Soñware Design Document

For

Organizational HRMS
Version Al.0><Status: Approved>

Project Guide: Syed Mohamed [email protected]

Signature:

Aswathy V AM.EN.P3MCA11014 [email protected]

Jeena Daniel AM.EN.P3MCA11026 jeena [email protected]

Sandhya S Pillai AM.EN.P3MCA11050 [email protected]

GTI Pvt. Limited 03 April 2014

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Table of Contents
Table of Contents
Revision History
1. INTRODUCTION............................................................................................1
1.1 Purpose......................................................................................................1
1.2 Scope........................................................................................................1
1.3 Overview................................................................................................1
1.4 Reference Material....................................................................................1
1.5 Definitions and Acronyms..........................................................................1
2. SYSTEM OVERVIEW..................................................................................2-4
3. SYSTEM ARCHITECTURE.............................................................................4
3.1 Architectural Design..................................................................................5
3.2 Decomposition Description...................................................................6-18
3.3 Design Rationale.................................................................................18-19
4. DATA DESIGN.................................................................................................19
4.1 Data Description................................................................................19-27
5. HUMAN INTERFACE DESIGN........................................................................28
5.1 Overview of User Interface........................................................................28
5.2 Screen Images..................................................................................28-31
5.3 Screen Objects and Actions......................................................................31
6.OTHER DESIGN FEATURES.....................................................................32-37

Revision History
Name Date Reason For Changes Version Signature of
Guide
Software Design Document for Organizational Page 1

i. INTRODUCTION

The Software Design Document is a document to provide documentation which will be used to
aid in Software development by providing the details for how the software should be built. The
SDD is performed in two stages. The first is a preliminary design in which the overall system
architecture and data architecture is defined. In the second stage, i.e. the detailed design stage,
more detailed data structures are defined and algorithms are developed for the defined
architecture.

1.1 Purpose

Through Software Design Document, we get an overview of the system and the software
that are used. i.e., Within the Software Design Document is narrative and graphical
documentation of the software design for the project. The intended readerships of the
document are the developers of the system

1.2 Scope

This document describes the detailed design of the “HRMS”, including the system
architecture, class diagrams, and data flow diagrams. Component design of the system will
be described as well. In addition, data design will be described, both in the system and in the
database. Finally, the design of the human interface will be described.

1.3 Overview
This document will discuss the system architecture, data design, component design and
human interface design.

1.4 Reference Material

[1] Michael Blaha, James Ram Baugh “Object Oriented Modelingand Design With UML”,
Prentice Hall; 2 Edition.
[2] Elmasri/Navathe, “Fundamentals of Database Systems”, Addison Wesley-3'd Edition.
[3] Ian Somerville “Software Engineering”, Addison Wesley; 7 edition (3 Jun 2004)
[4] Wikipedia — http://en.wikipedia.org/wiki/Human resource management system.
[5] D.Freitag and A.McCallum. 1999. Information extraction with HMMs and shrinkage.
[6] IEEE Paper “Resume Information Extraction with Cascaded Hybrid Model”

1.5 Definitions and Acronyms

SDD — Software Design Document

HRMS — Human Resource Management System
HR — Human Resource
UML — Unified Modeling Language
Admin — Administrator.

2. SYSTEM OVERVIEW
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A Human Resources Management System (HRMS) is a software application that combines

human resources functions, including Administration, Employee Self Services, Payroll,
Attendance, Recruiting and Mailing system.

Main Modules:

Admin Module

The admin module is the central controller of the system where the HR manager or other
appointed personnel perform all system administrator tasks. This includes defining organization
structure, pay scale, maintaining schedule, recruiting and other information that serves as the
backbone for the rest of the system. Security issues are taken care of through this module as
well by defining user rights and permissions.

Features:
• Have an organized structure by defining company information.
• Organize employee job information by defining job titles, pay grades, employment
statuses.

• Manage the Work Scheduling.

• Manage the recruitment process.

• Manage the attendance.

