HUMAN RESOURCE MAMAGMENT SYSTEM OF...

HUMAN RESOURCE MAMAGMENT SYSTEM OF HARAMAYA UNIVERSITY January 14, 2013

Bachelor Degree Final Year Project in Information Technology

INFORNATION TECHNOLOGY 2005 GC | 4.3 Functional Requirement 1


Authors Cheru Haile

Wubetu Barud

Melkamu Abetu

Major Advisor Mr.Dennis

Co-Advisor Mr.Getahun

------------------------------------------------------------------------------------------------------------

College of Computing and Informatics

Haramaya University

P.O. Box 138, Dire Dawa, Ethiopia

June 2013



ACKNOWLEDGEMENTFirst, we would to thank God who helps us to finish this project. Next to God, we

would to thank our family and, advisor Mr. Dennis who helps us by forwarding

different ideas and orders to us in all our activities. In addition, we would to thank

Mr. Mandaye who is the head of human resource management in Haramaya

University. He helped us by giving information about the current system.



Abstraction

This project examines the issues related to Haramaya University Human Resource

Management system. This project objective is devoted to be computerized

Haramaya university human resource management system and also to keep

employee information in efficient, reliable and secured way, consume and

minimize time wasted to get services, get employee information as quickly as

possible when an authorized person wants some task related to employer,

computerize employee registration system. That is to say employers will not have

and to be with their “paper” registration. Once they have registered, every

authorized person can view their registration form and increase ease of information

exchange between each of authorized members of the university. This will enable

the university to give appropriate and efficient services to its employee and

keeping employee information in a well-organized and secured way. This system

will be implemented by using Asp.Net or C#, database, and Microsoft word 2007

for documentation part., Microsoft Visio 2007 for designing part. Visual studio

2010 for graphical User interface of Database, SQL Server Management Studio

Express for storing data in database. Generally, the significance of the proposed

activity to the advancement of knowledge or education is to creating the software

that will be used for Haramaya University Human Resource management and used

for increasing practical working of programming languages on different plat forms.



Table List

List page

Table 1 operational feasibility...................................................................................................................13Table 2 Form of HRM in HU.......................................................................................................................23Table 3 player of existing system...............................................................................................................23Table 4 Business requirement...................................................................................................................26Table 5 Search employee information.......................................................................................................32Table 6 register hired employee information............................................................................................33Table 7 Delete employee information.......................................................................................................34Table 8 Update employee information......................................................................................................35Table 9 generate report employee information........................................................................................36Table 10 create account............................................................................................................................36Table 11 user login form............................................................................................................................37Table 12 Description of the class type architecture...................................................................................53



Figure List

List page

Figure 1 schedule.......................................................................................................................................16Figure 2 Use case diagram.........................................................................................................................32Figure 3 Sequence diagram for generating report use case......................................................................40Figure 4 Sequence diagram for search use case........................................................................................41Figure 5 Sequence diagram for hiring new employee use case.................................................................42Figure 6 Sequence diagram for dismissing employee from the database use case...................................43Figure 7 sequence diagram of updating employee information................................................................44Figure 8 class diagram...............................................................................................................................45Figure 9 generate report activity diagram.................................................................................................46Figure 10 Activity Diagram for create user account...................................................................................47Figure 11 activity diagram for modifying Account.....................................................................................48Figure 12 Class type architecture..............................................................................................................52Figure 13 Class modeling of the system....................................................................................................55Figure 14 state chart diagram for general of the system...........................................................................56Figure 15 State chart for hiring new employee information......................................................................57Figure 16 State chart for generating report...............................................................................................58Figure 17 Component diagram..................................................................................................................59Figure 18 Deployment diagram.................................................................................................................60Figure 19 Database design.........................................................................................................................63Figure 20 User interface flow diagram......................................................................................................64Figure 21 Login interface...........................................................................................................................65Figure 22 Create account interface...........................................................................................................65Figure 23 Pre history employee.................................................................................................................66Figure 24 Employee registration interface................................................................................................67



Table contents

Contents pagesChapter One...............................................................................................................................................10

1. 1 BACKGROUND AND INTRODUCTION..................................................................................................10

1.1.1 Background............................................................................................................................10

1.1.2 Introduction...........................................................................................................................11

1.2 Statement of the problem and justification of the system..................................................................12

1.2.1 Problems of the Existing System............................................................................................12

1.2.2 Justification/solution of our proposed system will be:-..........................................................12

1.3 Objective of the Project.......................................................................................................................13

1.3.1 General objective...................................................................................................................13

1.3.1 Specific objective...................................................................................................................13

1.4 Feasibility analysis...............................................................................................................................13

1.4.1Technical feasibility................................................................................................................14

1.4.2 Operational feasibility............................................................................................................14

1.4.3 Economical feasibility............................................................................................................15

1.3.4 Schedule feasibility................................................................................................................16

1.4 Significant of the project.....................................................................................................................17

1.5 Beneficiary of Project..........................................................................................................................17

1.6 Method and Tools................................................................................................................................17

1.6.1 Data source and data collection methods...............................................................................17

1.7 System analysis and design methods...................................................................................................18

1.8 System implementation methods........................................................................................................18

1.9 Development environment and programming tools...........................................................................19

1.9.1 Data Modeling Tools..............................................................................................................20

1.9.2 Operating environment..........................................................................................................20

1.10 Scope of the project..........................................................................................................................20

1.11 Limitation of Project..........................................................................................................................21

1.12 Assumption and Constraint...............................................................................................................21

1.12.1 Assumptions........................................................................................................................21



1.12.2Constraints...........................................................................................................................22

Chapter Two..............................................................................................................................................23

2.1 Existing System Description.................................................................................................................23

2.2 Forms and documents used in the existing system.............................................................................24

2.3 Report generating in the existing system............................................................................................24

