is expensive and highly reliable.
3. Interview: - is fact finding technique where by the system analyst collects
information from individual face to face interaction.
It gives as an opportunity to motivate the interviewee to respond freely and
openly and it allows us to prove for more feedback from the interviewee. In
addition we believe that we adapt reward questions for each individual.
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1.5.2 System Analysis and Design Methodology
The project uses object oriented system analysis and design methodology to
develop the human resource management system for Harar higher clinic. An
object oriented system analysis and design methodology suitable for this
particular project because:-
 It reflects the reality more accurately.
 It highly reduces the semantic gap between the reality and models
 Object oriented system analysis and design methodology is more user
friendly
 Supports reusability and encapsulation
 Users usually understand the objects ore easily.
 Reduce complexity
1.6 Implementation Development Environment Tools

The followings are some of the tools that used in developing the system.
Tools for documentation
 Microsoft office word
 Microsoft office project
 Microsoft soft office Visio
 MS SQL server 2005
 Microsoft visual basics
1.7 Testing Procedures

Testing needs to be done during every phase of the development life cycle.
The system uses four types of testing for this project
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1.7.1 Unit testing: - used to ensure that each and every components of the
system are working independently as expected.
1.7.2 Integration testing: - this testing method is used to make sure that
components of the system with same function are working together with out
any contradiction and interruption with one another.
1.7.3 System testing: - system testing is used to see that the system is
functioning properly as a whole.
[
1.7.4 User acceptance testing: - this testing method is used to see that the
weekly developed system can perform all the tasks that are being done by the
existing system. This testing will guarantee the end user to accept the
delivered system. The first methods are done by the developers but the last
one is done by the end user.
1.8 Significance of the Project

An automated system is one means for making the organization to be
competitive with other private or governmental higher clinics.
This automated system offers lots of significance for the organization. Such as:
record data easily, doing the job accurately, provide easily accessible file.
At last we the system developers and students who will develop related system
in the future are among the beneficiaries of this project regarding of practicing
what we have learned in the class. In addition to this we will face the real world
tackles and try to solve accordingly and this will pave the way for our future
project tasks we will face in real life setting.
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1.9 Beneficiaries of the System
From the final automated system the first ones to be benefited are the employees,
this is because during the manual based system they were required to pass all
reports from one department to the other, but the new and improved system will
do all the tasks in a computerized manner with more speed and efficiency than
the previous one.
The second beneficiaries are all the team members of the project to achieve
practical knowledge and experience, practice the custom of working with other
peoples and develop critical thinking and system thinking.
The third beneficiary is the owner/the head manger due to the great reduction in
resource consumption. The other benefit of this system is customer satisfaction
due to faster service.
1.10 Feasibility Analysis

Once the need for a new system has been decided the next sensible thing to do
will be feasibility analysis. This analysis helps the organization in determining
whether they should proceed with a project or not.
Feasibility assessment reveals the economic, technical and other risks that are
involved in implementing information system projects. The followings are major
feasibility concerns that a business must clearly understand.(Ambler 2001)
1. economical feasibility
2. technical feasibility
3. schedule feasibility
4. legal and contractual feasibility
5. political feasibility
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The sum of the feasibility analysis forms the business case that justifies the
expenditure of resources on the project.
1.10.1 Technical Feasibility

Technical feasibility is about the application that will be built using the current
technology. The application what we intended to develop is not complex. i.e. we
can develop it by using the current development tools which enables us to
develop easy to use. The user of this application need not be. (system analysis
and design method)
A technical person having basic common computer knowledge is sufficient. The
only thing that need in giving a simple training to the users that help them to
adapt themselves with the new system. The new system to be built will be based
on technologies that end users are familiar with it.
The devices that will be needed for the application does not need much memory
or large storage media and the programming tools used in this project help us to
develop an easy and user friendly application.
Technical ability of the developers

The developers of this system have the following skills of software development
and system analysis:
 programming languages like C++, java, visual basic dot net, internet
programming, database programming and other computer science
courses
 System analysis and design skill.
This can help us to develop the software efficient and in accurate way.
15
1.10.2 Economical Feasibility
Economic feasibility considers all costs and benefits. These are tangible and
intangible that will be allocated to the new project. (ambler 2001)
When assessing the economic feasibility basic question that we are trying to
answer” does the project make financial sense?”, will the organization be
beneficial after the development of the system?” we do this by preparing a cost
or benefit analysis which as its name suggests compares the real costs of the
application to its real financial benefits.
Tangible costs: - are costs associated with an information system

development that can be measured using financial scales with certainty.
(Scott W. Ambler 2001): such as
Estimated cost in birr: direct cost refers to a cost associated with project
initiation, development and start up of the system. This cost typically
encompasses new hardware and software purchase and user-training activity.
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Cost incurred for the system Cost(birr)
Laptop 8500
Desktop 5000
System analyst 100 per hour
System designer 100 per hour
Database designer 100 per hour
Project manager 150 per hour
Transportation For each participants 15 birr per
day for 2 weeks for 5 group
members
Secretarial cost 3600 for six months
Table 1. Tangible cost
Tangible and intangible benefit from the system

