Chapter no: 1 Introduction.

An employee management system is designed to manage the business duties departmental

wise, and streamlining the HR. Employee engagement systems are structured to accurately
monitor, assess, and control the working hours of workers and to efficiently utilize the
human resources. Also, it helps in ensuring the payrolls are done on a timely basis. As a
business, your employees are your true asset. Managing them is no doubt a challenging
task, especially when the number of employees increases, it’s even harder to control the
entire workforce. Here is why you need a management system which keeps all the process
on track. Picture a situation in which any piece of critical data related to the most valuable
assets, i.e. workers, is available through a centralized database on a single dashboard and
is usable 24 x 7 at lightning speed.

1.1 Necessity.

This is basically what a successful employee management system provides – a centralized

hub for all your vital payroll data and HR. If you operate a startup of under a dozen workers
or are in control of a thousand-strong global multinational corporation, relying on manual
systems to track and handle the staff will turn rapidly into an administrative nightmare.
Also, if you opt to track the information and data manually, there are high chances of
human errors as well as to some compliance risks. So, to avoid this happening, you need a
system that can keep track of your work and smoothens the process. Having such a system
helps employees to feel confident and helps in developing cordial relations with the
company. Having a secure HR system will save you and your employees from any sort
of malware, threats, and hackers. It will provide you with two-factor authentication,
security measures, and data encryption features to protect your employees and yourself
from any kind of insider threats, and hackers.

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 1.2 Problem definition.

Manual handling of employee information poses a number of challenges. This is evident

in procedures such as leave management where an employee is required to fill in a form
which may take several weeks or months to be approved. 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. A number of current systems lack
employee self-service meaning employees are not able to access and manage their personal
information directly without having to go through their HR departments or their managers.
Another challenge is that multi-national companies will have all the employee information
stored at the headquarters of the company making it difficult to access the employee
information from remote places when needed at short notice. The aforementioned problems
can be tackled by designing and implementing a web-based HR management system. This
system will maintain employee information in a database by fully privacy and authority
access. The project is aimed at setting up employee information system about the status of
the employee, the educational background and the work experience in order to help monitor
the performance and achievement of the employee through a password protected system.
This report’s documentation goes through the whole process of both application program
and database development. It also comprises the development tools have been utilized for
these purposes. This system should consist of an application program, on one hand, and a
database (repository of data) on the other. The program should perform the basic operations
upon the database as retrieving, inserting, updating and deleting data. Any additional
functionality is a goal of a further module development. It is a kind of strategy to start the
development from designing and constructing the database, as this structure will determine
the further structure of the application program.

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 1.3 Objectives.

Paperless: To make existing system paperless and save lots of bunching logs of files on the
shelf which makes the later on access of the record not at all easy task and overhead to
peoples.
Automatic: Making the existing system fully automatic which will save lots of human
resources work. As the current system is all human resource work is needed to maintain
and keep the record and details of every employee under and organization to keep track of
every employee in staff working in an organization.

1.4 Scope and limitations.

1.4.1 Scope
• Though the Human Resource Management includes the management of various aspects
of human resource, the project will be focused on the development of the Employees Leave
and Attendance Management System.
• The project developed remains strict to based on survey, it doesn’t go further to other
institutions, though it can be replicated.
1.4.2 Limitations
The major limitations of the project are as follows:
• Due to the constraint of resources and time, the size of the project could not be increased.
• The project has been developed through utilizing the records of the employees and other
information available at certain organisation. The requirements gathered through various
sources might not be properly reflected in the requirements analysis and the design
documents due to limited knowledge and time.

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 1.5 Applications.

The present systems are inadequate in providing information and advices to the
agencies and customers about tour plans. Often agencies are compelled to rely on local
information sources and count on their own experience regarding time and cost. Through
phone call they have to get information. There are some problems which are existing in my
System those are given below concisely. There will be many users visiting the portal and
hence we require a strong and reliable frontend which can withhold the users on our site.
We need a strong Database whereas data will be store of everyone.

The software specification document satisfies the following:-

 It specifies the external system behaviours.

 It specifies constraints on the implementation.
 It is easy to change.
 It serves as reference tool for system maintainers.
 It record forethought about the life cycle of the system.
 It characterizes acceptable response to undesired events.

