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HUMAN RESOURCE MANAGEMENT SYSTEM

CONTENTS

Sl no TOPIC Page no.

1 INTRODUCTION OF THE PROJECT 2

2 OBJECTIVE OF THE PROJECT 3

3 SYSTEM REQUIREMENT SPECIFICATION 6

4 SOFTWARE AND HARDWARE REQUIREMENT SPECIFICATION 7

5 FEASIBILTY STUDY 8

6 SOFTWARE ENGINEERING PARADIAGRAM APPLIED 10

7 SYSTEM DESIGN 13

8 ENTITY RELATIONSHIP DIAGRAM 17

9 PROJECT SCHEDULING 18

10 DATA DICTIONARY 22

11 CONCLUSION & BIBLIOGRAPHY 26

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INTRODUCTION ABOUT PROJECT

The human resource management system is a database of the employee’s information,

talents, employee schedule and the projects under taken. The HRMS database provides the
information by the external corporate databases and directly. The attendance summary
display provides the management of the employee scheduled plans and the other scheduled
activities.

The function known as the Human resource search and scheduling is made for the human
resources with desired skills. The interface is developed for the handling of the external
database and the HRMS database. The view of the external database and the HRMS
database is made for the common user interface. The HRMS server and the HRMS database
are applied in the programmed system.

The HR work in an organization is to maintain recruitment of employee, time management,

management of the payroll, and other employee management process. The manual
handling of the employee recruitment, time scheduling and the salary slip creation for the
thousands of employee organization is difficult task. The requirement of the automated
system makes the job easy for the HR department in an effective manner.

The current system has some problems like the test conducting feature is difficult, the
attendance system need to update every time by login. The attendance and the appropriate
salary with leave can be made easily by applying the proposed system.
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OBJECTIVE OF THE PROJECT:

Manually it is very difficult to manage the human resource. With the help of computer it
becomes easy and faster to manage the system. In this project it is the facilities to storing
and managing all the information about the employee working in that company and the
projects handle by the company.

Functions of human resource management system:

The function of Human Resources departments is generally administrative and not common
to all organizations. Organizations may have formalized selection, evaluation, and payroll
processes. Efficient and effective management of "Human Capital" has progressed to an
increasingly imperative and complex process. The HR function consists of tracking existing
employee data which traditionally includes personal histories, skills, capabilities,
accomplishments and salary. To reduce the manual workload of these administrative
activities, organizations began to electronically automate many of these processes by
introducing specialized Human Resource Management Systems. HR executives rely on
internal or external IT professionals to develop and maintain an integrated HRMS. Before
the client–server architecture evolved in the late 1980s, many HR automation processes
were relegated to mainframe computers that could handle large amounts of data
transactions. In consequence of the low capital investment necessary to buy or program
proprietary software, these internally-developed HRMS were unlimited to organizations
that possessed a large amount of capital. The advent of client–server, Application Service
Provider, and Software as a Service or SaaS Human Resource Management Systems enabled
increasingly higher administrative control of such systems.

Currently Human Resource Management Systems encompass:

1. Payroll Module
2. Recruiting Module
3. Training Module
4. Performance Record Module
5. Employee Self-Service Module
6. Grievances Module
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1. The Payroll Module automates the pay process by gathering data on employee time and
attendance, calculating various deductions and taxes, and generating periodic pay cheques
and employee tax reports. Data is generally fed from the human resources and time keeping
modules to calculate automatic deposit and manual cheque writing capabilities. This module
can encompass all employee-related transactions as well as integrate with existing financial
management systems.

2. Recruiting Module has become one of the primary methods employed by HR

departments to garner potential candidates for available positions within an organization.
Talent Management systems typically encompass:

 analyzing personnel usage within an organization;

 identifying potential applicants;
 recruiting through company-facing listings;
 recruiting through online recruiting sites or publications that market to both recruiters and
applicants.

The significant cost incurred in maintaining an organized recruitment effort, cross-posting

within and across general or industry-specific job boards and maintaining a competitive
exposure of availabilities has given rise to the development of a dedicated Applicant
Tracking System, or 'ATS', module.

