Human Resource Management System For

KIOT
HRMS
Title: Human Resource Management System For KIOT
Prepared By: -

Name ID

1. Getahun Yenawulgn………………..………………………1236/09

2. Daniel Missa…….…………………………………………..1466/09

3. Birhan Nega…………………………………………. ……1468/09

4. Yemsrach Haylu………………………….…………………1254/09

5. Ahmed Hassen……………………………………………..1584/09

6. Nurye Hamid……………………………………………….1444/09

Advisor’s name: - Lakew Tarekegn

Kombolcha, Wollo, Ethiopia

{2012 E.C}

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Acknowledgment
Firstly, we are greatly indebted to the following for their contribution to our project: The
Almighty God, who gave us the insight and perseverance to accomplish this project. Our Advisor
Mr. LAKEW whose sounding advice helped us guide this project in the right direction, in which
he can enforce us to have a massive knowledge about the project to easily familiarize with the
concept of project development. And also we have special thanks for all who participates
during documentation for the solid knowledge-base that enabled us carryout the project.

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Abstract
This system document is prepared for HR management system of KIOT and concerned with the
description of the existing Human Resource management system and different types of models
used to model the new system under study. Web based human resource management system
mainly provides effective and fast data processing and controlling of personnel. This web based
system of managing human resource in our University setting is expected to help various
services keep an updated data on the status of their employee personal information. In designing
such a system, PHP has been engaged as a development language and MySQL as a backend
database with CSS implemented for the interface. Generally, the main goal of online human
resource management system is to shorten data processing time, to reduce errors, to improve the
accuracy of input and to provide data reliability of the personnel. The consulting industry is one
of the fastest growing business sectors worldwide with new opportunities emerging continually
in hundreds of different fields. Software consulting and recruiting agencies match the
requirements of the client firms with the skills of their employees and set up the interview
between their employees and the client firm. Interviews are then conducted, and the candidates
selected in the interview are recruited as consultants or contractors in the client’s firm for the
duration of the project (job).

This project examines the issues related to dynamic Human Resource Management and
implements a web-based application for a fictitious consulting firm that participates in the
placement of contractors in different organizations. The system is implemented using a 3 -tier
approach, with a backend database (MySQL database), a middle tier of Microsoft Internet
Information Services (IIS) and PHP, and a front end web browser (client). This report also
discusses each of the underlying technologies used to create and implement the application

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List of Figures

iv
List of Tables

v
Keywords/Acronyms
HRMS Human Resource Management System

ERMS Employee requirement management system

KIOT Kombolcha Institute of Technology

CGPA Cumulative Grade Point Average

UML unified modeling language

DBMS database management system

DB database

GUI graphical user interface

ID identification

UC use case

UI user interface

HTML Hypertext modeling language

SQL structure query language

PHP Hypertext pre-processor

INFO Information

OOSD object oriented system development

OOA Object-oriented analysis

OOD object-oriented design

App _ID Applicant identification

EMP_ID employee identification

HR_ID human resource admin identification

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DPT_ID department identification

CSS cascading style sheet

HTTP hypertext transfer protocol

CRC class responsibility collaboration

BR business rule

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Table of Contents

.................................................................................................................................... i
................................................................................................................................ i

Acknowledgment .......................................................................................................................................... ii
Abstract ........................................................................................................................................................ iii
List of Figures .............................................................................................................................................. iv
List of Tables ................................................................................................................................................ v
Keywords/Acronyms ................................................................................................................................... vi
Chapter One .................................................................................................................................................. 2
1. Introduction ........................................................................................................................................... 2
1.1. Background ................................................................................................................................... 2
1.2. Statement of the Problem .............................................................................................................. 3
1.3. Objective ....................................................................................................................................... 4
1.3.1. General objective .................................................................................................................. 4
1.3.2. Specific objective .................................................................................................................. 4
1.4. Scope of the project ...................................................................................................................... 5
1.4.1. In-scope ................................................................................................................................. 6
1.4.2. Out-scope .............................................................................................................................. 6
1.5. Methodology ................................................................................................................................. 6
1.5.1. Fact finding Techniques ........................................................................................................ 6
1.5.2. System analysis and design methods .................................................................................... 7
I. Object Oriented Analysis (OOA) .............................................................................................. 7
II. Object Oriented Design (OOD) ................................................................................................ 7
1.5.3. Tools Used in the Project ...................................................................................................... 7
I. Back End Design Tool .............................................................................................................. 7
II. Front End Design Tool .............................................................................................................. 7

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 1.6. Feasibility...................................................................................................................................... 7
1.6.1. Economic feasibility ............................................................................................................. 8
 Cost of the Project ..................................................................................................................... 8
a. Miscellaneous Cost ................................................................................................................... 8
b. Software Development Cost ..................................................................................................... 9
1.6.2. Technical Feasibility ............................................................................................................. 9
1.6.3. Operational feasibility ......................................................................................................... 10
1.6.4. Schedule feasibility ............................................................................................................. 10
1.6.5. Political Feasibility ............................................................................................................. 11
1.7. Risks and Assumptions ............................................................................................................... 11
1.8. Limitation of the project ............................................................................................................. 11
1.9. Significance of the project .......................................................................................................... 11
1.9.1. Benefits for the human resource office ............................................................................... 12
1.9.2. Benefits for the applicant .................................................................................................... 12
1.9.3. Benefits for the employee ................................................................................................... 12
1.9.4. Benefits for the Department ................................................................................................ 12
1.10. Time-line of the Project .......................................................................................................... 12
1.11. Budget of the Project............................................................................................................... 13
1.12. Organization of the project ..................................................................................................... 13
Chapter two ................................................................................................................................................. 15
2. Analysis............................................................................................................................................... 15
2.1. Introduction ................................................................................................................................. 15
2.2. Existing System .......................................................................................................................... 15
2.2.1. Description of Existing System........................................................................................... 15
2.2.2. Requirement gathering ........................................................................................................ 15
2.2.2.1. Users of Existing System: - ......................................................................................... 16
2.2.2.2. Major functions of the Current System:- Write down the main function of current
working style of your system. ......................................................................................................... 16
2.2.2.3. Existing System Workflow Structure: - ...................................................................... 16
2.2.2.4. Report generated in the existing system (if any): - ..................................................... 16
2.2.2.5. Security and Controls: - Based on security you can explain it Efficiency .................. 17
2.2.3. Supplementary Requirements ............................................................................................. 17
2.2.3.1. Business Rules ............................................................................................................ 17
2.2.3.2. Constraints .................................................................................................................. 17