• Manage Interviews

Employee Self Service Module

Employee self-service is a powerful tool providing employees of the company with the ability to
view relevant information such as personal information, updating personal information. The
functionality of this module spans through the entire system, making information available
anywhere, anytime.

Features:
• Allow employees to log-in to the system and update their personal information
independently.
• The ESS users will have limited access within the system as a security measure.
• The application comprises a leave application module and approval from their supervisor
can be performed from the system itself.
• Employee can view his attendance, leave and salary details.

Leave Management Module

Leave Management module enables you to apply for leave online, view leave balances and track
all your employee leave information from one central place. Employees' leave transactions are
accurately tracked and leave balances are automatically updated.
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• Leave management contains every employee's leave application, approval, cancellation

and rejection status at all times.
• Multiple leave policies and rules can be configured in one single system.
• Auto update on leave balance of all employees.
• Trace leave history and status
• Email reminders to remind you of upcoming staff leaves and holidays
• Managements Reports generated easily to know current leave balances, leave requests,
adjustments made and user information at the click of a button
• Allow employee to apply leave directly from the system and admin may approve or
reject the leave.

Payroll Module

Pavroll is very simple, flexible and user-friendly management software that takes care of all
vour requirements relating to accounting and management of emplovee pavroll. Pavroll stores
the complete record of the employees, generates pay-slips, computes all allowances and
deductions and generates all statutory reports.

Features:
• Manage employee information efficiently.
• Creates salary structure.
• Generate pay-slip.
• Generate and manage the payroll processes according to the salary structure assigned to
the employee.
Time Attendance Module

The time attendance management svstem is a web application development tool which will be
used across the organization to track the Employee attendance and its information. RFID Based
Attendance System is used for daily employee attendance in companies.

Features:
• The attendance of the employee will be taken by RFID tags and will automatically get
stored in the database.
• Employee can view his attendance.
• Employees can view published schedules from their own login.
• Admin can manage the schedules.
• The system records details such as arrival and departure of employees besides
maintaining information regarding their personal and official profiles.

Recruitment Module

Recruitment management system is a comprehensive system to manage the entire recruitment

processes of an organization. It facilitates the information flow of a company within HR
departments. It helps recruiters to easily manage the candidate resumes, posts jobs, shortlist
eligible candidates and manage candidate interview.

Features:
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• Creates forms for different categories of applicants.

• Creates vacancy notice online
• Search applications on the basis of given criteria, sort, display in easy-to-use format;
convert to spreadsheet or PDF format.
• One time registration leads to Automatic Profile creation.
• Resume parser allows extracting candidate information from resumes.

Mailing System Module

The mailing module is to provide a quick, flexible and secure means of communication among
the employees of an organization. The main aim of the system is to send and receive mails
spontaneously without requiring the parties be available at the same time. Since the system aims
at secure communication, the employees need to acquire a unique email address by registering
with the admin via the organization's website.

Features:
• Provides Intranet email facility among employees of the organization.
• Works as a standalone application without requiring any external resources from the
internet.
• Featured access to organizational resources.
• Offers secured authentication schemes for the access to mail accounts.
• Effective communication management via quick and accurate transfer of mails.

3. SYSTEM ARCHITECTURE

This section will describe the system architecture in terms of the architectural design,
decomposition description and design rationale.

3.1 Architectural Design

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System Architecture

Presentation Layer

Userlnterfaces

User

Business Logic Later

Payroll
Personnel Administration Attendance Recruitment Mailing
Leave

Data .Access Layer

DB interface
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3.2 Decomposition Description

LEVEL 1 DFD Login System

Authenhcahon Userid, Pass•o

UsBrid, Password
System AT
Employee \Arifies Azthentioatio \Arifies Azthentioation-p

LEVEL 2 DFD Login System

Password Check

Admin System

Change Password

8ystem
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LEVEL 1 DFD Personal Information Management

Education info
Skill inf• uonzacz inf
Basio profil Basio inf

basin info

Assigned Pro eu;bh h nd task Info

i si nod job i fo

upervisor and oollegue infosalary details

Employee assigned task and shift info

Employee inf
sign •orkshift and salary payg SIgt1 b8 tltlBS Bt1b
H R master / Imin

