HRMS Software Design Document

Software Design Document
For
Organizational HRMS
Version <1.0><Status: Approved>
Project Guide: Syed Mohamed syed.pv@thegti.com
Signature:
Aswathy V AM.EN.P3MCA11014 achuanisis@gmail.com
Jeena Daniel AM.EN.P3MCA11026 jeena_daniel@ymail.com

Sandhya S Pillai AM.EN.P3MCA11050 devisandhya05@ymail.com
GTI Pvt. Limited 03 April 2014

Software Design Document for Organizational HRMS Page 2
Table of Contents
Table of Contents
Revision History
1............................................INTRODUCTION 1
1.1 Purpose............................................................ .1
1.2 Scope.............................................................. 1
1.3 Overview......................................................... ..1
1.4 Reference Material........................................... 1
1.5 Definitions and Acronyms................................ 1
2....................................SYSTEM OVERVIEW 2-4
3..........................SYSTEM ARCHITECTURE .4
..............................................................................
3.1 Architectural Design........................................ 5
3.2 Decomposition Description.............................. 6-18
3.3 Design Rationale............................................. ...18-19
4................................................DATA DESIGN ..19
4.1 Data Description.............................................. 19-27
5....................HUMAN INTERFACE DESIGN .28
5.1 Overview of User Interface.............................. 28
5.2 Screen Images................................................. 28-31
5.3 Screen Objects and Actions............................. 31
6.OTHER DESIGN FEATURES.................................... 32-37
Revision History
Reason For Changes
Na Da Versi Signature
of Guide
1. INTRODUCTION
The Software Design Document is a document to provide documentation which will be used to
aid in Software development by providing the details for how the software should be built. The
SDD is performed in two stages. The first is a preliminary design in which the overall system
architecture and data architecture is defined. In the second stage, i.e. the detailed design stage,
more detailed data structures are defined and algorithms are developed for the defined
architecture.
1.1 Purpose
Through Software Design Document, we get an overview of the system and the software
that are used. i.e., Within the Software Design Document is narrative and graphical
documentation of the software design for the project. The intended readerships of the
document are the developers of the system
1.2 Scope
This document describes the detailed design of the “HRMS”, including the system
architecture, class diagrams, and data flow diagrams. Component design of the system will
be described as well. In addition, data design will be described, both in the system and in the
database. Finally, the design of the human interface will be described.
1.3 Overview
This document will discuss the system architecture, data design, component design and
human interface design.
1.4 Reference Material

[1] Michael Blaha, James Ram Baugh “Object Oriented Modelingand Design With
UML”, Prentice Hall; 2 Edition.
[2] Elmasri/Navathe, “Fundamentals of Database Systems”, Addison Wesley-3rd
Edition.
[3] Ian Somerville “Software Engineering”, Addison Wesley; 7 edition (3 Jun
2004)
[4] Wikipedia –
http://en.wikipedia.org/wiki/Human_resource_management_system.
[5] D.Freitag and A.McCallum. 1999. Information extraction with HMMs and
shrinkage.
[6] IEEE Paper “Resume Information Extraction with Cascaded Hybrid Model”
1.5 Definitions and Acronyms

SDD – Software Design Document
2. SYSTEM OVERVIEW
HRMS – Human Resource Management System
HR – Human Resource
UML – Unified Modeling Language
Admin – Administrator.
A Human Resources Management System (HRMS) is a software application that combines

human resources functions, including Administration, Employee Self Services, Payroll,
Attendance, Recruiting and Mailing system.
Main Modules:
Admin Module
The admin module is the central controller of the system where the HR manager or other
appointed personnel perform all system administrator tasks. This includes defining organization
structure, pay scale, maintaining schedule, recruiting and other information that serves as the
backbone for the rest of the system. Security issues are taken care of through this module as
well by defining user rights and permissions.
Features:
 Have an organized structure by defining company information.
 Organize employee job information by defining job titles, pay grades, employment
statuses.
 Manage the Work Scheduling.
 Manage the recruitment process.
 Manage the attendance.
 Manage Interviews
Employee Self Service Module
Employee selfservice is a powerful tool providing employees of the company with the ability to
view relevant information such as personal information, updating personal information. The
functionality of this module spans through the entire system, making information available
anywhere, anytime.
Features:
 Allow employees to login to the system and update their personal
information independently.
 The ESS users will have limited access within the system as a security measure.
 The application comprises a leave application module and approval from their
supervisor can be performed from the system itself.
 Employee can view his attendance, leave and salary details.
Leave Management Module

