Proposal for Employee

Management System(EMS) for

Dhahabu

Name:
Reg No:
Supervisor:
 Chapter One: Introduction
1.1 Background

The digital revolution in staff management plays a significant role in the productivity and
efficiency improvements that organizations are seeing today. Traditional approaches to
Employee management, such as keeping paper records for payroll, attendance, and performance,
are prone
to errors, inefficiencies, and labor-intensive administrative work. To overcome these challenges,
modern firms are shifting toward comprehensive Employee Management Systems (EMS) that
automate a great deal of administrative work. The purpose of Dhahabu's proposed personnel
management system is to provide an easy-to-use, web-based platform for managing employee
data, processing payroll, keeping track of leaves, and doing performance evaluations.

The MERN stack, which consists of Node.js for server-side functionality, Express.js for backend
processing, React.js for frontend development, and MongoDB for database administration, is
used in the construction of this project. This technological stack is well-known for being flexible,
scalable, and high-performing, which makes it perfect for Dhahabu's requirements. Through
reduced operations, the EMS will act as a centralized solution for HR and management teams,
increasing efficiency and elevating employee happiness.
1.2 Problem Statement

Dhahabu is currently faces challenges in keeping track of personnel files, processing payroll, and
conducting performance reviews. Reliance on manual processes or disjointed software solutions
results in human mistake, redundant data, and inefficiencies in time. Both administrative
productivity and employee experience are impacted by this fragmented strategy. In particular, a
lack of automation makes it more difficult to track performance, delays the processing of
payroll, and impedes effective departmental communication.

By offering an integrated system for managing employee data, processing payroll, tracking
performance, and keeping an eye on attendance, the proposed Employee Management System
tackles these issues. With this system, antiquated and ineffective procedures will be replaced by
a digital platform that provides accuracy, transparency, and real-time information.

1.3 Objectives

1.3.1 Main Objective

 The project's overarching objective is to create a solid staff management system for
Dhahabu that streamlines and automates personnel management procedures, lowers
administrative costs, and enhances payroll, leave monitoring, and performance
reviews.

1.3.2 Particular Goals

• To establish a consolidated database containing personal information, job descriptions,

and performance reviews for staff members.

• To create an automated payroll system that efficiently and accurately computes

wages, taxes, and deductions.

• To develop a leave management module that lets staff members track and request leaves,
and lets management approve or reject requests.
• To put in place a system for tracking employee performance that will enable management
to keep an eye on worker performance and offer constructive criticism.

• Creating a system of role-based access control to protect data and restrict access to
private employee data.

1.4 Justification

In order to overcome the shortcomings of the current manual staff management procedure, the
staff Management System for Dhahabu is essential. It will reduce errors, increase
productivity, and save time by automating crucial processes like payroll, performance
evaluation, and
attendance tracking. Transparency will also be facilitated by the system, giving workers
instant access to information about their salary, leaves, and attendance.

Additionally, by demonstrating the successful application of the MERN stack for enterprise-level
applications, this project will add to the body of knowledge in the field of information
technology. Dhahabu will gain from the development of this system since it will optimize
personnel management and foster employee happiness.
1.5 Scope and Limitations

Scope:

• The system will manage employee data, including performance monitoring, job roles,
and personal information.

• Payroll automation, which handles tax deductions and salary calculations, will be a feature.

• A leave management system will be included in the EMS so that staff members may
request and track leaves.

• HR will be able to check attendance and create reports thanks to the inclusion of
attendance monitoring; role-based access control will limit access to sensitive data.

Limitations:

• The EMS will only concentrate on web-based functionality and will not currently provide
a mobile application.

• The system will not incorporate external connectors with third-party payroll services.

• Time constraints may limit the breadth of additional features that could be integrated after
the system's main functionalities are deployed.

• Technological limitations connected to the system's scalability, especially during

first deployment.
Chapter Two: Literature Review
A thorough analysis of the body of existing research is necessary to inform the proposed
Employee Management System's design and development. This section examines the
staff management solutions that are currently available, the technologies that are utilized
in comparable systems, and the gaps in the literature that this project seeks to fill.

2.2 Review of Related

Works Existing Solutions

There are many personnel management systems on the market now that can handle payroll,
attendance, and leave. Well-known programs like BambooHR and Zoho People offer complete
solutions, but they are usually expensive to license and designed for larger businesses. These
solutions are mostly HR-focused, but they are not customizable for businesses like Dhahabu that
have unique requirements. Moreover, a lot of these systems don't work well with smaller
businesses, especially in Kenya where they have different rules and less resources.

Technology Overview

It is commonly known that the MERN stack—MongoDB, Express, React, and Node.js—is
useful for creating scalable, dynamic online applications. MongoDB is a versatile NoSQL
database that is ideal for organizing and maintaining employee data, both organized and
unorganized. Managers and staff may engage with the system with ease because to React.js's
smooth and engaging user interface. Real-time data synchronization and backend management
are made possible by Node.js and Express.js, which makes this stack perfect for developing the
Employee Management System.