Task info Shift info

Salary

LEVEL 1 DFD Recruitment System

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ifil

Registered Unregistered
Candidate Candidate

Admin job Vacancy

^8^ Cnt System

LEVEL 2 DFD Recruitment System

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LEVEL 3 DFD Recruitment System

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oanBdatzPzo5lz| znzzatozPzoczcc

Can&date
Resume
uploader

Generator

Candidate
Profile info

LEVEL 1 DFD Time Attendance System

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LEVEL 2 Time Attendance System

LEVEL 1 DFD Leave Management System

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assignment info

LEVEL 2 DFD Leave Management System

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LEVEL 1 DFD Payroll System

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LEVEL 1 DFD Mailing System

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\Arifies Azthentioatio d attachment

Employee Mailing System

h\ail Outboc

CLASS DIAGRAMS

Time Attendance
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HRL1S

Usersf: “ ““ ““ “““““ “““““““ “““““““““ “““““““ “““““““““ “““““““ ““““

Time .Attendances':

Users Time Attendance

slid : Int cardid : Int

pas s word : String datetime : Time Stamp
riserrole : String
getlogdetailsf”!
getriidf':
sortlogdetailsf:
getpassa”ordf:
getattendancreportf':
getris errolef':
setschedrilef:
gets chedriledetailsf':

Admin E fT\ lDy e e

uid :Int uid : Int

name : String name : Strings:

getdetailsT : .'iea”profiIef : Card Reader

ripdatedetailsf: ripdateprofilef:
cardid : Int
manageemplo eesf': getdetailsf':
princhlntime : Time
princhorittime : Time
punchdate : Date
getlogdetails

cardid : Int
card name : String

getcarddetailsf':

Recruitment System
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HRMS

Recruitment()

Recmitnient

- - - - has • - applicant() Job() HireManager()

i -- - - - - - - - - - - - - - -. has - - - - - - - - - - -
i

- - - - - - h as -\

Hiring Manager

n ame : String
appname : String
jobid : Btring
appemail : Btrimg jobname : String
Zl ppFCTve selection()
_ jobde sc : String
u ploadresu ZtppIie g .} f- - - • m an age s - - -
rejectselection()
me() searchjob() getjoblist() getshortlistlnfo()
applyjob() insertjob()
sendnotification()
getinfo() updatejoblist()
viewstatus() i i
u pdate info() schedules i
has t - - views
has

Interview

id : Str in g
date : Time Stamp s cre eningtype : String
venue : String
n olifi calio ntype
getdetails()
setdetails() sortcandidate()
getresults() sendnotification()
sendnotification
setresults()
i -
L------------------------• ses -------------- • •‹••‹• created ••

Mailing System
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HRD.IS

I'lailingf”:

riserid: String
p as sword : String
r- - - has - - - - - - - - - - - - - - - - - - - - ----------------------has------,
getlnboxf:
composems9t'!
draftsf':
trashf :

- - - - - - . ha s - - - - - - - - - has - - - - -

Sent h4a i1 Tra sh Drafts

1 'n bofi - - - contains-----------j j- contains —' i
eto : String eto : String eto : String eto : String
efrom : String efrom : String efrom : String efrom : String
e d ate : Date e date : Date edate : Date edate : Date
e s lib : e sub : String esrib : String esrib : String
i
String emsg emsg : String Llessa ge emsg : String emsg : String
: String .'iewtrash I! send
eto : String
vie’w’Inboxf’! s endm sg( ! efrom : String delm s gf': msgI!
deImsgf delmsgf”: edate : Date delm sgt':
contains • - - - - - - - - - - - form
- - - ardms
- - - gf”:
- - - - - - -$ esrib : String .'iewdraftsf”:
$--------------------------------------------------contains
emsg : String
send msgI':
delm sgt:
add attachments!