Leave Management module enables you to apply for leave online, view leave balances and track
all your employee leave information from one central place. Employees' leave transactions are
accurately tracked and leave balances are automatically updated.
 Leave management contains every employee's leave application, approval,

cancellation and rejection status at all times.
 Multiple leave policies and rules can be configured in one single system.
 Auto update on leave balance of all employees.
 Trace leave history and status
 Email reminders to remind you of upcoming staff leaves and holidays
 Managements Reports generated easily to know current leave balances, leave
requests, adjustments made and user information at the click of a button
 Allow employee to apply leave directly from the system and admin may
approve or reject the leave.
Payroll Module
Payroll is very simple, flexible and user-friendly management software that takes care of all
your requirements relating to accounting and management of employee payroll. Payroll stores
the complete record of the employees, generates pay-slips, computes all allowances and
deductions and generates all statutory reports.
Features:
 Manage employee information efficiently.
 Creates salary structure.
 Generate pay-slip.
 Generate and manage the payroll processes according to the salary structure
assigned to the employee.
Time Attendance Module
The time attendance management system is a web application development tool which will be
used across the organization to track the Employee attendance and its information. RFID Based
Attendance System is used for daily employee attendance in companies.
Features:
 The attendance of the employee will be taken by RFID tags and will
automatically get stored in the database.
 Employee can view his attendance.
 Employees can view published schedules from their own login.
 Admin can manage the schedules.
 The system records details such as arrival and departure of employees
besides maintaining information regarding their personal and official profiles.
Recruitment Module
Recruitment management system is a comprehensive system to manage the entire recruitment

processes of an organization. It facilitates the information flow of a company within HR
departments. It helps recruiters to easily manage the candidate resumes, posts jobs, shortlist
eligible candidates and manage candidate interview.
Features:
 Creates forms for different categories of applicants.

 Creates vacancy notice online
 Search applications on the basis of given criteria, sort, display in easy-to-use format;
convert to spreadsheet or PDF format.
 One time registration leads to Automatic Profile creation.
 Resume parser allows extracting candidate information from resumes. Mailing
System Module
The mailing module is to provide a quick, flexible and secure means of communication among
the employees of an organization. The main aim of the system is to send and receive mails
spontaneously without requiring the parties be available at the same time. Since the system aims
at secure communication, the employees need to acquire a unique email address by registering
with the admin via the organization’s website.
Features:
 Provides Intranet email facility among employees of the organization.
 Works as a standalone application without requiring any external resources from
the internet.
 Featured access to organizational resources.
 Offers secured authentication schemes for the access to mail accounts.
 Effective communication management via quick and accurate transfer of mails. 3.
SYSTEM ARCHITECTURE
This section will describe the system architecture in terms of the architectural design,
decomposition description and design rationale.
3.1 Architectural Design

3.2 Decomposition Description
LEVEL 1 DFD Login System
LEVEL 2 DFD Login System

LEVEL 1 DFD Personal Information Management
LEVEL 1 DFD Recruitment System



LEVEL 1 DFD Time Attendance System

LEVEL 2 Time Attendance System
LEVEL 1 DFD Leave Management System

LEVEL 2 DFD Leave Management System

LEVEL 1 DFD Payroll System

LEVEL 1 DFD Mailing System

CLASS DIAGRAMS
Time Attendance
Recruitment System
Mailing System
3.3 Design Rationale

