Human Resource Management System

Debre Berhan University (Human Resource management System)
September 14, 2011
Human Resource Management System for the partial fulfillment of BED degree in Information Technology
Prepared By: Chalachew Adissu Debash Gebeyaw Dereje Drese Emebet Aynadis Gedefaw Bishaw Genet Mamo Muluken Alemu Tilahun Abebe 134/2000 138/2000 140/2000 142/2000 146/2000 147/2000 160/2000 169/2000
Developed by CDDEGGMT group members

September 14, 2011
I. Acknowledgment
We would like to express our heartfelt admiration and thanks to our advisor Ato Dawit W. who provide us with his support, encouragements, and comments which have been critically helpful to accomplish our project. We are very much grateful to all concerned employee of DBU HRM manager Ato Alemu and employees for their assistance in giving full information and for those provide us with all the necessary information and encouragements that made this project

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Table of contents
1. Chapter One ----------------------------------------------------------------------------------------------------------------------------------------------------1.1. Introduction---------------------------------------------------------------------------------------------------------------------------------------------1.2. Background ----------------------------------------------------------------------------------------------------------------------------------------------1.3. Statement of the problem----------------------------------------------------------------------------------------------------------------1.4. Objective of the project------------------------------------------------------------------------------------------------------------------------1.4.1. General objectives --------------------------------------------------------------------------------------------------------------------1.4.2. Specific objectives-----------------------------------------------------------------------------------------------------------------------1.5. Scope of the project--------------------------------------------------------------------------------------------------------------------------------1.6. Constraints ------------------------------------------------------------------------------------------------------------------------------------------1.7. Alternative solutions---------------------------------------------------------------------------------------------------------------------1.8. Feasibility study-----------------------------------------------------------------------------------------------------------------------------------1.8.1. Economic study-----------------------------------------------------------------------------------------------------------1.8.2. Technical study------------------------------------------------------------------------------------------------1.8.3. Operational feasibility ---------------------------------------------------------------------------------------------------1.9. Proposed solution .. 1.10. Methodology 1.10.1. Data gathering tools-----------------------------------------------------------------------------------------------------------1.10.2. Design tools----------------------------------------------------------------------------------------------------------------------------------1.11. Specification for hardware and software ---------------------------------------------------------------------1.12. Overall cost estimation-----------------------------------------------------------------------------------------------------------1.13. Schedule-------------------------------------------------------------------------------------------------------------------------------------------1.14. Team structure and responsibility--------------------------------------------------------------------------------2. Chapter Two ------------------------------------------------------------------------------------------------------------------------------------2.1. Analysis overview----------------------------------------------------------------------------------------------------------------------------------------------2.2. Detail study of the existing system-----------------------------------------------------------------------------2.3. Problem of the current system---------------------------------------------------------------------------------------------------------------2.4. Modeling the current system------------------------------------------------------------------------------------------2.4.1. Essential use case diagram-----------------------------------------------------------------------------------------------------------2.4.2. Class responsibility collaboration----------------------------------------------------------------------------------------2.5. Overview of the proposed system.. 2.5.1. Scope of the project 2.5.2. Non_includes.. 2.6. Requirement analysis of the new system 2.6.1. Functional requirement . 2.6.2. Non functional requirement 3. Design .. 3.1. Introduction -------------------------------------------------------------------------------------------------------------------------------------3.2. Modeling the proposed system ----------------------------------------------------------------------------------------------------------3.2.1. System use case diagram 3.3. Modeling the system use case diagram.. 3.4. Sequence diagram .. Developed by CDDEGGMT group members

September 14, 2011 3.5. Activity diagram . 3.6. Class diagram 3.7. User interface 3.8. Class type architecture 3.9. Class modeling 3.10. State chart diagram 3.11. Collaboration diagram 3.12. Component diagram 3.13. Deployment diagram 3.14. Database design 4. Chapter four ------------------------------------------------------------------------------------------------------------------------------------------------------4.1. Program source code----------------------------------------------------------------------------------------------------------------------------4.2. Database schema source code ---------------------------------------------------------------------------------------------------------4.3. Testing -----------------------------------------------------------------------------------------------------------------------------------------------------
5. Chapter five 5.1. Conclusion 5.2. Recommendation 5.3. Limitation 5.4. Constraints Key terms Reference Appendix

September 14, 2011
CHAPTER ONE
1 PROJECT PLANNING 1.1 Introduction Human Resource management (HRM) refers to the concept or methods needed to carry out responsibility of the personnel in aspects of managing organizational tasks. Such as recruiting, screening, training, rewarding and some other related tasks. Nowadays it would be difficult to imagine that organizations can achieve and sustain effectiveness at their work with out efficient HRM programs and activities. The HR department plays a vital role in ensuring the smooth running of an organization most importantly by tracking and analyzing the timekeeping and work patterns of the work force, allowing management better information on which to make good decisions. 1.2 Background The corner of for the establishment of DBU was laid 1997 E.C and started offering program since 1999 E.C .the first phase of construction as initiated 1997 and continued up to now .The institute started functioning in 1999 with educational programmers
DBU human resource management office is one of the different offices that faces complex task within the campus. The office is doing many tasks which make it the office overloaded. Before some two and three years the office was doing for limited faculties and departments so that it may not faced so much obstacles but since the institute has many facilitates and departments. By this reason the number of employees increased year to year. It makes the office overloaded with hiring, recruiting, screening, training, rewarding and other related tasks. by seeing and analyzing these and other problems that the office is facing we tried to solve in a computerized system, so that there will be more improvements on the performance of the office .Our aim is to improve the human resource management system functionality in such a way that the system can perform all tasks with the minimum time and effort need of the personnels.