2.4 Players of the existing system..............................................................................................................24

2.5 Problem of existing system..................................................................................................................25

2.6 Alternative solutions............................................................................................................................27

2.7 Option analysis and the proposed system...........................................................................................27

2.8 System requirement of the new system..............................................................................................27

2.8.1 Budget...................................................................................................................................27

2.8.2 Functional requirement.........................................................................................................28

8.2.3 Non-Functional Requirements................................................................................................29

CHAPTER THREE........................................................................................................................................30

3.1 OBJECT ORENTED ANALYSIS................................................................................................................30

3.1.3 Introduction...........................................................................................................................30

3.2 Essential use case modeling................................................................................................................30

3.2.1 Actor identification................................................................................................................31

3.2.2 Use case diagram...................................................................................................................31

3.2.3 Description of the use cases...................................................................................................33

3.3 Sequence Diagram...............................................................................................................................38

3.3.1 Sequence Diagram to Create Account/Login...........................................................................38

3.3.2 Sequence and collaboration diagram.....................................................................................40

3.4 Class diagram.......................................................................................................................................45

3.5 Activity Diagram..................................................................................................................................46

3.5.1 Generate report.....................................................................................................................46

3.5.2 Create user account...............................................................................................................47

3.5.3 Activity diagram for modifying Account/login........................................................................48

3.6 User interface prototyping..................................................................................................................48

Chapter Four..............................................................................................................................................49

4.1 System Design.....................................................................................................................................49



4.1.1Introduction...........................................................................................................................49

4.2 Design Goals for HRM system..............................................................................................................49

4.3 Functional Requirement......................................................................................................................50

4.4 Non-Functional Requirements.............................................................................................................51

4.5 Class type architecture........................................................................................................................52

4.6 Class modeling ....................................................................................................................................55

4.7 State chart diagram.............................................................................................................................56

4.8 Component modeling..........................................................................................................................58

4.9 Deployment modeling.........................................................................................................................60

4.10 Object design Model..........................................................................................................................61

4.11 Object design trade-off......................................................................................................................61

4.12 Database design................................................................................................................................62

4.13 User interface design.........................................................................................................................64

4.13.1 User interface flow diagram.................................................................................................64

4.14 User interface procedural design.......................................................................................................65

4.14.1 Login form...........................................................................................................................65

4.14.2 Create account form............................................................................................................65

4.14.3 Pre history form...................................................................................................................66

4.14.4 Employee Registration form.................................................................................................67

Appendix...................................................................................................................................................68

Definition, acronyms and abbreviation.....................................................................................................68



Chapter One

1. 1 BACKGROUND AND INTRODUCTION

1.1.1 Background Haramaya University is among one of the oldest universities in Ethiopia. It is located at

Haramaya town in east Harar zone, 510-kilo meters away from Addis Ababa about 20-kilo

meters from the city of Harar and 40-kilo meters from Dire Dawa.

The university was founded with the help of Oklahoma state university of USA. It received its

first batch of students in 1954, and the new campus was opened in January 1958.

The university was promoted from a college with in Addis Ababa University on may27, 1985 in

to independent university. For many years, the university has been limited to only agricultural

curriculum, but in 1996, it was given permission to open other faculties and departments.

Currently the university has eleven (11) colleges and four (4) Institutions, namely;

Colleges

College of Agriculture and Environmental Science (CAES)

College of Business and Economics (CBE)

College of Law (COL)

College of Veterinary Medicine (CVM)

College of Natural and Computational Science (CNCS)

College of Computing and Informatics (CCI)

College of Social Science and Humanity (CSSH)

College of Health Science (CHS)

College of Educational and Behavioural Science(ECBS)

College of Distance and Continuing Education(CDCE)

College of Medical Science(CMS)

Institutions

Institution of Technology(IOT)

Institution of Pastoral and Agro pastoral Studies(IPAPS)



Institution of Peace and Development Studies(IPDS)

Land Tenure Ineptitude(LTI)

Haramaya University has now three campuses. These are

1. The main campus, where the first milestone was laid is Haramaya campus. This campus

is the nerve center of the university where the offices of management of institutions are

located. Furthermore, the Research and Extension offices and school of Graduate Studies

(SGS) are found on this campus.

2. Harar campus, a newly emerging campus, is found in Harar town where the faculty of

Health science was located in September 2003.

3. Chiro campus, which is found in Chiro (Asebe Teferi).

1.1.2 IntroductionDatabase systems are designed to manage large bodies of information. Management of data

involves both defining structures for storage of information and providing mechanisms for the

manipulation of information. In addition, the database system must ensure the safety of the

information stored, despite system crashes or attempts at unauthorized access.

It is obvious that in all Ethiopian higher institutions Information Communication Technology is

not introduced as much as it is expected to be. Almost all activities are going on manually, which

leads to wastage of time, labor, accuracy, and speed. It is known that Human Resource is the

backbone of university, so it should be advanced and computerized to provide the required

services and well organized of all information of the employee system. Human Resource

management is a strategic and coherent approach to the management of an organization’s most

valued asset. The people working there whom individually and collectively contribute to the

achievement of the organization mission and goals.

Therefore, we have decided to develop computerized Human Resource Management system for

Haramaya University that overcomes the problems of the existing manual system, data

redundancy and to reduce wastage of human lobber. Our new system enables both the university

and the employee to efficiently use their time and resources. The systems we are developing are

more efficient, reliable, and give mechanism of controlling the resources.



1.2 Statement of the problem and justification of the system

1.2.1 Problems of the Existing System Haramaya university human resource management system has many problems associated with

each. As we have seen in the above subtopic, the current system is working manually. So this

manual system has different problems.

Poor file keeping system

Because of employee information are being written on paper, they may be damaged or someone

may pick them out from the shelf carelessly.

