Chapter 3

DESIGN AND METHODOLOGY

This chapter discusses and presents the description, features, requirements, research

design employed, the instruments to be used in the gathering of data, the subject of the study, the

course of action followed in the gathering of data, and the analysis of the gathered data relation

to the specific objective of the study and procedures.

Requirements Analysis

Participants

The appropriate data required for the development of the system, the researchers will use

purposive sampling technique. In this technique the researchers will interview individuals who

will directly use and operate the proposed system in order to ensure that the requirements are

met. The identified participants for the study are the following: the HR Employee, VPSM,

President, VPAA, VPAF and the Department Heads.

Data Gathering Instruments

In this study, employee information systems included all systems of recording employee

information, applying of leave, employee request substitute, and application of travel order. DTR

is used to track time and to calculate the number of duty hours. However, this study was

concerned with not only the context but also measurement of efficiency of employee information

systems. The researchers used a survey questionnaire and given to the selected employees of

Kabankalan Catholic College. The data was analysed to know the improvements or changes

needed by the Human Resource Office in order to improve their Employee Management System.
 No. KCC EIMS Present System YES % NO %
Does the current system calculate automatically the total
1.
number of hours rendered by the employee?
Does the current system has a secured storage disk or back-
2.
up disk of employee data records?
Is the process of application for leave of absence of
3.
employee fast to validate and recommend?
Is the process of applying for travel order and official
4.
business is easy to validate and recommend?
In the manual system, were there any problems
5. encountered in terms of recording the employee
information?

Data Gathering Procedures

The data collected were analysed using the statistical tools specially the mode of central

tendency. The mode was used as measure of central tendency.

The results of the statistical treatments provided groundwork for the analysis and

interpretation of data. The findings were the basis in making appropriate conclusions and

recommendations.
Data Flow Diagram

In the system analysis, the researchers studied the data gathered by identifying the current

process and needs. The researchers analysed the data in order to be used for proposing the

system for the institution. This may improve the managing of employee’s data or information

storing.

Review

Department Head

Approved

Recommend
Vice President for
Administration and
Finance Approved

Result
Recommend
HRD Applicant
President
Approved Office Inquire

Vice President for

Academic Affairs Recommended
Approved

Figure 1: The Current System Flow Diagram of Hiring Employee

Figure 1: The current system flow diagram of hiring employee shows that the applicant

submits her requirements and papers. Then the HRD office recommends the applicant to the

Department Head, VP for Academic and Finance and VP for Academic and Affairs. Then the
HRD submits the applicant’s form to the President for approval. After that the process will be

reported at the Registrar and HRD Office will inform the result of the approval to the employee.

President

Approval Submit

Submit
Department Head

Approval
Inquire
HRD
Approval Employee
Office
Result

VP for Administration and Submit

Finance

Figure 2: The Current System Flow Diagram of Travel Order

Figure 2: The current system flow diagram of travel order shows that the employee

inquires from the HRD office to process the travel order. Then the employee submit the form to

the president, department head, and VP for administration and finance for approval. Lastly the

HRD office will inform the result of the approval to the employee.
 President

Approval Submit

Submit
Department Head

Approval
Inquire
HRD
Approval Employee
Office
Result

VP for Administration and Submit

Finance

Figure 3: The Current System Flow Diagram of Application for Leave of Absences

Figure 3: The current system flow diagram of application for leave of absences shows that the

employee inquiries from HRD office to process the application for leave of absences. Then the

HRD submits the form to the President, Department Head, and VP for Administration and

Finance for approval. Lastly the HRD office will inform the result of the approval to the

employee.
 Submit
President

Approved

Submit
VP for Administration and
Finance
Approved

Inquire Submit
HRD
Employee/Applicant Department Head
Result Office Approved

Approved
VP for Academic Affairs
Submit

Figure 4: The Proposed System Employee Information Management System

Figure4: The Proposed System Employee Information Management System shows that it

can manage all the human resources office transaction just like Hiring, Application for Leave of

Absences, Travel Order for Official Business and etc. The process will be made easy because
every office will have a set of PC connected with LAN then all are connected to the HRD office

through Local Area Connection. Every process will be saved in a designed database.

Database Design

The following tables are the database of the system. These are the fundamental

components of the information system. The set of data elements or values are presented here

including the properties such as field name, description, type and length.

Table 1.

TblEmployee

Field Name Description Data Type Length

EMPID The employee id record INT 11

EMPIDNO The employee id number INT 11

LNAME The last name of employee VARCHAR 50

FNAME The first name of employee VARCHAR 50

MNAME The middle name of VARCHAR 50

employee

BDATE The birthdate of employee DATE

AGE The age of employee VARCHAR 50

GENDER The gender of employee VARCHAR 50

STATUS The civil status of employee VARCHAR 50

ADDRESS The address of employee VARCHAR 50

 BIRTHPLACE The birth place of employee VARCHAR 50

CONTACTINFO The contact information of VARCHAR 50

employee

Table 2.

TblTravelOrder

Field Name Description Data Type Length

TID Travel order ID. INT 11

TFORMID Travel order form ID INT 11

EMPID Employee Id INT 11

LNAME Employee Last Name VARCHAR 50

FNAME Employee First Name VARCHAR 50

MNAME Employee Middle Name VARCHAR 50

DEPARTMENT Employee Department VARCHAR 50

DATESTARTED Travel Date Started DATE

DATENDED Travel Date Ended DATE

DESTINATION Travel Destination VARCHAR 50

PURPOSE Purpose of Travel VARCHAR 50

POSITION Employees Position VARCHAR 50

DEPARTMETHEAD Aproval Status VARCHAR 50

VPAF Aproval Status VARCHAR 50

DATE Date Issued DATE

Table 3.