3.3 Design Rationale

The 3-tier architecture was selected for the following reasons:

• Separation of functionality from presentation and database: this gives better
understanding and control of the code.
• Change Management: it's much easier to manage changes in the architecture.
• Maintainability: each layer can be maintained without affecting other layers.
• Extensibility: it's easier to extend the system in this architecture because boundaries
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between layers are clear, and so adding new functionalities requires modifying the
corresponding layers only.
• Reusability: we can reuse the application layer, for example, in other similar
applications.
• Performance: better performance since the load is less on the client.

4. DATA DESIGN
4.1 Data Description
SNO Column Name Data Type Description
1 Empid Int Employee id
2 Fname Varchar 50 First Name
3 Mname Varchar 50 Middle Name
4 Lname Varchar 50 Last Name
5 Blood Varchar 20 Blood Group
6 Nationality Varchar 20 Nationality
7 Status Varchar 20 Marital Status
8 Dob Date Date of Birth
9 Dlicense Varchar 20 Driving License Number
10 Gender Varchar 10 Gender
11 Profilepic Profile Picture
Login

Employee Basic Details

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Employee Contact Details

SNO Column Name Data Type Description
1 Eid Int Identification number
2 Address Varchar(30) Contact address
3 City Varchar(20) City
4 State Varchar(20) State
5 Zipcode Int Zip postal code
6 Country Varchar(30) Country Name
7 Homephone Int Home Telephone number
8 Mobile Int Mobile number
9 WorkTelephone Int Work telephone number
10 Email Varchar(30) PersonalEmail address

Employee Education Details

SNO Column Name Data Type Description

1 Eid Int User Identification number
2 Edlevel Varchar 50 Bachelor/UG/Master
3 Institute Varchar 50 Name of the College
4 Specialization Varchar 50 Major Subject
5 Eyear Int(4) Join year
6 GPA/Score Varchar(50 Score
7 Estartdate Date Course start date
8 Eenddate Date Course end date

Skills

SNO Column Name Data Type Description

1 SkillName Varchar 50 Skill Name
2 Skilllnfo Varchar 50 Skill Information

Employee Skills

SNO Column Name Data Type Description

I Eid Int Identification number
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2 Skillname Varchar(50) Skill Name

3 Year exp Int(4) Years of experience
4 Comments Varchar(100) Personal comments

Employee Work Experience

SNO Column Name Data Type Description

1 Eid Int Identification number
2 Company name Varchar 50) Company name
3 Job Title Varchar 30) Designation
4 From date Date Join date
5 To date Date Resigned date
6 Location Varchar 20 Company Location
7 Reference Varchar 20 Reference Person name
8 Ref number Int Reference person's work
telephone number

Employee Commencement details

SNO Column Name Data Type Description

1 Eid Int Identification number
2 Join date Date Join date
3 Probation enddate Date End date of probation
4 Date permanency Date Date of permanency

Salary Paygrade
SNO Column Name Data Type Description
1 Paygrade Varchar(20) Pay Grade
2 Minsal Number Minimum Salary
3 Maxsal Number Max Salary

Salary Components
SNO Column Name Data Type Description
1 Component name Varchar(50)
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2 Type Varchar(1) Earning(E) or Deduction(D)

3 Value_type Varchar(1) Percentage(P) or
Amount(A)
4 Cost to company Varchar(1) Y/N

Job Titles

SNO Column Name Data Type Description

1 Job title Varchar(50) Job designation
2 Job description Varchar(200) Description
3 Job specification Varbinary File
4 Pay grade Varchar(20) Paygrade

Job Category
SNO Column Name Data Type Description
1 Job categoryname Varchar(30) Job Category
2 Description Varchar(100) Job
Description

Employment Status
SNO Column Name Data Type Description
1 Status Varchar(30) Status
2 Info Varchar(100) Information

Employee Job details

SNO Column Name Data Type Description
1 Eid Int Employee id
2 Job title Varchar(50 Job Title
3 Emp status Varchar(30 Status
4 Job category Varchar(30 Category
5 Location Varchar(30 Location
6 Sub unit Varchar(30 Department
7 Effective date Date Date of Permanency
8 Basic pay Int Basic Salary