Research Gaps

Current employee management systems lack a specific focus on small and medium-sized
enterprises (SMEs) in emerging markets. Most existing solutions cater to large organizations
with complex HR requirements, often resulting in overwhelming features for SMEs. This project
aims to bridge this gap by offering a customizable, cost-effective solution tailored to Dhahabu's
unique operational needs.

2.3 Theoretical Framework

The project uses a modular approach to system architecture, incorporating well-known software
engineering concepts like object-oriented programming and separation of concerns. Payroll,
attendance, and performance management are all developed as separate modules, guaranteeing
the system's scalability and maintenance.

2.4 Summary

According to the literature analysis, SMEs like Dhahabu require a more flexible and scalable
employee management system. Even if the features of contemporary systems are strong, they are
frequently expensive or overly complex. The suggested solution uses the MERN stack to
provide flexibility, scalability, and affordability in an effort to close this gap.
Chapter Three: Methodology
This methodology chapter outlines the system's design, the tools and technologies used, and the
approach for developing and testing the Employee Management System. This section provides a
roadmap for the successful implementation of the project.

3.2 System Design

System Architecture

The system follows a client-server architecture, with React handling the frontend, and Node.js,
Express.js, and MongoDB forming the backend. This architecture allows for clear separation
between the presentation, logic, and data layers.

Modules/Components

The system is divided into key modules:

 Employee Dashboard: Provides an overview of employee details, performance,

and attendance.

 Leave Management: Allows employees to request leave and managers to approve

or reject them.

 Payroll Module: Automates the process of calculating salaries and tax deductions.

 Performance Tracking: Enables managers to evaluate employee performance

and generate reports.
3.3 Tools and

Technologies

Programming Languages

 JavaScript (React, Node.js)

Frameworks/Platforms

 React.js: Frontend development

 Express.js: Backend management

 Node.js: Server-side operations

Databases

 MongoDB: NoSQL database used to store employee records, payroll information,

and performance data.

3.4 Data

Collection/Requirements Data

Requirements

 Employee records (e.g., personal information, role, salary).

 Attendance data (e.g., check-in/check-out times).

 Leave requests and approvals.

Data Sources

 Employee inputs

 HR and management entries for payroll and attendance.

3.5 Development Approach

Development Model

The Agile development methodology will be used to ensure iterative progress and continuous
feedback.

Phases

1. Planning: Define project scope and requirements.

2. Design: Develop system architecture and design the user interface.

3. Implementation: Code and integrate the individual modules.

4. Testing: Conduct unit, integration, and user acceptance testing.

5. Deployment: Launch the system for use by Dhahabu.

3.6 Testing and

Validation Unit Testing

Each component (e.g., payroll, leave management) will undergo thorough unit testing.

Integration Testing

The interaction between the different modules will be tested to ensure smooth integration.

User Acceptance Testing

Feedback from Dhahabu’s HR and employees will be collected and incorporated into
final revisions.

3.7 Project Timeline

The project will follow a 4-month timeline divided into planning, development, testing,
and deployment phases.

Gantt chart
Chapter Four: Budget Plan
A well-organized financial plan is essential to guaranteeing the project's successful completion.
This budget details all of the necessary funding, including costs for software tools, hosting
infrastructure, human resources, and other incidentals. This budget plan offers a clear financial
roadmap that will direct the project from start to finish by precisely predicting the resources
required.

Development Expenses
This covers the price of creating the MERN stack-based Employee Management System (EMS).
Coding the front end, back end, database integration, and testing are all part of the development
process.

 Front-end programming using React.js

 Backend Programming (Express and Node.js)
 Database Integration Testing and Debugging (MongoDB)

2. Software and Tools

This covers the price of any software licenses, libraries, or development tools that will be needed
for the project.

 Third-party Libraries
 Software Licenses
 Integrated Development Environment (IDE)

3. Hosting & Infrastructure

These are the expenses related to domain registration, security certificates, and web hosting for
the application.

 SSL Certificate
  Domain Registration
 Hosting Services (AWS, Heroku)

4. Miscellaneous Costs

These include any additional costs that might be incurred, such as marketing, training, or
unexpected contingencies.

Budget Summary
 References

https://lnu.diva-portal.org/smash/get/diva2:204828/FULLTEXT01.pdf

Aboody, D. & Kasznik, R. (1998), ‘CEO stock options and corporate voluntary
disclosures’, Stanford Graduate School of Business Research Paper Series, No. 1535,
November.

Jha, A., & Bhardwaj, R. (2018). Building Effective Employee Management Systems with
Technology Integration. International Journal of Human Resource Studies, 8(2), 22-33.

MongoDB Inc. (2022). The MongoDB Database: Comprehensive Guide for Developers.
Retrieved from https://www.mongodb.com
React Documentation. (2023). React - A JavaScript Library for Building User Interfaces.
Retrieved from https://reactjs.org/docs/getting-started.html

Armistead, C., & Rowland, P. (2020). Managing People in Organizations: A

Comprehensive Guide to Employee Management Systems. Palgrave
Macmillan.