Human Resource Managmnet System

HAWASSA UNIVERSITY
INSTITUTE OF TECHNOLOGY
SCHOOL OF INFORMATICS DEPARTMENT OF COMPUTER
SCIENCE
PROJECT TITLE:-
[HUMAN RESOURCE MANAGEMENT SYSTEM]
Group 18 Group members
1. Temesgen Liremo Evcs/0196/09

2. Mihiret Bekele Evcs/106/09
3. Legese W/michael Evcs/037/09
PROJECT ADVISOR : Biniam B (MSc)
Submitted to Department of Computer Science Hawassa University, in Partial fulfillment

for the requirement of the Degree of Bachelor Science in cs
Hawassa Sidama, Ethiopia
May 17,2021
HUMAN RESOURCE MANAGEMENT SYSTEM
I approve that this industrial project report entitled “Human Resource Management System!”
by:
Name Signature
Temesgen Liremo
Mihiret Bekele
Legese W/michael
is approved by me for submission. I certify further that, to the best of my knowledge, the
report represents work carried out by the students.
__________________ _________________________ ________________________

Date Signature Name of Adviser
Examining committee members’ Signature
1.
2.
3.
4.
It is approved that this project has been written in compliance with the formatting rules laid down by
the university.
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Acknowledgement
First of all, we would like to thank almighty God who helped us through preparation of this
proposal and documentation.
Next, we are grateful to our project advisor instructor Mr. Biniam B(MSc). For the guidance,
inspiration and constructiveness the team and idea generation which is helpful for the
preparation of this proposal and documentation. Then, we would also like to thank our friends
who helped us a lot in finishing this all phase of industrial project within the limited time.

Contents
CHAPTER ONE: INTRODUCTION 1
1.1. Background of study 1
1.2. Statement Problem 1
1.3. Objective of the project 3
1.3.1. General Objective 3
1.3.2. Specific Objective 3
1.4. Scope of Study 4
1.5. Limitation of Study 4
1.6. Methodology 4
1.6.1. Data collection methodology 4
1.6.2. System analysis and design methodology 4
1.6.3. System implementation 5
1.6.4. Testing and deploying methodology 5
1.6.5. Development environment 5
1.6.6. System requirements 6
CHAPTER TWO: DESCRIPTION OF EXISTING SYSTEM 7
2.1. Introduction of existing system 7
2.2. Proposed system description 7
2.3. Strength of Existing system 8
2.4. weakness of existing system 8
CHAPTER THREE: SYSTEM FEATURES 10
3.1. Introduction 10
3.2. Functional Requirements 10
3.3. Non-Functional Requirements 12
3.4. Analysis Models 13
3.4.1. Use Case Diagrams 13
System response 22
3.4.2. Sequence Diagram 24
3.4.3. Activity Diagram 32
3.4.4. Class diagram 38
3.4.5.User Interface Design 40
CHAPTER FOUR: SYSTEM DESIGN 43
4.1. Introduction 43
4.2. Purpose of the System Design Document 43

4.3. Scope 43
4.4. Architectural Design 44
4.4.1. Logical View of the Architecture 44
State chart modeling 44
4.4.2. Process View 46
Activity Diagrams 46
4.4.3. Deployment View 48
4.5. Database Design 49
CHAPTER FIVE: CONCLUSION AND RECOMMENDATION 51
5.1. Conclusion 51
5.2. Recommendation 51
References 52

List of figures
Figure 3-1 Use Case diagram for Human Resource management System 15
Figure 3--2 sequence diagram for login 24
Figure 3-3 Sequence diagram for employee register 25
Figure 3-4 Sequence diagram for Attendance 26
Figure 3-5 Sequence diagram for Delete employee 26
Figure 3-6 Sequence diagram for assign task to employee 27
Figure 3-7sequence diagram for Create department 27
Figure3-8 sequence diagram for Search employee information 28
Figure 3-9 sequence diagram for Generate report 28
Figure 3-10 sequence diagram for mark attendance 29
Figure 3-11sequence diagram for apply leave 30
Figure 3-12 sequence diagram for assign employee to department 30
Figure 3-13 Sequence diagram for assign leave 31
Figure 3-14 Activity diagram for Login 32
Figure 3-15 Activity diagram for human resource management system 33
Figure 3-16 Activity diagram for registration employee 34
Figure 3-17 Activity diagram for mark attendance 35
Figure 3-19 Activity diagram Leave accept and reject 37
Figure 3-20 Class diagram for HRMS 38
Figure 3-21 Class diagram of generalization for HRMS 39
Figure 3-22 Admin dashboard diagram 41
Figure 3-23 Manager dashboard diagram 41
Figure 3-24 Employee dashboard diagram 42
Figure 4-25 State chart diagram for Login 45
Figure 4-26 state chart diagrams for new employee register 45
Figure 4-27 Activity diagram for Login 46
Figure 4-28 Activity diagram for registration 47
Figure 4-29 Deployment diagram for HRMS 48
Figure 4-30 Entity Relationship diagram 50

