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August HUMAN RESOURCE MANAGEMENT SYSTEM

22, 2010 ADMAS UNIVERSITY COLLEGE

ADMAS UNIVERISYT COLLEGE


HARGEISA MAIN CAMPUS

Human Resource Management system


[FINAL YEAR ICT PROJECT]

By
Ahmed Mohamoud mouse
And
Abdi Adil Ali Dirie

Submitted
To
Department of Information and Communications Technology

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Project Title
A Project Report

Submitted for the partial fulfillment of the requirements for the award of the
Degree in

ICT (Information and Communication Technology)

Under the Guidance of Ahmed Hassan Haji

By

Ahmed Mohamoud mouse 579/07


And
Abdi Adil Ali Dirie 653/08

DEPARTMENT OF INFORMATION AND COMMUNICATION TECHNOLOGY

Admas University College


Hargeisa Main Campus

August – 2010

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Admas University College Hargeisa Main Campus


Admas Universit y Col l ege Hargeissa Main Campus
HMC › É T e ¿’ > d ª “ "U þ e
y` e+ ¢K?Ï N ` Ñ@
_______
Tel :-____________________Fax:-______ ______________ P.o.Box:-_____________ e:mail :_ ______________ _____

CERTIFICATE
This is to certify that the project titled “Human Resource Management” is the bona-fide work
done by

Ahmed Mohamoud mouse 579/07


And
Abdi Adil Ali Dirie 653/08

In partial fulfillment of the requirements for the award of BBA (Information and Communication
Technology)
During the period 2007-2010

Advisor Head of the Department


Ahmed Hassan Haji Ahmed Hassan Haji

Academic Vice president

Ahmed Hassan Haji

Declaration

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

We declare that this project is our original work and has not been presented for the award of any
degree/diploma in any other college and university.

This hereby confirmed that this research will be applied for knowledge reference
and considered resources knowledge of ADMAS UNIVERSITY. May supervisor,
advisor and other respectful lectures and professor could also use this paper and
valuable information embodied and submitted this report. Due to the huge
investments and professionals contribution make this paper more knowledgeable
and valuable, therefore, I would expect that a lot demanders will be referred this
resources contents.

Signature……………………………………………… Date………………………

Signature……………………………………………… Date………………………

This project has been submitted with my approval as supervisor

Ahmed Hassan Haji


Academic Vice president
Admas University College, Hargeisa Somaliland

Signature……………………………………………..Date……………………….

Acknowledgement

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

All praise and tanks belongs to ALLAH, who to bestowed on the ability 
and patience to maintain to studying period and come up with this 
paper confess that there is no GOD, but ALLAH and MOHAMED 
(P.B.U.H) is his prophet and messenger and I committed to act 
according to the word of ALLAH and the teaching of my prophet hoping 
to achieve his forgiveness and end up with his everlasting paradise. 

Our highest appreciation goes to our parents those cares as well form 
child to the present time. Also they give high investment to be educated 
and responsible persons. Hence we have to mention here our fathers & 
mothers 

MARYAN DA’UD YUSUF           MARYAN HASSAN YUSUF
                 &                                                             &
RAXMA DA’UD YUSUF              HASSAN MOHAMOUD JAMA

Finally I would like to convey my deep gratefulness and thanks to my 
paper advisor his excellence Mr.Ahmed Hassan Haji who guidance 
and corrective assistance made possible the output of this research 
report.

HUMAN RESOURCE MANAGEMENT SYSTEM

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

CONTENTS

1. INTRODUCTION
1.1 HRMS
2. COMPANY PROFILE
3. SYSTEM STUDY
3.1 Existing System
3.2 Proposed System
4. Feasibility Study
4.1 Technical feasibility
4.2 Economical feasibility
4.3 Operational feasibility
4.4 schedule feasibility
5. Employee Info Module
6. Early Conceptual Of Date Modeling
7. SYSTEM ANALYSIS
7.1 Information Gathering
7.2 Process Modeling

7.3Data Modeling

8. SYSTEM Design

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

8.1 Transforming Entities Into Relations

8.2 Normalization
8.3 Table Names
8.4 Data Dictionary
9. The Technology Selected
9.1 Front End (Vb.net)
9.2 Back End (Ms Access)
9.3 Form Design
9.4 Report Design
10. IMPLEMENTATION
10.1 SYSTEM REQUIREMENTS

11. TESTING
11.1 system testing

11.2 unit testing

11.3 module testing

11.4 INTEGRATION TESTING


11.5 ACCEPTANCE TESTING
12. CONCLUSION

13. BIBLIOGRAPHY

INTRODUCTION:

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Humans are an organization's greatest assets; without them, everyday


business functions such as managing cash flow, making business
transactions, communicating through all forms of media, and dealing with
Employees could not be completed. Humans and the potential they possess
drive an organization. Today's organizations are continuously changing.
Organizational change impacts not only the business but also its employees.
In order to maximize organizational effectiveness, human potential—
individuals' capabilities, time, and talents—must be managed. Human
resource management works to ensure that employees are able to meet the
organization's goals

To develop a software application that supports the application specific to


the HR in a specific to a company there by allowing the integration of all the
employees of the organization. To keep track of all the other departments
related to that organization such as marketing, Engineering, IT etc.