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Generally we come up with this project to implement a new human resource management system which can perform the entire specified task to the office with minimum time, effort and resource need in addition with great efficiency and accuracy and guarantee that the data will not lost or damaged easily.
Tasks that are accomplished by Debreberhan university human resource management are: Prepare the necessary number and kind of man power Prepare educational and training programs to enable it to have qualified man Create a better working system manuals and directives.
Objective of this project is to develop an application that focuses on HRM office DBU. More specifically, it improves the performance of personnel record section by reduce data redundancy and work load and support standardized work flow process, hence it increase the efficiency of data processing and employee productivity. 1.3 Statement of the problem The human resource management of DBU follows a file based management system to manage its resources. This file management system has several problems for the workers. Among the problems Redundancy of employees file in different departments Difficulty to organize updated employees file. Difficulty to retrieve any needed data in a convenient and efficient manner Sometimes they lose necessary files and starts to collect information again Communication gap between offices that make the organization work complex and it expense high cost for telephone conversation to narrow this gap.
1.4 Objectives of the project This project has general and specific objectives that should be accomplished at end. These are the characteristics of the new system that are used to solve problems which are observed on the current system. 1.4.1 General objectives Developed by CDDEGGMT group members

September 14, 2011 The core objective of this study is to develop an efficient, flexible and secured database which can solve problems of the current system. Thus, it will be integrated with the existing system. 1.4.2 Specific objectives The specific objective of the project is: To develop a flexible interface that can easily understand by the user and provide effective service. To reduce error occurrence and redundancy of data To retrieve and update any necessary data about the concerned object with in a short period of time. To have effective controls on data and to ensure that documents are safe To decrease resources like man power, time and cost for stationeries and telephone conversation 1.5 Scope of the project This project concentrates on solving problems of the existing information system handling and processing thus, the scope of the project is limited to the personnel department of the DBU office which consists of facilities and departments 1.6 Constraints The constraints that we may face when trying to achieve the previously stated objectives in a capable way are Willingness of the organization in providing information and materials that will help for the project to go through. The time we have for development of the project may be consumed by other courses that we are taking at this semester. This will hinder us to apply all our effort and knowledge on the project Lack of power supply that is from previous experiences the current status of power supply, we may face problem of power to run our project based on our schedule. 1.7 Alternative solutions Semi-automation Full-automation Developed by CDDEGGMT group members

September 14, 2011 Semi-automation The new system is not going to replace the manual system fully rather it will work with the manual system partially. Full-automation The new system is fully computerizing the manual system. There will be no paper based work. The whole system will be replaced with a new computer program or database. 1.8 Feasibility study The word feasible is to mean possible or likely to success. It is an important constituent of the system development life cycle because it determines if the project under discussion is to be worked up on till completion or not. The major feasibility study is discussed as follows: 1.8.1 Economic feasibility Obviously fully automating the manual system will require more hardware and software than partially automating the manual system. And payments that are going to be paid for the project manager, system analyst, programmer and designer will also be more than the semi one. Even after completion of the project employees need a special training which is also very costly but for the semi-automation one employees need only some basic information about the new system. As a mere fact fully automating the system causes employees to lose their jobs which means there will be only computer based works; with may be very few workers. Theses as a whole leads to increase un-employee rate in the country. However semi automating the old or manual system will not have such negative effects on employees or the country. Both full-automating and semi-automating can solve the above mentioned problems. But semiautomating solution is economic feasible so there will be tangible and intangible benefits that should be measured in terms of money and that accrue the organization like increasing efficiency at work, reduce paper work cost, reduce error rate occurred due to paper work , increased level of service and job satisfaction are some of the majors. 1.8.2 Technical feasibility

September 14, 2011 A new system brings a new technology to the DBU human resource management. So as mentioned above if the manual system above is replaced fully there will be a special training for employees but if it is semi-automation they need only basic computer based information about the new system. In addition resources; that are needed for the project development, can easily access and afford by the organization. So the question of technical feasibility is not much of a challenge. 1.8.3 Operational feasibility Since the database to be built is going flexible and user friendly, workers wont face quite a challenge in trying to use of the new system. 1.9 Proposed solution From the two alternative solutions, semi-computerized system is the best solution for problems occurred in the current system and it is possible to say none of these problems would have happened. 1.10 Methodology We will use an object oriented approach for our project development. Because it is more acceptable than structured type of approach due to its advantage of abstraction, hierarchy, persistency etc in terms of Increased reusability Less complexity Increased chance of project success 1.10.1 Data gathering tools In this project to gather the necessary data we have used the following tools Interview Observation Document review 1.10.2 Design tools To design our system we have used Class diagram use case diagram Developed by CDDEGGMT group members

September 14, 2011 Sequence diagram Activity diagram State chart diagram Component diagram collaboration diagram state chart diagram 1.11 Specification for Hardware and Software Software tools: The computer language tools that we will use the following: For the front end application we use VB6.0 since VB6.0 is an object based programming language that has different built in controls that helps us to easily design the user interface of the system. It has also a feature of interconnecting the database with the front end application. Moreover the project team is familiar to the program. Back End: We will use Microsoft Access 2007/2003. Hardware tools: Basic and necessary hardware are the following Laptop computer : HCL/DELL RAM Flash disk CD HP Printer : Laser : 2GB : 8GB : 700MB

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1.12 Overall cost estimation The following table summarizes cost break down of our project TOOLS Hardware Laptop Flash disk CD Printer UNIT PRICE 10000 200 5 5000 QUANTITY 2 4 20 1 PRICE 20,000.00 800.00 100.00 5000.00
Software
Visual Studio 6.0 Ms access
Basic 500
500.00
400 20000 15000 15000 15000 15000
1 1 2 2 2 1
400.00 20,000.00 30,000.00 30,000.00 30,000.00 15000
Developer
Project manager System analyst Programmer Designer Database administrator Internet Stationeries
400.00 200.00

September 14, 2011 Total Table1.1 Cost estimation 152,000.00
1.13 Schedule Each phase of the project will be carried out based on the following schedule Task name Title selection Proposal Analysis Phase Design Phase Implementation Phase Presentation Phase Duration Hamlie 20-29/2003 Nehasie 03-10/2003 Nehasie 11-17/2003 Nehasie 18-23/2003 Nehasie 24-30/2003 Pagumie 01-05/2003 Start Hamlie 20/2003 Nehasie 03/2003 Nehasie 11/2003 Nehasie 18/2003 Nehasie 24/2003 Finish Hamlie 29/2003 Nehasie 10/2003 Nehasie17/2003 Nehasie 23/2003 Nehasie 30/2003
Table 1.2 Time schedule of the project 1.14 Team Structure and Responsibility The team members will be responsibly worked on the project depending on this hierarchical tree.