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 2.3. Proposed System ......................................................................................................................... 18
2.3.1. Software requirement specification (SRS) .......................................................................... 18
2.3.2. Existing System Modeling .................................................................................................. 20
2.3.2.1. Essential Use Case modeling ...................................................................................... 20
2.3.2.2. Essential User Interface Prototyping ........................................................................... 21
2.3.3. System Modeling ................................................................................................................ 21
2.3.3.1. System Use case diagram ............................................................................................ 21
2.3.3.2. System Use case documentation ................................................................................. 22
2.3.4. Key abstraction with CRC analysis..................................................................................... 31
2.3.5. Sequence diagram ............................................................................................................... 32
2.3.6. Activity diagram ................................................................................................................. 38
2.3.7. Conceptual modeling: Class diagram.................................................................................. 42
2.3.8. User Interface Prototyping .................................................................................................. 44
2.3.9. Identifying change cases ..................................................................................................... 46
3. Design ................................................................................................................................................. 47
3.1. Purpose and goals of design ........................................................................................................ 47
3.2. Class Modeling diagram ............................................................................................................. 48
3.3. Current software architecture ...................................................................................................... 48
3.4. Proposed software architecture ................................................................................................... 48
3.4.1. Subsystem Decomposition ........................................................................................................ 50
3.4.2. Component diagram ............................................................................................................ 51
3.4.3. Deployment diagram ........................................................................................................... 51
3.4.4. Persistence Modeling for object oriented database ............................................................. 52
3.4.5. .Access control and security................................................................................................ 54
3.4.6. Boundary conditions and Exception Handling ................................................................... 54
3.4.6.1. Boundary Conditions .................................................................................................. 54
3.4.6.2. Exception Handling..................................................................................................... 55
3.5. User-Interface Design ................................................................................................................. 56

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1
 Chapter One

1. Introduction

1.1. Background
Evolution of Human resource management
Human resource management is evolved form the Personnel management which was erstwhile
management system which used to manage employees. To know evolution of personnel management
one needs to see the history of centuries of research by great psychologists on human behavior and their
response at particular situations. One among them was Elton Mayo who was a psychologist from the
Australia, did many experiments on human behavior at different situations in 1924. He strongly
believed in work life balance for improving productivity of workers and did emphasis on human
relations influence the productivity of workers and finally he has been regarded as father of Human
resources management.

With large number of work opportunities the Human workforce has increased. Thus there is a need of a
system which can handle the data of such a large number of Employees. A Human Resource
Management System (HRMS), refers to the systems and processes at the intersection between human
resource management (HRM) and information technology. It merges HRM as a discipline and in
particular its basic HR activities and processes with the information technology field, whereas the
programming of data processing systems evolved into standardized routines and packages of
enterprise resource planning.

The main objective of this paper is to reduce the effort of Administrator to keep the daily
events such as attendance, projects, works, appointments, etc. The aim of this project is to develop aweb
based system for KIOT human resource management. Currently, the KIOT human resource offices
process data manually. This paper deals with the process of identifying the employees, recording their
attendance hourly and calculating their effective payable hours or days. This paper should maintain
the records of each and every employee and their time spend in to company, which can be used
for performance appraisal. Based on that transfer, removal, promotion can be done. The ―Employment
ID Generation‖ activity enables you to assign the applicant a unique alphanumeric identifier when the
applicant joins the organization. The Employee Code, Employee Number or Employee ID can have a
prefix, if required. You are allowed to either define the employee codes manually or request the system to
automatically generate it. Additionally, you can specify the nature of employment such as Regular,
Consultant, Trainee or Contract, Contract Start/End Date and Offer Status (whether the applicant has
joined, offered or dropped the offer for that organization while creating the employee file).

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Background the company
Wollo University is one of the federal universities built among the group of 2nd generation
universities in Ethiopia. Being located in the south WOLLO zone of Amhara state, the
universities is designed to be a center of learning and research in the wide range of fields to meet
the growing demand of trained manpower of the country.
The University has two campuses, the main campus is located at Dessie and the Kombolcha
Campus is located in the City of Kombolcha, some 26 kilometers south east of the Dessie
Campus. Since 2011, the Kombolcha Campus has developed its own uniqueness, complexity and
potential beginning to play its strategic role in the evolving industrialization of the city and of the
area. Owing to this standing, the Ministry of Education designated it as the Kombolcha Institute
of Technology. As this niche increasingly became a source of strength, an increasing number of
students began to enroll in the institute posing increasing demands for changes in leadership,
managerial attention and structure. KIOT is giving different services to the students and other
staff members. Among those services, The campus manages many employees.

1.2. Statement of the Problem

Currently WOLLO University under its branch campus KIOT HR office are facing so many
problems because of the use of current system in its day to day activities which have challenges
and drawbacks. Those challenges are problems which are listed below:-

Difficulty of searching and modifying employee information.

Take more time for simple manual jobs.
 Due to hard access of the data.
 Due to bulky alteration of data.
 Due to long time generation of report.
Since there are a lot of employee documents in the office it’s hard to manage such huge
data manually.
Lack of accuracy and loss of document
Since the office use manual system, the mechanism of data handling is unsecured.
There is a problem in procedures such as leave management when an employee is
required to fill in a form which may take several weeks or months to be approved.

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 The use of paper work in handling some of these processes could lead to human error,
papers may end up in the wrong hands and not forgetting the fact that this is time
consuming.

1.3. Objective

1.3.1. General objective

The general objective of this project is to implement a web based system for Human Resource
Management in WOLLO University under its campus KIOT that will bring up a major paradigm
shift in the way that employee profile information is handled in a well manner. The main
objective of this paper is to reduce the effort of administrator to keep the daily events such as
employee performance, and employees’ details.

1.3.2. Specific objective

The specific objectives of the HRM system are:-

 Study and analyse the limitations of the existing system. Because the System mainly
works target on fixing the current problem. By doing …

 Online registration of employee

 Online attendance management of employees
 Online communication between HR hierarchies
 Online employee data management

 Suggest alternative solutions in order to address the current problem.

 Understand functional and non-functional requirements of the system.

 Develop a system that facilitates fast report generation.

 Increase to the work efficiency of the office. Because HRMS works online employee and
data management system.

 Develop a system that makes retrieval of data efficient.

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  Implementation of the proposed system in efficient way.

 Giving recommendation on further studies to be conducted on the areas of human

resource management system.

 Easy access to the data.

 The new system is more user-friendly, reliable and flexible.

 Data alteration is easy.

 Maintenance of the project is easy.

 Reduced manual work.

 Timely Report generation.