No backup system is introduced

If one’s employee information is lost, it is difficult to get its copy. This leads employee to suffer

a lot, even though they do what they are expected to do.

Wastage of time and resource

As a result of employee information are not arranged in a defined manner, it is much difficult to

find a record associated with specific employee. Beside the time wasted workers assigned to

these offices may get Bored, giving an inappropriate service to the employee.

In general, HRM used to have manual system where they had to collect applications from

employees and maintain a ledger for each and every employee in order to keep their records.

This entire exercise was extremely time consuming and more over it had high probability for

data discrepancies.

1.2.2 Justification/solution of our proposed system will be:- Provide better database, so that only authorized body access the employee information

Everything is documented on the computer so that it will reduce the time, cost and resource

wastage that was found in the existing manual system.



1.3 Objective of the Project

1.3.1 General objective In many organizations, customers are secured according to the information they give to each of

the departments of that organization .customer data are flown according to the relationship that

exists between organization departments and paper files reside in the department they belong. To

get what they are in need customers should “flow” together with their information which are to

be stored exposed to many risks. To overcome these problems the best way advised should

definitely be is automated or computerized system which helps us in introducing good quality

services to customers and reliable data keeping system.

In general, our project objective is devoted to computerized haramaya university human

resource management system. This will enable the university to give appropriate and efficient

services to its employee and keeping employee information in a well-organized and secured way.

1.3.1 Specific objective Included in the general objective, our project is also expected to fulfill or achieve the following

specific objective.

To keep employee information in efficient, reliable and secured way.

To consume and minimize time wasted to get services

To get employee information as quickly as possible when an authorized person wants

some task related to employer

Computerized employee registration system. That is to say employers will not have

and to be with their “paper” registration. Once they have registered, every authorized

person can view their registration form.

To increase ease of information exchange between each of authorized members of the

university.

1.4 Feasibility analysisOur project first we should have to clearly notify the feasibility of the system that we are going

to implement, because without fulfilling feasibility factors (i.e. the economical, technical,



operational, and schedule feasibility) our proposed system cannot be said a good system. So in

all angles the new system should have to be feasible. The feasibility factors of our project are: -

Economic feasibility

Technical feasibility

Operational feasibility and

Schedule feasibility

1.4.1Technical feasibilityIn technical feasibility, we should notify that our new system can implement with current

technology and the customer has enough experience using that technology. Technical feasibility

addresses three main things:

Is the technology practical

Do we currently passes the necessary technology

The ability to do on the technologies

Our system is technically feasible. It assess the organization‘s ability to construct the system i.e.

developed in user friendly manner.

We are using currently available technologies such as:

Microsoft Visual studio .Net 2010

SQL Server Management Studio Express

Nero burner 8

Microsoft office 2007

Window 7

Microsoft Visio 2007

In addition, the development groups have the technical capability of using the above-mentioned

software.

1.4.2 Operational feasibilityOur project creates a good environment towards the user of our system. The following table

shows how much the existing system problem is solved:



No Problems with the existing system Problem solving capacity of the new system

graded out of 5

1 2 3 4 5

1 Employee management

2 Wastage of time

3 Easy operation on Annual leave

4 Report generationTable 1 operational feasibility

4+5+4+5=18

18 out of 20

18/20*100%=90%

As we can see from the operational feasibility analysis chart, the newly proposed system can

solve about 90% of the problem.

1.4.3 Economical feasibilityEconomic feasibility addresses the following things: -

a) Tangible benefit

Tangible benefits will fit the following classes:

Increase speed of activities

Error reduction

Improvement of management

b) Intangible benefits

Intangible benefits are as follow:

It minimize the work load of the employee

Improvement of employee moral

Work flow will be efficient

Improve accuracy in critical operations



The total cost of the system

The following are estimated cost of developing the project i.e.

Tangible costs

The tangible costs to be incurred in developing the system are:-

Miscellaneous Cost

System development cost

1.3.4 Schedule feasibilitySchedule feasibility determines whether the proposed system will be completed on the given

schedule or not. Whatever the scarcity of time given for the project, by the internal motivation

and potential of the team members of the project, we surely expect as the project will be

completed on time.

Figure 1 schedule



1.4 Significant of the projectThe new system is expected to bring remarkable change in the Human Resource Management

system. Thus, it will document the employee information in an organized manner. Among this

main significance, some of them are listed below.

To satisfy employee basic needs and service improvement.

Helps to administer employees

To make the system secure from unauthorized access.

To move the universities needs parallel with era of information and communication

technology.

1.5 Beneficiary of Project The new computerized system is expected to provide all employee of academic and

administrative. The major beneficiaries of the system are:

Haramaya University – It will have a system that can assist employee information

system.

Employee- They will be able to know how to effectively monitor employee information

system and can easily assist the users

1.6 Method and ToolsWe have used interview and document analysis in order to determine the information, which is

used in the existing system and very important to develop the automated system.

1.6.1 Data source and data collection methodsInterview

We have gathered information by interviewing the HR officers about the existing Human

resource management system. The questions we have prepared were open ended questions. We

choose this type because we can get detailed information about the current system and also not

to limit the available responses for the question.

Practical observation

Enables us to list out the existing system problems, since it is what we see or observe in reality.



Document analysis

Documents are one of the basic sources for our project development. So, by using this method

almost we got all the necessary information for this project.

Relevant documents and techniques that helps to improve the performance of

Database

To have detailed awareness about our project we will use documents such as books, e-books and

some related previously done projects that are very important to develop our project. During the

analysis of documents, we consider those documents that can bring more features to our system.

1.7 System analysis and design methodsWe have decided to propose this system by raising some problem and draw back with the current

system that is on use. These analyses were done through gathering or collecting data in the

course of traditional mechanisms, organized, structured, and analyzed using object oriented,

system analysis, design tools, and techniques. The tools have helped in building the logical and

the physical model of the system and this in turn has enabled to have a better understanding of

the system. The reason is why we are using object-oriented programming are we can write clear,

more reliable, more easily maintained programs.