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Project Manager
System Analyst
Programmer
Designer
Database Admin
Fig.1 Team structure
No 1 2 3 4 5
Student Name Emebet Ayinadis Tilahun Abebe and Dereje Derse Muluken Alemu Debash and Chalechew Adisu Gedefaw Bishaw and Genet Mamo
Position Project manager/Database Admin. System analyst Database Administrator Programmer Designer
Table 1.4 Team members responsibility
CHAPTER TWO
2. Analysis Phase
2.1. Analysis Overview This chapter focuses on detail analysis of the existing system that provide a method to discover problems in the existing system, to make available alternative solution for the problem identified, and identifying functional and non functional requirements of the existing system. It deals with

September 14, 2011
the detail description of how employee related records are organized and managed in the personnel department of human resource office. This part of the project tries to define requirements using the essential modeling of the object oriented approach. 2.2. Detailed Study of the existing system: In the current system of the organization files are stored in cabinet in a manner of alphabetical order. For example, All employee files their names started by a character A are stored in the first cabinet and all employee files their names started by a character B are stored in the second cabinet. Similarly the rest cabinets have employee files related to employee name of first character. For a new employee to create a new file first they collect all the employees record from the manager then based on first character of his or her name, they put the file in the specified cabinet. Through time additional record about the employee will be passed to the record officer. Then their record officer finds the cabinet where he is going to put the new record of the employees name. Finally the record officer will attach it to the employee personal file binder. If the required data about the employee is beyond his or her personal file and part of other department of the organization works on the other department will search it and make a report. There are four departments under Human Resource (HR) management of the Personnel department. These are: Plan and Assessment department, Requirement department, Discipline and Incentives department and Record office department. The departments facilitate their responsibilities by sharing information or data with each other. They used hard copy materials for those shared data. In our investigation we have seen also the all departments carried out their work in one big hall. Each has their own shelf around their sitting to store the processed data. Processes and Operations made in the Planning and Assessment department This department is responsible for the following activities To store, arrange, make report about employees record They collect training which is going to be assigned for employees. Based on the training type and evaluation points, they evaluate files of the applicant employees

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They collect vacancy lists. Processes and Operations made in Requirement department This department is responsible for the following activities. They fill profile form for a new employee They fill retirement form for an employee Processes and Operations made in the Discipline and Incentive group This department is responsible for the following activities. They fill and manage a form for withdrawal of an employee. They manipulate and fill forms for experience of a given employee Managing the annual leave of an employee and make recognition for birth leave. Processes and Operations made in the Record office Department All information about employee is stored and manipulate in this department. If one department needs some information or data that exists on other departments, simply they order their clerk to bring the needed file. After completion the clerk take is back to the original place.
2.3.
Problems of the current system
Problems are undesirable situations that get in the way the organization from fully achieving its purpose, goals or objectives. The problems that are going to be addressed under this section are generalized using the PIECES framework. PIECES are a famous framework and it is an acronym to indicate Performance, Information, Economics, Control, Efficiency and Service. Performance Response time
Delay in identifying employees who are registered in the organization.. Delay in producing different reports of the employees. Need of extra manual effort. It used to take much time to find any employee Developed by CDDEGGMT group members

September 14, 2011 Danger of losing the files in some cases.
Information Output Inaccuracy in updating important information because of manual processing. No database completely No computerized data gathering, storing, processing and disseminating facilities. Less flow of information exchange among several sections, this leads the division to poor coordination and integration. Less credible information generated by the reports The information presented on the report are inconsistent meaning:-the information are gathered by referring to different documents which are stored in manual or paper form. Therefore, as time goes, the information on the paper may get lost. Hence, the information is not as such trustworthy. To provide information, it may take inevitably long time by searching the necessary facts to which it is intended for. Stored data Data is stored repeatedly in different files The same information is stored in many copies repeatedly in different forms. Data is not secured. Due to this, some secret information is opened for unauthorized users or agents. Input Invalid input of data invalid input of employee information can be used. Inaccurate capture of data Data is handled in a way that is not efficient for retrieval or processing purpose. Inaccurate input of data.
Economic issues Economic problem is mainly concerned with cost control and profit incremental issues.

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Manual handling of data is expensive as compared to automated system. In general, cost in terms of time is very high. As the business entry increases, the existing manual system will incur (acquire) cost to handle those requirements. As the number of employees to handle the task of manual processing increases, the organization will spend a lot of money for its staff.
Control Efficiency Time wastage Employees waste time due to manual: Data processing. Data entry. Report generation. It used to take much time to find any employee record. Preparation of different forms. Communication between sections High probability of losing important business documents due to less control on the data. Data is highly exposed to unauthorized access and update. Since data is stored in different places, it leads to data inconsistency.
Material wastage The organization wastes many materials especially concerning stationery materials, cards or file cabinets. Services Inaccurate result of the existing system If what the system takes as an input generates an error, then this error can affect all levels of divisions.

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Inconsistent result of the existing system Inconsistency in decision-making with regard to business related matters of the operation department. Being a manual system, the existing system is not easy to use; easy to learn and rigid for new situations and changes.
2.4. Modeling the current system

We want to develop this project by object oriented approaches .for modeling the current system we use the following object oriented analysis phases. Essential use case diagram Class responsibility collaboration User interface prototyping
2.4.1. Essential use case diagram Use case diagrams give an outsider's view of a system. It depicts a collection of use case, actors, s system boundary box and their interaction .Use case also describes a sequence of actions that are measurable value to an actor. Identification of Actors and Use Cases: Actors: - In the existing system there are three actors these are:
Employee HRM Manager Record Officer
Use case: - The main use case that are identified in the existing system are Record Employee, manipulate employees leave record, manipulate employees experience, and prepare report. Description of Actors and Use Cases Actors: HRM Manager:-is the administrator of the HRM who has full power of controlling the overall activities in HRM. He\she can manage employee.

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Record officer: - is worker of the HRM. He\she can manage employee, and prepare report for them. Employee: - is a working staff of DBU whose record is managed and recorded in HRM.
Essential use case diagram
System Boundary
Record employee
uses Manipulate employees leave record
uses
Employee uses uses
uses uses Manipulate employees experience uses
Record Officer
uses uses Manipulate guarantee record uses HRM Manager
Prepare report
Fig 2.1 Essential use case diagram for the current system
Use case description They are different ways for documenting the use cases. We use Narration style for documenting the use cases because narration style is easy to use and it describes the use case in a very clear way. Use case: Record employee
Description: The record officer ready to give service Actor: Record officer Precondition: there must be vacancy to be registered in HRM. Post condition: Employees are recorded into file and kept in to file cabinet. Developed by CDDEGGMT group members

September 14, 2011 Basic course of action: 1. The Record officer wants to record the available employee record which is related to him/her. 2. The Record officer collects employee information. 3. Employee record is recorded into file. 4. Used case ends
Alternate course of action A A.1. If the employee information is not complete enough to record on file A.2. the Record officer gather full information about the employee A.3.the use case continues at the basic course action (3). Use case: manipulate employees leave record Description: the employee request to have leave paper Actor: HRM Manager Precondition: The employee must have work experience and reason to leave. Post condition: The HRM Manager accept employees request and give leave form. Basic course of action: 1. Employee request to have leave paper. 2. The HRM Manger gives leave paper form. 3. Employee fills leaving form and can have leave sign from HRM Manger. 4. Use case ends. Alternate course of action A A.1. if the employee is not fill the information correctly A.2.The HRM Manger informs the employee to fill all information again. A.3.The employee refill the information Use case: manipulate employees experience Description: the employee request to have experience paper.