To allow the HR of an organization to update the employee details whenever


there is a change in the employee profile to that organization. To bring in to
a string the employee specific suggestions and make them free to post their
requirements to the HR, thus bringing the organization more specific
regarding the maintenance of the organization.

Purpose of the Project:

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

The main purpose of developing this application is to reduce the manual


workload of administrative activities in terms of employee management. The
application will address all necessary main tasks required to efficiently manage
employees of the company. Basic management tasks will be the main points of
consideration, these includes: payroll, leaves, contracts, employee right and
other useful information required to keep from employees. It will be used to
record available job vacancies and other useful events of the company. It will
generally help managers to keep track of employee data which traditionally
includes personal histories, skills, capabilities, accomplishments and salary, to
easily generate monthly and yearly reports of employee salary, leaves etc.

Objectives of the Application:

After deeply analyzing all problems faced in the current system, the main
objective of this project is to solve all the problems recorded, make it easier,
cheaper and more efficient than the existing system

PROJECT OVERVIEW AND LIMITTIONS:


This project can be used to identify an employee in the organization. The
project maintains the details of the entire employee. Each employee is given
with different employee Id.
In this we can use the VB.Net language. Back end is Ms-Access. In this
project we were considering only HR department from the organization.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Company profile
Telesom is a privately held company, founded in 1998. Being the number
one telecom company in Somaliland, Telesom takes pride in having the
competence and the ability to combine the quality standard of the telecom
industry. It also became the leading Telecom Company in Somaliland and
has maintained to payback the shareholder.

Telesom, the Largest and the Leading Telecom operator in Somaliland,


provides two basic services to its customers VOICE and DATA. It is the first
GSM and INTERNET Provider in Somaliland, helping thousands of business
people to increase the profit and to improve the competitiveness with its
high quality and technological systems. Despite the lack of internationally
recognized Government, financing institutions, investors, and good level of
literacy. Telesom became and maintained to be on the top of most African
countries both in the telecom service and technology.

Telesom implemented the ideology of being self-dependent through


educating and making highly qualified personnel and though encouraging of
self-improving mechanism among its employees. It is headquartered in
Hargeisa, Somaliland, and has a strong presence in all other six regions.

Telesom serves most of Somaliland public, using Fixed-lines, GSM mobile,


and Internet, Telesom is the most reputed in Somaliland and is recognized
as the leader of Telecom Industry. Telesom as the Leader of the industry in
Somaliland has encouraged and successfully interconnected with all other
operators in Somaliland.

THE SERVICES OF THE COMPANY

Telesom offers a wide range of services to its clients; the following are some of its
service categories:

1. Fixed Telephone Lines

2. Mobile Telephone lines

3. Internet Service

4. ZAAD SERVICES

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

EXISTING SYSTEM
The company is now using and excel application to manage all employee
information. Different tasks of employee management performed in the
company manually are summarized below.
Employee Profile
Employee details
The company currently uses a excel sheet to keep the employee profiles.
The HR secretary is responsible for recording the employee profile. The first
time an employee joins the company a hand written form is filled up
containing the full details of the employees.
The form contains two parts:
 Personal details of the employee: like Full Name, gender, date of birth,
qualification, marital status, and nationality, address and phone
numbers.

 Job Details: this part contains the job title or position assigned to the
employee with department

Another hand-written form containing experience details of the employee is


also filled up.

Contracts
Once the employee signs the agreement or contract the secretary has to fill
a form to record the contract details like: the date contract is signed and the
next time the contract should be renewed. The secretary updates all changes
to the contract forms.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Salary
The accountant currently uses application designed for telesom accounting
department that stores in telesom database, to keep track of the salary
details, the accounting department is responsible for preparing employee
salary which records the basic salary, advances, previous balance, bonus;
amount paid and then calculates the net salary. Monthly reports of the
employees are then given to the HR, and later send the net salary of the
employees through ZAAD Service

Leave
Sometimes employees need to request for leave. The leave could be the
normal annual leave that is allowed to every employee or any other leave
with justifiable reason. When the employee is accepted to take leave, he/she
has to fill a form containing the leave details. This form will be kept in
employee folder for later reference.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Problems of the existing system


 Too many mistakes can make the forms untidy and unreadable.

 Giving a special folder to every employee wastes unnecessary space and


increases expenses.

 Difficult to update the forms, for instance; employee can change


departments.

