In this article, we will learn to create an application in  

Visual Basic 6 .0
for Employee Record Management in an organization.
The application does following tasks

1. Insert, Delete, Update employee records.

2. Compute the Gross Pay and Net Pay of each employee.
3. Maintain records of departments for each employee.
4. Each employee should be able to login to the system with
own password.
The development of the application – Employees Record Management is
done in following ways.

 Develop System Model.

 Define the Data Model (E-R Diagram)
 Design the User Interface in VB 6.
 Rename the components.
 Write codes for components.
 Test and verify Output.
Contents

 System Model
 E-R Diagram for Employee Record Management
 Working with MS Access Database
 Accessing Access Database from Visual Basic 6
 Creating Module1 for Database Connectivity
 Code for frmEMPMANAGE
 Components of frmLogin
 Code for frmLogin
 Components for frmEmpDetails
 Code for frmEmpDetails
 Component for frmSalary
 Code for frmSalary
 Components for frmDependent
 Code for frmDependent
 frmMenu [MDI Form]
 Create   a New MDI Form
 Code for frmMENU

System Model
System Model – Employee Record Management

E-R Diagram for Employee Record Management

E-R Diagram – Employee Record Management

Working with MS Access Database

Based on the E-R Model you can create a New Access Database and save
it as the emp.mdb file. To create a blank database
Open Microsoft Office Access 2007 ( Check MS office documentation
for other versions) > Click “Blank Database”.
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Click Blank Database

Create three table for the emp.mdb database.
Dependent Table Schema
 Dep
endent Table in Design View
Employee Table Schema

Em
ployee Table in Design View
Login Table in Design View

Log
in Table in Design View
Note: Each Table should have at least one field as Primary Key.

Relationship between Tables

Relationship Between Tables

Accessing Access Database from Visual Basic 6

You can use a common module from visual basic to connect to the access
database. Functions from this module will be called from all Forms in the
visual basic project, so that we do not need to rewrite the same code for
database connectivity.

Add the ADODB components in the VB Toolbox.

Add ADOBD component

Add an Adodb component, [Right Click] on the Control Object >
Click Properties.

ADODB Component
Under the Adodc properties windows > Click Build.
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 ADODC Properties

Select the Provider

Under the Connection tab > Select the Database you created previously.
 Select the Database
Now Click “Test Connection” to check if the database connection is
successful. Click on the “Provider” tab again and we now have
our connection string.

Connection String
This new Connection String will be used in Module.Bas file for
accessing the database at run-time. The existing ADODC control is no
longer required and you can delete it.

Creating Module1 for Database Connectivity

To create a new database connection at run-time, do the following.
Under Project.vbp windows > Project1 [Right-Click] > Add [Select]
> Module [Click].
A new module will open as shown in the following figure.

Create a New Module

Type the following code in the Module Code Editor.
Public con As New adodb.Connection
Public rs As New adodb.Recordset
Public constr As String

Public Sub loadcon()

constr = "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=C:\Users\Peter\
Documents\emp.mdb;Persist Security Info=False"

con.Open constr
MsgBox ("connected")
End Sub

FORM EMPLOYEE DETAILS MANAGEMENT

Labels
Name: lblEMPMANAGE
Caption: EMPLOYEE RECORD MANAGEMENT
Buttons
Name: cmdLogin
Caption: Login
Code for frmEMPMANAGE
Private Sub cmdLogin_Click()

Unload Me
frmLogin.Show

End Sub
Components of frmLogin

Form Login
Labels
Name: lblUserID
Caption:UserID

Name: lblPassword
Caption: Password

Textboxes
Name: txtUserID
Text: 'leave blank'

Name: txtPassword
Text; 'leave blank'
Buttons
Name; vbOK
Caption: Login

Name: vbCancel
Caption: Cancel
Code for frmLogin
Option Explicit
Public LoginSucceeded As Boolean

Private Sub cmdCancel_Click()

'set the global var to false
'to denote a failed login
LoginSucceeded = False
Me.Hide
End Sub

Private Sub cmdOK_Click()