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Actor: Record officer Pre condition: Employee must have work experience before in DBU. Post condition: Employee gets experience paper. Basic course of action:
1. The employee wants to have experience paper. 2. The employee asks the record officer to prepare experience of him/her. 3. The Record officer checks (verify information) employees information. 4. Record officer give experience to the employee. 5. Employee takes the experience. 6. Use case ends.
Use case: prepare report Description: the Record officer wants to prepare reports. Actor: Record officer Precondition: employees must be recorded in the file cabinet. Post condition: the HRM Manager Get report.
Basic course of action: 1. Record officer wants to prepare report 2. The Record officer identifies the type of report to be produced. 3. The Record officer checks whether the information is available in the recorded file. 4. The Record officer fills important information in the report form. 5. The Record officer produces report. 6. Use case ends.
Alternate course of action A: A.1. If the required information is not filled correctly in the report form A.2.The HRM Manager informs to the Record officer the report is not completed. A.3 The use case returns to basic course of action (4).
2.4.2. Class responsibility collaboration


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Class responsibility collaboration is a collection of standard index card that have been divided in to three section, these are class name, responsibility and collaboration .A class represents a collection of similar object ,a responsibility is something that a class knows or does and a collaboration is another class that the class interacts With to full fill its responsibility.CRC is used to understand object oriented application throughout its entire system development life cycle .CRC model also helps to improve the communication between user and developer.
Record officer<<Actor>> F name Mname L name Rofficer id Address Age Sex Nationality Record employee Prepare report Prepare experience Give leave form F Name L name Address Age Sex Employee id Employee <<Actor>>
Employee HRM Manager
Record officer HRM Manager
Request experience Request leave form
HRM Manager <<Actor>> F name L name Address Sex Sign on leave paper View report Employee Record officer
2.5. Overview of the proposed system:


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Decision in assigning proper skillful hands for the project is an important issue in HR Module. The HR Administrator should report with the personal holding the necessary skills required for the project assignment. The decision in making analysis about the employees skills is a prime important before booting in. The proposed system of HR Module is the right software to be incorporated into the Automation of HR Software for helping the organization needs with respect to skillful Human Resource. The proposed system provides detail general information about the employee along with Educational, Certification, Skill and Project details. It enhances the HR Management in adding, viewing and updating employees details and generates various reports regarding employees skill and experience. Suggestions and Grievances posted by the employees are upheld for taking care of the necessary steps in forwarding companys obligation. 2.5.1 Scope of the project This project concentrates on solving problems of the existing information system handling and processing thus, the scope of the project is limited to the personnel department of the DBU office which consists of facilities and departments especially on employee recording and managing the employee records. 2.5.2 None includes We know that HRM is very broad and sophisticated. But, due to time and other limitations the following parts of HRM are not included in our proposed system. We are willing to include them to the future.
Vacancy Attendance Training Transfer
Create new employee Record A new employee may come to the system as a new object to the following reasons When the employee applying to a new vacancy and satisfied all the necessary conditions that are provided by the organization for that specific vacancy.

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When an employ made a transfer to the organization. At this case the record officer collects all necessary information from the human resource manager and will add it to the system as a new object. Finally the record officers give a new identification to the new employee Update Employee Record In this case the employee will already exist on the system. But due to different circumstances the object may need and update action. On its different attributes or fields of employee related information. Hence, the record officer of HR manager will perform update process on the system. Those events can be: Additional experience and changes of educational status occurred in different period of time. Personal information such as age, marital status. Job title, place of work etc may sow changes Contact person changing Guarantee person changing When withdraw of an employee takes place by different reasons, the remark will made on the system. Retrieve Employee Record Sometimes the organization wants to have compiled information about the employees total experiences, employee personal information, and leave status. At this time the new system retrieves all values from the selected attributes and displays it. 2.6 Requirement analysis of the new system: There are two kinds of requirements functional and non functional. 2.6.1 Functional Requirement Functional requirement is a description of activities and services a system must provide. The new System enables to register new employee that is creating new file. The new system allows updating employee related information such as; employee experience, personal information, family status, leave status, and the like. The new system enables to register and update employee guarantee person. The new system generates an organized report related to employee status and other necessary information. 2.6.2 Non Functional Requirement A non-functional requirement pertains to the technical aspects that your system must fulfill, such

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as performance-related issues, reliability issues, and availability issues. Non-functional requirements are often referred to as technical requirements. OR a non functional requirement is a description of other features, characteristics and constraints that define a satisfactory system. Hardware and Software Consideration The minimum requirement of the hardware and software for the system is: OS: Microsoft Windows 2000 and above RAM: 256MB - 2GB HDD: 40GB of hard disk Processor: Intel Pentium IV and above (dual core if possible) Speed: 2.8 - 3.6 GHz Application soft: -Microsoft Visual basic 6.0
-Microsoft Access 2003 or 2007
- Microsoft viso 2007 - Microsoft word 2007 Performance characteristics The system should respond to the request within a reasonable period of time. The system can supports concurrent access, in which one or two users can exploit it simultaneously. The system should be capable of processing queries quickly. Beside the software, hardware is also a great factor in its efficiency. Error Handling and Extreme conditions The system is expected to handle errors encountered during run time. Errors could rise from the user and also from the system. Errors that occurred from the wrong doing of user will be handled by appropriate exception handling mechanisms. For example, if the user or manager enters a non existing user name or a wrong password, the system should prompt the user/administrator to enter a valid user name and password. Another error that might be caused by a user/administrator might be at a time of entering inappropriate input. The system handles these kinds of errors at run time when the user tries to save this inputs.
Physical environment In the physical environmental factors, to protect the system from overheat, dust and other natural factors it should kept in well equipped and ventilated rooms for better protection.
Chapter three

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Design Document
3.1. Introduction
This chapter focuses on an object oriented design (OOD). The purpose of object oriented design is to determine how you are going to build your system and to obtain the information needed to derive the actual implementation of the system. This is different from analysis part which focuses on understanding what to build. Object oriented design technique use an Uml modeling techniques like class modeling state chart modeling, collaboration modeling, deployment modeling and user interface prototyping modeling are used to bridge the gap between analysis and design part
3.2. Modeling the proposed system

We want to develop this project by object oriented approaches .for modeling the proposed system the following analysis phases are used. System use case diagram Activity diagram Sequence diagram User interface prototyping 3.2.1. System Use case diagram for the proposed system Use case diagrams give an outsider's view of a system. It depicts a collection of use case, actors, s system boundary box and their interaction .Use case also describes a sequence of actions that are measurable value to an actor.