 If the information of a particular employee is needed, it has to be searched


among the folders of all other employees and this is wastage of time and
effort.

 The attendance information is not accurate since employees can write wrong
time in and time out hours. This can bring late arrival and early departure
from work resulting in lost time and productivity.

 Manually recording time and attendance data of the employee’s results


secretary wasting many hours of his/her time every month tallying up time
and attendance data which is unreliable.

 The accountant wastes a great deal of time in saving the payment vouchers
to a secure place and later referring to those vouchers.

 When preparing monthly salary reports the accountant should manually sort
out the salary details and this can bring about wastage of time.

 Managing and organizing all employee folders takes most of the time from
secretary. This time could be utilized for other useful tasks.

PROPOSED SYSTEM

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

The new system we are trying to develop is based on solving the problems
of the existing system adding any possible improvements while still my aim
is to make the software user-friendly one which can easily be learned by the
admin group, accounting and the human resource department.
Currently there is no way to uniquely identify a particular employee,
therefore the new system will introduce employee ID number to be given to
all employees so that they can use this ID number to sign in and out. And
facilitate searching of employee information.
Main objectives of the new system:
 To avoid errors and save storage space: almost all the information of
the employees that was manually recorded will be changed to a
computerized one.

 To easily search employee information at any moment.

 Only the admin group will have access to the data. Unauthorized users
will not be granted access to the data.

 To save a great deal of time that the secretary used to process


employee attendance records in the old paper based system.

 To prevent over payments to employees and reduce wage costs

 To prevent employee dissatisfaction because of underpayments or


incorrect overtime calculations

 To see at glance who is currently at work and who is not

 To allow quickly generate payroll reports by department or shift and


track business costs with just a click.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

ADVANTAGES OF PROPOSED SYSTEM:

 Very fast and accurate.


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

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

FEASIBILITY STUDY
Once the problem is clearly understood, the next step is to conduct
feasibility study, which is high-level capsule version of the entered systems
and design process. The objective is to determine whether or not the
proposed system is feasible. The three tests of feasibility have been carried
out.
 Technical Feasibility
 Economical Feasibility
 Operational Feasibility
 Schedule feasibility
TECHNICAL FEASIBILITY
In Technical Feasibility study, one has to test whether the proposed
system can be developed using existing technology or not. It is planned to
implement the proposed system using java technology. It is evident that the
necessary hardware and software are available for development and
implementation of the proposed system. Hence, the solution is technically
feasible.
ECONOMICAL FEASIBILITY
As part of this, the costs and benefits associated With the proposed
system compared and the project is economically feasible only if tangible or
intangible benefits outweigh costs. The system development costs will be
significant. So the proposed system is economically feasible.
OPERATION FEASIBILITY
It is a standard that ensures interoperability without stifling competition
and innovation among users, to the benefit of the public both in terms of
cost and service quality. The proposed system is acceptable to users. So the
proposed system is operationally feasible.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

SCHEDULE FEASIBILITY

Time evaluation is the most important consideration in the


development of project. The time schedule required for the
developed of this project is very important since more
development time effect machine time, cost and cause delay in
the development of other systems.
A reliable Human Resource Management can be developed in
the considerable amount of time.

MODULE DESCRIPTION:

The list of modules incorporated with “Human Resource Management


System” is

 Employee Info Module


 Right Module
 Leave management Module
 Contracts Module
 Payroll
 Reports

This module deals with the management of the employee information


such as the personal details-his name, qualification, skill, experience, login
id, password, etc.,

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Importance of modules in any software development side is we can easily


understand what the system we are developing and what its main uses are.
At the time of project we may create many modules and finally we combine
them to form a system.

Employee Info Module


This module deals with managing all employee information which includes
the personal details of employees: like imp-id, name, contact addresses,
qualifications, nationality, job details etc. It also contains Experience details-
within the Company and outside the Company. Employee login passwords
can be updated and changed.
Any employee information can be searched at any time with different
criteria’s like employee ID, name, department etc
Leave Planner
This module deals with recording employee leaves so that it is possible to
track employee leaves and take decision upon this information
Contracts Module
Employees are given contracts with different periods, these contracts are
renewed when the contract time finishes. Therefore information about these
contracts will be recorded to know the status of each employee (Whether the
contract expired or continuous)
Salary
This module will deal with all salary information of employees like payment
of salary, advances etc. payment vouchers, monthly and yearly salary
reports can also be printed and saved to particular folder.
Reports
All modules which the project contains will have reports that can be printed,
saved or converted to different file format like (PDF, word, excel)

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Early conceptual data modeling


The task of Conceptual Modeling (CM) plays a crucial role in the process of
information systems development.
Conceptual models translate and specify the main data requirements of the
user requirements in an abstract representation of selected semantics about
some aspects of a real-world domain.
Systems analysts seek to Capture and represent all relevant problem domain
entities and their relationships.
In addition, conceptual modeling Languages and notations were introduced
to represent Conceptual models using a collection of modeling Elements. In
general, any conceptual model can be considered as a: CM= (E, R, A, C),
where E stands for Entities, R for Relationships, A for Attributes, and C for
Constraints including semantic integrity constraints.