List of Table
Table 1: Use case table for login 16

Table 2: Use Case table for Forgot Password 16
Table 3: Use Case for create department 17
Table 4: Use Case for create leave 17
Table 5:Use Case for New employee registration 18
Table 6:Use Case for Generate report 19
Table 7:Use Case for Search employee information 20
Table 8:Use Case for Delete employee information 21
Table 9: Use case for Edit profile 22
Table 10:Use case for view attendance 22
Table 11:Use case for Apply for leave 23
Table 12 Table structure for table of employee 49
Table 13 Table structure for table of Department 49
Table 14:Table structure for table of attendance 49
Table 15: Table structure for table of apply leave 50

List of Symbols (Acronyms)
CSS--------------------------------------------cascading style sheet
DFD--------------------------------------------Data Flow Diagrams
ER--------------------------------------------entity relationship
Html--------------------------------------------Hypher text markup language
HRM-------------------------------------------- Human resource management
JS--------------------------------------------JavaScript
PHP--------------------------------------------Hypertext pre Processor
RAM-------------------------------------------- Random access memory
UML--------------------------------------------Unified Modeling Language
UC-------------------------------------------- Use case

Abstract
The main objective of this project is to develop a website that enables the Human resource
management system control, place, search, update, and the other activities of employee’s
information in a simple and fast way. The implementation of our project, using PHP, MySQL,
and HTML is in such a way that a server, in our case XAMP respond for any request from
clients and then responds back to the user in faster and accurate way. The web site that we
want to develop for Human resource management system is with simple graphical user
interface, so that users can use and interact with the system in a simple way and user-friendly
manner. The group members initiated to do this project to implement what we have learned in
the past four years and to solve the problem dealing with the loss of information, security of
information, and so on.

CHAPTER ONE: INTRODUCTION

1.1. Background of study
As there are many problems that human beings face throughout their life, it is obvious that
we can use computer to solve many of the problems. When saying this, as the computer is the
modern technology and problem solver. Now a days many companies human resource
management use manual system and they are facing difficulty in their activities. So, we can
solve this problem by developing new system for company human resource management
system. The proposal we have prepared is also the precondition for solving many of the
problems of Human Resource Management System for organization that is currently handled
manually. Therefore, this work that is performed manually needs to be automated to reduce
the problems happened.
Human resource management (HRM), also called personnel management consists of the
activities undertaken by an organization to ensure the effective utilization of employees
toward the attainment of individual, group, and organizational goals. An organization's HRM
function focuses on the people side of management
Human resource management system is concerned with managing administrator of human

resource department in a company. refers to system and process at the intersection between
human resource management system and information technology.
Have gone far beyond their original purposes of converting paper records into computerized
databases. The developed HRMS will help the organization to effectively store employee data
more securely and accurately. The system is deals with process of Registering employees,
recording their attendance, leave management, performance evaluation, training, work
position which can be used for performance appraisal. based on that transfer, leave,
promotion can be done.
1.2. Statement Problem

The main problem of organization is dealing with their job manually. Doing manual has a
side effect and many problems throughout the work. For this reason, the problems that the
HRM office currently facing is:
❖ Difficulty of searching and modifying employee information if they need.

❖ Time consumption because of manual work for simple jobs.
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❖ Mistakes happened since the work has done manually (lack of accuracy).
❖ Lack of reliability because of manual work.
❖ Since the work is done manually buying the paper, pen pencil and etc. needs
more cost.
❖ There is redundancy of data
❖ Need large space to store file
❖ Human energy loss
Manual system in organizations offers a number of potential problems which includes:
Administrative Overwhelm: - A manual HRMS typically requires a great deal of

paperwork. A manual process also creates an administrative burden for HR staff of the
organization.
Organizational Issues
This problem is simply a matter of work flow, as keeping files and documents in a central
location is not actualized
Financial Implication: - paper-based system is costly and insecure. paper-based systems
make it difficult to share documents. When an organization office is distributed nationally or
internationally, the ability to send and share documents quickly is key necessity. With HRMS,
this becomes much easier and faster.
Motivation of the Study: - Over the past decade, virtually every major industry invested
heavily in computerization and this have pushed organizations to change from manual to
digitized technique of information management.

1.3. Objective of the project
1.3.1. General Objective
The main objective of this project is to Build Human Resource Management System to
automate manual system. HRMS is flexible transparent and trust worse office automation
apply.
1.3.2. Specific Objective

The system will ensure effective utilization and maximum development of human resource
generate and maintain human resource record and allow proper interaction and timely to
accurate information to those who require the information
To achieve the above aforementioned general objective, Design of a web-based HR management

system to fulfill requirements such as the project will also address the following specific
objectives:
⮚ To make Managing employees easier

⮚ To Minimize data redundancy
⮚ To simplify work
⮚ More securing the system from current system.
⮚ To manage employee information by automating core, benefits and productivity
⮚ To reduce time conception taken between process by timely generating the necessary
report and statics
⮚ To reduce routine administration and promote paperless environment
⮚ To control the employee by taking attendance.
⮚ To reduce work overwhelms of administrator.
⮚ Well-designed database to store employee information.
⮚ To reduce the limitations of the existing system.
⮚ Develop a system that facilitates fast report generation.
⮚ To Increase the work efficiency of the office.

