DESIGN DOCUMENT

On
EMPLOYEE PERFORMANCE
EVALUATION
By
S.Siva Krishna - 08UQ1A0504
V.Prakash Rao - 08UQ1A0511
P.L.G.Raj - 08UQ1A0527
D.Srikanth - 08UQ1A0530

Under the guidance of

Mr. Bhavani Kumar
Department of Computer Science and Engineering

Vignan’s Institute of Technology and Aeronautical Engineering

Approved by AICTE, Affiliated to JNTU, Hyderabad

Deshmukhi(V) Nalgonda Dist. A.P – 508218

2011-12
 CONTENTS

S.no Contents Page No.

1 Abstract

2 Scope

3 Existing System

4 Proposed system

5 Functional requirement specification

6 Non Functional requirement specification

7 Software specifications

8 Hardware specifications

9 Design – UML diagrams

1. ABSTRACT
Employee Performance Evaluation Portal is online Performance Appraisal and
Recognition system used by all the employees in different sections of the company. Salary hike
and promotion depends upon the employee performance. This portal is a one stop shop for all the
employees to provide details like tasks performed and performance measures improved etc to
their superiors. It allows superiors to evaluate and analyze the employee’s performance and work
done by him and target achieved in a given period of time and to rate him. It provides a very
good interface between superiors and subordinates. Based on these ratings and overall
performance shown by employees ranks will be allotted to them among the group of employees
with same designation. This rank is called consolidated rank. This is the basic criteria for
recognizing employee’s performance and to provide salary hike/promotion to any employee.

This application maintains the entire data in a centralized and secured database server to
maintain consistency in report generation and allows users to access from any location. This is an
online application that allows multi user access of system and to track or manage the data
simultaneously. Various roles and authentications have been provided and access to various
areas in the tool is restricted according to the role given to users.

The aim of this application is to reduce the manual effort needed to manage the details of tasks
and performance measures of each and every employee which is very tedious. And maintaining
historical data used by HR team in generating consolidated data is not possible. This portal helps
them in generating consolidated rank or required reports with a single click. Also this application
provides an interface to management and other users to manage the details of and to generate
required reports. This helps to prevent unnecessary delays and human errors. This system helps
in generating foolproof reports within not time by users which is very difficult in current system
(manual system).

This system design is modularized into various categories. This system has enriched UI so that a
novice user did not feel any operational difficulties. This system mainly concentrated in
designing various reports requested by the users as well as higher with export to excel options.
2. SCOPE

This intranet application has been developed to be implemented in place of existing

manual system. This application provides effective appraisal system for the employees by
evaluating their performances and retains the present functionality available in the current
system. The specific purpose of this system is to store and process information about different
tasks, weight-age, self ratings and final rating at different stages and generates the reports as and
when required. The administrator is responsible for maintenance of this system. Based on the
type of category of the user i.e. administrator, appraisee, appraisers, reviewer the various parts of
the system are made available.

3. EXISTING SYSTEM

Here the existing system is nothing but a manual system in which the employees has to
fill their rating details in an excel sheet and send it to their supervisor then the supervisor has to
merge all the employee rating details and arrange them in to a single sheet. Calculating the
average rating of the employees by considering the no of tasks they have done and their
weightage into consideration and finally generating a rank is a tedious process in this system.

Drawbacks:

 Difficulty in maintaining employee individual rating information in an excel sheet.

 More manual hours need to calculate average based on different constraints and
generating
 Difficulty in maintaining role based security.
 Difficulty in co-relating different ratings.
 Doesn’t provide effective communication between different levels of employees.
 Doesn’t provide security.
 Difficulty in generating the reports
 Difficulty in generating different reports
One way to overcome all these difficulties is so store all the information in the computer. The
computerization helps the users a lot.
4. PROPOSED SYSTEM

The Employee Performance and Recognition Portal is to replace the existing manual
system with a software solution. It allows all the employees in different sections of the company
to post rating details individually which will be forwarded to their appraiser. It allows the
appraiser to re-rate the employee individual task ratings which takes into consideration and
calculates average rating of the all employees based on no of tasks they have done, their ratings
and weightage. Based on these average ratings this system will generate consolidated ranks for
the employee automatically with any errors.