 Customer /patients satisfaction
 Accessibility
 Fast response time
 Minimize loss of file
 Increase sharing data
 Efficient use of material resource
 Reduction of inconsistency
 Reduce stationary materials
 Faster decision making
 Increase information processing efficiency
 Maximize organization revenue
Assumption for the benefit
 Maximize organizational revenue:- by minimizing those costs

mentioned above, the organization will increase its revenue
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 Reduce stationary materials:-the organization uses one rim of
paper daily and additional cards for recording input data, preparing
report. Uses carbons for duplication purpose, staplers for attaching
document etc. Our system as much as possible reduces those costs that
will be sent for stationary materials.
In the system when the cost spent on doing the project is compared to the
savings that the organization will make it is less so this system is economically
feasible
1.10.3 Schedule Feasibility

Concerning the project scheduling it will be bound by the strict timing so it must
be delivered within the time bound. Our intension is to finalize the project as we
planned it in the Gantt chart.
1.10.4 Legal and Contractual Feasibility

This assessment refers to the potential legal and contractual ramification that
could materialize during and after the construction for the system. (System
analysis and design method)
The project will be constructed with in the internal policies and regulation of
any standard organization and government laws in the mind.
1.10.5 Political Feasibility

Political feasibility refers to how the key stakeholders within the organization
view the proposal system. (Scott W.Ambler 2001) this project will try as much as
18
possible not to harm anyone in the organization. This usage and application of
the system will be in the agreement to the rights and policies of the general work
environment.
1.11 Phases and Deliverables

To deliver the automated system the following phases are to be taken
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Project phase Tasks under the phase Deliverables
Project  access the institution  selecting one instruction
 conducting initial  a clarified user request

identification
investigation  selected request
and selection
 selection of the area to
develop the system

Project  detail study  finding facts about the
 feasibility study existing system

initiation and
 defining project scope  selecting the best proposed
planning
 work breakdown structure solution
estimate resource required  selecting scope
 develop time schedule  task division
 identifying risk  estimated resource(time )
 Gantt chart
Analysis  Requirement determination  Essential use case modeling
 Requirement validation  CRC
 Object oriented analysis  User interface prototype
 User interface flow diagram
 Business rule
 Sequence diagram
 User interface prototype

Design  Object oriented design  Class type architecture
 Class modeling
 Sate chart diagram
 Collaboration diagram
 Component diagram
 Deployment diagram
 UI design
20
Implementatio  Coding  The new system
 Testing & deployment

n
installation
 Documentation
Maintenance  Changing the system to
reflect the possible change  The maintained system

required
Table 1.2 phase and deliverable
1.12 Risk Management and Contingency

Automating or computerizing a given system does not always guarantee a
perfect system. It has its down side too.
The risks that are expected to occur during the projects developments life cycle
are listed below with their appropriate mitigation strategy
Risks Solution
The new system may be complex and  Give short courses on handling
21
hard for the employee who are used to of data for the employees in the
having a manual system human resource department

Loose of files because of a computer  Install the latest anti virus
virus available
Mistakes made on the record during  Double checking the recorded
the computerizing process files
Table 1.3 Risks

When doing a given project there will always be risks. These risks may be
reduced or avoided
1.13 Constraints
Some of the constraints of this project are:-
 The project should be submitted on the started dead line.
 The salary of the employee will not be public to us due to the organization
policy.
Task Person Mapping

Task Title Deliverable Performed by
1 Title selection Project title All members
2 Information gathering Descriptions about the Fekertu and
facilities and information Haimanot
of the organization
3 Organizational Structure of the existing Fekertu and
structure system that the Betelhem
organization use
22
4 Statement of the Determining the problem Fekertu and Marsilas
problem of the facility

5 Objective of the The main purpose of Marsilas and
project doing the project Betelhem

6 Feasibility assessment Feasibility assessment of Tigist and Haimanot
the project
7 Significant of the How the project will help Tigist and Haimanot
project the facility

8 Beneficiaries of the Feasibility assessment Tigist and Haimanot
project documentation
9 Project scope Scope of the project and Marsilas and Tigist
the limitation
10 Methodology System development Marsilas and
methodology Betelhem
11 Development Tools that are in use in Fekertu and
environment/ tools the project Betelhem
and other tools

12 Project schedule By identifying the major All members
tasks and the frame
allocated to the task

13 Description of the Describe the existing Fekertu and
existing system system of the Betelhem
organization
14 Business area analysis Describing major Marsilas and Fekertu
functions and there forms
,reports of the existing
system
15 Requirements of the identifying functional Haimanot and Tigist
new system requirements of the
existing system
23
16 Essential use case Representing the Marsilas and
model behavioral requirements Betelhem
in the use case model

17 Identifying business Identifying the principle Haimanot and Tigist
rules and polices of the new
system
18 System use case Showing the real world All members
actors interacts with the
system
19 Sequence diagram Modeling the dynamic All members
aspects of the new system

20 Class diagram Shows the class of the All members
system and there
interrelationship
21 Activity diagram Showing the data flow of All members
a given task
22 User interface Modeling the likely hood All members
prototype of success of the
proposed system
23 Conclusion and Concluding the over all All members
recommendation project
Table 1.4 work break down
1.14 Time Requirement for the Project