TblApplication to Leave

Field Name Description Data Type Length

EMPID Employee ID INT 11

HRDFID Form ID INT 11

EMPIDNO Employee IDNO INT 11

LNAME Employee Last Name VARCHAR 50

FNAME Employee First Name VARCHAR 50

MNAME Employee Middle Name VARCHAR 50

DATEFILL Date Filled In DATE

DEPARTMENT Employee Department VARCHAR 50

VACATION Type of Leave VARCHAR 50

SICK Type of Leave VARCHAR 50

MATERNITY Type of Leave VARCHAR 50

PATERNITY Type of Leave VARCHAR 50

SPECIAL Type of Leave VARCHAR 50

LEAVEWITHOUTPAY Type of Leave VARCHAR 50

REASON Employee Reason VARCHAR 50

DATEFROM Date Started DATE

 DATEENDED Date Ended DATE

TOTALDAYS Total Days INT 11

DEPARTMENTHEAD Approval Status VARCHAR 50

VPAF Approval Status VARCHAR 50

Table 4.

TblEducational Background

Field Name Description Data Type Length

EBID Educational Background ID. INT 11

EMPID Employee Id INT 11

PRIMARY SCHOOL Primary School Name INT 50

ADDRESS School Address VARCHAR 50

SECONDARY SCHOOL Secondary School Name VARCHAR 50

ADDRESS School Address VARCHAR 50

TERTIARY SCHOOL Tertiary School Name VARCHAR 50

ADDRESS School Address VARCHAR 50

VOCATIONAL COURSES Vocational Course Name VARCHAR 50

ADDRESS School Address VARCHAR 50

Table 5.

TblRequirements

Field Name Description Data Type Length

RID Requirements ID. INT 11

EMPID Employee Id INT 11

ALR Application letter of Resume INT 11

TR Transcript of Records INT 11

CESR Certificate of Employment/ Service INT 11

Record

MC Marriage Contract INT 11

NBIPC NBI/Police Clearance INT 11

CSATWS Certificate of INT 11

seminars/awards/trainings/workshops

stated in resume.

RECOMMENDATION Recommendation INT 11

MEDC MEDICAL CERTIFICATE INT 11

DR Drugtest Results INT 11

BBC Birth and Baptismal Certificate INT 11

SSS SSS Number INT 11

 TIN Tin Card INT 11

CTC Community Tax Certificate INT 11

PC Philhealth Card INT 11

PHOTO 1 2X2 Photo INT 11

CEAPFN Ceap form no. INT 11

PHPMRF Philhealth PMRF INT 11

PIR Pagibig Regisration INT 11

BIR BIR FORM INT 11

EIS Employee Information Sheet INT 11

CE Contract of Employment INT 11

PRF Personal Record Folder INT 11

IOM Inter Office Memo to Accounting INT 11

Office

GOE Guidance Office Endorsment INT 11

CDE Classroom Demonstration Result INT 11

RLR Recomendation Letter from INT 11

Requtioner

Table 6.

TblWorkExperience

Field Name Description Data Type Length

WEID Work Experience ID. INT 11

EMPID Employee Id INT 11

COMPANYNAME Company Name VARCHAR 50

ADDRESS Company Address VARCHAR 50

POSITION Position on previous work. VARCHAR 50

DATESTART Date Started DATE

DATEENDED Date Ended DATE

Entity Relationship Diagram

Figure 5 shows the relationships of tables in the database. The significance of having an

ERD is the connections of tables and how normalize the tables is can be traced by the users. The

database management system (DBMS) used is MySQL and the design of the user interface and

the application programs that is used and processed the database are defined and designed.

Fi
gure 5: Entity Relationship Diagram for Human Resource
Architectural Diagram Interface of Hardware

In this section, it shows the entire integrated components or elements of a structure or

system and unifies them into a coherent and functional whole.

Figure 6: Architecture Diagram of KCC-EIMS

System Implementation

KCC-EIMS refers to computerization of human resource office management processes

including adding, saving, updating and deleting employee information. The system

accommodates application for leave, travel order for business purpose, and daily time record.

The implementation of the system should also secure system utilizes computer hardware and
software, manual procedures, model for analysis, planning, control and decision making and with

a centralized database.

KCC-EIMS Features

The system follows three guiding characteristics for KCC-EIMS:

 Accurate information of employee’s from time to time

 Support secured storage of database for employee information.

 It is a system

KCC-EIMS will also be developed and be guided with the attributes of a well-designed

EIMS:

 Be modular, and capable of progressive upgrading to satisfy the future needs

 Maintain a historical database of employee’s information; records of absences

number of working hours and leave’s.

 An automated system to be used by Human Resource Office.

 Provide better data management by enabling an automated data entry method.

 Enable real-time reconciliation of parallel but related streams of transaction data

Recommended Hardware Specification for Server Side

 4-core Processor E3-1220v2 (8MB Cache, 3.10 GHz)

 8GB 1333MHz DDR3 ECC Unbuffered CL9 DIMM

  3.5in 500GB 7200RPM SATA ULTRA Enterprise

Recommended Hardware Specification for Clients Side

 Intel Core i3 4130 3.40 Ghz 4th Gen.

 Gigabyte H81M-DS2 Motherboard

 2 GBDDR pc 1600 memory

Recommended Network and Communication Device

 Linksys E2500 Advance Dual Band N Router