1.4. Scope of Study
This project focuses on Human Resource Management system for company particularly: -
❖ Department management
❖ Employee attendance
❖ Registering Employee
❖ Leave management
❖ work position (employee placement)
1.5. Limitation of Study

Even though, this project is focus on organization Human Resource Management System, it
doesn’t include payroll system and other system which has relationship in Human Resource
Management system.
1.6. Methodology
1.6.1. Data collection methodology
Data collection methods are the most important part of our project to find the main requirements of
system and how to understand the system is does. To gather the information, we use data collection
methods that mentioned as following
A) Analyzing existing document (forms and queries):In addition to the interview we

have observed existing documents that include organizational rules form and queries
for allocating and controlling resources used by the system.
B) Observing the working environment: Finally we have observed the working
environment to assure those requests gathered using the interview and existing
document stated.
1.6.2. System analysis and design methodology
Here for the analysis of our project we have selected system analysis and design method
specifically UML (Unified Modeling Language) model. We have selected this because of the
following advantages: - increased consistency among analysis, design and programming
activities. Improved communication among employee, analysis, design and programming. To
simplify the design and implementation of complex program.

To make it easier for teams of designers and programmers to work in a single software
project. To develop efficient HRM system. To enable a high degree of reusability of designs
and of software codes. To decrease the cost of software maintenance. Increase reusability.
1.6.3. System implementation

✔ Implementation is done using appropriate programming language, php, html, CSS, Js
and other software tools
1.6.4. Testing and deploying methodology

Test to verify the system meets its requirements
⮚ Unit testing: Verification (A set of operations that the software correctly

implemented a particular function) on the smallest element of the program i.e. the
modules are tested alone in order to discover any error in the code.
⮚ Some of errors that controls
● When the field is empty, the system will display username required.
● When we enter a character instead of numeric value, the system will display
employee should be number.
● When we enter a numeric value instead of character, the system will display
user name should be character.
⮚ Integrated testing: The process of bringing together all the modules that a program
comprises for testing purpose.
1.6.5. Development environment

Php, html and CSS, JS, MySQL

1.6.6. System requirements
The system requirement is the best things to describe hardware and software requirement: -
Software Requirement:-
Name of component Specification

Operating system Windows 10
Language Php, html,css,javascrpit
Database MYSQL server
Browser Badu broser,opera,Mozilla Firefox
Scripting language Php
Hardware Requirement:-
Name of component Specification

Processer 2.50GHZ
RAM 4GB
Hard disk 32GB
Monitor 20GB

CHAPTER TWO: DESCRIPTION OF EXISTING SYSTEM

2.1. Introduction of existing system
Describing and modeling the major functions of the existing system to identify problems in
the existing system, to provide alternative solutions for the problem identified, to select the
feasible solution among the alternative solution and finally to decide the functional
requirements of the proposed new system.
The human resource administration falls short of control the employee’s activities in analyzing his/her
strength and weakness. The decision for appraisal of assigning next project to the employee or to train
him/her to enhance the skills Where lies with proper projection. He is not provided with the detail
project information done or to be assigned based on application or vertical
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.so by using digital system we make efficient HRM system in real world.
Unreliable data sheet. Employee dissatisfaction. Less secure data
2.2. Proposed system description

Proposed system provides detail general information about the employee. It enhances human
resource management by adding, viewing and updating employee detail
The proposed system is designed to eliminate all the drawbacks of the existing employee
management software. The system shall be responsible for maintaining information about
employees, thus their personal profile. The system shall incorporate leave management all the
way from application to acceptance/rejection of leave requests as well as all employee
projects with close monitoring of the projects from creation to completion and trainings to
assist in monitoring active and inactive employees.
❖ Very fast and accurate.

❖ No need of any extra manual effort.
❖ No fever of data loss.
❖ Just need a little knowledge to operate the system.
❖ Doesn’t require any extra hardware device.
❖ At last very easy to find the employees.

2.3. Strength of Existing system
❖ Only one employee makes it to higher rank in the organization.
❖ Employee must eliminate weakness
❖ To search data and improve communication with employees and enable them to
develop their development and training of human resource should provide
❖ communicate with employee physicaly
2.4. weakness of existing system

Performance related problem can be measured using two broad categories of Performance
measurement.
A) Throughput
Modifying employee information: - since the documents of employee are written manually to
modify their information the documents must be changed and there is no any searching
method, so to find each document it needs more time.
Registering the employee’s: since the registration is done manually, registering the
employee specially when there are a lot of employees are difficult. Registering an Employee
also involves some redundant and bulk item information to be processed.
Generate Report: the task of report generating takes much time of the office, since it
requires summarizing bulk data.
B) Response Time: It is easy to predict the response time of each process based on the
detailed description of the major functions of the existing system such as generating
summarized report, updating the employee’s information and so on.
❖ Need of manual extra effort.