We preferred Object-oriented approach for the following advantages: -

To simplify the design and implementation of complex programs.

Increase reusability: support reusability of the system’s code

Increased extensibility: to add and change the existing module without affecting

the rest of the program

To make it easier for teams of designers and programmers to work on

To decrease the burden of maintenance

1.8 System implementation methodsAfter the end of all the system development phases, our system is going to be implemented in the

following way.

First, post the system in the server.

User can select what he/she will do on the menu.



If the user does not have, any knowledge how can use the system you can get

help by clicking help or asked to the technical user.

The proposed system will be opened and our expected audiences will interact

with the system.

1.9 Development environment and programming tools

We use the following System Development Environments for documentation’s and

implementations of the new proposed system. These are:

Microsoft word 2007 for documentation part.

Microsoft Visio 2007 for designing part.

Visual studio 2010 for graphical User interface of Database

SQL Server Management Studio Express for storing data in database.

In particular C#.NET /ASP.Net

Why we chose C#.net/ASP.Net is that: -

It is latest Language

It uses English like keywords like inherits and end if rather than cryptic

symbols, this makes C#.Net/ASP.Net easier to read

Reduce complexity of code

Fully object oriented

Very versatile

Why we use SQL Server Management Studio Express

We choose SQL Server Management Studio Express because it has the following advantages: -

Concurrent access to data : sharing of database among many users and processes

Integrity of data: validity and accuracy of data SQL server database engine can be

treated to enforce the data a integrity constraints



1.9.1 Data Modeling ToolsA data-modeling tool helps us to model or illustrate a Database. That is to design graphic

diagram. It is one of UML model. The technique and notation with in UML includes:

Use cases, which represent the functional requirement or “what” of the system.

Class diagrams, which show the static structure of data and the operations that act on the

data.

Activity diagram.

Sequence diagram, which represent dynamic model of interaction between objects.

1.9.2 Operating environment Hardware requirements

Any computer from a vendor which can support windows XP or windows 7

and with the following minimum specifications

80 GB Hard disk

512 MB RAM

Printer: - for printing documentation

Software requirements

Visual studio 2010.Net frame work

SQL Server Management Studio Express: - for the sec of database

Burner: - for using back up CD’s

Microsoft office 2007:- for importing and exporting reports

Window xp or 7 Operating system

1.10 Scope of the projectGenerally, our project is limited to the data processing of employer’s information starting from

registration up to pension time or leaving the organization by any means.

Our scope is to develop system that:-

Register new employees

Calculating annual leave of employers



Evaluating performance of employers

Generating report about employers

Employee management (Inserting , updating, searching, and others)

Disallowing unauthorized access

Leave the organization by any means.

1.11 Limitation of Project Due to the small amount of budget to develop full Human Resource management system, our

system is limited to perform the tasks, which are listed on the scope.

After the system is developed, it will be installed on the server computer and distributed for other

clients over the network. However, due to the lack of the server computer of HRM, we test the

system in our computer.

The system cannot be connecting to the finance system. Therefore, there is no communication

with finance through the system.

This system cannot capable the people who is illiterate and blindness.

1.12 Assumption and ConstraintSome of the problems that we might face while doing this project will include-

Damage the hard ware computer that we work on

Attacking computer by virus

Shortage of equipment

1.12.1 Assumptions So that the above problems might require some kind of management and we have some methods

down:-

Project Environment

All the team member have positive thinking to develop the project and work cooperatively each

other for the success to the project that will solve the problem of manual working of the HRM.



As much as possible we will try to use day and nights for successful our target.

Resource

The project members have technical expertise for the following resource

We will have backup CD so that their will not be loss of data

We will use antivirus if we get the updated one

1.12.2ConstraintsWhen developing and implementing the system the constraints we might face are :-

Since our development environment is .NET, framework the system will

only run on windows environment.

Since the system is web application, we should have to install the system

in server computer.



Chapter Two

2.1 Existing System Description

Figure 2 structure of HUHR office

In this department, there is a head and it divides in to two branches these are academic relative

and administrative relative. Both store their records in the record office.

Academic relative operates related to academic employee of the university. This is starting from

being an employee (requiting) up to unemployed. This includes while the university wants to an

employee in the academic issue listed out a vacancy announcement in the board of

announcement and website of the university. Then it registers the competitive persons then

operates essential process at last it selects the appropriate person. From this it opens a new file

with new file number. Then the file has different documents including vacancy announcement,

pre history, employee form, health status, and different letters. After opening a document the

head of human resource management wrote a letter to the new employee that describes he/she is

accepted by the university in the field of his/her profession. Copy of this letter is putted in to file.

After he/she is recognized by the head, of human resource the employee starts to check up


Human Resource head

Academic Human Resource relative

Administrative Human resource relative

Record office


his/her health status then the copy of this health status is also putted in the file. After that it

registers the employed form. All the activities listed in the above are done manually. The same to

that administrative relative is also worked the same way but it is worked related to administrative

employees.

Both administrative and academic relatives store their record in record office. As we have

written above the work is done manually. The record office stores all employed files.

2.2 Forms and documents used in the existing systemThere are different forms and reports used by the HRM of Haramaya University for various

purposes. Among the forms and reports used around the leave event services, all of them are

manual. Still some of the forms are used only in Amharic form only while others have English

too.

Number Forms

1 Contract working

2 Job leaving

3 Job permission

4 Educational Staff Academic

5 Academic Staff Registration

6 Academic Staff Learning Inside the Country

7 Academic Staff Learning Outside the CountryTable 2 Form of HRM in HU

2.3 Report generating in the existing systemIn the existing system, the report is generated as the requirement of the organization. The

organization asks the responsible employee to provide report. As we observed and also interview

the HR managements the report generating mechanism is manual, that is any kind of report is

written on paper by human and then it will be transformed for whom it concerns.