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System Boundary
Login
uses Register employee uses
uses
uses
Prepare experience Record officer uses uses HRM Manager
uses
uses
Prepare leave uses uses
Prepare report
View report
Fig 3.1.system use case diagram for the proposed system

September 14, 2011 Use case Description
Description: The Record officer and HRM manager want to secure or lock by password Actor: Record officer , HRM Manager Precondition: Record officer and HRM manager want to login and interact with the system or file Post condition: Record officer and HRM manager logged in login and interacts with files Basic course of action:
1. Record officer and HRM manager fill user name and password 2. The system validates entered user name and password from the account database. 3. The system displays the main window 4. End use case
Alternate course of action A: A1.user name or password is not correct A2.The system displays an error message A3.The Record officer and HRM manager refills user name and password A4.The system rollback in to basic course of action (2)

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Description: Record officer registers employee information Actor: Record officer Pre condition: Record officer collects the employee information Post condition: employee information registered Basic course of action 1. The Record officer click on register employee
Register employee
2. The system display employee registration form 3. Record officer fill employee information 4. System checks the filled information 5. System registers employee information and store to data base. 6. Use case ends. Alternate course of action A A.1. Record officer does not fill the information correctly A.2.sysem display error message A.3.the use case returns to basic course of at 3.

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Description: Record officer prepares experience of employee Actor: Record officer Precondition: The employee must be registered before Post condition: Employee gets experience paper Basic course of action:
1. The Record officer wants to prepare experience for employees 2. Record officer click on the prepare experience form 3. The system displays experience form 4. The Record officer fills detail information on the experience
Prepare experience
form of employee 5. The system check input information and display message 6. System prepares experience and prints it 7. System use case ends
Alternate course of action A: A1.input information is not correct A2.The system displays an error message A3.The Record officer refills the prepare experience form A4. System use case continuous or rollback into basic course of action (5)

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Description: the employee wants to have leave paper Actor: Record officer Precondition: The employee tells his or her full information for the Record officer Post condition: the employee gets leave paper signed on it Basic course of action:
1. Employee wants to have leave paper 2. The Record officer click on leave. 3. The system displays leave form
Prepare leave
4. The fills the details information on it 5. The system checks the input data 6. The system prepares leave paper and prints it

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Description: the employee prepares report to the customer Actor: Employee Pre condition: the customer must be registered before Post condition: The employee gives report to the customer Basic course of action Generate report
1. The employee click on report button 2. The system displays the report form 3. The employee fill report information 4. The system checks the input data 5. The system generate report 6. The use case ends Alternate course of action A A.1.the customer information is not valid A.2.the system display error message A.3.the employees reenter the information again A.4.the use case continues at the basic course of action 4.
Table 3.1 use case description
3.3. Modeling of system use case diagram

3.3.1. Sequence Diagram Sequence diagram displays an interaction as two dimensional charts. The vertical dimension is the time axis; the horizontal dimension shows the classifiers role that represent individual objects in the collaboration. Sequence diagram is used to model the logic of user scenario. It enables you to visualize model the logic the system.

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{Login(BCA): }
Login<<controller>>
Login form<<UI>>
Account database
Main window
Fill username & Password
1.click on the login button. 2..Fill user name& password 3.System verifies the input 4. system displays the main window
Click
Verify input data [correct] display Respond message
Refill
[incorrect]
Fig 3.2 Sequence diagram for use case Login

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Register Employee <<Controller>>

{Register Employee(BCA): }
Employee registration form <<UI>>
Employee
1.Record officer click on the register employee 2.System displays employee registration form. 3..Record officer fill employee information. 4. System verifies the input data. 5.System registers input data in the database.
Click display Verify input data Fill Employee information
[correct] Respond message
Register
Refill
[incorrect]
Fig 3.3 Sequence diagram for use case Register employee

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{prepare experience(BCA): }
prepare experience <<Controller>>
prepare experience form <<UI>>
prepare experience
1.Record officer click on prepare experience. 2.System displays prepare experience form. 3.Record officer fills detail prepare experience data. 4.System verifies input data. 5.System responds message. 6.System prepare experience and print.
Click
Display Fill prepare experience data Refill correctly [correct]Respond message system prepare experience and print System verify input data
[Incorrect]
Fig 3.4 Sequence diagram of use case Prepare experience

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{Prepare leave(BCA): }
Prepare leave <<Controller>>
Prepare leave form <<UI>>
Prepare leave
1.Record officer click on Prepare leave. 2.System displays Prepare leave form. 3.Record officer fills detail Prepare leave data. 4.System verifies input data. 5.System responds message. 6.system prepare leave and print.
Click Display Fill Prepare leave data Refill correctly [correct]Respond message system prepare leave and print System verify input data
[Incorrect]
Fig 3.5 Sequence diagram of use case Prepare leave

September 14, 2011
{Prepare Report (BCA): }
Prepare Report <<Controller>> Click Displays
Report form <<UI>>
Report
1.Record officer click on prepare report. 2.System displays report form. 3.Record officer fills report information . 4.System verifies input information. 5.System generate report and print.
Fill report information
Verifies input data [incorrect]
Refill correct data which is registered before
Respond message generate report and print
Fig 3.6 Sequence diagram for use case prepare report
3.3.2. Activity Diagram Activity diagram is a UML diagram that is used to model high level business process or transition between states of a class. Activity diagrams are one of the five diagrams in the UML for modeling the dynamic aspect of systems. It is essentially a flowchart, showing flow of control from activity to activity. It is also the notation for an activity graph.