❖ It used to take much time to find any employee.
❖ Not very much accurate. Danger of losing the file in some case.

The existing system has many Weakness.
Those Weakness are: -

❖ Lack of accurate data
❖ The system has problems related to security.
❖ It takes long time to search data
❖ Lack of efficiency, effectiveness,
❖ Since it operable manually it uses large amount of space to store data.
❖ Lack of portability’s,
❖ Redundancy of data

CHAPTER THREE: SYSTEM FEATURES

3.1. Introduction
In many organizations, services and tasks the system required to perform can be categorized
in to Functional and Non-Functional requirements.
Functional and non-functional requirements of the system are explained in detail and the use
cases which are a list of steps, typically defining interactions between a role and a system,
to achieve a goal. Class diagrams have been given to show detailed data modeling of the
system which will be translated into code.
3.2. Functional Requirements

Fr1:Authentication
Login- The user can login to the HRMS system with his/her username and password.
Logout- The user can log out from the HRMS system. Login failure- If the user does not exist
in the database or the user has not yet been authorized by the HRMS admin.
Fr2:Authorization
User role check- After logging in, the user role will be checked from the database and the
user interface will be displayed according to their role.
Fr3: Employee attendance
One of the important modules in this system. Each employee can view his/her attendance
information. When an employee needs to change his/her attendance information then he/she
has created a request in the system. Manager attendance information will only be update after
request from employee
Fr4: Registering new employee in the organization
Add new employee-HR Manager role type is able to add a new employee to the database. The new
employee will have all the required personal information related to him/her. The new created
employee will have an id. Add a new user- After a new employee has being created by HR Manager
role,. The unique id will be given by the system. Admin will assign a new work position such as
employee, Manager.

Fr5: Leave management
Admin can add leave to the system. The system will maintain all the leave in separate data
table. When an employee wants to leave, he/she can request for leave through the system.
When employee apply for leave, leave is confirmed with approval of the Admin can amend
or reject the leave. employee can see the status of the leave through employee interface.
When leave approve then employee can take the leave chit.
Fr6: work position
Admin can create department and assign manager can identify the performance of the with
help on attendance information. Admin will assign a new work position such as employee,
Manager.
Fr7: Process Data
Display- User with defined roles can display the content of the database. Being more specific,
employee can only view his/her personal information. Manager (can not only see his/her
personal information but also employee’s information who are under his/her department..
Admin and Manager can display their personal information and all employees’ information.
Edit- A user with employee role can edit his/her specific personal information. Manager can
only edit employees’ personal information that is under his/her coverage except user role
type. Admin can edit all information related to all employees’ including their user role type.
Search- User with Manager role can search the content of database for the employees’ who
are under his/her coverage.
Manager and admin roles can search all the employees’ information in the database. Search
feature works on specific keywords showing employee’s characteristics, skills, features, and
etc. For example, Manager wants to find employees’ who are well trained in “Java
Programming Language”. He/she will write the specific keyword in the search bar and press
the available search button. Afterwards, he/she will find a list of all the employees’ who
know “Java Programming”.
Update authentication- This feature can be used only by admin role type. Admin can update
the role type of a specific user. For example, an employee got promotion and his role type

will be changed from employee role id to Manager. Admin will be able to update this
authentication mechanism.
Fr8: Report generation

Report generation- Manager shall be able to generate a report in pdf format for each
employee based on the information in the database.
3.3. Non-Functional Requirements

The Non-functional requirements describe usability requirements of the system but not
directly related to the functional behavior of the system. Usually, these are constraints of the
system to improve quality of service.
Usability Requirements
The system allows the users to access the system from internet using HTML or its derivative
technology. The system uses web browser as an interface, since all users are familiar with
general usage of browser. no special training is required
Availability Requirements
The system is available 100% for users and is used 24hrs and 365 days. The system operation
24hrs and 7 days
Efficiency Requirements
Mean time to repair-even if the system fails. The system will be recovered back up within
hours or less
Accuracy Requirements
The system should accurately provide real time information taking into consideration varies
concurrency issue. The system shall give or provide 100% access reliability.
Performance requirements
Performance is an important issue for the system because one of the drawbacks of the current
system is performance issue. So this system makes fast the activities by exchanging viable
information in real time.