2.4 Players of the existing systemPlayers represent external entities that interact with the system.



Since we are mainly concerned only with the HRM life event services given at the agreements

and public record-keeping department, we will deal only with persons involved on those

services.

Here are the players involved:

Player Is part of the

computerized system?

Worker No

Record Officer 1 Yes

Record Officer 2 Yes

Manager No

Financial Personnel NoTable 3 player of existing system

2.5 Problem of existing system The problems of the existing system are described using the PIECES framework. This

framework is used to identify the problems within an existing information system. Therefore, the

problems indicated are dealing only with the existing manual system

Performance

Organized data

The current working system has low level of data organized because the system works all things

in manually documented. Therefore, it consumed time for searching and updated the information

of employee.

Response time

The response time to a given task in the current working system is significantly high due to

The time taken to get the accurate information of employee and different

organizational data takes much time.

Information (and Data)



Outputs

It is difficult to produce needed information out of the database or

manually

Inputs

Data is not accurately captured ,contains errors

Data is captured redundantly, same data is captured more than once

Stored Data

Data is not secure

Data is not well organized

Data is not flexible – not easy to meet new information needs from stored

data

Economics

Costs

May be error occur during filing of the form that increase the cost.

Profits

The Existing system is not aimed at producing profits

Control (and Security)

Too little security or control

Un authorized person can be modify employee information

There is no backup of information about staff

Efficiency

Recording all information by manually is waste of time and

tedious

Information is redundantly generated

Service

The system is inflexible to change

The form is not coordinate with each other



2.6 Alternative solutionsIn order to overcome the current system problems that exist in the functioning of HRM, our

project team members have put down alternative options. These are:

Changing the structure of the manual system in to organized manner

Completely changed manual system in to computerized system without affecting the

structure of the HR.

Developing the activities of the HR management system

2.7 Option analysis and the proposed system In our new proposed system, we are going to develop database for the HRM system that is

capable of controlling the employees.

The other thing in our proposed system that we will allocate unique identification code for each

employee thus there will not be problem of differentiating the same name and father name.

The users including the HR employee are able to search employee form the database at any time

by using identification code or name. Beside all this the authorized employers are capable of

performing operations on employee more easily than before.

2.8 System requirement of the new system

System requirement of the new system defines the capabilities and functions that a system must

be able to perform successfully.

2.8.1 BudgetWe need some requirements during this project work to make the project reliable efficient and

attractive. From this we need the following for our work

No Type Quantity Unit Price in

birr

Total Price in

birr

1 Paper One packet 1 x 110 110

2 Pen Six 3 x 6 18

3 CD-R 2 2 x 5 10



4 Flash disk 1(4GB) 1 x 150 150

5 Print 70(page) 1 x 70 70

6 Mobile card 3 3 x 25 75

Total=433Table 4 Business requirement

2.8.2 Functional requirement Functional requirements are the intended behaviors of the system. This behavior may be

expressed as services, tasks or functions that the system is required to perform. Since we are

going to develop an automating services that are given to the users via web, the system will be

used to manage and process data according to the rule & regulations of the organization. It will

also provide report generation facilities and notify the HU staff when there is an issued case that

helps the administration of the HRM for decision making. The database of the system provides

the following functionality.

Data entry:

This is the functionality that data is entered to the systems. The system serves

different interface that can manage data entry mechanisms in the HRM.

The main data entries are the following:

Registration

Data update

Login

Search information

Load Information

Data processing

The system on input data will provide the following data processing:

staff /employee registration

contract agreement information

Verify the requested information

Report generating

Validate user



Search user request

8.2.3 Non-Functional RequirementsThese requirements do not directly affect the performance of the system but their presence is

useful for the system. A non-functional requirement relates to the technical aspects of system

must fulfill, such as performance-related and reliability issues. Some of the non-functional

requirements are: -

Security Issues:- The system must be protected from being accessed by unauthorized users.The

system must be protected from being accessed by unauthorized users.

To protect employees’ data and system misuse, the system should provide restriction in

using system functionality and information access by its user, i.e. the system uses Role

based authorization technique.

Computer viruses: since the system will be using in every computer of authorized person

viruses can be carried internally and externally to our system. Possible measures that can

be taken include:

Scanning all external storage media for viruses before use.

Installing and using the latest antivirus and providing regular update to the software.

Regular system checking and updating virus definitions.

Use password to login to the system.

Availability: - The system should easily be available at any desired time.

Performance: - The system should be well fit to perform operations clearly without any

problem.

User interface: The system provides database application user interfaces that are compatible

with windows platform. This will minimize the time needed for users to adapt and to use the new

system.



CHAPTER THREE

3.1 OBJECT ORENTED ANALYSIS

3.1.3 Introduction

Object-oriented analysis (OOA) looks at the problem domain, with the aim of producing a

conceptual model of the information that exists in the area being analyzed. Analysis models do

not consider any implementation constraints that might exist, such as concurrency, distribution,

persistence, or how the system is to be built. Implementation constraints are dealt during object-

oriented design (OOD). Analysis is done before the Design

The project team used sources for the analysis such as written requirements statement, a formal

vision document, and interviews with stakeholders or other interested parties. The system may be

divided into multiple domains, representing different business, technological, or other areas of

interest, each of which are analyzed separately.

The result of object-oriented analysis is a description of what the system is functionally required

to do, in the form of a conceptual model. That will typically be presented as a set of use cases,

UML class diagrams, and a number of interaction diagrams. It also includes some kind of user

interface prototype. The purpose of object oriented analysis is to develop a model that describes

computer software (Website) as it works to satisfy a set of customer defined requirements.