September 14, 2011
Click on login
Login activate
Enter user name & password verifiy

Input account
[correct] display
Main window
[incorrect]
Try again
Re_enter user name & password
Display
Main window
Fig 3.7 Activity diagram for Login

September 14, 2011
Register Employee
Display
Employee registration form
Fill Employee data
verify
Input data
Register
[correct] [incorrect]
Re_fill Employee data
Verify
input data
Fig 3.8 Activity diagram for Register Employee

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click Display
Prepare employee experience Prepare employee experience form
Enter employee experience data
input data
employee experience prepared and print
[correct] [incorrect]
Re_fill
Fig 3.9 Activity diagram for prepare employee experience
click Display
Generate report Report form
Enter report data
Verifiy
input data
[correct]
Report generated & print
[incorrect]
Re_enter
Fig 3.10 Activity diagram for Generate report

September 14, 2011
3.3.3. Class Diagram

Class diagram is a diagram that contains classes, interfaces, and collaboration, dependency, generalization and association relationships. It is used to model the static design view of a system. This view primarily supports the functional requirements of a system. Class diagram show the class of the
system, their interaction and the operation and the attributes of the classes.
Record officer Employee -F-Name -M-Name -Sex -Age -Nationality -education background -address -occupation +Get experience paper() +get leave paper() Gives -F-Name -L-Name -Sex -age -address -RO ID -nationality +Register employee() +prepare experience() +prepare leave for employees() +prepare report()
1*
Registers
1* 1*
Requets
1*
Report 1 1*
Prepare -Report type -Date +Give report()
1* 1 HRM Manager
-F name -L name -Address +View report() +Change password()
Fig 3.11 Class diagram
3.4. User interface Design

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The user interface of the software is the portion of the soft ware that the user directly interact with ,including the screen ,reports ,documents and software support .The user interface could be as simple as possible clear for the user. Here, in this project we use VB programming language to design the interface.
Fig 3.12 Splash interface

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Fig 3.13Login user interface

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Fig 3.14 Employee Registration Form
Fig 3.15 Delete user interface with dialog Developed by CDDEGGMT group members

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Fig 3.16 Delete user interface with dialog

September 14, 2011 Fig 3.17 Employee Registration Form with dialog
3.5. Class Type Architecture

In this design phase we use a three tire architecture which has three layers. These three layers are the Application or Presentation layer, the business layer and the data access layer. Application or presentation layer is the form which provides the user interface to either programmer or end user. The business layer is the class which the team uses to write the function which works as a mediator to transfer data from application layer or presentation layer to data layer. This layer also has a property layer which is a class where variables are declared corresponding to the fields of the database which can be required for the application and make the properties so that the team can get or set the data using these properties into the variables. The third tire is the data access layer which is also a class to get or set data to the database queries back and forth. This layer only interacts with the database. The database queries or stored procedures will be written here to access the data from the database or to perform any operation to the database. The following diagram shows the class type architecture of the system.
Interface (User interface, System Interface) Process (Application, Controller) Domain (Business) Persistence (Data) Data sources System (Infrastructure, Platform)

September 14, 2011 Figure3.18 Class Type Architecture
3.6. Class Modeling

The class notation is a 3-piece rectangle with the class name, attributes, and operations. Attributes and operations can be labeled according to access and scope.
Class Modeling
Employee -FName : string -MName : string -LName : string -Sex : char -Age : int -Address : char -Employee ID : char -Occupation : string -Nationality : string +Getexperience() +GetReport() 1..* view 1 HRM Manager -FName : string -LName : string -Address : char +ChangePassword() +ViewReport() 1..* Report -ReportTime : string -Date : Date +GiveReport()
1.*
Register
Req uest
1
1*
1*
1..*
Record officer -FName : string -MName : string -Rofficer ID : string -Sex : char -Address : char +Register Employee() +prepare Leave() +PrepareReport() +SearchInformation()
Fig 3.19 Class Modeling Diagram
3.7. State chart modeling

State chart modeling is a dynamic modeling technique one that focuses on identifying the behavior within the system. In an OO design objects have both behavior and state or in other words they do things and know things. An uml state chart diagram depicts the various states that an object may be in and the transition between sates.

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Initial state
Cursor to User name& Password
Getting User name & Password

Submit [Valid] Start login Final state Click on login User name & password!=account table message displayed Event Guard Activity
Validating
[Not valid]Display Error message
Rejecting
Cancel / Quit
Fig3.20 State Chart Diagram for Login

September 14, 2011
Initial state
Click
Get Employee Registration form
Refill
Get Employee info
Submit Error msg

Validate Reject
[Notvalid] Store to DB Final state Cancel
[Valid]
Fig3.21. State Chart diagram for House Registration
3.8. Collaboration Diagram

Collaboration diagram depicts a birds eye view of a collection of collaborating objects. It shows the message flow between objects in OO application and also implies the basic association (relationship) between classes./////// It is an uml diagram that shows instance of classes, their interrelationship and the message flow between them.//// It is typically focus on the structural organization of objects that send and receive message. It is used to model the logic of implementation of complex method of a class, particularly one that interacts with a large number of objects.

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Employee Detail <<UI>>
Name:getname() getDescription()
:Employee
get info
Register Record
Message1
Employee
manage
HRM Manager
Record officer
1:Control
2:Register
Employee:E mployee
3.9. Component Diagram

A uml diagram that shows the soft ware components that comprise an application, system or enterprise. The components their inter relationship interaction and their interface are depicted. /// This Component UML diagram shows the software relation between the users and
what types of task is performed in graphical manner.//// In this Diagram components of the system will be wired showing that there is relation among components, management of the system, database and operations performed on databases such security issue.

September 14, 2011
Employee
Record officer HRM Manager
Register Employee
Change password
Prepare Experience
Update Record
ViewReport Search Information
Search Information
Prepare Report
Delete Record
Fig3.22 Component Diagram
3.10. Deployment Modeling

This UML deployment diagram that depicts a static view of the run time configuration of processing node and the components that run on those node. It shows the hardware for your system, the software that is installed on that hard ware and the middleware used to connect the machine each other. . It also shows how the software and the hardware components work together.