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

System analysis
Analysis is the first SDLC phase where it begins to understand the in-depth and the need for
system changes.
The purpose of Analysis is to determine what information and information processing
services are needed to support selected objectives and functions of the organization.
Analysis is a large and involved process so, we divide it into two main activities to make
overall process to undergo easily and understand smoothly and here they are:
 Requirement Determination: this the primarily a fact-finding activity

 Requirement Structuring: this activity creates a clear description of current business


operations and new information processing services.

Information about current operations and requirement for a replacement system must be
organized for analysis and design. Structuring or organizing system requirement results in
diagrams and descriptions (model) that can be analyzed to show deficiencies and
inefficiencies, missing elements and illogical components of the current business operation.
The result of requirement determination can be structured according three essential views of
the current and replacement information system.
 Process Modeling : The sequence of data movement and handling operations with the
system

 Logic and Timing: The rules by which data are transformed and manipulated and
indication of what triggers data transformation.

 Data Conceptual Modeling : The inherent structure of data independent of how or


when they are processed

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Information Gathering

Data Collection is an important aspect of any type of research study.


Inaccurate data collection can impact the results of a study and ultimately
lead to invalid results.

We have taken different approaches to collect information with sensitivity


and precautions.
We have used different methods of data collection like; Interviews,
questionnaires and observation but most important of all; I was working in
the company as an employee and therefore was aware of the main needs of
the company.

Information about project:

During the analysis, I have collected the information mainly from the human
resource manager, the secretary who is the person responsible for keeping
employee information and the accountant who is responsible for anything to
do with salary information.

Information Sources:
I have collected the information about the current system from:

1. Reports/document used

2. Personal staff

5. Existing System

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Process Modeling
Process modeling involves graphically representing the functions or process
that captured, manipulated, and distributed data between systems and its
environment and component between within a system. A common form of a
process model is a data flow diagram.
Data Flow Diagrams (DFD) are versatile diagramming tools, with only four
symbols (process, data store, sink/source, and data flow).
There are four processes that occur in the hotel and here below we will
discuss.

DATA FLOW DIAGRAMS:


A graphical tool used to describe and analyze the movement of data through
a system manual or automated including the process, stores of data, and
delays in the system. Data Flow Diagrams are the central tool and the basis
from which other components are developed. The transformation of data
from input to output, through processes, may be described logically and
independently of the physical components associated with the system.
CONTEXT DIAGRAM:
The top-level diagram is often called a “context diagram”. It contains a
single process, but it plays a very important role in studying the current
system. The context diagram defines the system that will be studied in the
sense that it determines the boundaries. Anything that is not inside the
process identified in the context diagram will not be part of the system
study. It represents the entire software element as a single bubble with
input and output data indicated by incoming and outgoing arrows
respectively.

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&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

TYPES OF DATA FLOW DIAGRAMS:


Data Flow Diagrams are of two types as follows:
(a) Physical DFD
(b) Logical DFD
1. PHYSICAL DFD:

Structured analysis states that the current system should be first


understood correctly. The physical DFD is the model of the current
system and is used to ensure that the current system has been clearly
understood. Physical DFDs shows actual devices, departments, and
people etc., involved in the current system

2. LOGICAL DFD:

Logical DFDs are the model of the proposed system. They clearly
should show the requirements on which the new system should be built.
Later during design activity this is taken as the basis for drawing the
system’s structure charts.

BASIC NOTATIONS:

NOTATION DESCRIPTION

Data move in a specific direction


DATA FLOW from an origin to a destination.

PROCESS Process that transforms data flow

DATA STORE Here data are stored or referenced by


a process in the System

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

SOURCE Source or Destination of Data

Context Diagram

Description
The inputs to the process are User Id and Password given by the user to
allow the software available for the Admin environment. After giving the
inputs, the system checks whether the entered ones are valid or not. It
displays screen if match occurs otherwise error message if they are not
matched
Description:
DFD for Leave
The following process illustrates employee leave.
The user enters employee leave details like Emp_id, DateFrom, DateTo, type
of leave, comments. This data is saved into the database table called
empleave.

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Data of a particular employee can also be retrieved from the database to


update (Modify, Delete) and changes are saved back to the database.