Employee Salary details

SNO | Column Name Data Type Description
1 | Eid Int Employee id
2 Sal component Varchar(30) Salary
Component
3 Amount Int Amount
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4 Effective date Date Validity

Salary history
SNO Column Name Data Type Description
1 Eid Int Employee Id
2 Trans date Date Transfer Date
3 Amount Int Amount
4 Account number Int(10) Bank No

Project Details

SNO Column Name Data Type Description

1 Pid Int Project ID
2 pname Varchar 50) Project Name
3 pinfo Varchar 2000) Project Information
4 P manager Int Project Manager

Task Details

SNO Column Name Data Type Description

1 Taskname Varchar(30) Task Name
2 Pid Int Project Id
3 Startdate Date Start Date
4 Expect enddate Date End Date
5 Supervisor Int Employee id

Shift Details
SNO Column Name Data Type Description
1 Shiftname Varchar(30) Shift Name
2 From Time Time From
3 To Time Time To
4 Hrs perday Int Hours

Employee Assigned Task Details

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SNO Column Name Data Type Description

1 Eid Int Emp Id
2 Taskname Varchar(30 Task Name
3 Shiftname Varchar(30 Shift Name

Work week

SNO Column Name Data Type Description

1 Day Varchar(20 Dayname
2 Shiftname Varchar(30 Shiftname

Holidays

SNO Column Name Data Type Description

1 Holiday name Varchar(30) Holiday
2 Start date Date Start Date
3 End date Date End Date
4 Full half day Varchar(1 Full(F) or Half(H)
5 Repeats anualy Varchar(1 Y/N

Job Vacanc details

SNO Column Name Data T e Descri tion
1 Job title Varchar(50 Job Title
2 No vacanc Int Number of Vacancies
3 Hirin Mana er Int Em lo ee id
4 Status Varchar(1) Published(P) or
Not N
5 Effective date Date Date of expire
6 Location Varchar(20) Location
7 Subunit Varchar(20) Department

Interview details

SNO Column Name Data Type Description

1 Interview id Int(Auto) Interview Id
2 Interview name Varchar(30) Interview Name
3 Start date Date Start Date
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4 End date Date End Date

5 Time Time Time of Interview
6 Venue Varchar(50) Venue
7 Procedure Vaarchar(100) Interview Procedure

Assi ned interviews

SNO Column Name DataT e Descri tion
1 Job vacanc title Varchar 50 nc T tle
2 Interview name Varchar(30) Interview Name

Candidate Registration
SNO Column Name Data Type Description
1 Can email Varchar(255) Email id
2 Name Varchar(50) Candidate Name
3 Resume Varchar(255) Resume Path

Candidate Personal Details

SNO Column Name Data Type Description

1 Can id Int(Auto Increment) User Identification number
2 Username Varchar 50 User Name (email id)
3 Password Varchar 30 Password
4 Name Varchar 50 Name
5 Gender Varchar 50 Gender
6 Address Varchar 50 Address
7 Zipcode Varchar 50 Zipcode
8 Mobile Varchar 50 Mobile No
9 Contact Email Varchar 50 Email Id

Candidate Education Details

SNO Column Name Data Type Description

1 Can Id Int User Identification
number
2 Username Varchar(50) User Name
3 SchoolName Varchar(50) Name of the
School(10'h)
4 Institute Name bach Varchar(50) College
elor
5 Year bachelor Int(4) Pass out year
6 Bachelor in sub Varchar(50) Specialization
7 Bachelor score Int Score
8 Institute Name PG Varchar 50) College
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9 Year PG Int(4) Pass out year

10 PG in Varchar(50) Master Degree
11 PG Score Int Score

Candidate Experience Details

SNO Column Name Data Type Description
1 Can Id Int User Identification number
2 Username Varchar 50 User Name
3 Company Varchar 50 Company name
4 Location Varchar 20 Company Location
5 Year Year Join date
6 Skills Varchar(100 ) Skills