September 14, 2011
Personal computer
Data Base Microsoft Access
Data Base
Printer
Application
User Interface
Figure3.23. Deployment modeling
3.11. Database Design

Data Base detail
In the database design we identified different types of tables, their attributes, data types and relation among tables are designed. The tables are listed below:

September 14, 2011
Employee-phone PK,FK1 PK,FK2
1 1
phone PK
1 1
Employee Address PK PK,FK1 address Employee-ID PK Employee-ID firstName middleName lastName nationality sex
1 * 1
Employee-ID phone-ID extention
phone-ID countrycode number type
1* 1
Employee-company
*..1 1
PK,FK1 PK,FK2
Employee-ID company-ID
*..1 1
company PK company-ID name
Leave PK FK Leave-ID Employee-ID Leavetpye Leaveamount Leavestart date Leaveend Date
department occupation sallary
report login PK PK name password reporttype reportname date report-id
Fig3.24. Database tables in third normal form.
3.12. User interface Design

The user interface of the software is the portion of the soft ware that the user directly interact with ,including the screen ,reports ,documents and software support .The user interface could be as simple as possible clear for the user. Here, in this project we use VB 6.0 programming language to design the interface. Sample user interface

September 14, 2011
login Main
Register Employee Enter name Enter password Prepare Leave Generate report login My profile
Enter Text search
Fig3.8. Sample user interfaces
CHAPTER FOUR
4. IMPLEMENTATION AND INSTALATION PHASE 4.1 Program source code Private Sub Command1_Click() Dim Employeeid As String Dim i As Integer Employeeid = Text1.Text Adodc1.Refresh Do Until Adodc1.Recordset.EOF If Adodc1.Recordset.Fields("Employeeid") = Text1.Text Then MsgBox "Employee ID is all ready exist", vbInformation Exit Sub Else

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Adodc1.Recordset.MoveNext End If Loop If Text1.Text <> "" Then If Text2.Text <> "" Then If Text3.Text <> "" Then If Text4.Text <> "" Then If Text5.Text <> "" Then If Text6.Text <> "" Then If Text8.Text <> "" Then If Text9.Text <> "" Then If Text10.Text <> "" Then If Text11.Text <> "" Then If Text12.Text <> "" Then If Text13.Text <> "" Then If Text14.Text <> "" Then If Text15.Text <> "" Then If Text16.Text <> "" Then If Text17.Text <> "" Then If Text18.Text <> "" Then If Text20.Text <> "" Then If Text23.Text <> "" Then If Text25.Text <> "" Then If Text26.Text <> "" Then

September 14, 2011
If Text27.Text <> "" Then If Text28.Text <> "" Then If Text30.Text <> "" Then If Combo1.Text <> "" Then If Combo2.Text <> "" Then With Adodc1.Recordset .AddNew .Fields("Employeeid") = Text1.Text .Fields("Firstname") = Text2.Text .Fields("Middlename") = Text3.Text .Fields("Lastname") = Text4.Text .Fields("Dateofbirth") = Text5.Text .Fields("Placeofbirth") = Text6.Text .Fields("Nationality") = Combo2.Text .Fields("Religion") = Text8.Text .Fields("Ethinicity") = Text9.Text .Fields("Region") = Text10.Text .Fields("Zone") = Text25.Text .Fields("Woreda") = Text26.Text .Fields("Kebele") = Text27.Text .Fields("houseno") = Text28.Text .Fields("Mobile") = Text30.Text .Fields("Maritalstatus") = Combo1.Text .Fields("Dateofhire") = Text11.Text

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.Fields("Jobtitle") = Text12.Text .Fields("Position") = Text13.Text .Fields("Salary") = Text14.Text .Fields("Educationalstatus") = Text15.Text .Fields("Organizationname") = Text16.Text .Fields("vacancynum") = Text17.Text .Fields("Contactname") = Text18.Text .Fields("Contacthouseno") = Text20.Text .Fields("Contactmobile") = Text23.Text If (Option1.Value = True) Then .Fields("Sex") = "Male" End If If (Option2.Value = True) Then .Fields("Sex") = "Female" End If .Update MsgBox "Employee record is added", vbInformation Text1.Text = "" Text2.Text = "" Text3.Text = "" Text4.Text = "" Text5.Text = "" Text6.Text = "" Text8.Text = ""

September 14, 2011
Text9.Text = "" Text10.Text = "" Text11.Text = "" Text12.Text = "" Text13.Text = "" Text14.Text = "" Text15.Text = "" Text16.Text = "" Text17.Text = "" Text18.Text = "" Text20.Text = "" Text23.Text = "" Text25.Text = "" Text26.Text = "" Text27.Text = "" Text28.Text = "" Text30.Text = "" Combo1.Text = "" Combo2.Text = "" Option1.Value = False Option2.Value = False Text1.SetFocus On Error GoTo i Adodc1.Recordset.MoveFirst

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i: End With Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else

September 14, 2011
MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else

September 14, 2011
MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else

September 14, 2011
MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If Else MsgBox "make sure all fields are filled", vbCritical End If End Sub
Private Sub Command2_Click() Form13.Show Me.Hide End Sub
Private Sub Command4_Click() Form8.Show Me.Hide End Sub
Private Sub Command5_Click() frmsearch.Show Form5.Hide 'Adodc1.Recordset.MoveFirst


September 14, 2011
End Sub Private Sub Command6_Click() Form3.Show Me.Hide End Sub Private Sub Command7_Click() Check1.Value = 1 frmcalendar.Show End Sub Private Sub Command8_Click() Check2.Value = 1 frmcalendar.Show End Sub Private Sub Text1_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep MsgBox "Employee ID take only Number", vbInformation KeyAscii = 0 End If End Sub Private Sub Text14_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then

September 14, 2011
Exit Sub Else Beep MsgBox "Salary takes only Currency", vbInformation KeyAscii = 0 End If End Sub Private Sub Text17_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep MsgBox "Vacancy No take only Number", vbInformation KeyAscii = 0 End If End Sub Private Sub Text23_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep MsgBox "It takes only Number", vbInformation KeyAscii = 0 End If

September 14, 2011
End Sub Private Sub Text20_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep MsgBox "It takes only Number", vbInformation KeyAscii = 0 End If End Sub Private Sub Text28_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep MsgBox "House No take only Number", vbInformation KeyAscii = 0 End If End Sub Private Sub Text30_KeyPress(KeyAscii As Integer) If (KeyAscii >= 48 And KeyAscii <= 57) Or KeyAscii = vbKeyBack Then Exit Sub Else Beep

September 14, 2011
MsgBox "Mobile take only Number", vbInformation KeyAscii = 0 End If End Sub Private Sub Command1_Click() Dim Employeeid As String Employeeid = Text1.Text Adodc1.Refresh With Adodc1.Recordset If .RecordCount = 0 Then MsgBox "The table is with empty records to be deleted!!!", vbOKOnly Else .MoveFirst Do Until .EOF If .Fields("Employeeid") = Text1.Text Then X = MsgBox("Are you sure to delete this Employee", vbQuestion + vbYesNo) If X = vbYes Then Adodc1.Recordset.Delete Adodc1.Recordset.MoveFirst Do Until Adodc1.Recordset.EOF If Adodc1.Recordset.Fields("Employeeid") = Text1.Text Then Adodc1.Recordset.Delete Adodc1.Recordset.MoveNext Form5.Show