DFD FOR LEAVE

Description
DFD FOR EMPLOYEE REGISTERATION
The following process illustrates employee Registration.
The user enters employee personal details like emp_id, first name, middle
name, last name, Address, Date of Birth, Place of Birth, Contact Address, job

FINAL YEAR ICT PROJECT BY: AHMED MOHAMOUD MOUSE


&ABDIADIL ALI DIRIE
August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

details like position, title, bus no, department etc. This data is saved into the
database table called Emp.
Data of a particular employee can also be retrieved from the database to update
(Modify, Delete) and changes are saved back to the database.
EMPLOYEE REGISTERATION

Description
DFD FOR VACANCY POSITION
The user can enter new entry information like Vacancy_id, Position, Job title,
Department and Expire date or Final date. This information will be saved in
the database table called (Vacancy).
List of available vacancies can be displayed by retrieving from the database
or particular vacancy information can be update (Modified or deleted) and
the changes are saved back to the database.

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

DFD FOR VACANCY

The Administration group can add new records of employee Contract


Information. This information can be: Emp_id, Employee Name, and
Contract From, Contract Renew, Contract Status, and Reason. This new
entry will be saved into the database and if any error is generated then it
will be prompted to the admin otherwise we get message data is successfully
added.
Particular employee Contract details can be view by reading from the
database, and the information on this record can be updated (modified or
deleted) and changes saved back to the database.

DFD FOR CONTRACTS

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Description
DFD FOR EMPLOYEE SEARCH
The admin group can search personal details of a particular employee (s). By
entering employee unique identifier (Emp_id) or name. The employee
selected can be retrieved from the database if found otherwise a message
will show that the required employee is not registered. A list showing
employee details of that particular employee will appear.

DFD FOR EMPLOYEE SEARCH

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Description
DFD FOR SALARY
The employee details like emp_id, emp_name, department, position and
basic salary is retrieved from the database. The selected employee
information is listed, and then other information is added like Advances
taken from the table Advances and previous balance from the Payroll table.
The amount paid to the employee in the current month is entered and then
net salary, current balance, total paid is calculated. This new information is
saved to the payroll information.
Employee complete salary details can be read from the payroll table and
modification (updates and Delete) made to this information. Any updates
made will be saved back to the payroll table.

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

Data Modeling

Data Modeling

Data modeling is the process of creating and extending data models which
are visual representations of data and its organization. The ERD Diagram
(Entity Relationship Diagram) is the most popular type of data model. Data
models exist at multiple levels including:

 The Conceptual Data Model describes data from a high level. It


defines the problem rather than the solution from the business point of view.
It includes entities and their relationships. Typically the conceptual data
model is developed first.

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August HUMAN RESOURCE MANAGEMENT SYSTEM
22, 2010 ADMAS UNIVERSITY COLLEGE

 The Logical Data Model describes a logical solution to a data project.


It provides more details than the conceptual data model and is nearly ready
for the creation of a database. These details include attributes, the individual
pieces of information that will be included. Typically the logical data model is
developed second.

 The Physical Data Model describes the implementation of data in a


physical database. It is the blueprint for the database. Typically the physical
data model is developed third.

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Design Phase
When analysis is completed the next stage is to logically & physically design
the system. Logical design talks about how the database layout will be,
which means structuring the pattern of the database.
The first thing in which logical database design deals is to convert the
entities that discussed in Analysis phase into relations.
The process of converting entities into relations is known as Transformation
process and there are things to be considered when the process is to be
done.

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Transforming Entities into Relations:
During logical design you transform E-R diagrams that were developed
during conceptual design into relations. The inputs of this process are the
entity relationships (Enhanced E-R) diagrams that u studied in Analysis
phase.
Transforming or mapping ER diagrams into relations is called Transformation
process.
Consequently, certain terms will change in this phase as the transformation
process goes into and can be as follows:
 Entity term is converted into relation

 Attribute term becomes field or column

 The identifier changes into primary key and

 Cardinality and type of relationships becomes foreign key and primary


key relationship. Finally, the process starts with

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Emp_id Full Do Address Gende Qualificatio Nationalit Mobil Job Dep date salar use Passwor
name b r n y e title t joined y r d

EMPLOYEE
Contract
Emp_id EMPNAME CONTRACT FROM CONTRACT RENEWAL ON Contract Reason
status

PAYROLL
Emp_i Full Pay_Dat Salar Bonus Advanc Balance Ne Total
d name e y e

LEAVE
Emp_i Date_Fro Total_Day Comme Type_Of_Leav Allowe
d m s nt e d
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EMPLOYEE
Emp_id Full Do Address Gende Qualificatio Nationalit Mobil Job Dep date salar
name b r n y e title t joined y

ADVANCE

Date Tran.ID Emp_ID Full Salary Advance Balance


Name

From To Tran Emp Full Dept Job Years Workin Mont year Total Net Basi Net
Date Date ID ID Name title g days h days c Amou
salar nt
y

Right (xaq)

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NORMALIZATION
It is a process of converting a relation to a standard form. The process is used to handle
the problems that can arise due to data redundancy i.e. repetition of data in the database,
maintain data integrity as well as handling problems that can arise due to insert, update,
delete anomalies.
Decomposing is the process of splitting relations into multiple relations to
eliminate anomalies and maintain data integrity. To do this we use normal forms or
rules for structuring relation.
Insertion anomaly: Inability to add data to the database due to absence of
other data.