With
rs .Open "SELECT * FROM LOGIN", con, adOpenDynamic, adLockOptimistic

'check the username

.MoveFirst While Not .EOF

If txtUserID = !UserID And txtPassword = !Password Then

frmMenu.Show
LoginSucceeded = True
con.Close
MsgBox ("Connection Closed")
Exit Sub
Unload Me
ElseIf
txtUserID <> !UserID Then
.MoveNext
Else
MsgBox "Invalid Password, try again!", , "Login"
txtPassword.SetFocus SendKeys "{Home}+{End}"
 Exit Sub
End If
Wend
.Close
End With

End Sub

Private Sub Form_Load()

Call loadcon
Unload frmEMPMANAGE
End Sub
Components for frmEmpDetails

Form Employee Details

Labels
Name: lblEmpID
Caption: EMPID

Name: lblFirstname
Caption: FirstName

Name: lblLastname
Caption: LastName

Name: lblHRA
Caption: HRA
Name: lblDA
Caption: DA

Name: lblBasic
Caption: Basic
TextBoxes
Name: txtEmpID
Text: 'leave blank'

Name: txtFirstname
Text: 'leave blank'

Name: txtLastname
Text: 'leave blank'

Name: txtHRA
Text: 'leave blank'

Name: txtDA
Text: 'leave blank'

Name: txtBasic
Text: 'leave blank'
Buttons
Name: cmdAdd
Caption: &ADD

Name: cmdDel
Caption: &DELETE

Name: cmdUpdate
Caption: &Update

Name: cmdClr
Caption: &Clear

Name: cmdExit
Caption: &Exit

Name: cmdFirstname
Caption: &FirstName

Name: cmdLastname
Capttion: &LastName

Name: cmdNext
Caption: Next Record

Name: cmdPrev
Caption: Previous Record
Code for frmEmpDetails
Private Sub cmdAdd_Click()
con.Execute "INSERT INTO emp(EmpID,FirstName,
LastName,Basic, HRA, DA)
VALUES (" & txtEmpID & ",'" &
txtFirstname & "','" &
txtLastname & "'," &
txtBasic & "," &
txtHRA & "," &
txtDA & " );"

MsgBox ("Record Inserted")

End Sub

Private Sub cmdCLR_Click()

txtEmpID = ""
txtFirstname = ""
txtLastname = ""
txtBasic = ""
txtHRA = ""
txtDA = ""

End Sub

Private Sub cmdDel_Click()

con.Execute "DELETE * FROM emp

WHERE EmpID = " &
txtEmpID & ""

MsgBox ("Record Deleted")

txtEmpID = ""

End Sub

Private Sub cmdExit_Click()

Unload Me
con.Close
End Sub

Private Sub cmdUpdate_Click()

con.Execute "UPDATE emp SET FirstName = '" &
txtFirstname & "', LastName = ' " &
txtLastname & " ' , Basic = " &
txtBasic & " , HRA = " &
txtHRA & " , DA = " &
txtDA & " WHERE EmpID = " &
txtEmpID.Text & ""
End Sub

Private Sub Form_Load()

Call loadcon
End Sub
Component for frmSalary

Form Salary – Employee Record Management

Labels
Name: lblCalculateS
Option: CALCULATE SALARY

Name: lblEmpID
Caption: ENTER EMPLOYEE ID

Name: lblGrossP
Caption: GROSS PAY

Name: lblNetP
Caption: NET PAY
Textboxes
Name: txtEmpID
Text: 'leave blank'

Name: txtGross
Text: 'leave blank'

Name: txtNet
Text: 'leave blank'
Buttons
Name : cmdGross
Caption: GROSS PAY
Name: cmdNet
Caption: NET PAY

Name: cmdExit
Caption: EXIT
Code for frmSalary
Private Sub cmdExit_Click()
Unload Me
con.Close
End Sub

Private Sub cmdGross_Click()