Considering the availability of personnel to be interviewed, our ability to
delegate our time and other unexpected interruption the project may take a
while. The amount of time needed for the project is shown on the Gantt chart.
24
Time estimate for our phases
 Requirement gathering - 1 week
 Conceptual design – 3 weeks
 Logical design – 2 weeks
 Physical design – 4 weeks
 Testing – 1 week
25
26
27
Figure 1.2 Gantt chart
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Chapter Two
2. Description of the Existing System
2.1 Introduction
In the previous chapter we introduced about the project, its objectives,
methodologies, benefits, scope and a brief description of the organization.
In this chapter we will describe the existing system of Harar clinic which
works manually. The main functions of the system include recording employee’s
information and managing them. The system keeps track of hiring date, salary,
and general employee status. In order to fulfill these goals the system performs
different tasks, this will be described in detail. In general we will describe major
functions of the existing system with clear input, process and out put. this
chapter will include Report generation, forms, documents etc used in the existing
system, business rules, players, problems of the system, alternative options to
address problems, description of essential use case modeling, essential use case
diagram, user interface prototyping, CRC diagram system requirements of the
new system
2.2 Business area analysis

2.2.1 Major functions of the existing system
The existing system works towards achieving major organizational goals by
coordinating the detail information of employee’s.
The major tasks are hiring employees, firing employee’s, determining/recording
employees previous work status, determine salary payment, determining
permanent and temporary employees, managing daily performance of the
29
employees, promoting the employee, produce employee report. We will explain
the basics among these tasks in detail.
1. Hiring employees
This is a form prepared by the general manager/owner of the organization
in order to hire employees whenever necessary. By referring to the form
produced in the human resource management department. The form
contains description of the person previous work status, hiring date.
2. Firing of employees
This is also a form prepared by the general manger in order to fire the
employee; he refers to the reports made by the human resource
management department.
3. Determining /recording employees previous work status
Previous work status form is prepared by the human resource
department. It contains complete information about the person. Like name
of the person, address, educational status, work experience. The copy of
the person previous work status will be sent to the human resource
department manager and the owner/general manager of the
organization/clinic.
4. Determining salary payment
By looking at the work experience and the educational status of the
employee’s, the human resource manager will determine the salary
payment of the employees and confirm with the owner.
5. Determining permanent and temporary employees
This records all necessary information about the permanent and
temporary employees. It uses the hiring data as an input.
30
6. managing daily performance of employees
Is a managing form prepared by the executive manager. It contains all
information about the employee like checking in and checking out hours,
material usage, and time usage.
7. preparing employee report
Preparing employee report is used to record information about the
employee after being hiring and it’s distributed throughout the clinic
including the departments in which the employee works in.
8. promoting employee
This is a form prepared by the human resource manager in order to promote
an employee based on the employees’ skill, improvement in his/hers
educational level, and by referring to the daily performance report.
2.2.2 Problem of the current system

The current working system has a lot of problems. These problems are
stated below using the PIECES frame work. This is useful framework for
classifying problems, opportunities and directives.(system analysis and
design methods)
P- The need to improve performance
I- The need to improve information
E- The need to improve economics, control cost, or increase profits.
C- The need to improve control or security
E- The need to improve efficiency of people and process
S- The need to improve service to employees
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P- Performance
Performance of a system is measured in terms of through put and response
time. Through put means the number of tasks that a given system executes
within a given frame of time. Where as response time is time taken by the
system to execute a given task. (Ambler 2001)
Through put
The current working system has a low level through put because it is a
manual system meaning it can only entertain limited number tasks at a time.
Response time
The response time to a given task in the current working system is
significantly high due to:
 work load on employees
I- Information
Information relevance is highly essential for a given system to make an
accurate decision and acquires high customer satisfaction accordingly; the
information value of the existing system can be evaluated in terms of its
input, output and stored data. (Ambler 2001)
Input
 In the record office many types of data are stored. But it is difficult to get
it when it’s required.
Output
 Information on the history of the employee is not in a useful format and
not available because the current working system doesn’t have
automated database system to access this data.
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Stored data
 The stored data in the current system is kept in so many cards which can
be counted as the drawback of the system. this makes finding a file
much harder
 Data is not well organized and not accessible easily.
 Data is not updated so there is an overlook of employee progress.
E- Economics
The existing system has to be evaluated from the economic point of view
by analyzing the cost and benefits
 High labor cost
- It takes much time and labor of an employee for finding a file or for
updating it.
 High Resource utilization
- The system wastes paper, stationary materials etc…
C- Control
 The current system has different task controlling mechanisms like
duplicating data in many offices. This controls the data throughout the
different departments.
 The process of making the transaction is not efficient due to
disintegrated data processing and communication
S-Service
The employees’ service is not fast.
E-Efficiency
 Delay of decision making.
 Employees file data redundancy.
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2.2.3 Forms and reports to be used
2.2.3.1 Report generation in the existing system
Reports – a business document that contain only predefined data, it is a passive
document used for reading or reviewing. A report consists of data from many
unrelated records or transaction.(Ambler 2001)
We will explain reports that generated in the exiting system:
1. Daily performance report
This report is filled or prepared by the executive manager. Its purpose is
to keep information of each employee. It is stored permanently to record
employee history
2. Employee’s hiring report
This report is prepared by the human resource manager and will be sent
to the general manager for confirmation.
3. Employee’s firing report
This report is prepared by the human resource manager by taking the
daily performance report as input
4. Employee’s promotion report
This report is one of the reports generated in the system to promote
employees by evaluating their daily performance report.
2.2.3.2 Forms and documents used in the existing system

