The state university of Zanzibar

(suza).
DEPARTMENT OF COMPUTER SCIENCE AND
INFORMATION TECHNOLOGY.
Group work project
COURSE CODE:

inf 1211

COURSE NAME:

information system analysis

LECTURer:

Mr.suleiman hamiar

Date submission:

PARTICIPANTS:

18/5/2015

NAMES

REG.NO

AHMED SUFIAN MAKAME

SIGNATURE

BITAM/2/14/95

..
MKASI I-SHAK

HAJI

BITAM/2/14/

49

MOHAMMED ZAHOR MOHD

BITAM/2/14/68

TWAHIR BASHIR HASSAN

BITAM/2/14/55

IBRAHIM KHALID

BITAM/2/14/

85

SEIF MOHAMED

BITAM/2/14/

73

AMELY JONAS MPOGOLO

BITAM/2/14/93

LECTURER
Mr. SULEIMAN H SULEIMAN
SIGNATURE

ACKNOWLEGMENT
It was a great experience working on this project Attendance
Management System (AMS)
. We express our gratitude towards those who were involved with us during
our project activities
We would like to thank all whose names may not have appeared here but
whose contributions have not gone unnoticed. We would like to thank all of
them for their help in different ways.

Table of Contents
DEPARTMENT OF COMPUTER SCIENCE AND INFORMATION
TECHNOLOGY..............................................................................................1
PARTICIPANTS:...........................................................................................2
INTRODUCTION:.........................................................................................4
BACKGROUND:...........................................................................................4
Current System:........................................................................................5
Problems of the current system.............................................................5
Benefits of the proposed system...........................................................6
FEASIBILITY REPORT.................................................................................6
Introduction...............................................................................................7
Techniques used........................................................................................7
Interview.....................................................................................................7
Observation................................................................................................7
Physical examination................................................................................7
Operational feasibility..............................................................................7
Economical feasibility..............................................................................7
Technical feasibility..................................................................................8
METHODOLOGY..........................................................................................8
Functional requirements analysis:.........................................................9
Functional requirements............................................................................9
Non-functional requirements.....................................................................9
Context diagram of proposed system.................................................10
Figure 1 data flow.......................................................................................10
Dataflow diagram level 1............................................................................11
Figure 2 data flow of proposed system.......................................................11
Figure 3 ERD level1.....................................................................................12
Use Case diagram...................................................................................13
Figure 4 use case........................................................................................13
INDIVIDUAL REPORT...............................................................................13
AHMED SUFIAN MAKAME.......................................................................15
TWAHIR B. HASSAN.................................................................................17
SEIF MOHAMED NASSOR........................................................................18
MOHAMMED ZAHOR MOHD..................................................................19
IBRAHIM KHALID SALUM........................................................................20
MKASI IS-HAKA HAJI................................................................................21
AMELY JONAS MPOGOLO........................................................................22

INTRODUCTION:
4

BACKGROUND:
ATTENDANCE MANAGEMENT SYSTEM (AMS)
Over a period from the age of industrialization attendance still
remains a critical function that concerns every Human Resource manager.
Businesses always needs to keep a track of employees, Monitoring
attendance helps an employer to be able to know which employees arrive
early, which arrive late and who has the most absences without any valid
reason and also to be able to calculate the working hours of the employee
so as to receive their overall payment. This could help an employer in
deciding which employees are effective within the business.
There are many ways in which an organization can monitor
attendance. They may vary from business to business, some may just use
an attendance sheet, some may use online and recently a lot of
businesses have been using Access Card devices and finger print
recognition (Biometric) which can be very reliable.
This report based on the research that we conducted at Zainab Bottlers
Company which has the problem in attendance management system.
Current System:
The current system used within the Zainab Bottlers Company is manual
which uses books in which employee may sign when they enter the premises
and sign when they go out of the organizational premises. Each day the
Human Resource officer has to take the book and records the attendance in
his computer by using the Microsoft excels application.

Problems of the current system

Current system is completely manual and complex (un-computerized
system).
This is because they use an outdated system in their attendance recording
system, they use books and papers which are rough and hard to maintain,
which may lead the following problems: Easy to cheat; according to the current system employees can sign on
behalf of others who are not present within company premises.
Time consuming; it is too complex to record for the Human Resource
officer whereby he/she should take book from the watchman and then
fill that information within a computer by using Microsoft excel.
Higher risk of losing data; the first means of recording the data is
through books and papers where they are kept in rough conditions.
Therefore it could be hard to maintain and store safely.
5

 High risk of misplacing data; the way of recording data manually in

computer from books, there is high possibility of misplacing data
among employees.
Consume a lot of cost, increase the operation costs whereby they will
need to purchase books, papers as well as paying someone to do that
job of recording.