1.4. Scope of the project

The scope of this project will be limited to the following:

 Announcement process: the human resource will announce the vacant position to the
applicant.
 Online Registration of Applicants:-The system registers all the applicant
information that is used to hire in the institution.
 Placement process: the human resource will place the new employee to their respected
positions.
 Manage the employee profile: the respected departments will manage the new
employee as well as the existing ones.
 Leave management: Complete elimination of paperwork in leave management by
enabling an employee applies for leave through the system. This will also enable the
department to accept/reject leave application through the system.
 Message:-the user like employee, department and HR admin can communicate
with each other through this system.
 Report generation: The departments can generate reports about the employee status or
progress to human resource admin order to monitor employees and this can be used for

5
 performance appraisals. The reports will have all the information of an employee from
educational background, trainings attended, projects done as well as technical skills.
 Employee ID Generator: The ―Employment ID Generation‖ activity enables you to assign the
applicant a unique alphanumeric identifier when the applicant joins the organization. The
Employee Code, Employee Number or Employee ID can have a prefix, if required.
 Employee Attendance Management: Attendance Monitoring System is a web application
developed for daily employee attendance in institutes. It facilitates to access the attendance
information of a particular employee in a particular class and shift. The information is sorted by
the operators, which will be provided by the staff for a particular class. This system will also help
in evaluating attendance criteria of an employee.

1.4.1. In-scope
The functionalities that will be covered by HRMS are starting from online registration of new
applicants up to online attendance management system of employees. And also up to the online
information management system for every employee that understands the systems language. And
also up to communication between HR hierarchies or between actors that participate on HRMS.
HRMS works up to Employee ID management System.

1.4.2. Out-scope
The company manages huge number of employees starting from metros to higher hierarchies.
Due to this employees are speak different language. But addressing the system for all employees
are not covered on the system.

1.5. Methodology
We have used interview and document analysis in order to determine the information, which is
used in the existing system and very important to develop the web based system.

1.5.1. Fact finding Techniques

 A. Interview

we have gathered information by interviewing the HRMS officers about the existing system.
We have prepared some questions to the human resource management system manager Ato.
Emrhan to get the necessary information about the existing system

 B. Practical observation
 It helps us to get real information how the organization performs its function and this
helps to strength the data that gathered through interview and document analysis.

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  C. Document analysis
 This technique provides information on how the existing system works .There for
documents related to the existing system of the organization will be assessed.

1.5.2. System analysis and design methods

In this project, our team have used object oriented system development methodology (OOSD)
for the design.
This technique has several phases some of them are:

I. Object Oriented Analysis (OOA)

During this phase the team uses to model the function of the system (use case modeling),
find and identify the business objects, organize the objects and identify the relationship between
them and finally model the behavior of the objects in detail.

II. Object Oriented Design (OOD)

During this phase our team uses Microsoft Visio software to refine the use case model and
rational rose for designing the sequence, collaboration, activity diagrams and to model object
interactions and behavior that support the use case scenario.

1.5.3. Tools Used in the Project

I. Back End Design Tool

MySQL software of the data base system and PHP language was used in developing and
managing the back end of the system.

II. Front End Design Tool

The user interface had been developed using html, java script, CSS since it easily designing the
front end and connected in to data base easily.

1.6. Feasibility
Feasibility analysis identifies the important risks associated with the project that must be
managed if the project in the system development process. Feasibility is used to indicate whether
the system you are going to do is feasible or not. The proposed system can be seen according to
the following lists.

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 1.6.1. Economic feasibility
Economic feasibility is determined by identifying costs and benefits associated with the system,
assigning values to them, calculating future cash flows, and measuring the financial worthiness
of the project.

The system to be developed is economically feasible and the benefit is outweighing the cost.
Since this project already computerizes the existing system, by now the reduction of cost for
materials used in manual operation becomes beneficiary to the organization. Generally the
system that we developed, online voting system brought a number of tangible and intangible
benefits

The web based employee requirement management system is economically feasible because:

 The system provide fast and efficient automated environment.

 The system has GUI interface and very less user-training is required to learn it.
 This project is economically feasible because its anticipated benefit is greater than
the expected cost.

 Cost of the Project

 Tangible Costs

The tangible costs acquired in developing the system are:-

 Miscellaneous Cost which includes hardware development cost and other costs.
 Software development cost

a. Miscellaneous Cost
This cost contains the various types of costs in which we spent for the development of the
project or the University covers some of the hardware expenses.
The following table lists the different miscellanies costs that we have spent in the process of the
development of the system.

Resources Amount Price

Pen 12 pen 60 Birr
Printing 120 pages 120 Birr
Paper 1 DESTA 90 Birr

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Flash disk 16gb 300 Birr
CDRW 6 60 Birr
Laptop 1 23000 Birr
Desktop 1 By university
Total 23,630 Birr

Table 1.1: Miscellanies Costs

b. Software Development Cost

For this particular project we had used different software but the software is provided by the
university.
Type of Software’s Price
Microsoft windows 7/10/XP by the university
Microsoft Office by the university
MySQL from wamp Free down load
Edraw max 8.4 Free download(for crack $19)
Notepad++ and sublime text editor Free download
Total $19 Birr
Table 1.2: Software Development Costs

 Intangible Costs
Those are costs which are uncountable .The intangible costs that are acquired in developing
the system are:-Our knowledge that we will spent to develop the system may not be measureable
in terms of money.

1.6.2. Technical Feasibility

The system to be developed by using technologically system development techniques such as
asp.net, Java script, CSS and MYSQL database server without any problems and the group
members have enough capability to develop the project. So the system will be technically
feasible.

We have technical knowledge about:

 PHP to write the code or implementation with WAMP.
 MySQL to build the database to store the data.
 Unified Modeling Language (UML) model to do analyzing and designing in good
manner.

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 The technical requirement for the human resource management system in order to do their
operation by the new computerized system is:
 Training on the new system to know how it operates and how to use the
computerized system considering all employees in the organization (institute).

1.6.3. Operational feasibility

The system to be developed will provide accurate, active, secured service and decreases labor of
workers and also it is not limited to particular groups or body in the organization (institute). And
also it is plat form independent i.e. it run’s in all operating system. The system in which we have
developed is also compatible to all operating systems and web browsers.

1.6.4. Schedule feasibility

Within the time duration, we have identified the activities of the project in order to accomplish
the project objective within their schedule requirement which is on the table below.

Activities Submission date

November

December

February
No.

January

June
1 System proposal

2 Requirement analysis

3 System design

4 Implementation

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 1.6.5. Political Feasibility
Political feasibility is a measure of how well a solution to a policy problem, will be accepted by a
set of decision makers and the general public. For a policy to be enacted and implemented, it
must be politically acceptable, or feasible. So our system to be developed is not conflict with any
government directives, because it gives services for the people in the organization (employee)
effectively and efficiently, all the stakeholders also agreed before the system developed. So the
organization is profitable and the system will be politically feasible

1.7. Risks and Assumptions

No Risk Impact Probability Mitigation

Table 1.3 risk

1.8. Limitation of the project

Limitation of the project is about factors that hinder the researchers /the developers/ not to
proceed further to develop an efficient system.
Note that some students cannot clearly identify the difference between limitation and out-scope
of the project. They consider the two terms simultaneously. The difference is out-scope are part
of the system which can be include in the system but excluded from the system because of
different factors. If you can concentrate and work further, it is possible to include out-scopes as
the in-scope of the system. Whereas limitations are external factors that cannot be solved by the
project teams if you can take any measurements, these are out of your capacity. So, you should
clearly set terms independently.