Forms – are business documents that contain some predefined data and may
include additional data to be filled and instance of a form is typically based on
one database record. (Ambler 2001)
The following are forms used in the system.
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1. Employees work status form
Is a form prepared by human resource manager while hiring a person for a
specific job. It contains the name, age, sex, previous status etc of the person
to be hired.
2. Salary payment form
This form is used to fill the employee salary information by the human
resource manager. It will be sent to the general manager/owner of the
organization.
3. Type of employee’s form
While hiring a person the organization must determine whether the person
hired works permanently or temporarily so the form will be filled by the
human resource manager.
2.2.4 Players in the existing system

Players are external entities that interact with the system. And they have a
unique name and identifiers (Ambler 2001)
The major players of the manual existing system are:
1. General manager
- Decides who will be hired or fired
- Suggest or modify salaries of the employee
- Finalize the promotion process
2. Human resource manager
Receives the performance report from executive manager as an input.
He/she prepares promotion report, firing report and sends the report to
the general manager.
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3. Executive manager
This person provides the daily performance of the employee to the human
resource manager and to the owner.
4. Clerk
He/she record and update employees file.
2.3 Requirement of the new system

The proposed system has different functionality that is necessary for the overall
performance of the system. Based on these functionalities the system
requirements are classified as functional and non-functional. These helps to
identify whether a requirement will affect the functionality of the system
function or whether it will constraint the system (non functional)
2.3.1 Functional requirements

Functional requirements describe the interactions between the system and its
environment independent of its implementation. The environment includes the
user and any other external system with which the system (Ambler 2001)
Functional requirements capture the intended behaviors of the system.
These behaviors may be expressed as services, tasks or functions. It is a
requirement that will allow users to perform some kind of functions and enable
them to interact with the system.
The major functions are
 Record employees previous work status.
 Generate employee report
36
2.3.1.1 Essential use case modeling
In object oriented system development the fundamental artifact used to
model behavioral requirements is the use case model. Essential use case
model is simplified, abstract generalized use case that captures the intension
of a user in a technology and implementation independent manner.
Essential use case modeling is used to capture the essence of problem through
technology free idealized and abstract description. It indicates actors, use
cases and business rules for a system. (ambler2001)
1. Actor identification
A. General manger
B. Human resource manger
C. Clerk
D. Executive manger
2. Essential use case identification

1. Hire employee
2. fire employee
3. record employee status
4. determine salary payment
5. generate daily performance
6. determine type of worker
7. promote employee
37
Figure 2.1 Essential Use Case Modeling
38
2.3.1.2 Essential Use Case Description
# UC 2
Name: Fire employee

# UC1.
Actor: General manger
Name: Hire employee
Description: firing is done by the general manger it is the removal of an
Actor: General manger and HRM
employee from their position
Description: hiring is done by general manger which is adding of
Pre-condition: current work status
employees
Post-condition: the employee will be fired
Pre-condition: previous work status
Post-description: the employees will be hired.

Basic course of action
1. The executive manger will observe the daily performance of each
1. the person to be hired will bring his/hers personal file from
employee.
there previous work environment
2. The executive manger will provide a report based on their performance
2. The HRM will evaluate the file provided for him/her.
measure.
3. If the employee information meets the organization hiring
3. And this report will be sent to HRM
standard the person will be hired
4. The HRM will evaluate the report by examining BR02 rule and send it to
4. The general manger/owner will confirm the hiring report
the general manager
produced by the HRM.
5. The general manager will deicide about the firing
5. End case
6. End case
39
# UC 3
Name: promote employee
Actor: General Manager
Description: promoting employees describes about the improvement of an
employee position done by general manger
Pre-condition: performance measurement report
Post-condition: the employee will be promoted to a higher level
1. The executive manger observe the performance of the given
employee that is to be promoted
2. The executive manger will send the report to the HRM
3. By examining BR03 If the HRM accept the evaluation he/she will
send it to the general manger
4. If the general manager accept the employee will promoted if not
he/she will stay in there present position
5. End use case
40
# UC 4
Name: Determine salary payment
Actor: General Manager
Description: determine salary payment resolves the amount of money paid to a
given employee.
Pre-condition: previous work status and educational level of the employee
Post-condition: payment determination
1. HRM will suggest a salary of the person to be hired to the owner by
referring BR04 rule.
2. The general manager/owner will either accept the suggestion or
modifying it
3. After the amount is modified by the general manger, it will be send
to HRM department.
4. End use case
41
# UC 5
Name: Recording employee status
Actor: clerk
Description: Recording previous work status about each employee done by the
clerk
Pre-condition: The employee must be hired
Post-condition: The employees’ record will be stored in the organizations’
database system
1. If the employee is hired by the general manger he will send a
command to HRM
2. The HRM send a report to record the information of new
employee to the clerk
3. The clerk will record the detailed information of the hired
employee
4. End use case
42
# UC6
Name: Managing daily performance
Actor: executive manager
Description: The executive manager will manage the daily performance of the
employee.
Pre-condition: Employees’ performance
Post-condition: generate report
1. The executive mange will observe the employees performance
2. Then the executive manger evaluate the employee
3. The executive manger will generate a report about the employee
4. End use case.
43
# UC 7
Name: Determine type of worker
Actor: HRM
Description: The HRM will determine if the employee will be hired as
permanent or temporary
Pre-condition: Based on the employees’ work file
Post-condition: Employee will be hired as permanent or temporary.
1. HRM evaluate the previous work status of the
employee
2. Then decide whether the employee will be hired as
permanent or temporary
3. End use case
44
# UC 8
Name: Generate a report
Actor: HRM
Executive manger
Description: report is generated by HRM and executive manger
Pre-condition: performance of the employee
Post-condition: the report will be documented
1. the executive manger will generate report about the daily performance
and produce it to HRM
2. the HRM will evaluate the generated report and then send it to the owner
3. the owner will overlook the generated report
4. End use case.
2.3.1.3 Essential user interface prototyping