Users:
 Register-The user needs to be registered in order to login.
 Login: The users need to login in to get access to the system.

Hardware Requirements:
 Processor-At least 2.0 GHZ
 Processor – i3
 Hard Disk – 50 GB
 Memory – 1GB RAM
 Monitor /Laptop

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Software Requirement:
 Operating System - Windows.
 Frond End-PHP, HTML, CSS, JavaScript, Ajax.
 Back End – MySQL.
 VS Code Or any Code Editor.
 Editor Tools :- Notepad++.
 Other Graphics Tools - Adobe Photoshop.
 XAMMP control panel
 Web Browser - Google Chrome, Firefox, or any compatible update browser

Functional Requirements:
 The System must provide following functionalities—
 Keeping records of employees.
 Keeping the records of data.
 Keeping the attendance on daily basis.
 Storing the feedback given by the employee.
 Keeping details about the task done or not. etc.
 Storing the information selected by the employee in the temporary storage.

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 1.6 Organization and project plan.

There are essentially two aspects to this project’s organization; the first being the
project document or write-up and the other part is the system development. The write-up
of the project is organized in the following Chapters:

Chapter One: This chapter comprises of the project‘s Introduction, Background of the
Study, Problem Statement, Aims and Objectives, Significance of the study as well as the
Organization of the Study.

Chapter Two: Talks about related works of the study (Literature Review). At this stage,
critical examination is done with respect to other related works vis-à-vis the current project
under development and current trends of the project under development. Evaluation is also
done on previous systems or existing systems of similar nature enumerating possible
features which the current project had identified.

Chapter Three: This chapter considers the methodology, system analysis and design, tools
and techniques as well as description of the mechanism by which the system developer
interface to attract user response and view. It also talks extensively about the blending of
the ITERATIVE Methodology. Technical details such as Software Architecture, Use-Case
Diagram, Class Diagram, and Sequence Diagram are captured over here.

Chapter Four: This chapter seeks to address the execution of the system itself. This is where
the actual system development and implementation is discussed. This phase also analyses
user’s response as discussed in the third chapter, producing screenshots of the system
interface and functionalities to address the system’s prescribed requirements.

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 Chapter no: 2 Literature Survey.

2.1 Introduction

This section provides a brief introduction on the underlying concepts of this project; sufficient
background knowledge based on relevant literature reviews of related works and thoughts with
respect to the advancement of this project. At this stage, critical examination is done with
respect to other related works vis-à-vis the current project under development and current trends
of the project under development. Evaluation is also done on previous systems or existing
systems of similar nature enumerating possible features which the current project had identified.

2.2 Review of literature on employee management

Management is not only about managing resources and controlling expenses. Although these
are basic functions of management, there's more to management than just managing resources
and controlling expenses. Another extremely important function of management is the ability
to manage employees - especially since they are the lifeline of any business. Given the downturn
in the economy, many businesses have not only been forced to lay off employees, but they've
also been forced to close their doors due to a lack in demand. However, there are also businesses
that have capitalized on the downturn of the economy to reduce overhead and increase employee
productivity even if the need does not exist. This can certainly be a temporary fix, but squeezing
everything out of employees does not appear to be the solution for long term business success.
With that in mind, this project will dive into some of the common management issues that
businesses and leaders face today such as; the effects of poor leadership, not motivating
employees effectively, and not being able to manage conflict appropriately. Based on the study
of these management issues, the study concludes that poor leadership can result in not providing
proper direction and/or guidance to your employees to meet company goals, not motivating
employees can result in a decrease in employee productivity, and not managing conflict can

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lead to low morale and even a belief of inequality among the workgroup if issues are not handled
properly. Further research would be appropriate to explore solutions to these issues.

2.2.1 Employee Management Issues

Given the fact that every person and employee is different, managing employees effectively
continues to be one of the most common management issues that businesses face in this
demanding world of business. Businesses can certainly hire employees that have great
credentials and impressive resumes. However, managing employees and addressing
management issues effectively is just as important as hiring employees with the proper
experience and education in order to establish a good employee base that will be instrumental
for future success.

With the above in mind, this study will focus on several employee management issues such as
the effects of (a) poor leadership, (b) not motivating employees effectively, and (c) not being
able to manage conflict appropriately.