The 3tier architecture was selected for the following reasons:
 Separation of functionality from presentation and database: this gives better
understanding and control of the code.
 Change Management: it's much easier to manage changes in the architecture.
 Maintainability: each layer can be maintained without affecting other layers.
 Extensibility: it's easier to extend the system in this architecture because boundaries
between layers are clear, and so adding new functionalities requires modifying the
corresponding layers only.
Reusability: we can reuse the application layer, for example, in other similar applications.
Performance : better performance since the load is less on the client.
4. DATA DESIGN
4.1 Data Description
SNO Column Name Data Type Description
1 Empid
Colum
Fname Int Employee
First Nameid
Decription
Varchar(50
2S Eid
Mname ) DtaVarchar(50)
Type
I n t Identification
Middle Nme
31 Userna
Lname
42 Passw
Blood Varchar(50) User
Password
BloodName
Group
Last
35 Nationality Varchar(20) User Role
Nationaity
46 Usertype Varchar(20)
7 Status Varchar(20) Marital Status
8 Dob Date Date of Birth
9 Dlicense Varchar(20) Driving License Number
10 Gender Varchar(10) Gender
11 Profilepic Profile Picture
Login
Employee Basic Details

Employee Contact Details

1 Eid Int Identification number
2 Address Varchar(30) Contact address
3 City Varchar(20) City
4 State Varchar(20) State
5 Zipcode Int Zip postal code
6 Country Varchar(30) Country Name
7 Homephone Int Home Telephone number
8 Mobile Int Mobile number
9 WorkTelephone Int Work telephone number
10 Email Varchar(30) PersonalEmail address
Employee Education Details

1 Eid Int User Identification number
2 Edlevel Varchar(50) Bachelor/UG/Master
3 Institute Varchar(50) Name of the College
4 Specialization Varchar(50) Major Subject
5 Eyear Int(4) Join year
6 GPA/Score Varchar(50) Score
7 Estartdate Date Course start date
8 Eenddate Date Course end date
Skills
1 SkillName Varchar(50) Skill Name
2 SkillInfo Varchar(50) Skill Information
Employee Skills
2 Skillname Varchar(50) Skill Name

3 Year exp Int(4) Years of experience
4 Comments Varchar(100) Personal comments
Employee Work Experience

2 Company name Varchar(50) Company name
3 Job Title Varchar(30) Designation
4 From date Date Join date
5 To date Date Resigned date
6 Location Varchar(20) Company Location
7 Reference Varchar(20) Reference Person name
8 Ref_number Int Reference person’s work
telephone number
Employee Commencement details

2 Join_date Date Join date
3 Probation enddate Date End date of probation
4 Date permanency Date Date of permanency
Salary Paygrade
1 Paygrade Varchar(20) Pay Grade
2 Minsal Number Minimum Salary
3 Maxsal Number Max Salary
Salary Components
1 Component_name Varchar(50)
2 Type Varchar(1) Earning(E) or Deduction(D)

3 Value_type Varchar(1) Percentage(P) or
Amount(A)
4 Cost to company Varchar(1) Y/N
Job Titles
1 Job title Varchar(50) Job designation
2 Job description Varchar(200) Description
3 Job specification Varbinary File
4 Pay_grade Varchar(20) Paygrade
Job Catego
1 Job categoryname Varchar(30) Job Category
2 Description Varchar(100) Job
Description
Employment Status
1 Status Varchar(30) Status
2 Info Varchar(100) Information
Employee Job details

1 Eid Int Employee id
2 Job title Varchar(50) Job Title
3 Emp status Varchar(30) Status
4 Job category Varchar(30) Category
5 Location Varchar(30) Location
6 Sub unit Varchar(30) Department
7 Effective_date Date Date of Permanency
8 Basic pay Int Basic Salary
Employee Salary details

1 Eid Int Employee id
2 Sal_component Varchar(30) Salary
Component
3 Amount Int Amount
4 Effective date Date Validity
Salary histo
1 Eid Int Employee Id
2 Trans date Date Transfer Date
3 Amount Int Amount
4 Account number Int(10) Bank No
Project Details
1 Pid Int Project ID
2 pname Varchar(50) Project Name
3 pinfo Varchar(2000) Project Information
4 P manager Int Project Manager
Task Details
1 Taskname Varchar(30) Task Name
2 Pid Int Project Id
3 Startdate Date Start Date
4 Expect enddate Date End Date
5 Supervisor Int Employee id
Shift Details
1 Shiftname Varchar(30) Shift Name
2 From Time Time From
3 To Time Time To
4 Hrs_perday Int Hours
Employee Assigned Task Details