Dim gross As Double
Dim net As Double
Dim tax As Double
With
rs rs.Open "SELECT * FROM emp WHERE EmpID = " &
txtEmpID & "", con, adOpenDynamic, adLockPessimistic
gross = !Basic + !HRA + !DA
End With
txtGross.Text = gross

con.Execute "UPDATE emp SET GrossPay = ' " &

gross & " ' WHERE EmpID = " &
txtEmpID & ""

rs.Close
End Sub

Private Sub cmdNet_Click()

Dim gross As Double
Dim net As Double
Dim tax As Double
With rs
rs.Open "SELECT * FROM emp
WHERE EmpID = " &
txtEmpID & "",
con, adOpenDynamic, adLockPessimistic

gross = !Basic + !HRA + !DA

tax = gross * 10 / 100
net = gross - tax
End With
rs.Close
txtNet.Text = net
con.Execute "UPDATE emp
SET NetPay = ' " & net & " '
WHERE EmpID = " & txtEmpID & ""

End Sub

Private Sub Form_Load()

 Call loadcon
End Sub
Components for frmDependent

Form Dependent – Employee Record Management System

Labels
Name: lblDID
Caption: Department ID

Name: lblDname
Caption: Department Name

Name: lblRelation
Caption: Relation

Name: lblDependent
Caption: Employee Dependent
Textboxes
Name: txtDID
Text: 'leave blank'

Name: txtDname
Text: 'leave blank'

Name: txtRel
Text: 'leave blank'

Name: txtEmpID
Text: 'leave blank'
Buttons
Name: cmdAdd
Caption: &ADD

Name: cmdDel
Caption: &DELETE

Name: cmdUpdate
Caption: &UPDATE

Name: cmdClr
Caption: &CLEAR

Caption: &EXIT
Name: cmdExit
Code for frmDependent
Private Sub cmdAdd_Click()
con.Execute "INSERT INTO
Dependent(DependentID, DependentName,Relation,EmpID )
VALUES (" & txtDID & ", '" &
txtDName & "','" &
txtRel & "'," &
txtEmpID & ");"

txtDID.Text = ""
txtDName.Text = ""
txtRel.Text = ""
txtEmpID = ""

con.Execute "DELETE * FROM Dependent

WHERE DependentID = " & txtDID & ""
End Sub

Private Sub cmdClr_Click()

txtDID.Text = ""
txtDName.Text = ""
txtRel.Text = ""
txtEmpID = ""
End Sub

Private Sub cmdExit_Click()

Unload Me
End Sub

Private Sub cmdUpdate_Click()

con.Execute "UPDATE Dependent

SET DependentName = ' " &
txtDName & " ' , Relation = ' " &
txtRel & " ' WHERE DependentID = " &
 txtDID & " "
MsgBox ("Record Updated")

End Sub

Private Sub Form_Load()

Call loadcon
End Sub
frmMenu [MDI Form]
MDI Form are Multiple-Document Interface in which you can open
multiple forms. All our previously created will be child form of MDI.

This form is called frmMENU. 

This form has menu editor to add different menu items and each menu
item is linked to one of the forms created earlier. Before we get started
with MDI form, you must set the MDI Child property of following
Forms to ‘True’.
 frmEmpDetails
 frmSalary
 frmDependent

Create  a New MDI Form

To create a new MDI From, go to Project1.vbp > [Right Click] and then
[Select ] Add > [Click] MDI Form. 
Right Click the form and you will see the Menu Editor, using the editor
create following menu items.
Caption : Employee Details
Name : employee
Index : 0

Caption : Salary Calculation

Name : salary
Index : 1

Caption : Dependents
Name : dependents
Index : 2

Caption : Exit
Name : exit
Index : 3
Code for frmMENU
The code for frmMENU is simple, you click on one of the menu item and
a new form opens up, however the new form does not open in a separate
windows, but it will open within frmMENU as MDI Child form.
Private Sub depend_Click(Index As Integer)
frmDependent.Show
End Sub

Private Sub empdetails_Click(Index As Integer)

frmEmpDetails.Show
End Sub

Private Sub exit_Click(Index As Integer)

Unload Me
Unload frmLogin
End Sub

Private Sub salary_Click(Index As Integer)

frmSalary.Show
End Sub