Deletion anomaly: Unintended loss of data due to deletion of other data.

Update anomaly: Data inconsistency resulting from data redundancy and partial
update

Normal Forms: These are the rules for structuring relations that eliminate
anomalies.

First Normal Form:


A relation is said to be in first normal form if the values in the relation are
atomic for every attribute in the relation. By this we mean simply that no attribute
value can be a set of values or, as it is sometimes expressed, a repeating group.

Second Normal Form:


A relation is said to be in second Normal form if it is in first normal
form and it should satisfy any one of the following rules.
1) Primary key is a not a composite primary key
2) No non key attributes are present
3) Every non key attribute is fully functionally dependent on full set of
primary key.
Third Normal Form:
A relation is said to be in third normal form if their exits no transitive
dependencies.
Transitive Dependency: If two non key attributes depend on each other as well as
on the primary key then they are said to be transitively dependent.

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The above normalization principles were applied to decompose the
data in multiple tables thereby making the data to be maintained in a
consistent state.

Table Names
1. EMPLOYEE

2. CONTRACT

3. PAYROLL

4. LEAVE

5. ADVANCE

6. RIGHT

Data Dictionary
EMPLOYEE

Sn Field Name Data Type Siz Constraint Description


o e
1 Emp_ID Number 10 Primary Key Employee id
3 First Name Text 25
4 Middle Name Text 25
5 Last Name Text 25
6 Date Of Birth Date --
7 Address Text 15
8 Gender Text 15
9 Qualification Text 15
10 Nationality Text 10
11 Mobile Number 11
12 Phone Number 8
13 Ref.Name Text 15 Reference name
14 Job Title Text 20
15 Department Text 15
16 Status Text 5
17 Date Joined Date --
18 Basic Salary Number 15
19 User Name Text 10
20 Password Text 15

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Contract

Sno Field Name Data Type Size Constraint Description


1
3
4
5
6
7
8
9

Sno Field Name Data Type Size Constraint Description


1
3
4
5
6
7
8
9

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Sno Field Name Data Type Size Constraint Description
1 Emp_ID Number 10
3 Emp Name Text --
4 Contract From Date --
5 Contract Renewal on Date --
Contract Status Text 25
Reason Text 25

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Salary

Sno Field Name Data Type Size Constraint Description


1 Emp_ID Number 10
3 Full Name Text 25
4 Position Text 15
5 Department Text 10
6 Date Date --
7 Advance Number 15
8 Basic Salary Number 10
9 Commission Number 10
10 Incentive Number 10
11 Advance Number 10
12 Net salary Number 10

Sno Field Name Data Type Size Constraint Description


1 Emp_ID Number 10
3 Date From Date --
4 Date To Date --
5 Total Days Allowed Number 10
6 Type Of Leave Text 15
7 Comment Text 15
8 Total Days Number 10
9
10
11
12
13
14
15
16

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LEAVE

ADVANCE

Sno Field Name Data Type Size Constraint Description


1 Date Date --
2 Tran.ID Number 10
3 Emp_ID Number 10
4 Full Name Text 25
5 Salary Number 10
6 Advance Number 10
7 Balance Number 10
8
9
10
11
12
13
14
15

Sno Field Name Data Type Size Constraint Description


1 From Date Date --
2 To Date Date --
3 TranID Number 10
4 Emp ID Number 10
5 Full Name Text 15
6 Department Text 15
7 Job Title Text 15
8 Years Number 10
9 Working Days Number 10
10 Month Number 10
11 Year Number 10
12 Total Number 10
13 Net days Number 10
14 Basic Salary Number 10
15 Net Mount Number 10

Right

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TECHNOLOGY USED
Front End
Visual Basic.NET
Introduction to Windows Forms (Visual Basic.NET)

What Is a Form?

A form is a bit of screen real estate, usually rectangular, that you can use to present information
to the user and to accept input from the user. Forms can be standard windows, multiple document
interface (MDI) windows, dialog boxes, or display surfaces for graphical routines. The easiest
way to define the user interface for a form is to place controls on its surface. Forms are objects
that expose properties which define their appearance, methods which define their behavior, and
events which define their interaction with the user. By setting the properties of the form and
writing code to respond to its events, you customize the object to meet the requirements of your
application.

As with all objects in the .NET Framework, forms are instances of classes. The form you create
with the Windows Forms Designer is a class, and when you display an instance of the form at
run time, this class is the template used to create the form. The framework also allows you to
inherit from existing forms to add functionality or modify existing behavior. When you add a
form to your project, you can choose whether it inherits from the Form class provided by the
framework, or from a form you have previously created.