3. Training Module provides a system for organizations to administer and track employee
training and development efforts. The system, normally called a Learning Management
System if a stand alone product, allows HR to track education, qualifications and skills of the
employees, as well as outlining what training courses, books, CDs, web based learning or
materials are available to develop which skills. Courses can then be offered in date specific
sessions, with delegates and training resources being mapped and managed within the
same system. Sophisticated LMS allow managers to approve training, budgets and calendars
alongside performance management and appraisal metrics.

4. Performance record Module can help to protect organization, measure performance and
maximize profits. Records are the source documents, both physical and electronic, that
specify transaction dates and amounts, legal agreements, and private customer and
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business details.The vital role of performance record are, plan and work more
efficiently,meet legal and tax requirements,measure profit and performance,generate
meaningful reports,protect rights,manage potential risks. Records are needed to determine
the current status of flock performance.

5. Employee Self-Service module allows employees to query HR related data and perform
some HR transactions over the system. Employees may query their attendance record from
the system without asking the information from HR personnel. The module also lets
supervisors approve O.T. requests from their subordinates through the system without
overloading the task on HR department.

Many organizations have gone beyond the traditional functions and developed human
resource management information systems, which support recruitment, selection; hiring,
job placement, performance appraisals, employee benefit analysis, health, safety and
security, while others integrate an outsourced Applicant Tracking System that encompasses
a subset of the above.

6. Grievance Module is a formal complaint which demonstrates any kind of dissatisfaction

in an employee, arising out of the factors which are related to his job.The communication of
grievances should be done formally. The important steps in grievance handling procedure
are:

 Accepting the grievance and acknowledging it.

 Carefully listening the problem.
 Understanding the redefining the problem to ensure that both the parties are at the
same level of understanding.
 Gathering the information – all facts and figures.
 Offering the best solution
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SYSTEM REQUIREMENTS SPECIFICATION

REQUIREMENTS SPECIFICATION:

Requirements Specification involves the basic requirements that the system to be

developed should posses. These can be broadly classified into two types.

1. Performance Requirements.
2. Functional Requirements.
Understanding the requirements specification is critical for the projects success otherwise
the system does not get developed according to the user’s wishes.

Performance Requirements:

1. The system should be built in a way such that it is independent of the type of
database used.

2. Response should be fast.

3. High throughput.

4. Security should be high such that no intruder can tamper with data.

Functional Requirement:

Here HR Manager will do the following jobs:

 They can see employee and project information.

 They can update employee and project information.
 They can remove any particular information.
 They can add new information about the project and the employee.
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SOFTWARE & HARDWARE REQUIREMENT SPECIFICATION

Software Requirement Specification:

Operating Environment:

Following technology/tool will be required to run this application.

 Database Server: Mysql 4.1 on Linux or Windows

 Operating System: Windows/Linux
 Web server: Apache/IIS with PHP support

Tool /Languages used for development:

Following tools/ languages were used for development of this site.

 Presentation layer :HTML, Java script, Photo Shop, Front page
 Business logics :PHP 4.0 as scripting language
 Back end:Mysql 4.1
 Web server: Apache with PHP support

Hardware Requirement Specification:

Hardware configuration used during development :

 Operating system-windows
 RAM-512MB
 HDD-40 GB or above
 Processor-Pentium 4 or above
 Keyboard
 Mouse
 Color monitor
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FEASIBILITY STUDY

Feasibility is the determination of whether or not a project is worth doing. The process
followed in making this determination is called feasibility study. This type of study
determines if a project can and should be taken. Once it has been determined that a project
is feasible, the analyst can go ahead and prepare the project specifications which finalizes
project requirements. Generally feasibility studies are undertaken within tight time
constraints and normally culminate in a written and oral feasibility report. The contents and
recommendations of such a study will be used as a sound basis for deciding whether to
proceed, postpone, or cancel the project. Since feasibility study may lead to the
commitment of large resources, it becomes necessary that it should be conducted
competently and that no fundamental errors of judgment are made.