Proposed system
The new proposed system will allow the automatic attendance record
management in which an employee will be allow to fill his/her information
through biometric devices. This system will record the accurate hours an
employee enter the premises, go out and in for break and the time he leaves
the premises as well as it will calculate the overtime hours in which the
employee uses according to the known reasons.

Benefits of the proposed system

Due to the problems available in the current attendance system, we realized
that the proposed Attendance Management System (AMS) can have different
benefits which can also solve the above problems:
Having modern and reliable system which provide efficient and
effectiveness of the business operations (computerized system).
Providing security, where by each person has his/her own ID and
should attend physically to acquire authorization and also can solve
cheating practices.
Providing an accurate data, this system will help in recording an
accurate information where by the time will be recorded accurately.
Safe storage of information. Through a computerized system data will
be kept automatically and also it will be easier to make a backup for
the future means through external storage devices like external hard
disk, DVDs/CDs or server instead of tangible files and that can be
easily distorted by rain, fire or theft.

FEASIBILITY REPORT
Introduction
This chapter shows activities and steps used in data collection which
promote the designing of the proposed system. The process of data
collection was taking place in Zainab Bottlers Company located at Mombasa,
Zanzibar Street near Buddas Garrage at Tomondo road.

Techniques used
During the identification of requirements we used different techniques so as
to acquire accurate information.
We used methods like interview and observation so as to attain the
appropriate and relevant data according to the system requirements. Those
methods are explained as follows:-

Interview
In this method we asked employees face to face on several questions
concerning their current Attendance System and how it works, those
participants are Human resource officer, accountant, watchman, and other
workers from production and suppliers area.

Observation
We used this method and we observed many aspects which hinder the
overall attendance activities, among the things that we observed are: The office becoming like a dump by having bundles of attendance
books and papers.
Late receiving of the attendance records, whereby there is no time for
the Human Resource officer to record those information while the time
for leaving the office the book is still been used.

Physical examination
When we were processed with our feasibility study in section of data we
examine some of documents, manual procedures and other documents. They
showed us some of their documents such as books, papers and Microsoft
excel which they are using.
7

Feasibility study
The feasibility of proposed system can be evaluated in these terms:

Operational feasibility
Our client have experienced a heavy problem in monitoring the attendance
for a long time, so due to that they are ready to occupy the new method of
operation which is computerized system, they have ability to use the
attendance management system because they have some computer skills as
well as we will provide some training on how to use it.

Economical feasibility
Zainab Bottlers Company has already requested the Biometric devices and
materials needed to accomplish the system to work properly.

Technical feasibility
Technically due to their computer skills and training from our team they can
afford to operate and maintain the system; also they have a conducive
environment due to the availability of computers and ability to buy various
software and equipments.

METHODOLOGY
The methodologies are:
Rapid Application Development: model is based on prototyping and
iterative development with no specific planning involved. The process
of writing the software itself involves the planning required for
developing the product.
Object oriented modeling: Object-oriented (O-O) analysis and design is
an approach that is intended to facilitate the development. Objectoriented techniques are thought to work well in situations in which
complicated information systems are undergoing continuous
maintenance, adaptation, and redesign.
Advantages of OOP
o Faster development
o Higher quality
o Easier maintenance
o Increased scalability
o Better information structure
Structure modeling: is a set of techniques and graphical tools that
allow the analyst to develop a new kind of system specification that
8

are easily understandable to the user.

Advantages of structure
modeling:
o Provides a clear framework that defines and divides important
activities
o Can be applied to both small and large projects
o Division of labor is easier to facilitate
Comparisons of those methodologies are:
The analyst needs to understand the organization first.
The analyst or project team needs to budget their time and resources
and develop a project proposal.
Gathering detailed data currently and sample data from existing
reports and observes how business is transacted.
In our project we preferred to use object oriented and structured
methodology this is because:
Both methodologies techniques use graphical design and graphical
tools to analyze and model the requirements.
Both techniques provide a systematic step-by-step process for
developers
Both techniques focus on documentation of the requirements

Functional requirements analysis: In our proposed system will need

these requirements both functional and non functional.