 Faster processing when compared to existing one

 Centralized database helps in avoiding conflicts
 Easy to use GUI that does not requires specific training
 Provides facility for the employees (appraise) to post their rating details which will be
forwarded to their appraiser effectively
 Allows the appraiser to re-rate the employee ratings
 It helps in calculating the average rating of the employees and generates consolidated
ranks.
 Helps in generating different reports within no time.

5. FUNCTIONAL REQUIREMENT SPECIFICATIONS

This application consists of the following modules:

• Employee Authentication & Authorization Module

• Capturing & maintaining Employee Personal Data

• Report Generation
  Employee Authentication & Authorization Module: This module consists of the
Employee registration form, login of the employee and the manager and access controls.

 Capturing & maintaining Employee Personal Data: This module consists of

Employee information forms and Employee feedback forms from each project.

 Report Generation: This module consists of Appraisal calculations and Employee

report.

6. NON FUNCTIONAL REQUIREMENT SPECIFICATIONS

A non-functional requirement is a requirement that specifies criteria that can be used to
judge the operation of a system, rather than specific behaviors. This should be contrasted with
functional requirements that define specific behavior or functions. The plan for implementing
functional requirements is detailed in the system design. Non-functional requirements are often
called qualities of a system. Other terms for non-functional requirements are "constraints",
"quality attributes", "quality goals", "quality of service requirements" and "non-behavioral
requirements".

1) Documentation:
User is provided a manual in the system. This will guide user or the operator in
driving the system in a perfect manner. There is no need to specify the technical documentation
for the user.
2) User Interface and Human Factors:
The user interface used is a graphical user interface (GUI). When the user clicks
buttons, select the checkbox item, uses the mouse or perform any relate action, an interface event
occurs. A little training for the user to the system is needed. A preliminary user manual with all
user commands, screen formats. An explanation is giving how to feedback and error messages.
3) Modifiability:
The system is consisting with future modifications. In future, if any changes to
the system are required they can be done easily without changing the overall.
4) Security Issues:
The system is protected against security threats. Security to the system is provided
with login and password. Even the passwords are encrypted in the database to provide
utmost security using the DBMS_CRYPTO package. This package allows encryption of
data types, including clobs and blobs. It provides support for several industry-standard
 encryption and hashing algorithms, including the Advanced Encryption Standard (AES)
encryption algorithm.

5) Resource Issues:
Developers should be take concern about resource utilization issues the resources
must be used in reasonable and efficient manner. Insufficient use of the resources request in the
increase of cost of automation of project over manual system.

7. SOFTWARE SPECIFICATIONS

 Operating System : Windows XP/Linux

 User Interface : HTML,CSS
 Programming Language : Java
 Web Applications : JDBC,Servlets,JSP
 Database : Oracle 10g
 Server : Apache Tomcat Server
 Cloud deployment : Amazon EC2
 IDE : NetBeans/Eclipse
 Functional Java enabled browser

8. HARDWARE SPECIFICATIONS
Pentium PCs with 256 MB RAM and 20 GB HDD.

9. DESIGN
The most creative and challenging phase of the life cycle is system design. The term design
describes a final system and the process by which it is developed. It refers to the technical
specifications that will be applied in implementations the candidate system. The design may be
defined as “the process of applying various techniques and principles for the purpose of defining
a device, a process or a system in sufficient details to permit its physical realization”.
The designer’s goal is how the output is to be produced and in what format samples of the output
and input are also presented. Second input data and database files have to be designed to meet
the requirements of the proposed output. The processing phases are handled through the
program Construction and Testing. Finally, details related to justification of the system and an
estimate of the impact of the candidate system on the user and the organization are documented
and evaluated by management as a step toward implementation.

The importance of software design can be stated in a single word “Quality”.

