DESIGN AND IMPLEMENTATION OF EMPLOYEE MANAGEMENT SYSTEM

ABSTRACT

Over the years, paper-based system for information management has been carried out across most of business and organizational sectors. Overcoming this problem is the main focus of this project in order to reduce the risk of redundancy. This thesis describes the design and implementation of a system that will have the capability for storing related information about employees through database. The system serves as a bridge between the database and the users that helps in maintaining and retrieving records, it also focuses on each employee’s attendance and number of leaves taken by employee per year with the help of full-edged computer software and computerized tools, so that personal data can be stored for future reference. The required system is amiable to users and easy to work with without any redundant entries. After implementation of the objective modules, all functions were tested and successful.

CHAPTER 1: INTRODUCTION

 

1.1        Overview

The Employee Management System (EMS) is designed to automate the manual paper/file ssystem. The Desktop Application is developed to get rid of the problems faced by the manual system. The System makes smooth and efficient operation of keeping records in the organization.

 

The application reduces possible errors when entering data. It also prompt an error message when entering a wrong data. It doesn’t require any formal knowledge in order for a user to use the system. Thus with all the above description it proves its user friendly.

 

1.2        Background and Motivation

In any organization, there is existence of a system that manages its staff information effectively.

This brings the need to develop a database that stores and retrieve relevant information of a staff. In the development of the management system, the storing of data of the organizational staffs is prioritized. The database management which controls the creation and maintenance of records together with the leave and attendance management provides efficient and flexible way to manage the organization’s personnel information. The combination of these modules into one application assures the perfect platform for aligning Human resources processes in the organization.

The Human Resources office in any organization contributes to the organizational mission of public service by facilitating informed decision making regarding employee benefits by providing accurate, timely, accessible information. Of the many benefits available to the employees, leave is one of the most valuable.

 

 

 

Leave management system is an electronic online stage that circles all sort of leave applications and leave regard, and the methodology to record numerous types of leaves (Nucleus, 2008). The interface is designed to reduce data redundancy and automate leave application process and their endorsements. It eliminates the paper work process and spares time.

The attendance management aspect of the Employee Management System (EMS) keeps track of the presence or absence of someone from an event or place  (Priya, 2014). The manual attendance system is not efficient and requires more time to arrange record and to calculate the average attendance of each staff. Hence there is a requirement of a system that will solve the problem of staff record.

 

As an IT student I was motivated to conduct research on this study and design a desktop application because of an encounter through experience during my internship in an organization.  I was motivated by this topic when I witness the process through which employee are given leave, even in a difficult situation. As I witness one of my supervisors applying for his leave and the vigorous process he went through and I saw the need for a change in this process, despite the health status of the employee seeking for the leave. Then as an IT companion I had the thought of developing a system that will help to accomplish this task within the unit.

 

1.3       Statement of the Problem

Challenges are faced when handling employee record manually. This is evident in procedures such as leave management where an employee is required to fill in a form which may take several weeks or months to be approved. Another problem is observing and recording the attendance of employees in the organization using book and due to that an employee can put a wrong time that he/she arrived at the organization. The use of paper work in handling some of these processes could lead to human error. Another challenge is that most of the organizations have their employee records kept at the big file room in the admin block of the organization making it difficult to access the employee information remotely when needed at short notice.

The above identified problems can be resolved using the employee management system. The system will store and maintain employee record in a database with privacy only accessed by the admin. The system makes it easy for the admin to monitor the attendance of the employee systematically and the employee can only sign using the un-editable time generated process through a password protected system.

 

 

1.4        Aim and Objectives

The project “Employee management system” seeks to develop a system that will maintain the day to day attendance of staffs. The aim for developing this app is to create a computerized method of leave and attendance management instead of the existing manual paper process which will help to minimize storage space and keep all saved records in the computer for future use. At the end of the implementation, the app shall deliver a good functionality providing efficiency and accuracy over the paper-based system. It is designed to achieve the following objectives:

• To provide users with user-friendly interface  To develop a robust database for employees records  Easy access to employee information.
• To make it easy for employees to write a leave letter instead of the long paper process.  Automate the approval of leave.
• To make it easy for the admin to view the attendance of staffs and also for staffs to sign in and out systematically.

 

1.5       Significance of the Project

The implementation of this exclusive employee and leave system that linked to the organization’s requirements, offers access to records as well as services such as systematic leave management, employee attendance and schedule report generation which will make it easy for the organization to operate. The automated proposed system will upgrade the existing system and will be of important to the users by eliminating the leave manual system process, the authorities in charge of the approval of leave request will also not operate manually. Without the system, it is going to be a tiresome job for the employer to keep track of each and every employee. The software will be developed to give access and provide information of employees and many other features with the click of a button, as we all know employees are the backbone of any organization and the society.

 

 

 

 

1.6        Project Risks Assessment

RISKS

Inability to carry out research due to loss of hardware/software resources	Replaced the hardware/software resources
Loss of work due to System crash and failure	Weekly data backup to External drive
Software availability ( Unavailability of API’s)	Alternative API’s will be checked for.  Software requirements will be identified in good time for possible contentious softwares
Late delivery of hardware component due covid19	Hardware requirements will be identified in good time to be able to order them in good time

 

 

1.7       Scope

This project is limited to focus on creating a system using csharp programming language that will handle and store employee record and keep track of day to day attendance of staff. It will also focus on eliminating the long paper process for leave system, giving an employee the ability to apply for his/her leave and also check their leave report via the software. This will also help the manager to accept/reject leave application via the software.

 

1.8 Project Organization

The project write-up will be carried out based on the following chapters:

Chapter one: gives the background of the study and covers issues such as the Aims and Objectives of the project, the Statement of Problem, and the Significance of the study.

Chapter two: highlights the Literature Review of this paper and also a research on related works. Evaluation is also done on previous systems or existing systems of similar nature enumerating possible features which the current project had identified.

Chapter three: discusses the methodology used to implement the project, system analysis and design, tools and techniques as well as description of the mechanisms. It displays the Technical details such as the software architecture, Class Diagrams, Use-case, Sequence, Activity Diagram are all captured in this chapter.

Chapter four: this is the chapter that discuss the development and implementation of the system.

It also analysis user’s response as highlighted in the third chapter, displaying screen-shoots of the interfaces.

Chapter five: it consist of the conclusion of both the system development process and documentation of the write-up. It also summarizes the entire project including the challenges encountered.

DESIGN AND IMPLEMENTATION OF EMPLOYEE MANAGEMENT SYSTEM

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