2.2.2 Review of related literature

Employees not only need guidance from their managers or leaders, but they also need to know
that they will be there to help them when they need them or to help put things back on the right
track. Leadership need not imply that a leader is, by nature, wise, and inspirational. Darker
forces sometimes drive leaders as well as their followers. Bad leadership is as ubiquitous as it
is insidious.

"Like good leaders, bad leaders are characterized by traits such as intelligence, high energy,
strong drive for power and achievement, decisiveness, and determination. Bad leaders have a
skill set that ranges from being good at communicating to being good decision making.
Kellerman (2007) also describes bad leaders as, "incompetent, rigid, intemperate, callous,
corrupt, insular, and evil”.

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Many leaders/managers are not successful due to their authoritative leadership styles, resulting
in increased communication gap with their employees. Such leaders are unable to earn the
respect and loyalty of their employees, who simply follow their orders because of their
authority. Accordingly, there is a greater possibility of turnover and absenteeism by the valuable
workforce further illustrate from one of their studies that, "bad leadership equates to a lack of
self-management and relationship management competencies. Lack of communication and
guidance from management simply exacerbates existing or potential problems. As a result, this
could then leave the employees feeling like no one is listening and the relationship between
employees and management starts deteriorating.

Once the relationship between employees and management starts to deteriorate, this can then
lead to motivational issues. Managers need to realize that every employee is different. Some
employees prefer to work independently while others like the continued feedback and support
from their leaders. As Lazenby (2008) notes, "a one-size-fits-all apprach to employee
motivation doesn't work. Challenges that motivate one person might actually discourage
another. Some individuals seem to have a high need for praise and recognition, even when their
work is mediocre; others don't seem to care about those things".

As Lazenby (2008) further points out, "People are different, and we need to master the skills
needed to motivate different people" (Lazenby, 2008, Pg. 23). While some employees might be
motivated by monetary rewards, managers also need to be aware that motivation could also
depend on the age of the employee. Although one might not think that age is a factor when it
comes to motivating workers - it actually is. Younger employees tend to be more motivated by
monetary rewards and older employees are generally motivated by other factors. As Kauffman
(1987) points out, "aging, in itself, does not lead to mental impairment, such as memory loss or
a breakdown in intellect. They [older workers] may no longer be striving for top pay; they may
see the need for better balance between work life and home life; their children may be self-
supporting and their monetary needs are no longer a driving force" (Kauffman, 1987, Pg. 43).
Not motivating employees can then lead to inter-departmental or departmental conflict -
especially if employees believe inequality exists.

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Employee management issues can have adverse effects to any business and ultimately to their
bottom line. Furthermore, unaddressed issues and/or poor leadership tend to have a rippling
effect that can start with one employee and work its way through departments or even entire
company's if not addressed accordingly. Not managing employees appropriately can also lead
to reduced opportunities not only for the employee, but for the company. In summary, poor
leadership can result in not providing proper direction and/or guidance to your employees to
meet company goals, not motivating employees can result in a decrease in employee
productivity, and not managing conflict can lead to low morale or even a belief of inequality
among the workgroup if issues are not handled properly.

As Ahmed, Shields, White, & Wilbert (2010) point out, "Managers must have a mind-set to
think beyond their job titles and focus more on developing and inspiring employees to
accomplish organizational goals." After all, "The ultimate goal of an organization is to
maximize shareholders' value and profitability, which is accomplished by integrating strong
leadership with formal and informal communication networks".

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 Chapter no: 3 System Development.
3.1 Proposed System.

In the present Employee Management System of data management, some person maintains the
data manually, which required a high amount of time as there are so many people work in the
organization. The organization keeps the record of all the employees in the paper which is not
a secure way of maintaining the data. As there is a high amount of register in which information
is stored consume a lot of space in the organization while retrieving any information from that
many files consume huge time and it is not an easy process.

This Employee Management System project will help the organization with the management of
the information of the employees. The system will centralize the management system and will
provide different options through access to data will become accessible. The system will be
based on the internet so that any user can use it from any place with ease. The Employee
Management System software will make a report of each employee of the organization at the
end of the month so that the organization will have information about the work of each
employee.