1.9. Significance of the project

General significance or Advantages of our system are:
Easy access to the data
The new system is more user-friendly, reliable and flexible.
Data alteration is easy.
Maintenance of the project is easy.

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 Reduced manual work.
Timely Report generation.

The significance of the new system includes:

1.9.1. Benefits for the human resource office

 Avoiding improper resource consumption like paper, pen…
 Avoiding data loss because of improper data storage
 Enhance security mechanisms to protect employee information.
 Simple process for posting job vacancy.
 To handle the applicant effectively and support the smooth functioning of the
business.
 reduces work over load of the office

1.9.2. Benefits for the applicant

 Multiple channels to access services from the institution
 Simplified process for registering online
 Can view posted information’s from anywhere at any time

1.9.3. Benefits for the employee

 Can view notification send by the department and HR office from anywhere at any time
 Can be able to fill in leave application form in the appropriate fields online.
 Can also view their personal information through the system.

1.9.4. Benefits for the Department

 Facilitates fast and efficient retrieval of data
 Avoiding improper resource consumption like paper, pen, ledger…
 Reduced workload of the office activities such as preparation of reports
 Simplified process for managing employee information

1.10. Time-line of the Project

N
o

Activities Submission date

.

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 November

December

February
January

June
1 System proposal

2 Requirement analysis

3 System design

4 Implementation

Table 1.4 Time-line of the Project

1.11. Budget of the Project

Resources Amount Price
Pen 12 pen 60 Birr
Printing 120 pages 120 Birr
Paper 1 DESTA 90 Birr
Flash disk 16gb 300 Birr
CDRW 6 60 Birr
Laptop 1 23000 Birr
Desktop 1 By university
Total 12860 Birr

1.12. Organization of the project

Our project HRMS documentation is organized into five chapters.
The first chapter deals with The Introduction of our project. It also describes about the
background of HRMS and The background of the company KIOT.
The second chapter deals with System analysis. This chapter describes about the overall
activity of the existing system, the problem of the existing system, the player of the
existing system, Explains the business rule of the organization and also the introduction
and assumption of the new system.

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The third chapter Design covers about the design of the system. Deals with the system
architecture , class diagram ….
The fourth chapter Implementation and testing. The chapter covers the code based on
the design of the system, you have created in design phase. You can use any
programming language. However, if the system were designed in Object Oriented
methodology, the implementation should be object oriented programming language.
Testing and evaluation of the system gives different benefits for the system development
team. It helps the team to find defects and builds confidence.
The fifth chapter encompasses the conclusion and recommendation for future studies.

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 Chapter two

2. Analysis
2.1. Introduction
In this chapter the existing system of KIOT HRMS was clearly defined by answering how
existing system is working? In what way the employee managed? How employee’s ID are
generated? How employees are leave? What are techniques being used to handle personnel file?
What are the business rules of the existing system? And what are the problems in the existing
system? After studying the existing system it is possible to understand that how the proposed
system can solve the existing system problems. Studying the existing system will also use to
determine both functional and non-functional requirements.

2.2. Existing System

2.2.1. Description of Existing System

The existing human resource management system performs the following function with manual
system and this leads to less security issues. Because of the manual system recording system is
time consuming and boring .This is the result of lack of computerized system or web based
system.
The basic process of analysis involves three steps:

 Understand the existing situation (the as-is system).

 Identify improvements.

 Define requirements for the new system (the to-be system).

Note that the as-is system is not emphasized in the following condition: -

1. No current system exists,

2. If the existing system and processes are irrelevant to the future system
3. If the project team is using a RAD or agile development methodology.

2.2.2. Requirement gathering

Organization structure (if any): - Draw the organizational structure to know about every flow
of activities in the current system.

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 2.2.2.1. Users of Existing System: -
 Personnel officer: - is a person who is in charge of controlling and
following up all the employees’ Activities and departmental
communications using acceptable and approved documents.
 Staff workers:-are those employee works in HRMS office.
 Section/Department: - A business unit in which all employees are
included.
 Applicants: -they are person who find job.
 Employees: -they are person who works in the institution (could be
lecturers, accountants, technicians)

Major functions of the Current System:- Write down the main function of current working
style of your system.

2.2.2.2. Existing System Workflow Structure: -

The work flow in the existing system is performed starting from the human resource
manager to the employee in every department. The human resource announces vacant
position and hired employee and record the specified information about the employee in
manual based system. After hiring the employee then send the hired employee data to
that of departments who require the employee in letter form. And the applicant
departments accept the employee and place them to their tasks. If the employee gets
training, done projects the departments update the new information of the employee in
manual or paper based system. As we see the existing system all activity are done from
the human resource office to every departments in the institution are manual base system.

2.2.2.3. Report generated in the existing system (if any): -

Different reports are generated in the existing HRMS of KIOT. Reports are generated based on
the general information about an Employee in the university. This report helps the finance
department in predicting budget needed for the coming years and months, helps the Departments
to ask for additional employee and so on. Other types of reports are prepared monthly depending
on Registered Employee per month and annually.

16
Forms and other documents of the existing systems (if any): - If you have the form that
means existing system form and other important documents you can put.
Input (Inaccurate/redundant/flexible) and Output (Inaccurate): -Based on input of some data it
may be disorder.

2.2.2.4. Security and Controls: - Based on security you can explain it Efficiency

2.2.3. Supplementary Requirements

2.2.3.1. Business Rules

In every organizations or institutions there are rules and policy, which used to govern all
activities in specified work flow, control the work flow, and performed in the work
environment.

BR1: To get employee the departments who needs employee should write an application letter
for their vacant position to personnel department

BR2: when the vacant position is announced to external applicant on notice board on mass media
externally for consecutive 5 to10 work days.

BR3: To be employed applicants should bring a clearance letter from previous Employer.

BR4: when the human resource hired the new employee to that of departments who needs an
employee they must send a letter that has full documents about the new employee.

BR5: Access of information depends on the authority of the user.

BR6: the employee must have full reason to apply leave application.

BR7: if the employee wants to leave from the institution for different reason first they must
apply to the department and the department must send their application to the human resource.

BR8: if one wants to leave from KIOT before he/she fills the form leave form he/she must return
all.

2.2.3.2. Constraints
 The system will work on our existing technical infrastructure—no new technologies

will be introduced.
 The system shall be available 99.99 percent of the time for any 24-hour period.