Security issue
Since the system is going to handle personal information which is confidential, it should be
protected from an unauthorized users and intruders. No one can log into the system without
a registered user name and corresponding password.
Reliability requirements
The system has to be 100% reliable due to importance of data the damage can be caused by
incorrect or incomplete data
Maintainability
The system will be easily maintained by the developer as well as another authorized trained person.
The system will also be modifiable at any time to enhance features based on the office needs. As
needs change from time to time the original system will be 34 made available to fill the gap between
the system and the newly emerging needs. The system could be enhanced by adding new
functionalities without necessarily changing the basics
3.4. Analysis Models

3.4.1. Use Case Diagrams
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, step by step, how a user is intending to use a system, essentially capturing the
system behavior from the user's point of view.
Use case diagram is a representation of a user`s interaction with the system and depicting the
specification of a use case. A use case diagram is helpful in visualizing the context of a
system and the boundaries of the system’s behavior. Its main purposes are used to gather
requirements of system; to get an outside view of a system; to identify external and internal
factors influencing the system
In order to create relevant use cases for the system, the following actors for the system have
been identified:
employee
✔ View department leave schedule

✔ View attendance

✔ View work position
✔ Apply leave
✔ Edit profile
✔ Search employee information
Manager
✔ Register employee
✔ Update attendance
✔ Assign employee to department
✔ Assign leave
✔ Assign task to employee
✔ Generate report
✔ Search employee information
HR admin
Is the powerful users in this system? Can edit and update all the data except system
setting. Will have access to all the work that staff and other employee do.
✔ Create leave
Annual leave, sick leave and casual leave
✔ Delete employee
✔ Login
✔ Create department
✔ Search employee
✔ Assign work postion
✔ Approve leave

Figure 3-1 Use Case diagram for Human Resource management System

Table 1: Use case table for login
Identifier UC
Description Validates the user to enter to the system.
Actor Administrator and Manager and employee
Pre- condition: The user must have valid user name and password.
Basic courses of 1. The user wishes to enter to the system.
action 2. The system displays the login dialog box.
3. The user fills and submits the username and password.
4. The system checks the login information.
5. The system displays Main Form if login is valid.
6. Use case ends
Alternate action The entered username and/or password are not correct.
1. The system determines the invalidity of username and/or password
2. The system determines invalidity to enter into the system.
3. The system informs the user to reenter username and/or password
4. The use case resumes at step 3 of flow of events.
5. Use case ends.
Post condition: The users logs in to the system.
Table 2: Use Case table for Forgot Password
Identifier UC
Description Forgot password
Actor Manager and employee and Admin
Pre- condition: To allow employee to reset their password when they forgot password
Basic courses of 1. This use case begin when employee wishes to reset password
action 2. employee forgot password button press.
3. System shows input box for entering secret answer
4. Employee enter the secret answer.
5. System send password to mailbox.
6. The use case ends.
Alternate actions 1. If secret answer is wrong then the process stop.

Table 3: Use Case for create department
Identifier UC
Description New department information is secret enter into the system.
Actor Admin
Basic courses of 1. This use case being when admin receive information about new
action department
2. Admin enter into new department name.
3.Unique department ID number is generated by the system.
Post condition:
Table 4: Use Case for create leave
Identifier UC
Description Create leave .
Actor Admin
Pre- condition: New leave information is correctly entered into the system
Basic courses of 1This use case begin when an Admin receives new leave information
action 2. Admin categories the leave type special or general.
3. Admin enter the new leave, name number of days.
4. A unique leave ID number is generated by system .
Alternate actions

Table 5:Use Case for New employee registration
Identifier UC
Description Registers new Employee.
Actor Manager
Pre- condition: The employee must fulfill the required quality and pass the
qualification test given by the HRM system office.
Basic courses of 1. Employee passes the criteria and wants to register.
action 2. The Manager enters to the system.
3. The manager selects new employee Registration form the menu.
4. The system registers the employee.
5. The officer assigns ID number.
6. The use case ends.
Alternate actions 2. Invalid data registration.
3. Return to step 4 of flow of events.
4. Use case ends.
Post condition: Employee’s record registered. The officer assigns id number.

Table 6:Use Case for Generate report
Identifier UC
Description Generate a report specified.
Actor Manager
Pre- condition: Request general report
Basic courses of 1. From Main Form manager select report submenu.
action 2. The system displays general report.
3. Then selects report type: report
4. The system prepares report.
5. The system displays report.
6. End of use case.
Alternate actions 1. The entered username and/or password are not correct.
2. The system determines the invalidity of username and/or
password.
3. The system determines invalidity to enter to the system.
4. The system informs the user to reenter username and/or
password.
6. Use case ends.
Post condition Report is generated.

Table 7:Use Case for Search employee information
Identifier UC
Description Search employee information.
Actor Administrator and manager and employee
Pre- condition: Request employee ID.
Basic courses of 1. From Main Form user select search form.
action 2. The system display search form.
3. Then user type employee ID.
4. The system prepares the search result.
5. The system displays employee Info.
6. End of use case.
Alternate actions 1. The entered Employee ID is not correct.