The proposed system is based on an application that runs on smartphones, and requires internet
connectivity. This system provides facilities listed below:
1. Employer has to add employee and required details,
2. Employer can set public holiday of an organisation a day before
3. Employer can not edit the holidays that have passed
4. Employer have to click get salary to get salary of every employee, he will get a salary
of previous month
5. Employer can edit and delete the employee
6. It provide secure and strict rule for attendance marking as employee can only mark his
attendance once in a day The only requirement to use this system is that one needs to
have a smartphone which is not a big task in today's world.

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 3.2 Database Specification.

Each one of these steps could be explained in some brief details as follows:
1. Exploring the available development environments and techniques:- There is a lot of
programming environments available to be used for such kind of elaborations. The point is to
choose such an environment that we will be able to operate with in a convenient and easy way.
This is more or less optional and individual process, that depends on the developer’s experience
as well.
2. Database Analyzing:- It concerns all of the demands, put upon the database content and its
functionality. The database should be designed and implemented in a way that the user would
expect it to be.
3. Database design and Implementation:- This step is tightly related with the previous one as it
is completely determined by the requirements, analyzed and discussed in step2.
4. Program’s Structure Analyzing:- The application program as an interface between the users
and the database should be an accurate “reflection” of the database on the screen; hence a well
analyzed and defined structure is needed.
5. GUI Constructing:- After analyzing the program’s structure and defining what it should
consist of, a graphical representation of this stuff is needed in order to enable the user to interact
with the data.
6. Bringing all the stuff together:- The next step that should be taken is connecting the program
with the database and performing the necessary functionality upon all of the controls.
7. Tests:- To ensure that everything works properly and as it has been expected, test
performance has to be done upon the system’s functionality.

12
The database for the system should include information of company’s staff, respectively of its
employees. The data is subdivided into the following groups:

Table 3.1 Database Analyzing

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Table 3.2 Database Analyzing

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Database Tables:-

User Table
Field Name Data type Size Null Default
Id Int 11 No None

FullName Varchar 100 Yes Null

Mobile Number char 10 Yes Null

Emailid Varchar 70 Yes Null

Password Varchar 100 Yes Null

RegDate Timestamp Yes Current_timestamp()

UpdationDate timestamp Yes Null

Table 3.3 User table

Admin table

Field Name Data type Size Null Default

Id int 11 No None
Name varchar 100 Yes Null
Password varchar 100 Yes Null
Updation date timestamp Yes Null

Table 3.4 Admin table

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Pages

Field Name Data type Size Null Default

Id int 11 No None
Type int 255 Yes
detail longtext Yes Null

Table 3.5 Pages table

Issue Table

Field Name Data type Size Null Default

Id int 11 No None
User id varchar 100 No Null
Issue varchar No Null
Description mediumtext No Null
Postingdate tyimestamp No Current_timestamp()
Admin remark mediumtext No Null
Admin remarkdate timestamp No Null

Table 3.6 Issue table

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Enquiry table
Field Name Data type Size Null Default
Id Int 11 No None
Name varchar 100 Yes Null
Email varchar 100 Yes Null
Mobile number int 11 Yes Null
Subject varchar 100 Yes Null
Description mediumtext Yes Null
Posting date timestamp Yes Current_timestamp()
Status int 1 Yes Null

Table 3.7 Enquiry Table.

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 3.3 Algorithms/techniques/procedures used

Algorithmic management is the strategic tracking, evaluating, and managing of workers through
algorithms. Such algorithms take over tasks that used to be performed by human managers. This
innovation in management is especially common in the gig economy. For example, platforms
like Uber, Deliveroo manage and closely monitor their global workforce with algorithms. The
algorithms assign tasks and rate performance. They also give feedback and provide
recommendations on how to improve performance. However, managing workers with
algorithms is no longer limited to the gig economy. Traditional organizations are also
discovering the benefits of increased efficiency and data-driven decision-making.

Big Data and automation are high on the agenda of most departments with HR directing its
focus towards data-driven decision-making, too. Algorithms used in HR can increase efficiency
and even out-perform human decision-making in international companies use AI-based tools.
For example, the use of algorithms is quite common in employee selection. The algorithms
screen CVs and match applicants to positions. They are analyzing facial expressions in video
interviews or applicants’ written motivation through Natural Language Processing. In addition,
algorithmic systems provide performance feedback to employees and managers.