1 Eid Int Emp Id
2 Taskname Varchar(30) Task Name
3 Shiftname Varchar(30) Shift Name
Work week
1 Day Varchar(20) Dayname
2 Shiftname Varchar(30) Shiftname
Holidays
1 Holiday name Varchar(30) Holiday
2 Start date Date Start Date
3 End date Date End Date
4 Full_half_day Varchar(1) Full(F) or Half(H)
5 Repeats anualy Varchar(1) Y/N
Job Vacancy details

1 Job title Varchar(50) Job Title
2 No_vacancy Int Number of Vacancies
3 Hiring Manager Int Employee id
4 Status Varchar(1) Published(P) or
Not(N)
5 Effective date Date Date of expire
7 Subunit Varchar(20) Department
Interview details
1 Interview id Int(Auto) Interview Id
2 Interview_name Varchar(30) Interview Name
3 Start date Date Start Date
4 End date Date End Date

5 Time Time Time of Interview
6 Venue Varchar(50) Venue
7 Procedure Vaarchar(100) Interview Procedure
Assigned interviews
1 Job_vacancy_title Varchar(50) Vacancy Title
2 Interview name Varchar(30) Interview Name
Candidate Registration
1 Can email Varchar(255) Email id
2 Name Varchar(50) Candidate Name
3 Resume Varchar(255) Resume Path
Candidate Personal Details

1 Can id Int(Auto Increment) User Identification number
2 Username Varchar(50) User Name (email id)
3 Password Varchar(30) Password
4 Name Varchar(50) Name
5 Gender Varchar(50) Gender
6 Address Varchar(50) Address
7 Zipcode Varchar(50) Zipcode
8 Mobile Varchar(50) Mobile No
9 Contact Email Varchar(50) Email Id
Candidate Education Details

1 Can_Id Int User Identification
number
2 Username Varchar(50) User Name
3 SchoolName Varchar(50) Name of the
School(10th)
4 Institute_Name_bach Varchar(50) College
elor
5 Year bachelor Int(4) Pass out year
6 Bachelor in sub Varchar(50) Specialization
7 Bachelor score Int Score
8 Institute Name PG Varchar(50) College
9 Year PG Int(4) Pass out year

10 PG in Varchar(50) Master Degree
11 PG Score Int Score
Candidate Experience Details

1 Can Id Int User Identification number
3 Company Varchar(50) Company name
4 Location Varchar(20) Company Location
5 Year Year Join date
6 Skills Varchar(100) Skills
Candidate Job Application

1 Id Int User Identification number
3 Post applied for Varchar(50) Applied Job Post
4 Date of apply Varchar(50) Date of Apply
5 Status Varchar(50) Status
6 Resume path Varchar(50) Resume Path
Shortlist
1 Can id Int Candidate Id
2 Job post title Varchar(50) Job Title
3 Shortlist date Date Shortlist Date
Leave Types
1 Ltype Varchar(20) Leave Type
2 Ldesc Varchar(50) Leave Description
Leave Entitlements
1 Leave type Varchar(20) LeaveType
2 Valid from date Date From Date
3 Valid to date Date To Date
4 No_days int No of Days
5 With or without pay Varchar(1) Y/N
6 Supervisor Int Employee id
Leave Rules
1 Leave type Varchar(20) Leave Type
2 Eid Int Eid
Employee Leave
1 Ltype Varchar(20) Leave Type
2 Empid Varchar(20) Employee ID
3 Lbegdate Date Leave Begin Date
4 Lenddate Date Leave End Date
5 Balance leave Int Balance days
6 Status Varchar(20) Approved/Rejected/Pe
nding
7 Reason Varchar(100) Reason to take leave
8 Leave rqst date Date Request issued date
Mails
1 Eusername Varchar(50) Employee id
2 Email local id varchar(20) Employee intranet email id