Candidate Job Application

SNO Column Name Data Type Description

1 Id Int User Identification number
2 Username Varchar 50 User Name
3 Post applied for Varchar 50 Applied Job Post
4 Date of apply Varchar 50 Date of Apply
5 Status Varchar 50 Status
6 Resume path Varchar 50 Resume Path

Shortlist

SNO Column Name Data Type Description

1 Can id Int Candidate Id
2 Job ost title Varchar(50) Job Title
3 Shortlist date Date Shortlist Date
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Leave Types

SNO Column Name Data Type Description

1 Ltype Varchar 20 Leave Type
2 Ldesc Varchar 50 Leave Description

Leave Entitlements
SNO Column Name Data Type Description
1 Leave type Varchar(20) LeaveType
2 Valid from date Date From Date
3 Valid to date Date To Date
4 No days int No of Days
5 With or without pay Varchar(1) Y/N
6 Supervisor Int Employee id

Leave Rules
SNO Column Name Data Type Description
1 Leave type Varchar(20) Leave Type
2 Eid Int Eid

Employee Leave

SNO Column Name Data Type Description

i Ltype Varchar 20 Leave Type
2 Empid Varchar 20 Employee ID
3 Lbegdate Date Leave Begin Date
4 Lenddate Date Leave End Date
5 Balance leave Int Balance days
6 Status Varchar(20) Approved/Rejected/Pe
nding
7 Reason Varchar(100) Reason to take leave
8 Leave rqst date Date Request issued date

Mails

SNO Column Name Data Type Description

1 Eusername Varchar(50) Employee id
2 Email local id varchar(20) Employee intranet email id
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SNO Column Name Data Type Description

1 id Int(Auto Increment) User Identification number
2 efrom varchar 20 Email from
3 eto varchar 20 Email to
4 esub nvarchar 50 Email Subject
5 emessage nvarchar MAX) Email Message
6 Eattachment Varbinary(MAX) Email Attachment
7 isInbox bit Is Inbox
8 isOutbox bit Is Outbox
9 isDraft Bit Is Draft
10 isTrash bit Is Trash
11 username varchar(50) User name
12 edate Datetime Email Date

Organization info
SNO Column Name Data Type Description
1 SubUnit Varchar(50) Department
2 Location Varchar(50) Location
3 Address Varchar(255) Address
4 Pincode Int(10 Pincode
5 Phno Int(20 Phone Number

5. HUMAN INTERFACE DESIGN

5.1 Overview of User Interface

“Organizational HRMS” is a web-based system. The application will be accessed over the
Internet. All features will accessible through the web site.The dialogues to be established
must be simple and easily understandable. The language to be used in the system is English.

• Step-By-Step interfaces will be provided to user for the HRMS process.

• The interface will be visual and in case of errors and bugs in any of the communicative
tasks the interface must provide information to the user through messages in rich text
box or through message box.
• It will be multitasking window oriented interface. Interface must be less typographic and
should be instructive.
• Proper shortcut keys in the main screen must be given.
• Process successful and completion messages will be provided.
• Exit, Cancel, Next, Start and Finish buttons will be provided.
• It will allow the user to interact with the product using mouse and keyboard
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5.2 Screen Images

Login Page
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HRMS 014At fts esened.

Add Employee Page

o

Add Employee

Employee List Page

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Employee Infomation
Id
All

Al1 * AII • AII •

Add

O 0 d acob Audit Trainee

0 1 Meen

HRM 8 g2014 All rl ghts rese rye d.

Reports Page

Define Report

Display Fields
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d Um Lea'e TiiJJe Rev ruiliJJenl Pa roll l,1" In-a f,1aiIs

Employee Reports

Delet

5.3 Screen Objects and Actions

For each actor in the system, there is a corresponding interface class. These classes will
implement the required methods for controlling the interaction between the user and the
interface.
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6. OTHER DESIGN FEATURES

Activity Diagram

Recruitment System
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Mailing System

Lo g

Contact

U a date Contact

Delete Contact )
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Time Attendance

Generates Time sh 0 et
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Leave Management System