With algorithms gaining influence in organizational decision-making, the question emerges:

Does algorithmic decision-making live up to its promise of objectivity and accuracy? Like any
technology that offers such substantial benefits, algorithmic decision-making is a double-edged
sword and comes with several challenges. How do applicants perceive a company that
automates parts of the recruitment and selection process? What are reactions to automated
performance feedback? How much do employees rely on this feedback? How much do
managers rely on decisions that algorithms make?

18
Figure 3.1 Class Diagram.

19
 3.4 Performance evaluation parameter.

A performance evaluation system is a systematic way to examine how well an employee

is performing in his or her job. If you notice, the word systematic implies the performance
evaluation process should be a planned system that allows feedback to be given in a formal—
as opposed to informal—sense. Performance evaluations can also be called performance
appraisals, performance assessments, or employee appraisals.

There are four reasons why a systematic performance evaluation system should be
implemented. First, the evaluation process should encourage positive performance and
behavior. Second, it is a way to satisfy employee curiosity as to how well they are performing
in their job. It can also be used as a tool to develop employees. Lastly, it can provide a basis for
pay raises, promotions, and legal disciplinary actions.

The general theme behind a database is to handle information as an integrated whole. A

database is a collection of inter-related data stored with minimum redundancy to serve single
users quickly and efficiently. The general objective is to make information necessary, quick,
inexpensive and flexible for the user.

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 3.5 Implementation details

1. The first problem encountered was establishing the connections with the database, at
each point, when executing a particular query.
2. The second problem encountered was having an error when a staff signed in twice both
the first and the second signing are saved to the registry table in the database.
3. Another problem was during the Implementation of the registry table Update and count,
when checking out the staff presence should be marked using int count variable created
in the registry table which will enable the admin to count the number of days a staff
was 29 present between a particular period of time.
4. Exception-handling was taken into account during the system’s development and
implementation to prompt error message due to eventual exceptions that may occur.

Implementation is a realization of technical specification or algorithm as a program,

software component through computer programming and deployment (Joshua., 2016). This
chapter describes the different phases of the EMS with regards with how the system is
developed, implemented and tested using the suitable tools, programming language and
technology. At the previous chapter, the paper began with the description of requirements
analysis and design of the proposed system in details, and in this chapter the paper shall
explore the several aspects of the joined system that weighs the leave and attendance
management combined, outlining the procedures carried out during the testing procedure
and finger print implementation which refines the function of the system and guide users
on how to operate. The following materials listed below are the hardware and software
components used for the implementation of the system for which this report has been
written. 4.2 Main Features The main features added to the system include: - Employee
profiles - Leave management - Attendance management - Employee Self-Service(ESS) All
these added features have the function of adding user, updating, deleting and retrieving
data through the search function. It also has the ability to generate report automatically and
sends email notifications to the admin. The system is implemented under the following
hierarchy of access, it has two main access levels: - The Administrator - Employee 27 All

21
the users are warped to one login interface making each user to login through the means of
valid user-ID, password and user type combination. After accessing the system, the
administrator has the ability to perform various task like assigning role to a user which will
determine his access level. The employee on the other hand has a unique fingerprint
template preserved in the system during registration which enables him to mark his
attendance on daily work days. Consistent, the application was built with similar look on
every page having the same navigation, header, background image and logo. Easy
navigation for users in order to amble around the system with the help of the system’s
navigation buttons which are clearly presented and labelled pointing user to the intended
page. The use of text font and colours where carefully considered to provide visual appeal.
Database structure, after a careful analysis of the database, design and implementation was
brought to light but in order for users to interact and communicate with it, a simple and
understanding GUI was built as the basic structure of the system with the controls to add
and retrieve information based on the user’s need.

22
 Chapter no: 4 Performance Analysis.

4.1 Accuracy/Testing.

The overall aim for testing a system is to ensure that the system meets all of its functional
requirements and to check its performance. The accuracy of the program can be tested with
some varying data, testing gives assurance that the new system will achieve its objectives
and purpose. Testing is basically an attempt of executing programs to find bugs. Testing
ensures the success of any program that aims at delivering a robust system. Testing consist
of various types for which a system is subjected to but the ones to be carried out are the
ones in the testing objectives. The test plan presents the test in details through identifying
the test case areas within the system.
The chapter lays its focus on describing the implementation process of the proposed
system, problems faced during implementation and how it was resolved by the developer.
It also presented how the system was subjected to the various types of testing to ensure the
usability, reliability, validity, quality and performance of the system which is very
prominent before introducing the system on the main stream.