Functional requirements
Our proposed system should provide login form for better security.
The system should allow only administrator, manager and HR officer
(accountant).
The system should block all restricted user from login to the system
The system should provide reports to the accessed user.
System should be able to select (according to the queries) the selected
employee.
The system should update employee data

Non-functional requirements
The system should be user friendly.
The system should be available at any time.

The system should be able to store all the data in its database.

Context diagram of proposed system

10

Figure 1 data flow

Dataflow diagram level 1

11

Figure 2 data flow of proposed system

ENTITY RELATION DIAGRAM (ERD)

12

Figure 3 ERD level1

Use Case diagram

13

Figure 4 use case

INDIVIDUAL REPORT
Names
SEI
Tasks
F
Cover page

Table of contents

Introduction
Problem

AHME
D

IBRAHI
M

TWAHI
R

MKAS AMELY
I

14

MOHAMMED

Solution

Assumptions

Identification
and Selection
Identify current
system
Identify flaws in
current system
Techniques for
conducting
requirements
Examination of
document
Observation
Interview
Feasibility
study
Technical
feasibility
Operation
feasibility
Economical
feasibility
Schedule
feasibility
Gannt chart
Logical Design
Context diagram
Data
flow
Diagram
Entity
relationship
Diagram
Use
case
diagram
Appendix

15

Documentation

16

17

CONCLUSION
From the research that we conducted at Zainab Bottlers Company we
manage to develop the new computerized system that will help to simplify
the work in terms of managing it employees.
Our system will be improved in the future by upgrading to support in android
platform environment
We recommend the management to use this system that will help to improve
productivity of the company.

18

AHMED SUFIAN MAKAME

EXECUTIVE SUMMARY
This report shows how staff attendance systems is import in an organizations that help to
evaluate employee time table and shift that will be used to calculate the total time that the staff
has attend in the organizations, in this report we conducted a survey at Zainab bottlers located at
Mombasa Zanzibar near Judas workshop, the organization deals with many product such as
water and other soft drinks which controlled under turkeys group of company known as VIGO
,from the research we conducted the organization is willing to use our recommended system in
managing their staffs
INRODUCTION:
In this report it show how to design time attendance management system according the
requirement that gathered from the management, Zainab bottler is under the turkeys group of
company that has more than 200 sfaff,this company deals with the productions of different soft
drinks and many domestically product like flours etc. the main object of this system is to
evaluate time of the staff so as to their wages can be calculated according to their time that they
attend, this system is focused on simplifying the work of human resource officer in terms of staff
attendance record
METHODOLOGY:
In this report the method that used to collect data was done two ways, one was through
observation and other was through questionnaire
ANALYSIS OF RESULTS:
From the data that collected it show that 90% of management is willing to use our recommended
system only 10% is still not yet decided to use our system
95% of staff are able to use the system only 5% not able to use the system so train will be
provided to these
In terms of economically the management will contribute 100% of coast that will be required to
accomplish the system
CONCLUSIONS:
From the above information it shows how crucial and important that attendance management
system is in the organization, although there was many obstacles that occurred during the
accomplishment of this systems but at the end we manage to accomplish
RECOMMENDATIONS:
My recommendations in this system is that the company of turkeys group of company Zainab
bottlers is that they should have human resource management system so as our system to be
integrated with it so all the operations can be performed well

19

TWAHIR B. HASSAN
EXECUTIVE SUMMARY:
Our group has a seven members, we prepared to solve the problem of attendance management in
Zainab Bottlers Co. The group found the data from the company and study well the current
attendance system to analyze a problem and start to solve it. We design a proposed system which
is computerized, that system will use biometric device to input the data, we make feasibility
study of that proposed system. We explore that company can afford to establish and run that
proposed system.
INTRODUCTION:
Many companies face the attendance problem, some employee delay in attends to the job and
others does not attend usually. ZAINAB BOTTLERS COMPANY is one among the company
which has that problem. This problem may cause to loose in productivity. This company has a
manual attendance system and we design a computerized attendance management system.
METHODOLOGY:
In the process of designing proposed computerized system, I with my fellows, we use some
methods in collecting data, in this case I play my role in interview and observation.
Also in designing I play part in Context diagram, Data flow Diagram, Entity relationship
Diagram and Use case diagram
ANALYSE OF RESULT:
As a group we analyzing result of this system as well as we target, and I personally complete my
responsibilities in making assumptions, making solution of such problem, analyze the problem
and identify current system
Identify flaws in current system, economic feasibility, operation feasibility, technical feasibility
and making documentation.
RECOMMENDATION:
I recommend the company to use the propose attendance management system since it can
perform the attendance work effectively and also can simplify the work of manager within the
company.