Additionally, forms are controls, because they inherit from the Control class.

Within a Windows Forms project, the form is the primary vehicle for user interaction. By
combining different sets of controls and writing code, you can elicit information from the user
and respond to it, work with existing stores of data, and query and write back to the file system
and registry on the user's local computer.
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Although the form can be created entirely in the Code Editor, it is easier to use the Windows
Forms Designer to create and modify forms.

Some of the advantages of using Windows Forms include the following:

 Simplicity and power: Windows Forms is a programming model for


developing Windows applications that combines the simplicity of the Visual Basic
6.0 programming model with the power and flexibility of the common language
runtime.

 Lower total cost of ownership: Windows Forms takes advantage of the


versioning and deployment features of the common language runtime to offer
reduced deployment costs and higher application robustness over time. This
significantly lowers the maintenance costs (TCO) for applications written in
Windows Forms.

 Architecture for controls: Windows Forms offers an architecture for


controls and control containers that is based on concrete implementation of the
control and container classes. This significantly reduces control-container
interoperability issues.

 Security: Windows Forms takes full advantage of the security features of the
common language runtime. This means that Windows Forms can be used
implement everything from un trusted control running in the browser to a fully

trusted application installed on a user's hard disk.

 XML Web services support: Windows Forms offers full support for quickly
and easily connecting to XML Web services.

 Rich graphics: Windows Forms is one of the first ship vehicles for GDI+, a
new version of the Windows Graphical Device Interface (GDI) that supports alpha
blending, texture brushes, advanced transforms, rich text support, and more.

 Flexible controls: Windows Forms offers a rich set of controls that


encompass all of the controls offered by Windows. These controls also offer new
features, such as "flat look" styles for buttons, radio buttons, and check boxes.

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 Data awareness: Windows Forms offers full support for the ADO data model.

 ActiveX control support: Windows Forms offers full support for ActiveX
controls. You can easily host ActiveX controls in a Windows Forms application. You
can also host a Windows Forms control as an ActiveX control.

 Licensing: Windows Forms takes advantage of the common language runtime


enhanced licensing model.

 Printing: Windows Forms offers a printing framework that enables applications to


provide comprehensive reports.

 Accessibility: Windows Forms controls implement the interfaces defined by


Microsoft Active Accessibility (MSAA), which make it simple to build applications

that support accessibility aids, such as screen readers.

 Design-time support: Windows Forms takes full advantage of the meta-


data and component model features offered by the common language runtime to
provide thorough design-time support for both control users and control
implementers.

Crystal Reports

Crystal Reports for Visual Basic .NET is the standard reporting tool for Visual Basic.NET; it
brings the ability to create interactive, presentation-quality content — which has been the
strength of Crystal Reports for years — to the .NET platform.

With Crystal Reports for Visual Basic.NET, you can host reports on Web and Windows platforms
and publish Crystal reports as Report Web Services on a Web server.

To present data to users, you could write code to loop through record sets and print them inside
your Windows or Web application. However, any work beyond basic formatting can be
complicated: consolidations, multiple level totals, charting, and conditional formatting are
difficult to program.

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With Crystal Reports for Visual Studio .NET, you can quickly create complex and professional-
looking reports. Instead of coding, you use the Crystal Report Designer interface to create and
format the report you need. The powerful Report Engine processes the formatting, grouping, and
charting criteria you specify.

Back End
DATABASE: MS Access

A database management, or DBMS, gives the user access to their data and helps
them transform the data into information. Such database management systems include
dBase, and paradox, IMS, Ms Access and SQL Server. These systems allow users to create,
update and extract information from their database.
During Ms Access Database design project, the analysis of your business
needs identifies all the fields or attributes of interest. If your business needs change over
time, you define any additional fields or change the definition of existing fields.

Tables
Ms Access stores records relating to each other in a table. Different tables are
created for the various groups of information. Related tables are grouped together to form a
database.

Primary Key
Every table in Ms Access has a field or a combination of fields that uniquely identifies

each record in the table. The Unique identifier is called the Primary Key ,

Relational Database
Sometimes all the information of interest to a business operation can be stored in
one table. Ms Access makes it very easy to link the data in multiple tables. Matching an
employee to the department in which they work is one example. This is what makes Ms
Access a relational database management system, or RDBMS

Foreign Key
When a field in one table matches the primary key of another field is referred to a
foreign key. A foreign key is a field or a group of fields in one table whose values match
those of the primary key of another table.

Referential Integrity

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Not only does Ms Access allow you to link multiple tables, it also maintains
consistency between them.

Data Abstraction
A major purpose of a database system is to provide users with an abstract view of
the data. This system hides certain details of how the data is stored and maintained.