Technical Feasibility:

Following tools/ languages used for development of this site.

Presentation layer: HTML, Java script, Photo Shop, Front page

Business logics: PHP 4.1
Back end: Mysql 4.0.12 on Linux or Windows
Operating System: Windows/Linux
Web server: Apache/IIS with PHP support
User Interface: Standard browsers

The system is technically feasible because this is platform independent. I can run on Linux as
well as on windows platform. I used PHP 4.1 as a scripting language which is very fast
scripting language. I have used HTML, JavaScript for user interface design which are very
common. End users are also familiar with the GUI standards of HTML page. So they are
more comfortable using it.

The system is developed using MySQL as database server which can be either on Linux or
windows platform. MySQL is very fast and ACID compliant database. MySQL is very much
compatible with PHP. MySQL is free. The implementation cost of other database servers is
also high.
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Economical Feasibility:

The system is financially feasible. Development was completed at very low cost. Client can
easily afford the cost of development and implementation. Running cost of project is very
low. Also the softwares used to develop this project are free of cost and cross platform. This
is major benefit of this project. That’s why I used these tool/languages to develop this
software. Client need not to purchase any license to run this project. He has to register only
a domain to host this site with a web hosting company. That is very cheap nowadays.

Operational Feasibility:

Operationally this site is very much feasible. User can run this site in internet explorer or
Netscape navigator by typing the URL of this site. This site can run on Apache or IIS web
server with PHP support. This site can easily run on LINUX or windows platform without
making any change in coding. This site is platform independent.
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SOFTWARE ENGINEERING PARADIGM APPLIED

Software Life-Cycle model:

A software product usually begins as a vague concept, such as "Wouldn't it be nice if the
computer could gather, process, and plot all of our data." Once the need for a software
product has been established, the product goes through a series of development
phases. Typically, the product is specified, designed, and then implemented. If the client is
satisfied, the product is installed, and while it is operational it is maintained. When the
product finally comes to the end of its useful life, it is decommissioned.

The best life-cycle model for a given product may be different. The factors which determine
the appropriate model include the size of the project, the complexity, the required
development time, the degree of risk, the degree of certainty as to what the customer
wants, and the degree to which the customer requirements may change. The two most
widely used life-cycle models are the waterfall mode and the prototyping model. In
addition, the spiral model is now receiving considerable attention. I have used the spiral
model to accomplish this project. Next are the details of spiral model:-

Spiral Model:

There is almost always risk involved in the development of software. For example,

 key personnel may resign before the product has been adequately documented,
 the manufacturer of hardware on which the product is critically dependent may go
bankrupt,
 too little (or too much) time may be invested in testing,
 technological breakthroughs may render the product obsolete,
 A lower-priced, functionally equivalent product may come to market.

For obvious reasons, software developers try to minimize risks whenever possible. A
product built using the waterfall model may be subject to substantial risk because of its
linear development cycle. The prototyping model is quite effective at minimizing risk,
allowing a periodic reassessment of the requirements.
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The idea of minimizing risks via the use of prototypes and other means is the underlying
concept of the spiral model. A simplistic way of looking at the spiral model is as a series of
waterfall models, each proceeded by a risk analysis. Before commencing each phase, an
attempt is made to control (or resolve) the risks. If it is impossible to adequately resolve all
the significant risks at a given stage, the project is immediately terminated. Prototypes can
be used to provide information about certain classes of risk. For example, timing
constraints can be tested by constructing a prototype and measuring whether the prototype
can achieve the necessary performance.

The spiral model is shown in the figure below. The radial dimension represents cumulative
cost to date, the angular dimension represents progress through the spiral. Each cycle of
the spiral corresponds to a development phase.

Figure 3 - The Spiral Model

A phase begins (in the top left quadrant) by determining objectives of that phase,
alternatives for achieving those objectives, and constraints imposed on those
alternatives. Next, that strategy is analyzed from the viewpoint of risk. Attempts are made
to resolve every potential risk, in some cases by building a prototype. If certain risks cannot
be resolved, the project may be terminated or scaled down. If all risks are resolved, the
next development step is started. This quadrant of the spiral model corresponds to the
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pure waterfall model. Finally, the results of that phase are evaluated and the next phase is
planned.