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Me.Hide Else Adodc1.Recordset.MoveNext End If Loop Text1.Text = "" Exit Sub Else Exit Sub End If Else .MoveNext End If Loop MsgBox "Record not found", vbInformation End If Form5.Show End With End Sub 4.2 Database schema source code There is no database schema source code because we use Ms-access database software which has a graphical user interface. 4.3 Testing This project is a database application project. The main operations are inserting, updating, deleting and retrieving data from the Microsoft Access Database. Therefore, the following

September 14, 2011
sections shows how testing is performed based on these four basic database retrieval and manipulation operations. Unit testing The individual subroutines that this project constitutes falls one of the following groups A subroutine to add data to the database A subroutine to retrieve data from the database A subroutine to delete data from the database A subroutine to search a data in the database Testing for data insertion While considering these subroutines we have tested the system for the following cases Whether the system checks or not required fields i.e. fields that cannot be empty Whether the system check or not invalid input types such as preventing users from inserting text inputs while numeric input is expected. Testing for data retrieval While considering these subroutines we have tested the system for the following cases While accepting the search criteria, whether the system checks or not for a valid searching criteria. Whether the system outputs the expected result or not. Testing for delete operation While considering these subroutines we have tested the system for the following cases While accepting the criteria for deletion, whether the system checks or not for a valid criteria. Whether the system prompt the user or not for delete confirmation. And whether the deletion is performed or not 4.3.2 Integration testing This system contains several related tables. So the above subroutines which have been tested individually are tested again to see if they are working correctly in integrated manner. Testing for insertion, update, delete and retrieval While performing integration testing we have considered the following cases

September 14, 2011
For related tables insertion will not be performed until the corresponding data is inserted in the related table. While deleting the corresponding data in the related table will be removed. While updating the corresponding data in the related table will be updated accordingly as well. While searching and generating report the system outputs data by combining different information from different tables. Functionality As specified above, since the project is a database application, the four common operations are, insertion, delete, update, and retrieve different information from the database. Therefore, the functionality of the system is tested on these common operations as specified above. Error Handling The error handling capability of the system is tested by considering different test cases such as, the system should not accept as input string or character values while numeric values are expected, the system should not allow empty values to be inserted in the required fields, the system should not allow non date values to be inserted in cases where date data value is required.
CHAPTER FIVE
5 Conclusions and Recommendation 5.1 Conclusion An effort has been made to study human resource management system of Debre Berhan University as partial fulfillment of BED degree in Information Technology. In doing the study the team has tried to follow object oriented system analysis and design methodology. Since the success and failure of any system depends on gathering the right information through different fact-finding techniques, the team has made the best effort to gather information. After a detail study of the existing system models have been designed to reflect the new system that is suppose to solve problems. In order to solve different problems existed the team has tried to propose a solution that at least reduce the existing problems and model the proposed system using different tools and methodology. The team believes that different tools and methodologies have helped to model the

September 14, 2011
right system and also it will facilitate the achievement that facilitates the achievement of providing high quality service for the companys employee. 5.2 Recommendation Now days, the world is highly becoming a competitive world. Organization has to diver their attention on using the recent technology to successfully achieve their objective and to create effective working environment. As we describe in this document almost all activities of the organization is done on manual basis. From the various facts, that constitute the project, the following recommendation has come. Attention should be given to the existing practice in the design, development and utilization of the new system. Behavioral chance of the users of the system to adapt the new system Budget should be allocated to take specific measure To avoid shortage of computer hardware equipment like printer To have standardize database. 5.3 Limitation Our project has been highly constrained by the time factor. We became limited to work with some functionalities of our project and also to add additional supportive reports to the organization. 5.4 Constraints The project cannot be developed as in initially planned. This project may encounter some constraints like resource and time constraints which can lag the project development process. The right material & their technical description was not sufficiently available Time:- the duration given for the project was not be sufficient

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Key terms
Activity diagram:-Diagrams show the flow of activities. It clearly shows the business process of the system. Actor: external factors that interact with the system. An actor is someone who can initiate use case Attribute: Characteristics of a named type. Class: -A description of a group of objects which share the same attributes operation, relationship, and Semantics Class Relation:-It shows the relation between the objects. Component Diagram: - This diagram shows a map of the physical, hard, soft ware component (as opposed to the logical view expressed by the package diagram).It shows the software interaction between users. Sequence Diagram: - It shows the sequence activities of the system. Use case: It is the functionality of the system. Use case is the scope of the system. Use case diagram- It shows how the actors interact with the system. User interface: - It helps the users to access the system. UML: - A unified Modeling Language; It shows the interaction and the relation of objects

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Reference
[1]. David A. Gustafson. Software Engineering. [2].Whiteten, jeffesy1, system analysis and designing method, Fifth edition [3].Jeffery A.Hoffe, Joey F.George, Joseph S.Valacich, Modern System Analysis And Design, 4th edition [4].David Jung, Pierre Boutquin, John D.Conly III, Loren Eidani, Lowell Maller, Jack Purdum, The White Groups Visual Basics 6 Super Bible, Fourth edition. [5].Ali Bahrami (1999) Object oriented system design [6]Ariadne (2001), Object Oriented Analysis and Designing using UML [7].Cood, P,and E.Yourdon(1991).object oriented analysis.2nd ed. Prentice hall. new York [8].Programming visual basic

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Appendix
ACRONYMS
HRM-Human resource management OS-Operating system RAM-Random access memory CD-Compact disk HD-Hard disk OOP-Object oriented programming UML-Unified modeling language

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Debre Berhan University (Human Resource management System)

September 14, 2011

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Visual Studio 6.0 Ms access

400 20000 15000 15000 15000 15000

400.00 20,000.00 30,000.00 30,000.00 30,000.00 15000

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Fig.1 Team structure

Table 1.4 Team members responsibility

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Problems of the current system

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

2.4. Modeling the current system

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Essential use case diagram

uses Manipulate employees leave record

Employee uses uses

uses uses Manipulate employees experience uses

uses uses Manipulate guarantee record uses HRM Manager

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

2.4.2. Class responsibility collaboration

Debre Berhan University (Human Resource management System)

Employee HRM Manager

Record officer HRM Manager

Request experience Request leave form

2.5. Overview of the proposed system:

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

Debre Berhan University (Human Resource management System)

3.2. Modeling the proposed system

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

uses Register employee uses

Prepare experience Record officer uses uses HRM Manager

Prepare leave uses uses

Fig 3.1.system use case diagram for the proposed system

Developed by CDDEGGMT group members

Debre Berhan University (Human Resource management System)

Developed by CDDEGGMT group members