3.2 Essential use case modeling

An essential use case, sometimes called a business use case, is a simplified, abstract, generalized

use case that captures the intentions of a user in a technology and implementation independent

manner. A fully documented essential use case is a structured narrative, expressed in the

language of the application domain and of users, comprising a simplified, abstract, technology-

free and implementation-independent description.



3.2.1 Actor identificationAn actor represents a coherent set of roles that are entities external to the system can play in

using the system, rather than representing a particular individual. An actor represents a type of

users of the system or external systems that the system interacts with.

For our new system actors that we identified are: -

Head of HR

Academic HR

Administrative HR

3.2.2 Use case diagram

A use case diagram illustrates a set of use cases for a system, the actors of these use cases, the

relations between the actors and these use cases, and the relations among the use cases.

The following are the use cases identified for developing use case diagram of the both

administrative and academic human resource management system: -

Registered Hired employee

Update employee information

Search employee information

Delete employee information

Calculating annual leave of employers

Evaluating performance of employers



Figure 2 Use case diagram



3.2.3 Description of the use casesName Search employee information

Id Uc1

Actor HR head, Academic HR and Administrative HR

Description Allow all actors (HR head, Academic HR and Administrative HR to search

for employee information

Precondition they should have an account in the system

Post condition user and librarian will get the requested information

Basic course of

action

1. HR head ,Academic HR or Administrative HR want to

search employee information

2. They selects the way of searching means, that is by employee

id ,name or other type

3. They types what they want to search

4. The system display the information needed

5. The use case ends

Alternative

course

of action

A. If the item that is going to be searched for is not available, system displays

search not successful

Table 5 Search employee information

Name Register Hired employee

Id Uc2


Description Allow HR to require new employee in to the database

Precondition the HR Employee (Academic HR and Administrative HR) must be an

authorized to perform this activity i.e. they should have an account

Post condition the employee will be hiring or inserted in to the database

Basic course of

action

1. Authorized HR employee( Academic HR and Administrative

HR) want to require new employee in to database

2. HR Employee enter username and password to the system in



order to login

3. The system verifies the HR employee is legal or not to enter

to this operation

4. The HR employee selects the place for the employee to be

inserted

5. HR Employee inserts the employee in to the system

6. The system checks the validity of the employee information

inserted

7. The system register the employee in to the database


Alternative

course

of action

A3. If the HR employee username and password is incorrect system displays

incorrect username or password and displays try again

A7. If the detail of the employee that is going to be inserted is incorrect the

system displays invalid entry

Table 6 register hired employee information

Name Delete employee information

Id Uc3

Actor HR head ,Academic HR and Administrative HR

Description Allow HR head, Academic HR and Administrative HR dismiss employee

from the database. May be she/he leave the organization

Precondition they must be an authorized to perform this activity i.e. they should have an

account

Post condition the employee will be dismissed from the database

Basic course of

action

1. Authorized HR employee want to dismiss employee from

the database

2. They enter username and password to the system


to this operation



4. They selects the place of the employee to be dismissed

5. They selects the type of the employee to be dismissed

6. They type the employee name or id to be dismissed

7. The system dismissed the employee the database


Alternative

course

of action

A3. If the HR employee username and password is incorrect system displays

incorrect username or password and displays try again.

A7. If the employee that is going to be dismissed is incorrect the system

displays there is no item with this code

Table 7 Delete employee information

Name Update employee information

Id Uc4


Description Allow HR employee to modify employee information from the database

Precondition the HR employee must be an authorized to perform this activity

Post condition the employee information will be updated

Basic course of

action

1. Authorized HR employee want to update employee

information

2. HR employee enter username and password to the system


to this operation

4. The HR employee selects the place of the employee

information to be updated

5. The HR employee selects the type of the employee

information to be updated

6. The HR employee writes the employee information to be

updated



7. The HR employee modify the detail of the employee

information

8. The system save changes made by the HR employee


Alternative

course

of action

A. If the HR employee username and password is incorrect

A3.The system displays incorrect username or password and displays try

again.

A9. The user re enters the user name and password

A10. The use case continues from step 4Table 8 Update employee information

Name Generate report

Id Uc5


Description Allow HR employee to generate report

Precondition the HR employee must be an authorized to perform this activity

Post condition report will be generated

Basic course of

action

1. HR employee want to generate report

2. HR employee enter username and password to the system

3. The system verifies the HR employee is legal to generate

report

4. The HR employee selects the place for report

5. The HR employee selects operation for which report to be

generated

6. The system displays the needed information

7. The HR employee inform the system to generate a report

8. The system generates the report


Alternative A. If the HR employee username and password is incorrect



course

of action A3.The system displays incorrect username or password and displays try

again.

A9. The user re enters the user name and password

A10. The use case continues from step 4Table 9 generate report employee information

Name Create Account

Id Uc6

Actor HR Administrator

Description Allow HR Administrator to create account for the HR employers

Precondition HR Administrator must be authorized

Post condition Account is created

Basic course of

action

1. HR Administrator want to Create Account

2. HR Administrator login as admin

3. Click on create account tab

4. Fill the account information

5. Click create button

6. Use case ends

Alternative

course

of action

A2. If the HR Administrator is not authorized, the login fails

A5. If the account information is not correct or not full the create account will

fail

Table 10 create account



Name Login

Id UC7


Description Users will authenticated and taken to their own user interface

Precondition Users must get an account from the system administrator(HR head)

Post

condition

User is authenticated and taken to his/her own user interface

Basic Course

of Action

1. The user opens the main home page by writing the URL of the website

2. the system display the Main Home page

3. The user inputs user name, password and submits

4. The system validates the account and displays the user require

information.

5. use case ends

Alternative

Course

of Action

A If the login name or password is invalid

A 4.The system displays invalid user name or password message

A 5.The user re enters the user name and password

A 6.The use case continues from step 4

Table 11 user login form

3.3 Sequence DiagramFrom the use case diagrams shown in the previous section the sequence diagrams of the system

are shown as follows.