20

SEIF MOHAMED NASSOR

EXECUTIVE SUMMARY
Firstly I would like to thanks I mightily God for giving me power, ability and strength to
participate on the activities of designing an attendance management system using biometric
device. In reality it was not essay to design a biometric system, I was self motivated during the
process of analyzing the system
I have been participating in differences task in order to recognize the current system problems
and develop the idea of proposed system so as to solve a problem exist in current system.
INTRODUCTIONS
Attendance management system is a system which used to assist the attendance of employees
within organizations. I got a huge knowledge about biometric system how it perform and to
analyst, I have participated in many functions to analysis the system for the purpose of solving
the problems among the activities in which I have been participate were.
METHODOLOGY
During this phase I have participate on examining the current system for the sake of
understanding how data flow in the current system and their problem and examining a new
solution of proposed system not only that but also I have participate on feasibility study.
Feasibility study help me to understand if new system is feasible solutions of the current system
in term of technical and operations of the new system (proposed system) .
Apart from that I have take part in logical designing of the system especial methodologies to be
used and I prefer much to use object oriented methodology and this because it so easy to change
the design when new change is required. However we have tried the best to mix methodologies.
In additions to that I have contributes on designing a prototype of contex diagram entity
relationship diagram in order to show how entity relates from each other mean while
identifications of the actor of the system during designing a use case diagram and their activities
perform in the system.
Lastly, documentations is one among of the important part when designing any system for
feature references as well as simplifying a solutions of any challenge, also on this part I have
provide my contributions on this part to get batter document that follow rule and procedures.
CONCLUSION
On concluding the attendance management system is critical impotence for any organization this
is for the factor that it simplify the duties of human resource manager, moreover giving a
trustworthy repots of employees according to the time which attend in the office. In reality I have
participate effectively in most activities during analyzing the designing of this system and there
is now way to escape this kind of system for sustainable improvement of our business
organization

MOHAMMED ZAHOR MOHD

REG NO: BITAM/2/14/68

21

Executive summary:
This is my individual report on the project I have participated in developing an Attendance
Management System using biometric devices, which will analyze and evaluate the employee
total working time and shift. In this report we conducted a survey, interview and observation at
Zainab bottlers located at Mombasa Zanzibar which deals with many product such as water and
other soft drinks. From the research we conducted the organization is willing to use our
recommended system in managing their staffs attendance.
INTRODUCTIONS:
The report shows how to design attendance management system according to the requirement we
gathered from the management at Zainab which has more than 200 staff, the company deals with
the productions of different soft drinks and many domestically product like flours etc. the main
object of this system is to evaluate time of the staff so as to their wages can be calculated
according to their time that they attend, this system is focused on simplifying the work of human
resource officer in terms of staff attendance record.
METHODOLOGY:
I have participated along with other members in examining the current system (manual) as to
know how it operate, analyzing the problems and examining a new solutions from the proposed
system as well as conducting feasibility study.
In additions to that I have contributed my ideas in designing process and as well as developing
the Gantt chart through Microsoft Project for the whole project schedules and make estimation
for the finishing date.
Lastly, I have contributed in writing the documentation as well as checking the grammar and
project structure/organization.
ANALYSIS OF RESULTS:
The analysis of the data shows that 90% of management is willing to use our recommended
system only 10% is still not yet decided to use our system
95% of staff is able to use the system only 5% not able to use the system so training will be
provided to these people.
In terms of economically the management will contribute 100% of coast that will be required to
accomplish the system
CONCLUSIONS:
Generally, the above information shows the significance that attendance management system is
in the organization, although there were many obstacles that occurred during the accomplishment
of this system but at the end we manage to accomplish.
RECOMMENDATIONS:
I recommend the company of Zainab bottlers to use the attendance management system which
can work effectively and overcome all the problems found from the previous attendance system.