45
Essential user interface (UI) models represent the user interface requirements
for the soft ware in a technology independent manner. An essential user interface
prototype is effectively the initial state of the user interface prototype for the
system so we don’t need to use technology –based prototyping tool in order to
understand and solve the problem.(Ambler 2001)
Home Page Login Page
Display Password
link Input field
Login Display Username
Input field
Figure 2.2 Home and login pages
General Manager Page
Display Display
hiring report promotion report
Display Salary payment

firing report form report
Figure 2.3 General Manager main Page
Record officer main page
46
Employee work status
form
Update form Hiring form
Figure 2.4 Record officer main page
HRM main page
Hiring form Firing report
Daily performance
report
Figure 2.5 Human resource manager main page
Executive manager main page

Hiring form
Daily performance
report
Figure 2.6 Executive manager main pag
Figure 2.6 Executive manager main page
Employee information
Educational status
47
ADDIS ABABA UNIVERSITIY
Name Address, FAULITY OF INFORMATICS
Field of Level of
Input field
Started dateInput field specialization education
Input field Input field
Sign out
Input field
Clerk information
Name Sign
Figure 2.7 Hiring page
Firing form
Name Employee id Job description

Input field Input field Input field
Daily performance
report
Figure
Salary 2.8 Firingform
payment page
48
Name Employee Id
Level of education
Input field
Year of service
Input field
Figure 2.9 Salary page
Promotion report form
Name Emp Id
Year of service Job description

Performance information
Working hours Material usage

Skill of
Update form
communication
Figure 2.10 Promotion page
Updating information
49
Purpose of editing
Input field
Name input field
Emp Id input field
Field of
specialization
Figure 2.11 Update page
Daily performance form
Employee information Performance information
Name Input field Material usage

Input field
Employee id Working hours

Job description Communication skill

Input field
Figure 2.12 Daily performance page
Login page
UI 1
50
Use general manager use HRM main page use record officer use EX
manager
Main page requester requester main page requester main page
General manage Human resource Record officer Executive manager
main page manager main main page Main page
UI 2 page UI 3 UI 4 UI 5
page
Use hiring form use daily performance use update use daily
Requester report requester form requester
performance
Obtain update Requester
Obtain hiring Obtain daily form Obtain daily
report form performance UI 8 performance
UI 6 report form
UI 7 UI 9
Use firing form
Requester
Obtain firing report

form UI 10
Use performance report
Requester
Obtain promotion
report form UI 12
Use salary payment

Requester
Obtain salary
payment form
UI 13
Figure 2.13 User interface flow diagram
51
2.3.1.4 Domain modeling with class responsibility
collaborator (CRC)
Domain modeling is the task of discovering the classes that represent the things
and concepts pertained to our problem space. A CRC model is a collection of
standard index cards that have been divided into three parts: class name,
responsibilities, and collaborators.
 A class is represents a collection similar objects
 A responsibility is something that a class knows or does
 A collaborator is another class that a class interacts with to fulfill its
responsibility (Scott W.Ambler)
Class name
Responsibility Collaborators
Identifying the classes

Three different types of classes exits: The actor class, user interface class and the
business class.
Actor classes:-Represent the actors that appears in the use case model
(Scott w. Ambler)
 Record officer
 General manager/owner
 Human resource manager
 Executive manager
52
Record office<<Actor>>
 Update employees file  Update form
 Record initial employee file  Hiring form
 Record hiring form

Figure 2.14
General manager<<Actor>>
 Decision making  Hiring menu
 Decide salary value  firing menu
 Finalize promotion process  Salary payment menu
 Promotion menu
Figure 2.15
Human resource manager