17
 Past Future
Work 9 to 5 Work anytime
Work in an office Work anywhere and from anywhere

Use company equipment Use your own modern gadgets and requirements

Focused on inputs Focused on outputs

Climb the corporate ladder Create your own ladder for career

Pre-defined work Customized work

Hoards information Shares information
No voice Can become a leader
Focused on knowledge Focused on adaptive learning

2.3. Proposed System

The proposed system is designed to eliminate all the drawbacks of the existing human
resource management system. The system shall be responsible for posting announcement,
hiring new employees, placing the new employee to their respected position, and managing
information about employees to their personal profile. And also the system shall incorporate
leave management all the way from application to acceptance/rejection of leave requests as
well as all in generating reports. All these features include the ability to add user, update
(edit), and retrieve through search results. It also contains a report generation system. And
also generate and manage the ID of the employee.

2.3.1. Software requirement specification (SRS)

The purpose of the SRS is to do the following:
Functional requirements
 Define the Functional Requirements: Describe the functional requirements of the
system. What functionalities does the system have? Then proceed to show it using use
case diagram under the next topic use case diagram.
Functional Requirements are those that refer to the functionality of the system,
i.e., what services it will provide to the user. Statements of services the system
should provide how the system should react to particular inputs and how the
system should behave in particular situations.

18
 Posting announcements: the system post vacancy announcements and notice for the
applicants in order to make them informed.
 Register applicant online: The system registers applicants’ who wants to be hired in the
institution with appropriate information. Without coming to the office they can be able to
register online by using the system.
 Placing new employee: the system is able to recorded the new employed applicants and
able to place to their respected position.
 Manage employee information: The system is able to search, delete and update the
hired employee information when it is needed. And also the department can assign
project team for every employee in his department.
 Leave Application/Approval
 Leave application- The user is able to fill in leave application form in the
appropriate fields.
 Leave approval- The department are able to approve leave applications based on the
reasons stated.
 Message: The system is can able to communicate the users.
 Report generation
o Report generation- the system is able to generate a report for each employee
based on the information in the database.
 Generate ID
o Generating ID for each employee based on the information in the database by
retrieve information of the employee from the record of employee.
o The ―Employment ID Generation‖ activity enables you to assign the applicant a
unique alphanumeric identifier when the applicant joins the organization. The
Employee Code, Employee Number or Employee ID can have a prefix, if
required. You are allowed to either define the employee codes manually or
request the system to automatically generate it. Additionally, you can specify the
nature of employment such as Regular, Consultant, Trainee or Contract, Contract
Start/End Date and Offer Status (whether the applicant has joined, offered or
dropped the offer for that organization while creating the employee file).
 Employee Attendance Management: Attendance Monitoring System is a web
application developed for daily employee attendance in institutes. It facilitates to access

19
 the attendance information of a particular Employee in a particular class and shift. The
information is sorted by the operators, which will be provided by the staff for a particular
class. This system will also help in evaluating attendance criteria of an employee.

Non-Functional requirements

Non-functional requirements are requirement, which has no essential for the system, but it can
support and give more quality for the system.

A. Users interface requirement

 User interface should be menu driven and attractive.
 The interface should be user friendly.
 The system should support error-handling mechanism that display graphic approach and
the system guide the user what will be the next action.
B. Security Requirement
 The system support user name and password to authentic.
 The system has different privilege to protect intruding.
C. Performance: the system is responsibly fast in order to access the required crime
information’s
D. Error handling requirement
The system have error handling mechanisms that is, as errors occur it will not stop functioning
rather provide error manages and should guide the user through what to do next.
E. Establish a common language between the client and the program team for describing the
system. Our system will be perform its operation more than two languages for all
employee’s.

2.3.2. Existing System Modeling

2.3.2.1. Essential Use Case modeling

It helps you to show the general overview of the existing system. It helps you to identify the
functions of the existing system and anything or anyone that interacts with the system. A use
case describes something of value to an actor (often a person, organization, system).it describes
the fundamental business task without bringing technological issues into account.

20
 2.3.2.2. Essential User Interface Prototyping
 A technology-independent prototype created using paper that can be used to identify UI
requirements.
 Essential User Interface Prototyping flow diagrams
 A diagram that depicts major UI elements and how users transition between them; used to
explore the high-level usability of a system or to overview/ document the user interface of a
system.
 Domain modeling with class responsibility collaborator (CRC)
 A class responsibility collaborator model is a collection of standard index cards that have
been divided into three sections, as depicted in. A class represents a collection of similar
objects, a responsibility is something that a class knows or does, and a collaborator is another
class that a class interacts with to fulfill its responsibilities.
 There are three different types of classes: Business, Actor and User Interface classes.
 So to create CRC models? Iteratively perform it by finding classes, responsibilities and
collaborators.

2.3.3. System Modeling

2.3.3.1. System Use case diagram

A use case defines a goal-oriented set of interactions between external users and the system
under consideration or development. Thus a Use Case Scenario is a description that illustrates,
21
step by step, how a user is intending to use a system, essentially capturing the system behavior
from the user's point of view.
In order to create relevant use cases for the system, the following actors for the system have been
identified:

 applicant
 Employee
 Department officer
 Human Resource Admin

2.3.3.2. System Use case documentation

Use case Name: Login

22
 UC_ID: UC_01
Actor: users (human resource administrator, department, employee)
Description: this use case is used to ensure security for login into this system.
Precondition: the user must have at least correct username and password (before login the user
must have correct account).
Post condition: the main page will be displayed then user gets access to its privilege and after
finishing his/her work he can logout
Flows of event (main course of action):
Table 2.2Main Course of Action about Login
Actor action System response

Step1: User has to open the system Step2: The System displays the login
(interface). interface and allows the user for the user
name and password.
Step3: by selects account type user fills his
or her username and password. Step5:display login successful

Step4: click login button. Step7: displays its main window.

Step6: the User gets access the system. Step8: Use case ends.

Alternative course of action

If the user is not authorized
A.6 the system gives a confirmation message that is wrong username or password
A.7 the system displays a message to enable the user to try to login by entering correct user name
and password.

Use case Name: employee requisition

UC_ID: UC_02
Actor: department officer
Description: This use case enables to submit employment requisition form for section/Dept.
recruitment.

Precondition: the user must login to the system.

Post condition: requisition is saved to the database and successful message should be display for the
user

23
 Table 2.3Main Course of Action about employee requisition

Actor action System response

Step1: click requisition page from menu Step2: display requisition form

Step3: fill all information needed to the Step5: display successfully posted message.
vacant position.
Step7: finish requisition and the use case end
Step 4:click apply button

Alternative course of action

1If the user doesn’t have access privilege to use the system, user is not authenticated and is
denied access to the system

Use case Name: post announcement

UC_ID: UC_03
Actor: human resource administrator
Description: After section/department asks the employment requisition the human resource
administrator should be posted vacancy announcement to get the worker.