3.3.1 Sequence Diagram to Create Account/Login Logically the create account or login form is functions like a below sequence or order.

1. Create account menu.

2. Generate account form.

3. Display account form.

4. Account form.

5. Click ok.



6. Validate account form.

7. Display error report

8. Save account information.

9. Error report.

10. Display acknowledgment.

11. Acknowledgment.

12. Close account form or go to the next form.

3.3.2 Sequence and collaboration diagram

Figure 3 Sequence diagram for generating report use case



Figure 4 Sequence diagram for search use case



Figure 5 Sequence diagram for hiring new employee use case



Figure 6 Sequence diagram for dismissing employee from the database use case



Figure 7 sequence diagram of updating employee information



3.4 Class diagram

Figure 8 class diagram

Notice:- all tables relations are one to one.



3.5 Activity DiagramUML activity diagrams are used to document the logic of a single operation/method, a single use

case, or the flow of a business process

3.5.1 Generate report

Figure 9 generate report activity diagram



3.5.2 Create user account

Fig 3.9. Activity Diagram for create user account.

The above activity diagram shows the work flow that is followed in order to create user account.

The system requests the administrator to enter username, password and re-enter the password

and privilege again to confirm that it is accepted. If it is success it is saved and display

acknowledgment if not it display an error message.


Figure 10 Activity Diagram for create user account


3.5.3 Activity diagram for modifying Account/login

Fig 3.10. activity diagram for modifying Account

3.6 User interface prototyping Creating a user interface generally consists of three steps: -

Create the user interface objects (such as buttons, labels)

Link or assign the appropriate actions to these user interface objects and their

events

Test, debug then add more by going back to step 1


Figure 11 activity diagram for modifying Account


Chapter Four

4.1 System Design

4.1.1Introduction

System design is the transformation of the analysis model into a system design model. Up to now

we were in the problem domain. System design is the first part to get into the solution domain in

a software development. This chapter focuses on transforming the analysis model into the design

model that takes into account the nonfunctional requirements and constraints described in the

problem statement and requirement analysis sections discussed earlier.

The purpose of designing is to show the direction how the system is built and to obtain clear and

enough information needed to drive the actual implementation of the system. It is based on

understanding of the model the software built on. The objectives of design are to model the

system with high quality. Implementing of high quality system depend on the nature of design

created by the designer. If one want to changes to the system after it has been put in to operation

depends on the quality of the system design. So if the system is design effetely, it will be easy to

make changes to it.

4.2 Design Goals for HRM system

The main aim of the design is to show the different type of class type architecture such as user

interface, process/control, business/domain, persistence and system layers and also different

types of system modeling techniques that are used for the implementation of the system such as

class, state chart, component, and deployment modeling. Also some system design techniques

such as user interface, training and maintenance designs are also to be covered in this design

chapter. The design goals are derived from non-functional requirements that means non-

functional requirement is the description of the feature characteristics and attribute of the system

as well as any constraints that may limit the boundary of the proposed solution.

Design goals describe the qualities of the system that the developers should consider.

i. Reliability: HUHRMS system should be reliable.



ii. Fault Tolerance: HUHRMS system should be fault tolerant to loss of

connectivity with the service.

iii. Security: HUHRMS system should be secured, i.e., not allow other users or

unauthorized users to access data that has no the right to access it.

iv. Modifiability: HUHRMS system should be modifiable for further modification and

enhancement of the application.

v. Performance: - The system should respond fast with high throughput, i.e. it

should

Perform annual leave and report generation in a time less than 2 minutes.

vi. Cost: - The system should be developed with minimum cost possible. In reality

there is

always trade-offs or disadvantages and therefore from its previous experience the

University prefers to invest more on development cost than maintenance cost to

minimize bugs which may appear at the later stage.

vii. End User Criteria: - The system should have simple and understandable

graphical user Interface such as forms and buttons, which have descriptive names. It

should give reliable response for each user request at least before the session

expires. All the interfaces, forms and buttons are written or designed in a simple

language or common language so that the user can access it without any difficult.

4.3 Functional Requirement

Functional Requirements should include:

Descriptions of data to be entered into the system

Descriptions of operations performed by each screen

Descriptions of work-flows performed by the system

Descriptions of system reports or other outputs

Who can enter the data into the system



4.4 Non-Functional RequirementsThese requirements do not directly affect the performance of the system but their presence is

useful for the system. A non-functional requirement relates to the technical aspects of system

must fulfill, such as performance-related and reliability issues.

Some of the non- functional requirements are:

Security Issues:- The system must be protected from being accessed by unauthorized users.

The system must be protected from being accessed by unauthorized users.

To protect employees’ data and system misuse, the system should provide restriction in

using system functionality and information access by its user, i.e. the system uses Role

based authorization technique.

Computer viruses: since the system will be using in every computer of authorized person

viruses can be carried internally and externally to our system. Possible measures that can

be taken include:

Scanning all external storage media for viruses before use.

Installing and using the latest antivirus and providing regular update to the software.

Regular system checking and updating virus definitions.

Use password to login to the system.

Availability: - The system should easily be available at any desired time.

Performance: - The system should be well fit to perform operations clearly without any

problem.

User interface: The system provides database application user interfaces that are compatible

with windows platform. This will minimize the time needed for users to adapt and to use the

new system



4.5 Class type architecture

Figure 12 Class type architecture



Description of the 5 above layers

Layer Description Skill set

Interface This layer wraps access to the logic of our

system. There are two categories of

interface class: – user interface (UI)

classes that provide people access to our

system and system interface (SI) classes

that provide access to external systems to

our system.