 Performance report  Promotion menu
 Prepare promotion report  Hiring menu
 Prepare hiring form
Figure 2.16
Executive manger
 Produce daily  Daily performance recording
 Performance measurement menu
report
Figure 2.17
Business Classes: - are places, things, concepts and event that describe what
the business all about (Scott w.Ambler)
53
Business classes
 Employee
 Department
 Account
Employee
Name Department
Address Account
Sex
Educational level
Field of specialization
Figure 2.18
Department
D id
Name Employee
Number of employees
Type of employee
Figure 2.19
Account
User name
password Employee
user type
54
Figure 2.20
User interface classes: - User interface classes are the screens, menus and
reports that make up the user interface for your system (Scott w.Ambler)
We have the following user interface classes.
 Login page
 Hiring form class
 Firing form class
 Salary payment form class
 Promotion form class
 Update file form class
 Daily performance form class
Login<UI>
User name GM
Password HRM
User type EM
Clerk
Figure 2.21
Hiring <UI>
Name
Address
Date General Manager
Field of specialization 55
Level of
ADDIS education
ABABA UNIVERSITIY, FAULITY OF INFORMATICS
Previous service year
Figure 2.22
Salary payment <UI>
Name
Address
Amount Human resource
Educational level Manager
Specialization
Figure 2.23
Promotion <UI>
Name of employee
Specialization HRM
Service year General Manager
Performance
Figure 2.24
Daily performance<UI>
Name
EMP ID Executive manager
Working hour
Resource utilization 56
Figure 2.25
Updating <UI>
Name
Address
EMP ID Record officer
Field of specialization
Figure 2.26
Firing <UI>
Name
EMP ID
Field of specialization General Manager
Daily performance
Figure 2.27
2.3.1.5 Identifying business rules

A business rule is effectively an operating principle or policy your software
must satisfy. It focuses on access control issues, business rules may also refer to
57
business calculations, operating polices and principles of the organization.
(System analysis and design methods)
The organization has the following business
Name: rule for hiring an employee
Identifier: BR01
Description: only people with the right qualification and that meet the
organization standard can be hired and employee in the clinic
Source: document
Name: rule for firing an employee
Identifier: BR02
Description: an employee that violate the rules and procedures of the
organization and mistreats the patients will be removed from his or her position
immediately
Source: document
Name: promoting an employee
Identifier: BR03
Description: an employee who has done well in his/her field and showed
improvement both in their work attitude and educational level will be
promoted a better position.
Source: document
Name: salary payment control
Identifier: BR04
Description: The salary paid to the employees will be determined based
on their previous work experience and their level of education
58
Source: document
Name: Shift control rule
Identifier: BR05
Description: A given employee like nurse or a doctor can not take more
that the shift in a given time
Source: Document
2.3.2 Non –functional requirements

Non –functional requirements are requirement which specifies criteria’s that be
used to judge the operation of the system. These requirements are not directly
related to functionality of the new system rather it focuses on security hardware,
platform modifiability, error handling and performance of the system. Non-
functional requirements are also known as constraint requirement. Thus we
group them in to types or categories. (system analysis and design methods)
1) performance
In order to speed up the whole process we have a dedicated server that can
handle all the requests coming from the HRM departments.
This server can hold enough data to accommodate the owner and HRM need and
it can also flexible enough to entertain ay condition if the need arises.
2) Reliability
Our system should be at least 95% reliable.
In our system only the clerk updates information.
3) Usability
59
The system should be easy for operators.
4) Learn ability
Any one who uses the system should not go to face problem in learning a new
thing about our system.
5) Security
The security service provided by the system will maintain the security,
confidentiality and integrity of the system.
6) Maintainability
Since the organization requirement changes through time, the system will adapt
to a new requirement, addition of new functionality, removal of existing
functionality or corrected when errors occur and other which are important the
company.
Chapter Three
3. Object oriented analysis
3.1 Introduction
60
In the previous chapter introduced the major functions of the existing system,
reports generated and forms, documents used in the existing system, business
rules, players in the existing system, essential modeling, essential use case,
descriptions of essential use cases, user interface prototyping, user interface flow
diagram, CRC diagrams and system requirement of the new system.
In this chapter we will describe the analysis / requirement modeling for the
proposed system. The activities involved in the analysis model are use case
modeling, sequence diagramming, user interface prototyping, supplementary
specifications and document of change case.
3.2 system use cases

A use case is a sequence of actions that provide a measurable value to an actor. A
use case also describes the way in which a real-world actor interacts with the
system. In a system use case we include high-level implementation decisions.
The use cases that are found in our system are listed below.
(Scott w.Ambler 2001)
61
3.2.1 Use case identification
Use case ID Use case Include Extend
UC01 log in - -
UC02 Hire employee UC01 -
UC03 promote employee UC01 UC07
UC04 Determine salary payment UC01 -
UC05 Fire employee UC01 UC07
UC06 Record employee status UC01 -
UC07 Manage daily performance UC01 -
UC08 Determine type of worker UC01 -
UC09 Generate report UC01 -
62
Figure 3.1 System Use Case
Use case name Login
63
Identifier UC01
Actor Clerk
Description This use case describes how a clerk logs into a system and to
login to the system the clerk should have valid user name and
password
Precondition The clerk should have a valid user name and password
Post condition Clerk logged into the system.
Basic course of action Actor Action System response
The main window is
displayed on Step 2 the system prompts the
Step 1. the clerk wants to clerk to submit the valid user
login in to the system name and password via “UI01
Step3 the clerk enter the valid clerk login page”
user name and password via Step 4 the system validates the
“UI01 clerk login page” entered name and password
Step 5 use case ends
Alternative course of The clerk enters an invalid Step 4 the system determines
action user name and password the entered user name and
password is incorrect and
displays an error message
Step 5 the use case continues at
step 3 of the basic course of
action
Use case name Hiring employee

Identifier UC02
Actor General manager
64
Description This use case describes the process of adding
employees when ever the organization needs to.