Precondition: the user must login to the system and the department should apply for employee.
Post condition: Record is successfully added to the database message should be display for the user.
Table 2.4Main Course of Action about post announcement
Actor action System response
Step1: click post announcement page from Step2: display post announcement form
menu
Step5: display successfully posted message.
Step3: fill all information needed to the
Step7: finish posting announcement and the
vacant position.
use case end
Step 4:click post button

Alternative course of action

24
 A. 1If the user doesn’t have access privilege to use the system; user is not authenticated and is denied
access to the system.

Name: register applicant online

UC_ID: UC_04
Actor: applicant
Description: this use case is done by the applicant in order to register for applying to the vacant position.
Preconditions: he/she must have an internet connection, and must have necessary information based on
the announcement requirements.
Post conditions: the applicant must be registered successfully.
Exceptional condition: if there is no internet connection there is no registration.

Table 2.5Main Course of Action about registering applicant online

Actor action System response

Step 1: the applicant opens the home page of Step2 : the system display the home page
the website.
Step4: the system display the applicant
Step 3:Select online applicant registration registration form
page.
Step7: the system display register
Step 5: fill all his/her information required. successfully message

Step 6:click apply button

Alternative course of action

A6: The system display register failed message if there is unfilled information in the form.

Use case Name: placement

UC_ID: UC_07
Actor: human resource administrator
Description: the human resource administrator will record the new employed applicant’s information and
place them to their position.

25
Precondition: the human resource must login to record and place the new employed applicant
information.
Post condition: display registration and placement.
Table 2.6Main Course of Action about placement

Actor action System response

Step1: click the placement and registration Step2: display placement and registration
page from menu page

Step3: fill the all employee information and Step5:display save successful message
place to their position.
Step7: finish placement and the use case
Step 4:click submit button end

Name: Manage employee

UC_ID: UC_08
Actor: department
Description: This use case is done by the department when they need update search and delete employee
profile information
Preconditions: The department must login to the system to manage employee.
Post conditions: The employee information will be managed (searched, updated) by department.
About updating employee information:

Table 2.7: Main Course of Action about Update employee

Actor action System response

Step 1: the department click manage employee Step2: the system display the manage employee
link page

Step3: the department enter the id number of Step4: the system display the update form with
the employee to update the registered employee information

Step 5: the department fill the new updated Step7: display update successful page
information of the employee.

Step 6:click submit button

26
 Alternate course action:

A8: the system display error message if the employee information doesn’t fill accurately.

About searching employee information

Table 2.8: Main Course of Action about searching

Actor action System response

Step 1: the department click manage employee Step2 : the system display mange employee
link page

Step 3: the department enters the id number of Step4: the system display the employee
the employee to search and click search button. information

Step8: finished searching and stop the use case

Alternate course action:

A4: the system displays fill again message to department if the entered id is incorrect.
About deleting employee information
Table 2.9: Main Course of Action about deleting employee

Actor action System response

Step 1: the department officer click manage Step2 : the system display mange employee
employee link page

Step 3: the department officer enters the id Step4: the system display the employee
number of the employee to search and click information
search button.
Step6: the system display delete successful
Step 5:the administrator enter delete button message and stop the use case

Alternate course action:

A.4: the system displays fill again message to department officer if the entered id is incorrect.
A.6: the system display deletion failed if the entered data are not available
Use case Name: apply leave
UC_ID: UC_09
Actor: employee

27
 Description: This use case is done by the employee when they want to leave from the institution.

Precondition: the user must login to the system and must have full reason to apply leave.

Post condition: The employee application will be saved to the database.

Table 2.10Main Course of Action about apply leave

Actor action System response

Step1: click leave application page from Step2: display leave application form
menu
Step5: display successfully applied message.
Step3: fill all information needed to apply
Step7: finish applying and the use case end
leave.

Step 4:click apply button

Use case Name: send employee leave

UC_ID: UC_10
Actor: department
Description: This use case is done by the department to apply employee leave application to the human
resource admin.

Precondition: the user must login to the system and must accept employee leave accept.

Post condition: The department application will be saved to the database.

Table 2.11Main Course of Action about send employee leave application

Actor action System response

Step1: click leave application page from Step2: display leave application form
menu
Step5: display successfully applied message.
Step3: fill all information needed to apply
Step7: finish applying and the use case end
employee leave.

Step 4:click apply button

28
Alternative course of action

A.1If the user doesn’t have access privilege to use the system; user is not authenticated and is
denied access to the system.
Use case Name: approve leave application
UC_ID: UC_11
Actor: human resource administrator
Description: after the department applies the leave application of employee to the human resource admin
the human resource admin will view and approve their application.

Precondition: the user must login to the system

Post condition: application isviewed and display successfully approved message to the user.

Table 2.12Main Course of Action about approve leave application

Actor action System response

Step1: click view leave application page Step2: display leave application page
from menu
Step6: finish approving and the use case end
Step3:read the reason for applying leave

Step4:check leave status

Step5: approve the leave application.

Alternative course of action

A.1 If the user doesn’t have access privilege to use the system, user is not authenticated and is denied
access to the system.
Use case Name: notification
UC_ID: UC_12
Actor: human resource administrator

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Description: human resource admin after viewing leave application he/she notify the result for the leave
application to the employee.

Precondition: the actor must login to notify the result and the employee must have an email address

Post condition: The applicant employee must be notified

Table 2.13Main Course of Action about notification

Actor action System response

Step1: click notification page from menu Step2: display notification page
Step5:display sent successful message
Step3: fill the notification
Step6: finish notification and the use case
end
Step 4:click send button

Use case Name: generate report

UC_ID: UC_13
Actor: human resource administrator
Description: human resource admin will generate report to the necessary activities
Precondition: the user must login to the system
Post condition: application is viewed and display successfully approved message to the user.
Table 2.14Main Course of Action about report

Actor action System response

Step1: User clicks the generate report menu. Step2: The system display report form

Step3:The user fill the form Step6: The system displays successful
message and the use case end
Step4: The user clicks on report type menu
item

30
 2.3.4. Key abstraction with CRC analysis
CRC modeling techniques are used to model the existing system that help as build the proposed class
diagram by observing how the existing system are collaborate with each activity . A class represents
a collection of similar objects, a responsibility is something that a class knows or does, and a
collaborator is another class that a class interacts with to fulfill its responsibilities.

pressonnel officer announcement

Post Salary
announcement announcement quantity
Give job no end date
Record announce Application for Application
date vacant position
job no
date

Department officer
Application

Manage
Name of applicant
employee employee
address Applicant
Employee id
CGPA
Status
Marital status
Manage
Age
employee
Gender
education level
position
Employee

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Name
Id Leave
Leave application
Status application
Education level Reason

position leave status Approve

apply for leave leave

application

2.3.5. Sequence diagram

A Sequence diagram is an interaction diagram that shows how processes operate with one
another and in what order. It is a construct of a Message Sequence Chart. A sequence
diagram shows object interactions arranged in time sequence. It depicts the objects and
classes involved in the scenario and the sequence of messages exchanged between the objects
needed to carry out the functionality of the scenario. Sequence diagrams are typically
associated with use case realizations in the Logical View of the system under development.
Sequence diagrams are sometimes called event diagrams or event scenarios.