22

IBRAHIM KHALID SALUM

EXECUTIVE SUMMARY
This report shows how the attendance system can be used within the organizations so as to
analyze and evaluate the employee total working time and shift. In this report we conducted a
survey at Zainab bottlers located at Mombasa Zanzibar which deals with many product such as
water and other soft drinks. From the research we conducted the organization is willing to use
our recommended system in managing their staffs
INRODUCTION:
The report shows how to design attendance management system according to the requirement we
gathered from the management at Zainab which has more than 200 staff, the company deals with
the productions of different soft drinks and many domestically product like flours etc. the main
object of this system is to evaluate time of the staff so as to their wages can be calculated
according to their time that they attend, this system is focused on simplifying the work of human
resource officer in terms of staff attendance record.
METHODOLOGY:
In this report we used different methods in collecting data such as observation and interview.
In this report i personally participated in identifying the problem in the current system and
possible solution, assumption, observation and examination of the document, feasibility study,
and documentation.
ANALYSIS OF RESULTS:
The analysis of the data shows that 90% of management is willing to use our recommended
system only 10% is still not yet decided to use our system
95% of staff is able to use the system only 5% not able to use the system so training will be
provided to these people.
In terms of economically the management will contribute 100% of coast that will be required to
accomplish the system
CONCLUSIONS:
Generally, the above information shows the significance that attendance management system is
in the organization, although there were many obstacles that occurred during the accomplishment
of this system but at the end we manage to accomplish
RECOMMENDATIONS:
I recommend the company of Zainab bottlers to use the attendance management system which
can work effectively since it can simplify the work and integrate their information within their
company.
MKASI IS-HAKA HAJI
23

EXECUTIVE SUMMARY
This report shows how the attendance system can be used within the organizations so as to
analyze and evaluate the employee total working time and shift. In this report we conducted a
survey at Zainab bottlers located at Mombasa Zanzibar which deals with many product such as
water and other soft drinks. From the research we conducted the organization is willing to use
our recommended system in managing their staffs
INRODUCTION:
The report shows how to design attendance management system according to the requirement we
gathered from the management at Zainab which has more than 200 staff, the company deals with
the productions of different soft drinks and many domestically product like flours etc. the main
object of this system is to evaluate time of the staff so as to their wages can be calculated
according to their time that they attend, this system is focused on simplifying the work of human
resource officer in terms of staff attendance record.
METHODOLOGY:
In this report we used different methods in collecting data such as observation and interview.
In this report i personally participated in identifying the problem in the current system and
possible solution, assumption, observation and examination of the document, feasibility study,
preparation of cover page and documentation.
ANALYSIS OF RESULTS:
The analysis of the data shows that 90% of management is willing to use our recommended
system only 10% is still not yet decided to use our system
95% of staff is able to use the system only 5% not able to use the system so training will be
provided to these people.
In terms of economically the management will contribute 100% of coast that will be required to
accomplish the system
CONCLUSIONS:
Generally, the above information shows the significance that attendance management system is
in the organization, although there were many obstacles that occurred during the accomplishment
of this system but at the end we manage to accomplish
RECOMMENDATIONS:
I recommend the company of Zainab bottlers to use the attendance management system which
can work effectively since it can simplify the work and integrate their information within their
company.

AMELY JONAS MPOGOLO

24

EXECUTIVE SUMMARY
This report shows how the attendance system can be used within the organizations so as to
analyze and evaluate the employee total working time and shift. In this report we conducted a
survey at Zainab bottlers located at Mombasa Zanzibar which deals with many product such as
water and other soft drinks. From the research we conducted the organization is willing to use
our recommended system in managing their staffs.
INRODUCTION:
The report shows how to design attendance management system according to the requirement we
gathered from the management at Zainab which has more than 200 staff, the company deals with
the productions of different soft drinks and many domestically product like flours etc. the main
object of this system is to evaluate time of the staff so as to their wages can be calculated
according to their time that they attend, this system is focused on simplifying the work of human
resource officer in terms of staff attendance record.
METHODOLOGY:
In this report i used different methods in collecting data such as observation, interview and
examination of the document.
In this report i participated along with other members in investigative the current system to know
how it operates, analyzing the problems and examining a new solution from the proposed system
as well as conducting feasibility study. Furthermore I participated in identifying the economic
feasibility, problem in the current system and possible solution also dealing with designing Entity
relationship Diagram.
ANALYSIS OF RESULTS:
The analysis of the data shows that 90% of management is willing to use our recommended
system only 10% is still not yet decided to use our system.
95% of staff is able to use the system only 5% not able to use the system so training will be
provided to these people.
In terms of economically the management will contribute 100% of coast that will be required to
accomplish the system
CONCLUSIONS:
Generally, the above information shows the significance that attendance management system is
in the organization, although there were many obstacles that occurred during the accomplishment
of this system but at the end we manage to accomplish.
RECOMMENDATIONS:
I recommend the company of Zainab bottlers to use the attendance management system which
can work effectively since it can simplify the work and integrate their information and help to
reduce chatting within their company.

25