Department of Computer Science and

Technology Nirma University

A Project Report On
Employee MANAGEMENT SYSTEM

PREPARED BY :
Name :- Solanki Manan
Roll No. :- 23BCE329
Batch :- F1
Name :- Harshil Zalawadiya
Roll no.:- 23BCE385
Batch :- F4
 Introduction
The Employee Management System (EMS) is a database-driven
application designed to automate HR processes, manage employee records,
track attendance, process payroll, and evaluate performance. This system
replaces manual record-keeping with a structured relational database that
ensures data integrity, security, and quick retrieval.

Relational Schema:
• employee (emp_id, name, dob, contact, email, dept_id, position_id,
hire_date)
• department (dept_id, dept_name, manager_id, location)
• position (position_id, title, base_salary, benefits)
• attendance (attendance_id, emp_id, date, status, hours_worked)
• salary (salary_id, emp_id, month, year, basic, allowances, deductions,
net_salary)
• performance (review_id, emp_id, date, rating, comments)

2. Database Tables & Their Purpose

1. department Table
Purpose: Stores information about different departments in an organization.
Why?
• Ensures proper employee categorization
• Helps in organizational hierarchy management
• Used for reporting (e.g., department-wise salary expenses)
Fields:
• dept_id (Primary Key) – Unique department identifier
• dept_name – Name of the department (e.g., HR, IT, Finance)
• manager_id (Foreign Key) – References employee.emp_id (who manages
the department)
• location – Physical location of the department

2. employee Table
Purpose: Stores personal and professional details of employees.
Why?
• Centralized storage of employee data
 • Links employees to their departments and positions
• Used in payroll, attendance, and performance tracking
Fields:
• emp_id (Primary Key) – Unique employee ID
• name – Full name of the employee
• dob – Date of birth
• contact – Phone number
• email – Official email
• dept_id (Foreign Key) – References department.dept_id
• position_id (Foreign Key) – References position.position_id
• hire_date – Date of joining

3. position Table
Purpose: Defines job roles, salaries, and benefits.
Why?
• Standardizes job titles and compensation
• Helps in payroll calculations
• Used for promotions and role changes
Fields:
• position_id (Primary Key) – Unique role identifier
• title – Job title (e.g., "Software Engineer," "HR Manager")
• base_salary – Basic salary for the role
• benefits – Additional perks (e.g., health insurance, bonuses)

4. attendance Table
Purpose: Tracks employee attendance and working hours.
Why?
• Monitors employee presence/absence
• Used for payroll deductions (late arrivals, unpaid leaves)
• Helps in productivity analysis
Fields:
• attendance_id (Primary Key) – Unique attendance record
• emp_id (Foreign Key) – References employee.emp_id
• date – Date of attendance
• status – Present / Absent / On Leave / Half-Day
• hours_worked – Total working hours

5. salary Table
Purpose: Manages salary calculations, deductions, and payments.
Why?
 • Automates payroll processing
• Tracks salary components (basic, allowances, deductions)
• Generates payslips and tax reports
Fields:
• salary_id (Primary Key) – Unique salary record
• emp_id (Foreign Key) – References employee.emp_id
• month & year – Salary period
• basic – Base salary
• allowances (HRA, DA, bonuses)
• deductions (Tax, PF, loans)
• net_salary – Final credited amount

6. performance Table
Purpose: Stores employee performance reviews and ratings.
Why?
• Tracks employee growth and productivity
• Used for promotions and appraisals
• Helps in training and development planning
Fields:
• review_id (Primary Key) – Unique performance review ID
• emp_id (Foreign Key) – References employee.emp_id
• date – Review date
• rating (1-5 scale) – Performance score
• comments – Manager’s feedback

3. How These Tables Work Together

The database follows a relational model, meaning tables are linked via foreign
keys to avoid data redundancy and ensure consistency.

Example Workflow:
1. New Employee Joins → Added to employee table
with dept_id and position_id.
2. Attendance Marked Daily → Recorded in attendance table.
3. Salary Processed Monthly → Calculated in salary table based on
attendance and position.
4. Performance Reviewed Quarterly → Stored in performance table.
Key Relationships:

• Employee → Department (Many-to-One)

• Employee → Position (Many-to-One)
• Employee → Attendance (One-to-Many)
• Employee → Salary (One-to-Many)
• Employee → Performance (One-to-Many)

Employee Table:-
CREATE TABLE employee (

emp_id VARCHAR(10) PRIMARY KEY,

name VARCHAR(50) NOT NULL,

dob DATE,

contact VARCHAR(15),

email VARCHAR(50),

dept_id VARCHAR(10),

position_id VARCHAR(10),

hire_date DATE,

FOREIGN KEY (dept_id) REFERENCES department(dept_id),

FOREIGN KEY (position_id) REFERENCES position(position_id)

);

Department Table:-
CREATE TABLE department (

dept_id VARCHAR(10) PRIMARY KEY,

dept_name VARCHAR(50) NOT NULL,

manager_id VARCHAR(10),
 location VARCHAR(50)

);

Position Table:-
CREATE TABLE position (
position_id VARCHAR(10) PRIMARY KEY,
title VARCHAR(50) NOT NULL,
base_salary DECIMAL(10,2),
benefits VARCHAR(100)
);

Attendance Table

CREATE TABLE attendance (

attendance_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10),
date DATE NOT NULL,
status ENUM('Present', 'Absent', 'On Leave', 'Half-Day'),
hours_worked DECIMAL(4,2),
FOREIGN KEY (emp_id) REFERENCES employee(emp_id)
);