A Sequence diagram is a structured representation of behavior as a series of sequential steps

over time. You can use it to:

 Depict workflow, Message passing and how elements in general cooperate over time to
achieve a result
 Capture the flow of information and responsibility throughout the system, early in
analysis; Messages between elements eventually become method calls in the Class model
 Make explanatory models for Use Case scenarios; by creating a Sequence diagram with
an Actor and elements involved in the Use Case, you can model the sequence of steps the
user and the system undertake to complete the required tasks

32
Figure 2.2 sequence diagram for login

33
Figure 2.3 sequence diagram for employee requisition

34
Figure 2.4 sequence diagram for post announcement

35
Figure 2.4 sequence diagram for vacancy announcement

36
Figure 2.6sequence diagram for placement

37
 Figure 2.7 sequence diagram for apply leave

Key parts of a sequence diagrams

 participant: an object or entity that acts in the sequence diagram
o sequence diagram starts with an unattached "found message" arrow
 message: communication between participant objects
 the axes in a sequence diagram:
o horizontal: which object/participant is acting
o vertical: time (down -> forward in time)

2.3.6. Activity diagram

Activity diagrams are graphical representations of workflows of stepwise activities and actions
with support for choice, iteration and concurrency. In the Unified Modeling Language, activity
diagrams are intended to model both computational and organizational processes (i.e.
workflows). Activity diagrams show the overall flow of control.

38
Figure 2.14activity diagrams for login

Figure 2.15activity diagrams for employee requisition

39
Figure 2.16activity diagram for post announcement

Figure 2.17activity diagrams for read and apply

40
Figure 2.18activity diagrams for placement

Figure 2.19 activity diagram for apply leave

41
 2.3.7. Conceptual modeling: Class diagram
The class diagram is the main building block of object oriented modeling. It is used both for
general conceptual modeling of the systematic of the application, and for detailed modeling
translating the models into programming code. Class diagrams can also be used for data
modeling. The classes in a class diagram represent both the main objects, interactions in the
application and the classes to be programmed.

In the diagram, classes are represented with boxes which contain three parts:

 The top part contains the name of the class. It is printed in bold and centered, and the first
letter is capitalized.
 The middle part contains the attributes of the class. They are left-aligned and the first letter is
lowercase.
 The bottom part contains the methods the class can execute. They are also left-aligned and
the first letter is lowercase.

42
Figure 2.26analysis level of class diagram

43
 2.3.8. User Interface Prototyping
Create a user interface prototype and include in the analysis document. This may help to gather
more requirements from users or show how the system works. You can create the prototype
using UI prototyping tools. If you build an ineffective user-interface (UI) to your system, then it
really does not matter how good the rest of your system is: your users are going to hate what you
have built for them. Therefore, Effective developers understand this and participates user of the
system in developing UI. While developing UI you will be expected to perform the following
tasks:

44
Figure 2.27 user interface prototype

45
 2.3.9. Identifying change cases
Change cases will used to describe potential modifications requirements to the system. You
describe the potential change to your existing requirements, indicate the likeliness of that change
occurring, and indicate the potential impact of that change.

46
 Chapter Three

3. Design
3.1. Purpose and goals of design
The objectives of design are to model the system with high quality. The design goals are derived
from non-functional requirements that means non-functional requirement is the description of the
feature characteristics and attribute of the system as well as any constraints that may limit the
boundary of the proposed solution.

Design goals describe the qualities of the system that the developers should consider.

 Security: the system should be secured, i.e., not allow other users or
unauthorized users to access data that has no the right to access it.
 Modifiability: the system should be modifiable for further modification and
enhancement of the application.
 Performance: KIOT HRMS should respond fast with high throughput, i.e. It
should perform retrieving employee file, registering new applicants, updating
employee files, generate ID for employee and generating report as quickly as
possible.
 Fault Tolerance: KIOT HRM system should be fault tolerant to loss of
connectivity with the service.
 End User Criteria: - The system should have simple and understandable
graphical user Interface such as forms and buttons, which have descriptive names.
It should give reliable response for each request at least before the session expires.
 Reliability: it should be able to carry on invalid user inputs, fault tolerant,
reliable and available.
 Cost: The system should be developed, deployed, administered and maintained
with minimum cost as possible.
 Performance…
 Dependability …………….
 Cost …………….
 Maintenance………..

47
3.2. Class Modeling diagram
During design, you should consider indicating these items:
1. Visibility (optional): it is the level of access in which external objects have access to a
method or not.
2. Name. Strategies for naming methods.
3. Parameters (optional). The names of parameters, and optionally their types and default
values (if any), should indicated for each method.
4. Return value type (optional). The type of the return value, if any, should indicated.
5. Scope. Whether a method is a static method that works on the class or an instance
method that works on instances of the class should also indicated. Static methods are
underlined; instance methods are not
Let us see the following diagram:

3.3. Current software architecture

Try to illustrate the current software architecture of your system if any. For example, if there is
no system in the organization you can state as

The existing system of the x company is manual system and hence there is no
current software architecture that will be considered. As a result, we only
describe the software architecture of the newly proposed system.

3.4. Proposed software architecture

The architecture chosen for the system is three tier. The first layer runs on the client side, the
second layer at the middle layer and the third layer will be the database system. The system will
48
run using web technology. This architecture provides greater application scalability, high
flexibility, high efficiency, lower maintenance, and reusability of components. The system uses
dynamic web technology, i.e., adding and retrieving data to and from the data store whenever
requested is possible. It requires a client side program which is accessed by the HR officer, by
the registrar, by the Employee and also an interface that communicate with the external system.
It needs server side functions that implement the functional requirements and the database
system that stores data. These three layers are the Application or Presentation layer, the business
layer and the data access layer. Application or presentation layer is the form which provides the
user interface to either programmer or end user. The business layer is the class which the team
uses to write the function which works as a mediator to transfer data from application layer or
presentation layer to data layer. This layer also has a property layer which is a class where
variables are declared corresponding to the fields of the database which can be required for the
application and make the properties so that the team can get or set the data using these properties
into the variables. The third tire is the data access layer which is also a class to get or set data to
the database queries back and forth. This layer only interacts with the database. The database
queries or stored procedures will be written here to access the data from the database or to
perform any operation to the database