2. The system determines the invalidity of Employee ID.
3. The system informs the user to reenter correct Employee ID.
5. Use case ends.
Post condition Employee update

Table 8:Use Case for Delete employee information
Identifier UC
Description search and delete the employee detail Information
Actor Admin
Pre- condition: Request employee ID.
Basic courses of 1. From Main Form manager select delete form.
action 2. The system displays delete form.
3. Then user type employee ID.
4. Then click delete button.
5. System asks that the manager is sure about what he was
doing.
6. The system delete employee Info.
7. End of use case.
Alternate actions 1. . The entered Employee ID is not correct.

2. The system determines the invalidity of Employee ID.
3. The system informs the user to reenter correct Employee ID.
5. Use case ends.
Post condition Employee file is deleted.

Table 9: Use case for Edit profile
Identifier UC
Description Edit profile of employee
Actor Employee, manager and admin
Pre- condition:
Basic courses of 1. employee send request and required documents
action 2. request is seen by manager and admin
3. admin and manager check for validity and edit profile
4. profile is updated
Alternate actions If data is not valid admin or manager can reject the or send back for
amendment
Post condition:
Table 10:Use case for view attendance
Identifier UC
Description View the attendance
Actor Employee, manager and admin
Pre- condition: When employee wants to view attendance
Basic courses of 1. employee view attendance
action
Attendance viewed
System response
Alternate actions Manager and admin has authority to view all the attendance employee
Post condition:

Table 11:Use case for Apply for leave
Identifier UC
Description Apply for leave
Actor Employee
Pre- condition: To allow employee to request leave from HRMS
Actor action System response
1. This use case begin when 2. System for filling employee leave request form
employee open leave request 4. Verify employee leave balance
interface 6. The request saved into database
3. Employee provide leave type start
date, end date and reason for leave
5. Employee press leave button
Alternate actions If the request duration is too long, then indicates

error
Post condition:

3.4.2. Sequence Diagram

Sequence diagrams help in the identification of a detailed level of the operations required to
implement the functionality depicted by a use case model.
Figure 3-2 sequence diagram for login

Scenario
1: Admin add new employee
1. The user logs in by providing correct username and password.
2. If username and password are not found on the database access into the system is denied.
3. If the credentials are identical to the ones found on the database, access is granted.
4. User enters the details of the new employee.
Figure 3-3 Sequence diagram for employee register

Figure 3-4 Sequence diagram for Attendance
Figure 3-5 Sequence diagram for Delete employee

Figure 3-5 Sequence diagram for assign task to employee
Figure 3-6 sequence diagram for Create department

Figure 3-7 sequence diagram for Search employee information

Figure 3-8 sequence diagram for Generate report

Figure 3-9 sequence diagram for mark attendance
Figure 3-10: sequence diagram for apply leave

Figure 3-11: sequence diagram for assign employee to department

Figure 3-12: Sequence diagram for assign leave
3.4.3. Activity Diagram

Activity Diagrams are used to model different aspects of a system. The following activity diagram is
used to model the leave Activity diagram is used to model consecutive steps in a computational
process. This diagram essentially a flow chart that emphasizes the activity that takes place over time

Figure 3-13: Activity diagram for Login

Figure 3-14: Activity diagram for human resource management system

Figure 3-15: Activity diagram for registration employee

Figure 3-16: Activity diagram for mark attendance

Figure 3-17: Activity diagram for leave

Figure 3-18: Activity diagram Leave accept and reject

3.4.4. Class diagram
In the class diagram below, the Employee and Admin classes inherit from the User class. The
employee class is also parent class to Human Resource class, Head of Department class and
Ordinary employee class. These employees carry out the same operations.
The class diagram represents the static structure of the system. Class diagram show a
collection of static model elements such as class and their relationship, connected as graph to
each other and to their content, their internal structure and their relationship to other class. In
class diagram object in real world are represented by the actual object in the program
Figure 3-19: Class diagram for HRMS

Figure 3-20: Class diagram of generalization for HRMS

3.4.5. User Interface Design
The system was created with the following design considerations in mind:
✔ Consistent. The website should have a similar look and feel on every page. Every
page should have the same header/logo, heading style, fonts, navigations etc.
✔ Efficient and easy to maintain. This refers to the fact that there is need to separate
content from layout, so that you can easily change your page design without editing
every page on the site.
✔ Layout. The layout of each page should have a good contrast between the text and
background area. This helps considerably with visibility as it will be difficult to read
the text if it is almost the same color as the background. Monitor size should also be
taken into consideration.
✔ Easy to navigate and use. Users should not have a hard time trying to navigate the
site. Navigation links should be consistent and clearly labeled. All navigation links
should also be working properly and should point to the intended page/site.
✔ Browser compatible. When designing the site consider different browser
environments. Extensive testing should be done on each page in all the major
browsers and the design changed appropriately to cater for all.
✔ Visually appealing. The use of color, text, fonts and graphics should be carefully
considered and used to ensure that the site is visually appealing to its visitors.
✔ Speed. The performance of a website is mostly rated by its up -time and downtime.
These terms refer to the amount of time it takes the site to respond to requests.
Graphics should be kept to a minimum to allow the site to load faster. The pages on
the site should load within an acceptable time under 10seconds