Precondition The manger has to log into the system in order to
hire an employee
Post condition The employee will be hired
Includes UC01
Basic course of action Actor action System response
Step 1 The GM clicks on hiring
employee menu Step 2 the system
displays hiring
Step 3 based on rule BR01 the report form
GM writes a hiring report of
the person to be hired and click
submit button Step 4 the system
display success
massage
Step 5 end use
case
Use case name Promoting employee

Identifier UC03
65
Description This use case describes about the improvement of an
employees’ position done by the general manager

Precondition Performance measurement report
Post condition The employee will be promoted to an immediate
higher level
Includes UC01
Extends UC07
Step 1 the general manager
clicks on promotion employee Step 2 display
menu promotion form
Step 3 the manger validate and
click on submit button Step 4 end use
case
Use case name Determine salary payment

Identifier UC04

description This use case determines the amount of money
paid to a given employee

Pre condition Payment determination
Post condition The salary of the employee will be determined
Include UC01
66
Step 1 The general

Step 2 The system
manager clicks on
displays the salary
salary payment menu
payment form
Step 3 the GM will
accept the report and Step 4 the system display
click on submit button successes massage
Step 5End use case
Step 5 accept the
report/modify it
Step 6 submit
Alternative course of Step 3 the GM will
Step 4 the system display
action modify the report and
successes massage
click on submit button
Step 5End use case
Use case name Firing employees
Identifier UC05
Description This use case is the removal of an
employee from their position

Pre condition Current work status
Post condition The employee will be fired
includes UC01
Extends UC07
67
Basic course of action Actor action System
Step 1 The general response
manager clicks on
fire employee menu Step 2 the
system display
Step 3 The manger
firing report
validate and click on
form
firing button
Step 4 end use
case
Use case name Record employee work status

Identifier UC06
Actor Clerk
Description This use case records employees work status
Pre condition The employee must be hired
Post condition employee information will be stored
includes UC01
68
Step 1 the clerk clicks on
hiring button Step 2 the system
displays the hiring
Step 3 the clerk fill out the report
data on hiring form and click
on record button Step 4 end use case
Use case name Determine type of worker
69
Identifier UC08
Actor Human resource manger
Description This use case is used to categorize the
employee based on their training and
their work ethics

Pre condition Previous work status
Post condition Employee will be hired as permanent
or temporary
Includes UC01
Step 1 the HRM

Step 2 the system
read hiring report
displays successes
and decide the
massage
employee type
and click on
record button
Step 3 end use
case
3.3 Sequence Diagram
70
Sequence diagram is a diagram that is used to model the logic of the diagrams
used in UML for modeling dynamic aspect of the system and including message
among them. I.e. the ordering of messages. (Ambler 2001)
In our system we have the following sequence diagrams.
Figure 3.2 login sequence diagram
71
Figure 3.3 sequence diagram for alternative page
72
Figure 3.4 Hire employee sequence diagram
73
Figure 3.5 Fire employee sequence diagram
74
Figure 3.6 Salary payment sequence diagram
75
Figure 3.7 promote employee sequence diagram
76
Figure 3.8 Generate report sequence diagram
77
Figure3.9 Manage daily performance sequence diagram
78
Figure 3.10 Determine type of worker sequence diagram
79
Figure 3.11 Record employee work status sequence diagram
80
3.4 Class diagram
The class diagram shows the class of the system, their interrelationships
(including inheritance, aggregation and association) in this a class diagram is
used to depict the detail understanding of the problem space for the system.
(Scott w.Ambler2001)
81
Figure 3.12 Class diagram
82
Class name: Department
Attributes Description
Did The identifier of the department
Name Name of the department
Number of employee Total number of the employees in the
organization
Type of employee Shows the type of employee, whether
the employee is permanent or
temporary
Class name: employee
First Name Shows the name of the employee who
will be hired or fired

Last name Shows the middle name of the
employee
Sex Shows if the employee is a female or a
male
Age The age of employee
Address Shows the address of the employee
Nationality Shows the nationality of employee
Field of specialization Shows the field in which the employee
specialized in.
Educational level Shows the status of the employee
academic wise
Class name: address
Phone no Shows the phone no of an employee
83
House no Shows the house no of an employee
Kebele Shows the Kebele of the employee
Sub city Shows the sub city of an employee
Class name: employee
Method Description
Get() Used to get employee record
Set() Used to set employee record
Insert() Used to insert employee record
Search() Used to search employee record
Delete() Used to delete employee record
Validate() Used to validate employee record
Mange() Used to mange employee record
Report() Used to report employee record
Update() Used to update employee record
3.5 Activity Diagram