Interface (User interface, System Interface)

4.
()

Process Application, Controller) System

(Infrastructure, Platform)

Domain (Business)

Persistence (Data)

Data sources

49
3.4.1. Subsystem Decomposition
The system is divided in to modules. There are four modules in this system with their function.
Those modules are

 Registration module
 Register applicant
 Placement module
 Add new employee
 Login page
o Password
o User name
o User Type
 Only HR admin, department and employee have their own page on the DBU human
resource management system page. They will perform those activity listed on each page.
 Notification module
 Posting notification information through
o Email

 Manage account
 This module helps the HR admin to add new user accounts, update and inactive existed
account.
 Employee management
 This module helps the department officer to view, identify and organize (manage) all
employees under his department.
 recruitments
 This module helps HR admin to post vacancy announcement. This module also helps
applicants to view posted information’s.
 Generate report
 This module helps the HR admin to prepare monthly employee reports to the finance and
also the department prepare employee information report.
 Leave management
 This module helps the employee to apply leave to the department to approve the
employee leave application.

50
 Generate Employee ID: This module of our system helps to generate SSN or identification
card for individual employee.
 Attendance Management: This part of our system record the attendance of each employee in
the campus.

3.4.2. Component diagram

A component diagram displays the structural relationship of components of a software system.
These are mostly used when working with complex systems with many components.
Components communicate with each other using interfaces. The interfaces are linked using
connectors. By this Diagram, components of the system will be wired showing that there is
relation among components; management of the system, database and operations performed on
databases such security issue. This in some extent shows which component or objects will be
accessed by whom and what type of security infrastructures it is using.

3.4.3. Deployment diagram

A deployment diagram shows the hardware of your system and the software in that hardware.
Deployment diagrams are useful when your software solution is deployed across multiple
machines with each having a unique configuration. Deployment diagrams model the physical
architecture of a system, and it shows the relationships between the software and hardware
components in the system and the physical distribution of the processing.

51
Deployment diagram is a structure diagram which shows architecture of the system as
deployment (distribution) of software artifacts to deployment targets.

Deployment diagrams could be used to show logical or physical network architecture of the
system. Network architecture diagram could show no artifacts or deployments at all or only the
major ones.

Artifacts represent concrete elements in the physical world that are the result of a development
process. Examples of artifacts are executable files, libraries, archives, database schemas,
configuration files, etc.

Deployment target is usually represented by a node which is either hardware device or some
software execution environment. Nodes could be connected through communication paths to
create networked systems of arbitrary complexity.

3.4.4. Persistence Modeling for object oriented database

If you use object oriented databases for your system instead of relational databases, instead of
designing E-R diagram, design persistence models. Show the mappings and the relations of the
tables. Consider the following example:

Persistent data of the Online System of Universal Book Center would be stored in a Microsoft
SQL Server Database Management System. The purpose of persistence modeling is which

52
objects in the system design are required to be stored persistently. Clearly, in a database driven
application like this one, almost all system interactions have deal with persistent data.

Information related to customer, book,order, payment and account are persistent data, which
should be stored in the Database Management System. This allows the programs that operate on
these data to do consistently. Moreover, storing data in a database enables the system to perform
complex queries on a large data set.

 Mapping

In order to store information persistently we map objects into tables and the attributes into fields
to the specific table based on the objects found on the system. Therefore, we identified five
major tables that will be implemented on the selected DBMS. For this reason, the mapping of
objects to tables is displayed as follows

 Relationships among Tables

53
This part is to describe and show the necessary relationships among the tables, which are
selected to store the data persistently in the system. There are three types of relationships in this
system.
 One-to-One Relationships
 Many-to-Many Relationship
 One-to-Many relationship

3.4.5. .Access control and security

Access control is way of enabling & limiting access to a system or to physical or virtual
resources according to access level. A control is a process by which users are denied access to
the system or granted access and certain privileges to systems, resources or information. When
the user can login, the user will be authenticated and then authorized access to the system.

Actors Class Operation

Book BookInfo()
Selected Book Checks()
Customer Order Submit()
Payment Pay()
Account CheckPass()
Account CheckPass()
CalctotalBooks()
Management Report CalctotalSales()
CalcRemainBooks()
The system uses User Name and Password mechanisms to authenticate eligible users in order to
get the required services from the system.

3.4.6. Boundary conditions and Exception Handling

3.4.6.1. Boundary Conditions

Here it will try to describe some of the objects that act as a boundary object and exception
handling mechanisms.

The System Administrator initiates the web server using the appropriate administrator account
that enables him/her to add, modify and/or remove data available on the system such as, the

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customer data, account, book information, orders, payment and others. It also enables to take the
necessary backups from it for recovery and other essential purposes in case of system crash. Of
course, the server side is giving 24/7 service unless it gets some problem that makes it down.

Any customer initiates the system to get a connection with the web server using his/her web
browser available on the client side. As a result, the home page will be displayed as a boundary
object to provide different services and access the pages available there. Based on the
functionality the customer is interested, there are a number of boundary objects found there so as
to facilitate the connection between the customer, the management and the system administrator
tasks. In addition to the Home page, the following are some of the boundary objects found in this
specific system. Register Page, Book Page, Selected Book Page, Invoice page, Delivery page,
Login page and Report Page.

The System is a Client–Server architecture and allows a remote access. The following
requirements are mandatory on both Client and Server side. For example:

Client slide
 Internet connection should be available on the client side
 Web browser is demanding to connect with the web server of the system
 The customer should be legitimate and having an account provided by the system
 It should give the URL (Uniform Resource Locator) address of the web site.
 The customer communicates the different hyperlinks/pages using the homepage.
 The Customer can get different service from viewing the available books up to
ordering and making payment.

Server Side
 The system administrator/Web Master initiates and updates the system using
his/her preferred privileges
 The server side should be registered on the local or any other service provider.
 It should have Internet connection and database driven-website for remote access.
 It automatically saves the changes and take backups.

3.4.6.2. Exception Handling

You are expected to write the exceptions of your project, for example, see the following example

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  The system will display messages if it is tried to access using wrong/invalid account
by checking against the account table.
 The Customer can’t order books that are not available in the system.
 If the customer enters random credit card number or bank account, it checks and
gives a message.
 It uses two hard disks in order to prevent data lose in case of system crashes.
 There will be a recovery mechanism so as to save temporary states in the case of
network link failure.

3.5. User-Interface Design

It is important that all developers have an understanding of the basics of UI design. Constantine
and Lockwood (1999) describe a collection of principles for improving the quality of your UI
design. These principles are
 The structure principle
 The simplicity principle
 The visibility principle
 The feedback principle
 The tolerance principle
 The reuse principle

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