1 id Int(Auto Increment) User Identification number
2 efrom varchar(20) Email from
3 eto varchar(20) Email to
4 esub nvarchar(50) Email Subject
5 emessage nvarchar(MAX) Email Message
6 Eattachment Varbinary(MAX) Email Attachment
7 isInbox bit Is Inbox
8 isOutbox bit Is Outbox
9 isDraft Bit Is Draft
10 isTrash bit Is Trash
11 username varchar(50) User name
12 edate Datetime Email Date
Organization info
1 SubUnit Varchar(50) Department
3 Address Varchar(255) Address
4 Pincode Int(10) Pincode
5 Phno Int(20) Phone Number
5. HUMAN INTERFACE DESIGN

5.1 Overview of User Interface
“Organizational HRMS” is a webbased system. The application will be accessed over the
Internet. All features will accessible through the web site.The dialogues to be established
must be simple and easily understandable. The language to be used in the system is English.
Step-By-Step interfaces will be provided to user for the HRMS process.

The interface will be visual and in case of errors and bugs in any of the communicative tasks
the interface must provide information to the user through messages in rich text box or
through message box.
It will be multitasking window oriented interface. Interface must be less typographic and
should be instructive.
Proper shortcut keys in the main screen must be given.
Process successful and completion messages will be provided.
Exit, Cancel, Next, Start and Finish buttons will be provided.
It will allow the user to interact with the product using mouse and keyboard
5.2 Screen Images
Login Page
Add Employee Page
Employee List Page

Reports Page
5.3 Screen Objects and Actions

For each actor in the system, there is a corresponding interface class. These classes will
implement the required methods for controlling the interaction between the user and the
interface.
6.OTHER DESIGN FEATURES
Activity Diagram
Recruitment System
Mailing System
Time Attendance
Leave Management System

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Software Design Document

Project Guide: Syed Mohamed syed.pv@thegti.com

Aswathy V AM.EN.P3MCA11014 achuanisis@gmail.com

Jeena Daniel AM.EN.P3MCA11026 jeena_daniel@ymail.com

GTI Pvt. Limited 03 April 2014

1.4 Reference Material

1.5 Definitions and Acronyms

A Human Resources Management System (HRMS) is a software application that combines

 Manage the recruitment process.

 Manage the attendance.

Employee Self Service Module

Leave Management Module

 Leave management contains every employee's leave application, approval,

Recruitment management system is a comprehensive system to manage the entire recruitment

 Creates forms for different categories of applicants.

3.1 Architectural Design

3.2 Decomposition Description

LEVEL 1 DFD Login System

LEVEL 2 DFD Login System

LEVEL 1 DFD Personal Information Management

LEVEL 1 DFD Recruitment System

LEVEL 2 DFD Recruitment System

LEVEL 3 DFD Recruitment System

LEVEL 1 DFD Time Attendance System

LEVEL 2 Time Attendance System

LEVEL 1 DFD Leave Management System

LEVEL 2 DFD Leave Management System

LEVEL 1 DFD Payroll System

LEVEL 1 DFD Mailing System

3.3 Design Rationale

Employee Basic Details

Employee Contact Details

Employee Education Details

2 Skillname Varchar(50) Skill Name

Employee Work Experience

Employee Commencement details

2 Type Varchar(1) Earning(E) or Deduction(D)

Employee Job details

Employee Salary details

4 Effective date Date Validity

Employee Assigned Task Details

SNO Column Name Data Type Description

Job Vacancy details

4 End date Date End Date

Candidate Personal Details

Candidate Education Details

9 Year PG Int(4) Pass out year

Candidate Experience Details

Candidate Job Application

SNO Column Name Data Type Description

5. HUMAN INTERFACE DESIGN

Step-By-Step interfaces will be provided to user for the HRMS process.

5.2 Screen Images

Add Employee Page

Employee List Page

5.3 Screen Objects and Actions

6.OTHER DESIGN FEATURES

Leave Management System

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