Figure 3-21:Admin dashboard diagram
Figure 3-22: Manager dashboard diagram

Figure 3-23: Employee dashboard diagram

CHAPTER FOUR: SYSTEM DESIGN

4.1. Introduction
System design has a great part which describes the first solution of the system problem. So
designing a system is the important and necessary step in any computer system. System
design provides a clear description of the overall design of the HRMS and bridging the gap
between desired and existing system in a manageable way.
This system proposed the detailed system design for human recourse management system
created for organization or company. In this document, several standard notations are used to
illustrate the entire system in great depth.
Unified modeling language notation are primarily used since it is wide great standard among
object-oriented developer.
4.2. Purpose of the System Design Document

Design process are recorded in the System Design Document. This document completely
describes the system at the architecture level, including subsystems and their services,
hardware mapping, data management, access control, global software control structure, and
boundary conditions. The System Design Document is a required document for every project.
It should include a high-level description of why the System Design Document has been
created, provide what the new system is intended for or is intended to replace and contain
detailed descriptions of the architecture and system components. The purpose of this System
Design Document is to provide a description for how the new HRMS will be constructed.
The Systems Design Document was created to ensure that the HRMS design meets the
requirements specified in the HRMS project requirements documentation. The System
Design Document provides a description of the system architecture, software, hardware,
database design, and security.
4.3. Scope
This system design focus on particularly in the followings of scope to design the database design: -
● Registration
● Apply leave
● Leave
● Department
● Employee attendance

4.4. Architectural Design
4.4.1. Logical View of the Architecture
Logical view shows the parts that comprise the system, as well as their interaction.
Represents set of abstraction emphasize classes of object
Uml diagram shows the logical view include
● State chart diagram

● Class diagram
● Sequence diagram
● Object diagram
We were select state chart diagram to do logical view
State chart modeling
The state chart diagram models the different states that a class can be in and how that class transitions
from state to state. Every class has a state (which is a situation during the life of an object, which
satisfies some condition, performs some activity or waits from some event), but that every class
shouldn't have a state chart diagram
State chart diagram is used for modeling the dynamic aspects of systems. It is similar to
activity diagram. Both activity and state chart diagrams are useful in modeling the lifetime of
an object. However, activity diagram shows flow of control from activity to activity; where
as state chart diagram shows flow of control from state to state. State chart modeling is a
dynamic modeling technique, one that focuses on identifying the behavior within our system,
behavior specified to the instances of a single class. It tries to show different state that an
object passes through its life span. However, it is not necessary to build state chart for every
class in the system; only state charts of complex objects are necessary to be modeled. State
chart diagram enables us to observe the state of complex that simplifies implementation.

Figure 4-24 State chart diagram for Login
Figure 4-25 state chart diagrams for new employee register

4.4.2. Process View
Describe the system process. It shows communication between those process and explore what needs
to happen inside system.
Particularly helpful. When your system will have number simultaneous threads or process.
Uml diagram that represents process view is activity diagram
Activity Diagrams
are used to Document the process of a single operation /methods, a single use case, or the
flow of logic of a business operation. In many ways, Activity Diagrams are the object_
oriented Equivalent of flow charts and Data Flow Diagrams (DFD) from Structure.
Figure 4-26 Activity diagram for Login

Figure 4-27 Activity diagram for registration

4.4.3. Deployment View
It describes the physical architecture of the hardware and software in the system. They depict
the software components, processors, and devices that make up the system’s architecture.
The deployment diagram shows how a system will be physically deployed in the hardware
environment. Its purpose is to show where the different components of the system will physically run
and how they will communicate with each other
⮚ The hardware for the system

⮚ The software that is installed on the hardware
⮚ Depict the hardware/network infrastructure of an organization.
⮚ Depict a major deployment configuration of a business application.
Database
Figure 4-28 Deployment diagram for HRMS

4.5. Database Design

A database is a set of data, organized for easy access. The database is an actual data; it is the database
that you will be accessing when you need to retrieve data.
Table 12 Table structure for table of employee
Column Type NULL Defaults

Employee_id INT (11) Primary key
FirstName VARCHAR (50) No
MiddleName VARCHAR (50) No
LastName VARCHAR (50) No
Gender VARCHAR (10) No
Age INT (20) No
Email VARCHAR (40) No
Address VARCHAR (100) No
Phone VARCHAR (15) No
Depp_id INT (11) No
JoinDate Date No
BirthDate Date No
MaritalStatus VARCHAR (50) No
Work position VARCHAR (50) No
Table 13 Table structure for table of Department
Column Type NULL Defaults

Depp_id INT (11) NO
Depp_name VARCHAR(50) NO
Table 14Table structure for table of attendance
Column Type NULL defaults