For user interfaces:

User interface design skills

Usability skills

Ability to work closely with

stakeholders

For system interfaces:

API design skills

Legacy analysis skills

Domain This layer implements the concepts

relevant to our business domain such as

dormitory administrator or Seminar,

focusing on the data aspects of the

business objects, plus behaviors specific

to individual objects.

Analysis skills to identify

domain classes

Design skills to determine

how to implement the domain

classes

Domain modeling skills, in

particular UML class modeling

Process The process layer implements business

logic that involves collaborating with

several domain classes or even other

process classes in the system.


process classes and process logic

Design skills to determine

how to implement the process

classes

Modeling skills, in particular

modeling, flow, and sequence

diagramming

Persistenc Persistence layers encapsulate the Object/relational(O/R)



e capability to store, retrieve, and delete

objects/data permanently without

revealing details of the underlying storage

technology in the system. Often

implement between object schema and

database schema and there are various

available to us.

mapping

Architectural skills so we

can choose the right database

encapsulation strategy


class modeling and physical data

modeling

System System classes provide operating-system-

specific functionality for our applications,

isolating our software from the operating

system (OS) by wrapping OS-specific

features, increasing the portability of our

application.


what needs to be built

Architectural and design

skills to determine how to

implement the classes


class modeling, sequence

diagramming, and state modeling

Table 12 Description of the class type architecture



4.6 Class modeling

Figure 13 Class modeling of the system



4.7 State chart diagram

A state chart diagram depicts the dynamic behavior of an entity based on its response to events

showing how the entity reacts to various events depending on the current state.

It models the life cycle of a single object. It depicts the different states an object can have, the

events that cause the object to change state over time and the rules govern the objects transition

between states.

Fig 4.3.


Figure 14 state chart diagram for general of the system


Figure 15 State chart for hiring new employee information



Figure 16 State chart for generating report

4.8 Component modeling

Component diagram are implementation type diagram that are used to graphically depict the

graphical architecture of the software of the system. They can be used to show how the

programming code is divided in to module or component and to depict the dependences between

those components.



Figure 17 Component diagram



4.9 Deployment modeling

Deployment diagram are implementation type diagrams that describes the physical architecture

of the hardware and the software in the system. They depict the software component, processor,

and devices that make up the system architecture.

Figure 18 Deployment diagram



4.10 Object design ModelHUHRMS is a system to be developed to change the manual system into computerized. It will

have user-friendly interfaces to interact with the users easily. User will type their user name and

password on the login form and the system will check the validity of the user in the database. If a

match is found the user will be allowed to access the system with the privilege level assigned to

him/her. If a match is not found in the database the system will display a message telling the user

to re-enter the user name and password or else service will be denied. System design reduces the

gap between the problem and the machine by defining a hardware and software platform that

provides a higher level of abstraction than the computer hardware. During object design, we

refine the analysis and system design models identify new objects, and close the gap between the

application object and off-the-shelf components. This includes identification of custom objects

and the precise specification of each subsystem interface and class. As a result, the object design

model can be partitioned into set of classes such that individual developers can implement them.

4.11 Object design trade-offPerformance

We will try our best in order to solve the drawbacks of the organization work by automating their

system. The performance of the system includes response time, the ability and speed of the

system while the system is running like log in, registration, searching etc.

Durability

Having the system running with great, speed today does not help users in the future if the system

doesn’t work on newer platforms. Therefore, the new system going to be developed should have

as few dependencies on the platforms but at least .Net framework and SQL server must be

installed.

Flexibility

If the system is flexible it is easy to configure and less tight to get the maximum performance.

Therefore, flexibility is higher priority than performance.

In the object design model section, we present the principal object design concepts below:



4.12 Database design

Database design is the process of producing a detailed data model of a database. This logical data

model contains all the needed logical and physical design choices and physical storage

parameters needed to generate a design in a Data Definition Language, which can then be used to

create a database. A fully attributed data model contains detailed attributes for each entity.

The term database design can be used to describe many different parts of the design of an

overall database system. Principally, and most correctly, it can be thought of as the logical design

of the base data structures used to store the data. In the relational model, these are

the tables and views. In an object database, the entities and relationships map directly to object

classes and named relationships. However, the term database design could also be used to apply

to the overall process of designing, not just the base data structures, but also the forms and

queries used as part of the overall database application within the DBMS.

The process of doing database design generally consists of a number of steps, which will be

carried out by the database designer. Usually, the designer must:

Determine the relationships between the different data elements.

Superimpose(place one thing over another, typically so that both are evident) a logical

structure upon the data on the basis of these relationships



Figure 19 Database design



4.13 User interface designWe have designed user interface in order for the user to easily interact with the system. In our

user interface design we have different forms that show the flow events.

4.13.1 User interface flow diagram

Figure 20 User interface flow diagram



4.14 User interface procedural design

4.14.1 Login form

Figure 21 Login interface

4.14.2 Create account form

Figure 22 Create account interface



4.14.3 Pre history form

Figure 23 Pre history employee



4.14.4 Employee Registration form

Figure 24 Employee registration interface



Appendix

Definition, acronyms and abbreviationThe following are the list of convensions and acronyms in this document and the project as well:

HR Employee: employee of the Human Resource having previlage of performing operations

that require authorization it involves Human Resource head, academic human resource,

administartive human resource.

Academic HR : part of human resource which performs academic human resource.

HR head : the head of human resource office.

Administarative HR : part of human resource which performs administarative human resource.

User: intended users for the software

SQL: structured query language, used to retrieve information from a database

Layer: represents a section of the project

User interface layer: the section of the assignment referring to what the user interacts with

directory

Use case: a broad level diagram of the project showing a basic overview

Interface: something used to communicate a cross different mediums

C#.Net : C_Sharp dot new technology

RAM: random access memory

HU: Haramaya University

HUHRMS: Haramaya University Human Resource Management System.

ASP.Net: Active Server Page dot new technology


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