Activity diagram are the object oriented equivalent to flow chart and data flow
diagram in structural analysis, it is used to document the logic of a single
operation or method. A single use case the flow of logic of a business process.
The proposed system uses this system diagramming techniques in order to
communicate the time ordering of process well. (ambler2001)
84
Figure 3.13 activity diagram of validation of users
85
Figure 3.14 Activity diagram of hiring employee
86
Figure: 3.15 Activity diagram of firing employee
87
Figure 3.16 Activity diagram of salary payment
88
89
Figure 3.17 Activity diagram of promoting employees
90
Figure 3.18 Activity diagram of determining employee type
91
3.6 User Interface Prototyping
Prototyping is a dynamic process that allows the system users to see, work with,
evaluate a model, and suggest changes to that model to increase the likely hood
of success of the proposed system. User interface prototyping enables us to
explore the solution of our system. (Scott w.Ambler)
Figure 3.19 Login screen
92
Figure3.20 switch board
93
Figure3.21 Hiring form screen
94
Figure 3.22 Promoting screen
95
Figure 3.23 Firing screen
96
3.7 Business rule identification of the new system
Name: incomplete information rule
Identifier: BR01
Description: before any transaction is recorded the system must check If the
required fields are empty or not and those fields are in the appropriate domain
(data type) or not. If the required fields are left empty and not in the appropriate
data type the system enforces to fill data as required warning in message.
Name: user authentication
Identifier: BR03
Description: organizational data should be modified or transaction should be
performed by legally authenticated person.
97
Chapter four
Conclusion and recommendation
4.1 Conclusion
So far we have tried to deal with the first three chapters. That mainly consists of
requirement gathering and problem identification in addition to proposing a new
system for the organization at hand as the fulfillment of the industrial project I.
The main idea of this document has been analyzing the window based system
generally in various aspect of the organization. The first of which was the
introductory part that deals with the background of the organization and the
problems the existing system is facing, the significance of the project, the
objective of study and scope of the project have been discussed.
In the second chapter, the team accomplished requirement analysis which we
believe made us understand the essential aspect of the problem domain.
In the third chapter, the team has worked on the object-oriented analysis. These
analysis model artifacts will bridge the gap between requirement analysis and
the object oriented design
98
4.2 Recommendation
In relation to the analysis made on the basis of the conclusion reached
above recommendation pertaining to the effective and educate utilization
of an automated human resource management system in the organization
are as follows.
 According to the analysis, the HRMS operates only in manual based
system, thus slow downs response time.
 Inconstancy, the same data item stored different in different place.
 Loss of recorded item data, items registered on card lost due several
reasons.
We recommended that the major problem of the existing system that should be
intended is solved by.
 Up grading the existing system through the accusation of computers by
for in putting data, processing data, storing data and dissemination of
data.
 Establish LAN with in the organization, to facilitate communication
99
Acronym
HRM –Human resource manager
GM-General manager
EM-Executive manager
HRMS-Human resource management system
Reference materials
1. Organizational document
2. Ambler
3. System analysis and design methods (Jeffery I. Whitten and Loinnie
D.Bentley)
100
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ADDIS ABABA UNIVERSITY

As partial fulfillment for Bsc. For information system

By –Betelhem Moges INR/3756/00

Advisor’s name Sig. Date

Examiner’s Name Sig. Date

Coordinator’s Name Sig. Date

ADDIS ABABA UNIVERSITIY, FAULITY OF INFORMATICS

seeing our last document. And secondly, we would like to forward

advises us and forward recommendations in every chapter and our

examiner Ato Henok Leulseged. And lastly we want to thank the

owner as well as the human resource personnel’s for giving as full

and well organized information

1.1.1 Background of the organization

1.2 Statement of the problem

1.3 Objective of the project

1.3.1 General objective of the project

exchange information within and outside the organization. We have planned to

management department so that it will give efficient and effective services.

1.1.1 Background of the Organization

around Gurdosholla with the intension of giving a professional medical

no more than ten hard working personnel’s with in sufficient medical

are integrated management of childhood Illness (IMCI), optical treatment,

psychological impareness, obstetrics and Gynecology, medical ward and dental

surgery and so on.

different professions like laboratory technicians, nurses, BSc nurses, health

officers and doctor.

We gather the whole background information from the owner/general manger of

Health Specialized Lab Nurse

Figure 1.1 structure of human resource management

the owner/head manger of the human resource department. Regarding this we

learned the organization has many problems.

The major problems in Harar higher clinic are:-

1. Loss of employee files because of careless handling.

around the human resource department.

3. unorganized record keeping system

4. file mix up due to a mistake of a single employee in department

6. Overlook of employee progress because of the files are not updated as

often as they should be.

1.3 objective of the Project

resource department of the Harar higher clinic and to provide an IT based

solution for the organization.

resource management system of Harar higher clinic.

1.3.2 Specific Objective of the Project

final automated system.

 Study the organization

 Discuss with the manger of the organization

 Study the existing problem

 Discover suggested solution

 Prepare a project schedule

 Analyzing the requirement

 Designing the new system

 Prototype the new system

 Test and deployment of the new system

1.4 Scope and Limitation of the Project

the system. (Scott W.Ambler 2001)

human resource management system into an automated, more efficient,

the new system focuses on the activities done in the department.

It does not keep record of the employees’ insurance information.

development cycle that in corporate :-( Scott W.Ambler 2001)

1. Step by step tasks for each phase

2. Individual and group roles

3. Deliverables and quality standards for each tasks and

4. Development techniques to be used for tasks