Attendance_id INT (11) NO
Attendance_date Date NO
Attendance_time Time NO
Attendance_type VARCHAR (30) NO

Employee_id INT (11) NO
Table 15 Table structure for table of apply leave
Column Type NULL defaults

Leave_id INT(11) NO
Leave_type VARCHAR(50) NO
startDate Date NO
Endate Date NO
Reason TEXT NO
requiredDate Date NO
Status TEXT NO
Employee_id INT(11) NO

Entity Relationship Diagram:- widely used in structured analysis and conceptual modeling,
as this approach is easy to understand, powerful to model real world problem and readily
translated into database schema
Figure 4-29 Entity Relationship diagram

CHAPTER FIVE: CONCLUSION AND RECOMMENDATION

5.1. Conclusion
Human resource Management System allows human resource office and department to store
employee’s detail information properly. This project is also able to provide reports about
employee detail information from the department to human resource office. This project has
focused on the design and implementation of a web based HRMS for addressing challenges
faced by the management of human resource. Various design and implementation tools have
been employed for the successful completion of this work. An effort has been made to study
HRMS as partial fulfillment of BSc degree in computer science. In doing the study the team
has tried to follow object-oriented system analysis and design methodology. In order to solve
different problems existed the team has tried to propose a solution that at least reduce the
existed problems and model the proposed system using different tools and methodologies. It
was undertaken to design and develop human resource management system.by completion of
this project, the developed software was “HRMS”. It is web-based application. It allows the
client to streamline their human resource task and manage employee in more effective and
efficient way. The system facilitates good interaction and communication facilities between
employee administration and facility of viewing detailed report regarding the employee
5.2. Recommendation
The system that we have developed involves web based human resource management system.
that means it’s a huge system so it is very difficult to include all functionality of the HRM
office so that we only concerned on the Department management, Employee attendance,
Employee Leave management, because of limited development capacity and time. Therefore,
we recommend the following features need to be included in any further revision and
extension attempt.
✔ Include Recruitment
✔ Include employee performance
✔ Include Payroll
Therefore, who are interested to develop a new system on human resource management
system they can get some initial idea about the system. By focusing on the limitation and
functional areas of the system they can also develop a better HRMS

References
1) http://www.enotes.com/human-resource-information-system-hris-reference/
2) http://www.freestudentprojects.com/site-map/
3) J.Duncan System analysis and design 5th edition
4) Elmasri, Ramex. Fundamentals of database systems.2nd.ed.Redwood city, CA: Benjamin
Cummings publication
5) Fraker, M. & Mazza, A. (2011). Direct-to-consumer genetic testing: Summary of a
workshop. Washington, D.C.: National Academies Press. (Chasserio, 2009)
6) Kevin, C. & Fiona, B. (2009). Human resource management system. United States Patent
Application Publication. 12(7), pp.123-140.

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HAWASSA UNIVERSITY

[HUMAN RESOURCE MANAGEMENT SYSTEM]

Group 18 Group members

1. Temesgen Liremo Evcs/0196/09

PROJECT ADVISOR : Biniam B (MSc)

Submitted to Department of Computer Science Hawassa University, in Partial fulfillment

Hawassa Sidama, Ethiopia

__________________ _________________________ ________________________

Examining committee members’ Signature

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Table 1: Use case table for login 16

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List of Symbols (Acronyms)

CSS--------------------------------------------cascading style sheet

DFD--------------------------------------------Data Flow Diagrams

Html--------------------------------------------Hypher text markup language

HRM-------------------------------------------- Human resource management

PHP--------------------------------------------Hypertext pre Processor

RAM-------------------------------------------- Random access memory

UML--------------------------------------------Unified Modeling Language

UC-------------------------------------------- Use case

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CHAPTER ONE: INTRODUCTION

Human resource management system is concerned with managing administrator of human

1.2. Statement Problem

❖ Difficulty of searching and modifying employee information if they need.

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Administrative Overwhelm: - A manual HRMS typically requires a great deal of

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1.3.2. Specific Objective

To achieve the above aforementioned general objective, Design of a web-based HR management

⮚ To make Managing employees easier

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1.5. Limitation of Study

A) Analyzing existing document (forms and queries):In addition to the interview we

1.6.2. System analysis and design methodology

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1.6.3. System implementation

1.6.4. Testing and deploying methodology

⮚ Unit testing: Verification (A set of operations that the software correctly

1.6.5. Development environment

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Name of component Specification

Name of component Specification

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CHAPTER TWO: DESCRIPTION OF EXISTING SYSTEM

2.2. Proposed system description

❖ Very fast and accurate.

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2.4. weakness of existing system

❖ Need of manual extra effort.

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The existing system has many Weakness.

Those Weakness are: -

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CHAPTER THREE: SYSTEM FEATURES

3.2. Functional Requirements

Fr3: Employee attendance

Fr4: Registering new employee in the organization

______ _ ____________