23
Snapshots:-

Home Page:
When we run the Online Employee management system website first home page is
displayed. The home page will appear as below.

4.1 Home Page

24
Register Page:
A user should enter all the required fields’ information. After entering the specified
information user should click the Register button to register.

4.2 Register Page

25
User Login page:
A login page is a web page or an entry page to a website that requires user identification
and authentication, regularly performed by entering a username and password
combination.

4.3 User Login Page

26
Admin login page:
Admin is the role with the highest level of access to your website. Admins can add content
on all pages and access all items in the Admin Toolbar. This means that Admins can control
site-wide settings like the design of your website and the homepage layout.

4.4 Admin login page.

27
Admin dashboard:
The admin dashboard is the User Interface (UI) of the backend of your web application or
software. It provides lots of tools and shortcuts to manage the entire website or web
application. With the help of the admin dashboard, you and your employees can analyze
the performance of a website or web application.

4.5 Admin dashboard.

28
Manage users (admin panel):
User management describes the ability for administrators to manage user access to various IT
resources like systems, devices, applications, storage systems, networks, SaaS services, and more.

4.6 Manage users (admin panel) page

29
Manage enquiries:
Regularly updating and maintaining your site is crucial to ensuring that your site is running at
full capacity. Just like cars, websites require maintenance to operate properly. Properly
maintaining your site helps to ensure site security, increase the number of new visitors, boost
returning traffic, and more.

4.7 Manage enquiries.

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 Chapter no: 5 Conclusions and Future Scope.
5.1 Conclusion:

This project is developed using php, html, css, Ajax, javascript and MySql fully meets the
objective of the system which it has been developed. This project is used for computerizing
employee management work in offices, schools, etc. The software keeps record of
employee’s attendance, provident fund, gratuity and salary and generates the slip of salary
too. The software is capable of easy storage of information related to employee through
database.website functions in a very attractive and useful manner than the present one. It
is concluded that the application works well and satisfy the needs. The application is tested
very well and errors are properly debugged. It also acts as the sharing of files to the valuable
resources. In this report, an information system’s development has been presented. It was
emphasized on the basic steps, consequently taken during the project’s development course
as a particular attention was turned to the basic operative functions performed upon the
data into the database. The report’s content comprises the whole task solution, starting from
the programming environments have been selected, going through the database, the
application’s analyze and construction, and finishing with the code-implementation and
test-samples, shown separately in Appendix chapters. As a future work, some additional
stuff could be implemented and integrated into the application code making it much more
reliable and flexible; especially what concerns a pay-roll module, for instance. Apparently,
the role of such systems is basic and essential within each company that wants to keep a
really good control and record concerning its personnel data, functionality and performance
on all levels in its structure.

31
5.2 Future Scope:

The analysis, design, implementation, testing, and building of a software is not an easy task and it
present numerous challenges, along the line of the research work some limitations and challenges
were faced which affects and hinder the development of the system. - Time constraint, was one of
the major challenge faced during the system development period due to involvement with other
academic related works and the allotment time given for the project, the system didn’t meet up to
its full robustness. - The COVID 19 Pandemic, due to restriction of movement around the country,
interaction with the client, getting hold of employee information from the initial source of this work
and also the hardware requirements needed for the work becomes a challenge. - Leave Management
Notification, sending a leave request notification via email was challenging since google have
improved their security and limits the apps that can access their web server. - Custom report
generation, the Admin can generate a report containing all the employee information from his/her
personal profile. Sometimes, the admin may be looking for specific employee in cases where a
transfer is to be made, this poses a challenge because the admin will always have to generate a
report of all the information about an employee, which some those might not be needed.

For the future enhancement of the system, some additional features could be implemented
into the system to make it more flexible and reliable. The leave management module can
be enhanced by making all leave requests pass through the head of department before
submission rather than going straight to the admin. This feature will make HOD of
department to know which of their employees are gone on a leave. Employee details
archiving, since the system is holding information of all the employees, the system should
have an archiving system interface so that suspended and retired staffs information can be
archived rather than deleting the information completely from the system so that in some
cases where details of an ex-employee is needed for future reference can easily be obtained.

32
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