Advantages of the spiral model:

The primary advantage is that the spiral model has a wide range of options to accommodate
the good features of other lifecycle models. It becomes equivalent to another lifecycle
model in appropriate situations. Also the risk-avoidance approach keeps from having
additional difficulties.

The spiral model focuses its early attention on the option of reusing existing software.

It prepares for lifecycle evolution, growth, and changes of the software product. Major
sources of this change are included in the product objectives.

It incorporates software quality objectives into software product development. Emphasis is

placed on identifying all objectives and constraints during each round.

The risk analysis and validation steps eliminate errors early on.

Maintenance is included as another cycle of the spiral; there is essentially no distinction

between maintenance and development. This helps to avoid underestimation of resources
needed for maintenance.

Disadvantages of the spiral model:

The risk-driven model is dependent on the developers' ability to identify project risk. The
entire product depends on the risk assessment skills of the developer. If those skills are
weak then the product could be a disaster. A design produced by an expert may be
implemented by non-experts. In a case such as this, the expert does not need a great deal of
detailed documentation, but must provide enough additional documentation to keep the
non-experts from going astray.

The process steps need to be further elaborated to make sure that the software developers
are consistent in their production. It is still fairly new compared to other models, so it has
not been used significantly and therefore the problems associated with it haven't been
widely tested and solved.
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SYSTEM DESIGN
CONTEXT DIAGRAM

A context diagram is data flow diagram by which the whole system is modeled by one
process. It shows all the external entities that interact with the system and the data flows
between these external entities and the system. Actually the system shown by the context
diagram does not describe the system in detail. For more details it is necessary to identify
the major system process and draw a data flow diagram made up of these processes and
the data flow between them. Such a diagram is called a Top- Level DFD. We can go on
expanding each process of the top –level DFD into a more detailed DFD.

DATA FLOW DIAGRAM (DFD)

DFD or Data Flow Diagram is the cornerstone for structured systems analysis and design. A
Data Flow Diagram (DFD) is a graphical representation that depicts information flow and the
transforms that are applied as data move form input to output. It is the starting point of the
design phase the functionally decomposes the requirements specifications down to the
lowest level. The Data Flow Diagram can be used to represent a system or software at any
level of abstraction. Data Flow Diagram can even be partitioned into levels that represent
increasing information flow and functional detail. Therefore, the Data Flow Diagram
provides a mechanism for functional modeling as well as information flow modeling.

DFD Symbols:

In the DFD, there are four symbols and they are described below along with their notations

A Square defines a source (originator), destination of system data.

A Circle or a “Bubble” represents a process that transforms incoming

data flow into outgoing data flow.
An Open Rectangle is a data store- data at rest, or a temporary
repository of Data.
An arrow identifies data flow – data in motion. It is a pipeline through
which Information flows.
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Contextdiagram:

Admin

0
Recruit/ Register Info
Human resource Employee
management
View/Allot
system

Recruitment

Fig: level 0- Context diagram

DFD (Data Flow Diagram):

New user registration Details

1.0
Admin Employee
Register

Verify Confirm

Fig: Level 1 DFD for Registration

Login Details

Recruitme Login 3.0

nt Admin
Recruitment
Accept/Reject Response

Fig: Level 1 DFD for Login

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Organize Request

3.0
Admin Recruitment
Allot Recruitment Response

Checks Request
4.0 Complains

Grievances
View Response

Edit/Update Request
Employee-info
5.0

View Payroll Response

Fig: Level 1 DFD for Admin Process

Admin
View 5.1

Emp-Detail Employee-info

View 5.2

Attendance Attendance

5.3
View Salary
Salary
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Fig: Level 2 DFD for payroll process

Admin
View 6.0
Salary
Grievances

7.0
View Employee-info
Emp-Detail

8.0
View Attendance
Attendance

9.0
View Salary Salary

Fig: Level 3 DFD for Employee information

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ENTITY RELATIONSHIP DIAGRAM

The most important consideration is the database design is to how to store the
information. The various applications and procedures that will use the database
introduce requirements upon the structure of data. In the relational database, the data
and the relationships are represented as collection of tables.