Advantages of RDBMS
1* Redundancy can be avoided
2* Inconsistency can be eliminated
3* Data can be Shared
4* Standards can be enforced
5* Security restrictions can be applied
6* Integrity can be maintained
7* Conflicting requirements can be balanced
8* Data independence can be achieved.

FEATURES OF MS ACCESS (RDBMS)

MS Access is desktop RDMS support small application with all features like relational query,
different data types, joins, and query. Includes
9* Easy to use and easy to deployment.
10* Integration with Windows OS
11* Scalability
12* Import and Export of data in all major database system.
13* Centralized Management
14* Reliability

15* Automating Tasks

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Form design

Log In Form

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Employee search

Employee Contract

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REPORT DESIGN
HUMAN RESOURCE DEPARTMENT
EMPLOYEE REPORT SUMMERY
Emp_id Full name Dob Address Gender Qualification Nationality Mobile Job Dept date salary user Password
title joined

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HUMAN RESOURCE DEPARTMENT
EMPLOYEE PAYROLL REPORT SUMMERY

Emp_i Full Pay_Dat Salar Bonus Advanc Balance Ne Total


d name e y e

EMPLOYEE LEAVE REPORT SUMMERY

Emp_i Date_Fro Total_Day Comme Type_Of_Leav Allowe


d m s nt e d

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IMPLEMENTATION

The implementation is the final and important phase. It involves user


training, system testing and successful running of the developed system.
The users test the developed system when changes are made according
to the needs. The testing phase involves the testing of the developed
system using various kinds of data. An elaborate testing of data is
prepared and system is tested using the tests data.
Implementation is the stage where theoretical design turned into a
working system. Implementation is planed carefully to propose system to
avoid unanticipated problems. Many preparations involved before and
during the implementation of proposed system. The system needed to be
plugged in to the organization’s network then it could be accessed from
anywhere, after a user logins into the portal. The tasks that had to be
done to implement the system were to create the database tables in the
organization database domain.
Then the administrator was granted his role so that the system could be
accessed.

The next phase in the implementation was to educate the system. A


demonstration of all the functions that can be carried out by the system
was given to examination department person, who will make extensive
use of the system.

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SYSTEM REQUIREMENTS

Software Specification

Language : VB.NET, ADO.NET.

Database : MS ACESS

Operating System : Windows XP /vista/windows7

RAM : 256MB

Hard ware Specification:

Processor : Intel P-III based system

Processor Speed : 250 MHz to 833MHz

RAM : 64MB to 256MB

Hard Disk : 20GB to 80GB

Key Board : 104 keys

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EMPLOYEE REGISTRATION

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Employee Registration Reports

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Employee Application Reports

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TESTING

The testing phase involves the testing of the developed system using
various kinds of data. An elaborated testing of data is prepared and a system is
tested using the test data. While testing, errors are noted and corrections remade,
the corrections are also noted for future use.

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SYSTEM TESTING
Testing is a set of activities that can be planned in advance and
conducted systematically. The proposed system is tested in parallel with the
software that consists of its own phases of analysis, implementation, testing and
maintenance. Following are the tests conducted on the system.
UNIT TESTING
During the implementation of the system each module of the system was
tested separately to uncover errors within its boundaries. User interface was used as
a guide in the process.

MODULE TESTING

A module is composed of various programs related to that module. Module testing is


done to check the module functionality and interaction between units within a
module.
It checks the functionality of each program with relation to other programs within
the same module. It then tests the overall functionality of each module.
INTEGRATION TESTING
Integration testing is a systematic technique for constructing the program
structure while conducting tests to uncover errors associated with interfacing. The
objective is to take unit-tested module and build a program structure that has been
dictated by design.

ACCEPTANCE TESTING
The software has been tested with the realistic data given by the client and
produced fruitful results. The client satisfying all the requirements specified by them
has also developed the software within the time limitation specified. A
demonstration has been given to the client and the end-user giving all the
operational features.

Conclusion

At the End this software is for easily computerizing the whole


work in a way better and enhanced than the old one, we tried

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to take advantage of all the draw backs of the old system and
by studying them carefully and bringing the solution.

BIBLIOGRAPHY

BOOKS REFERRED
The following books were used extensively for the project development
and implementation.
1.”VB.N ET Developer’s Guide” Syngress Publishing, Inc. Rockland,
By Cameron Wakefield
Henk-Evert Sonder
Wei Meng Lee

2. Modern Database Management Fifth Edition


By: Fred R. McFadden
Jeffrey A.Hoffer
Mary B.Prescott

WEBSITES REFERRED
The following links were searched and exploited extensively for the
project development and implementation.
1 www.google.com

2 www.wikipidea.com

3 www.homeandlearn.com

4 www.dotnetspider.com

5 www.codeproject.com

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