Design provides us with representations of software that can be assessed for quality. Design is
the only way that we can accurately translate a customer’s requirements into a finished software
product or system without design we risk building an unstable system, that might fail it small
changes are made or may be difficult to test, or one who’s quality can’t be tested. So it is an
essential phase in the development of a software product.

SYSTEM DESIGN phase follows system analysis phase. Design is maintaining record proof
design divisions and providing a blueprint for the implementation phase. Design is the bridge
between system analysis and system implementation.

System design is transition from a user oriented, document oriented to programmers or database
personnel. The design is a solution, a “how to” approach to the creation a new system. This is
composed of several steps. It provides the understanding and procedural details necessary for
implementing the system recommended in the feasibility study. Design goes through logical and
physical stages of development, logical design reviews the present physical system, prepare input
and output specifications, detail the implementation plan, and prepare a logical design
walkthrough.

The database tables are designed by analyzing various functions involved in the system and the
format of the fields is also designed. The fields in the database table should define their role in
the system. The unnecessary fields should be avoided because it affects the storage areas of the
system. Care is to be taken to encode the lengthy names. Then in the input and the output screen
design, the design should be made user friendly. The menu should be precise and compact.
UML Diagrams

The Unified Modeling Language allows the software engineer to express an analysis model
using the modeling notation that is governed by a set of syntactic semantic and pragmatic rules.

A UML system is represented using five different views that describe the system from distinctly
different perspective. Each view is defined by a set of diagram, which is as follows.

 User Model View

i. This view represents the system from the user’s perspective.
ii. The analysis representation describes a usage scenario from the end-users
perspective.
 Structural model view
i. In this model the data and functionality are arrived from inside the system.
ii. This model view models the static structures.
 Behavioral Model View
It represents the dynamic of behavioral as parts of the system, depicting the interactions of
collection between various structural elements described in the user model and structural model
view.

 Implementation Model View

In this the structural and behavioral as parts of the system are represented as they are to be built.

 Environmental Model View

In this the structural and behavioral aspects of the environment in which the system is to be
implemented are represented.

UML is specifically constructed through two different domains they are:

 UML Analysis modeling, this focuses on the user model and structural model
views of the system.
  UML design modeling, which focuses on the behavioral modeling,
implementation modeling and environmental model views.

Use case Diagrams represent the functionality of the system from a user’s point of view. Use
cases are used during requirements elicitation and analysis to represent the functionality of the
system. Use cases focus on the behavior of the system from external point of view.

A sequence diagram in Unified Modeling Language (UML) is a kind of interaction diagram that
shows how processes operate with one another and in what order. It is a construct of a Message
Sequence Chart.

A class diagram in the Unified Modeling Language (UML) is a type of static structure diagram
that describes the structure of a system by showing the system's classes, their attributes, and the
relationships between the classes.

Activity diagrams are a loosely defined diagram technique for showing workflows of stepwise
activities and actions, with support for choice, iteration and concurrency. In the Unified
Modeling Language, activity diagrams can be used to describe the business and operational step-
by-step workflows of components in a system. An activity diagram shows the overall flow of
control.
Use case diagram of employee :
Use case diagram of Manager :
Class diagram :
Sequence diagram for employee validation :

If it is a valid user

If it is not a valid user

Sequence diagram for view feedback :
If feedback is available in database

If feedback is not available in database

Sequence diagram for post feedback :
Sequence diagram for manager activities :
Activity diagram for Employee :

Enter user id
and password

invalid validate

valid

Give own feedback View own feedback Give peers and sub-
ordinates feedback

Logout
Activity diagram for Manager :

Enter user id
and password

invalid validate

valid

Give feedback View sub-ordinates Give feedback reports

feedbacks

Logout
 E-R diagram :

Quality
jobfunction
address of work
empname

empname
Phone no. Quantity
of work
empid
empid
email Job
Supervisor knowledge
id
* Supervisors
Employee
feedback
1

1 1 1

* Manager

*
m.id
1 1
Employers
details
feedback m.name

empid

ambiti
empna
ons
me

achieve
difficulty
ments

strength dislike
satisfying