The first in creating a database is designing. First plan, what tables we require and what
they will contain. It also determines how the tables are related. These are the most
important steps and require careful consideration.
It should be determined that information we want to store about things (entities) and how
they are related (relationships). A useful technique is designing the database is to draw the
pictures of tables. The graphical display of database is called Entity-Relationship Diagram.

emailid

password

dob

ADMIN
phone View

applicantname
Address
View
edit Phone

Employee RECRUITMENT Qualification

ptype
Emailid

Employeename
Rollno

dob
Post
Address
EMPLOYEE Allotted dob

Phone

Emailid

Qualification
Salary
Designation

Fig:- Entity Relationship Diagram for HRMS System

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PROJECT SCHEDULING

(PERT CHART, GANTT CHART)

How to use:

Gantt Charts are useful tools for analyzing and planning more complex projects. They:

 Help to plan out the tasks that need to be completed

 Give a basis for scheduling when these tasks will be carries out
 Allow to plan the allocation of resources needed to complete the project, and
 Help to work out the critical path for a project where you must complete it by a
particular date.
 When a project was under way, Gantt charts helped me to monitor whether the
project was on schedule. If it was not, it allowed me to pinpoint the remedial action
necessary to put it back on schedule.

Sequential and parallel activities:

An essential concept behind project planning (and Critical Path Analysis) is that some
activities are dependent on other activities being completed first. As a shallow example, it is
not a good idea to start building a bridge before you have designed it. These dependent
activities need to be completed in a sequence, with each stage being more-or-less
completed before the next activity can begin. We can call dependent activities 'sequential'.

Other activities are not dependent on completion of any other tasks. These may be done at
any time before or after a particular stage is reached. These are nondependent or 'parallel'
tasks.
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Drawing Gantt Chart

Task possible start Length Type Dependent on

1. High level analysis week 1 1 week sequential

2. Selection of hardware
week 1 1 day sequential 1
platform

3. Installation and
week 2 1week parallel 2
commissioning of hardware

4. Detailed analysis of core

week 1 2 weeks sequential 1
modules

5. Detailed analysis of
week 1 1 week sequential 4
supporting utilities

6. Programming of core
week 4 4 weeks sequential 4
modules

7. Programming of
week 4 3 weeks sequential 5
supporting modules

8. Quality assurance of core

week 5 1 week sequential 6
modules

9. Quality assurance of
week 5 1 week sequential 7
supporting modules

10.Integration week 6 1 week sequential 9

11.Final Testing & hosting

week 7 1 week sequential 10
to server

12.Documentation week 4 2 weeks parallel 11

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Plot the tasks onto the graph paper

Next draw up a rough draft of the Gantt Chart. Plot each task on the graph paper, showing it
starting on the earliest possible date. Draw it as a bar, with the length of the bar being the
length of the task. Above the task bars, mark the time taken to complete them. Do not
worry about task scheduling yet. All you are doing is setting up the first draft of the analysis.

Schedule Activities

Now take the draft Gantt Chart, and use it to schedule actions. Schedule them in such a way
that sequential actions are carried out in the required sequence. Ensure that dependent
activities do not start until the activities they depend on have been completed. While
scheduling, ensure that you make best use of the resources you have available, and do not
over-commit resource. Also allow some slack time in the schedule for holdups, overruns,
quality rejections, failures in delivery, etc.
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Presenting the Analysis

The final stage in this process is to prepare a final version of the Gantt Chart. This should
combine the draft analysis (see above) with your scheduling and analysis of resources. This
chart will show when you anticipate that jobs should start and finish.

By drawing this example Gantt chart, it is found that:

If all goes well, the project can be completed in 10 weeks, If you want to complete the task
as rapidly as possible, you need:

 1 analyst for the first 5 weeks

 1 programmer for 6 weeks starting week 4
 1 programmer for 3 weeks starting week 6
 Quality assurance resource for weeks 7 and 9
 Hardware to be installed by the end of week 7

Analysis, development and installation of supporting modules are essential activities that
must be completed on time. Hardware installation is a low priority task as long as it is
completed by the end of week 7
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DATA DICTIONARY

It is a structured place to keep details of the contents of data flows, processes and data
store, a data dictionary is a structured respiratory of data about data. It is a set of rigorous
definition of all data elements and data structures used in the candidate system and serves
as a valuable document to the organization at the time of future enhancement and data
ware housing.

There are three classes of Items to be defined in the data dictionary.

a) Data Element: The smallest unit of data that provides for no further
decomposition is called data element.
b) Data Structures: It consists of a group of data elements handled as a unit.
c) Data flows and Data Stores: Data Flows are data structures in motion, whereas
data stores are data structures at rest. A data stores is a location where data
structures are temporarily located

The following tables have been reached after applying first three principles of normalization.
These tables are used to build the prototype of project. The following data dictionary is
partial fulfilment of the project, however changes may be entertained during the final
completion of project and may reflect in the final project report. The database includes the
following tables.

Adminlogin:

Column Name Datatype Length constraints

fname Varchar 20 Not null

Lname Varchar 20 Not null

Email Varchar 50 Not null

Password Varchar 20 Not null

Dob Date Not null

phone Varchar 13 Not null

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Employee_salary:

Column Name Datatype Length constraints

Employeeid Int 6 Primary key

Email id Varchar 40 Not null

Phone Varchar 13 Not null

Salary Double (8,2) Not null

Employee details:

Column Name Datatype Length constrains

Employeeid Int 6 Primary key

Ptype Varchar 20 Not null

employeename Varchar 30 Not null

Dob Date Not null

Address Varchar 200 Not null

Phone Varchar 13 Not null

Email id Varchar 40 Not null

Qualification Varchar 30 Not null

Designation Varchar 30 Not null

Assgnedproject Varchar 50 Not null

Salary Double (8,2) Not null

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Enquiry:

Column Name Datatype Length constraints

Employeeid Int 6 Primary key

Email id Varchar 40 Not null

Phone Varchar 13 Not null

Salary Double (8,2) Not null

Performance:

Column Name Datatype Length constraints

Employeeid Int 6 Primary key

employeename Varchar 30 Not null

Phone Varchar 13 Not null

Complains:

Column Name Datatype Length constraints

gid Int 6 Primary key

Employeeid Int 6 fooreign key

name Varchar 40 Not null

date Varchar 13 Not null

Status int (8,2) Not null

Date Date Not null

Complainagainst text Not null

describecomplain text Not null

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Attendace:

Column Name Datatype Length constraints

Employeeid Int 6 Primary key

Date Date Not null

Status Varchar 10 Not null

Recruitment details:

Column Name Datatype Length constrains

applicantid Int 6 Primary key

applicantname Varchar 30 Not null

Rollno int 10 Not null

Dob Date Not null

Address Varchar 200 Not null

Phone Varchar 13 Not null

Email id Varchar 40 Not null

Qualification Varchar 30 Not null

Salary Double (8,2) Not null

Post Varchar 20 Not null

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CONCLUSION

While developing the system a conscious effort has been made to create and develop a
software package, making use of available tools, techniques and resources – that would
generate a proper system for HR MANAGEMENT SYSEM.
While making the system, an eye has been kept on making it as user-friendly. As such one
may hope that the system will be acceptable to any user and will adequately meet his/her
needs.

Future Enhancement also involves:

Search engine friendly - get high ranking and complete coverage

More user friendly - get user interest by using a compelling description

Search engine attention - get listed on the SEs by submitting your url

Encourage book marking - easy for user to revisit, distinctive bookmark aids recognition

BIBLIOGRAPHY

 Rajib Mall “Fundamentals of Software Engineering” – Prentice-Hall India.

 Elias M. Awad “System Analysis and Design” – Galgotia Publications
 Deitel, Golberg “Internet & World Wide Web How To Program” -PEARSON
Education
 PHP & MySQL from Appress