Salary Table

CREATE TABLE salary (

salary_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10),
month INT CHECK (month BETWEEN 1 AND 12),
year INT,
basic DECIMAL(10,2),
allowances DECIMAL(10,2),
deductions DECIMAL(10,2),
net_salary DECIMAL(10,2),
FOREIGN KEY (emp_id) REFERENCES employee(emp_id)
);

Performance Table:-

CREATE TABLE performance (

review_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10),
 date DATE,
rating DECIMAL(2,1) CHECK (rating BETWEEN 1 AND 5),
comments TEXT,
FOREIGN KEY (emp_id) REFERENCES employee(emp_id)
);

DATA INSERTION:-

INSERT INTO employee (emp_id, name, dob, contact, email, dept_id, position_id, hire_date) VALUES
('E001', 'John Smith', '1985-03-15', '5551234567', '[email protected]', 'D001', 'P001', '2018-
06-10'),
('E002', 'Sarah Johnson', '1990-07-22', '5552345678', '[email protected]', 'D002', 'P002', '2019-
02-15'),
('E003', 'Michael Brown', '1988-11-05', '5553456789', '[email protected]', 'D003', 'P003',
'2017-09-20'),
('E004', 'Emily Davis', '1992-04-30', '5554567890', '[email protected]', 'D004', 'P004', '2020-01-
05'),
('E005', 'Robert Wilson', '1983-09-18', '5555678901', '[email protected]', 'D001', 'P001',
'2015-03-12');

INSERT INTO department (dept_id, dept_name, manager_id, location) VALUES

('D001', 'Human Resources', 'E005', 'Floor 1'),
('D002', 'Information Technology', 'E010', 'Floor 2'),
('D003', 'Finance', 'E015', 'Floor 3'),
('D004', 'Marketing', 'E020', 'Floor 4'),
('D005', 'Operations', 'E025', 'Floor 5');

INSERT INTO position (position_id, title, base_salary, benefits) VALUES

('P001', 'HR Manager', 75000.00, 'Health Insurance, Bonus'),
('P002', 'Software Developer', 65000.00, 'Health Insurance, Stock Options'),
('P003', 'Financial Analyst', 70000.00, 'Health Insurance, Retirement Plan'),
('P004', 'Marketing Specialist', 60000.00, 'Health Insurance, Commission'),
('P005', 'Operations Manager', 80000.00, 'Health Insurance, Company Car');

INSERT INTO attendance (attendance_id, emp_id, date, status, hours_worked) VALUES

('A001', 'E001', '2023-06-01', 'Present', 8.0),
('A002', 'E001', '2023-06-02', 'Present', 8.5),
('A003', 'E002', '2023-06-01', 'Present', 7.5),
('A004', 'E002', '2023-06-02', 'On Leave', 0.0),
('A005', 'E003', '2023-06-01', 'Present', 9.0);

INSERT INTO salary (salary_id, emp_id, month, year, basic, allowances, deductions, net_salary)
VALUES
('S001', 'E001', 6, 2023, 75000.00, 5000.00, 12000.00, 68000.00),
('S002', 'E002', 6, 2023, 65000.00, 3000.00, 9500.00, 58500.00),
('S003', 'E003', 6, 2023, 70000.00, 4000.00, 11000.00, 63000.00),
('S004', 'E004', 6, 2023, 60000.00, 2000.00, 8500.00, 53500.00),
('S005', 'E005', 6, 2023, 80000.00, 6000.00, 14000.00, 72000.00);

INSERT INTO performance (review_id, emp_id, date, rating, comments) VALUES

('PR001', 'E001', '2023-05-15', 4.5, 'Excellent leadership skills'),
('PR002', 'E002', '2023-05-20', 4.0, 'Strong technical abilities'),
('PR003', 'E003', '2023-05-25', 4.2, 'Great financial analysis'),
('PR004', 'E004', '2023-05-28', 3.8, 'Good marketing initiatives'),
('PR005', 'E005', '2023-05-30', 4.7, 'Outstanding management');

Employee

Department

Position

Attendance

Salary
Performance

SQL QURIES

Get All Employees in a Department

SELECT e.emp_id, e.name, p.title
FROM employee e
JOIN position p ON e.position_id = p.position_id
WHERE e.dept_id = 'D001';

Calculate Monthly Salary Expenditure

SELECT d.dept_name, SUM(s.net_salary) AS total_salary
FROM department d
JOIN employee e ON d.dept_id = e.dept_id
JOIN salary s ON e.emp_id = s.emp_id
WHERE s.month = 6 AND s.year = 2023
GROUP BY d.dept_name;
Find Employees with Perfect Attendance
SELECT e.emp_id, e.name, COUNT(a.attendance_id) AS days_present
FROM employee e
JOIN attendance a ON e.emp_id = a.emp_id
WHERE a.status = 'Present'
AND a.date BETWEEN '2023-06-01' AND '2023-06-30'
GROUP BY e.emp_id, e.name
HAVING COUNT(a.attendance_id) = 22;

Update Employee Position

UPDATE employee
SET position_id = 'P002'
WHERE emp_id = 'E001';

Department headcount:
SELECT d.dept_name, COUNT(e.emp_id) AS employee_count
FROM department d
LEFT JOIN employee e ON d.dept_id = e.dept_id
GROUP BY d.dept_name;
SQL TRIGGERS FOR EMPLOYEE

1.Auto-generate employee email on insert

CREATE OR REPLACE FUNCTION generate_employee_email()
RETURNS TRIGGER AS $$
BEGIN
NEW.email := LOWER(REPLACE(NEW.name, ' ', '.')) || '@company.com';
RETURN NEW;
END;

2. Enforce minimum working age (18 years)

CREATE OR REPLACE FUNCTION check_minimum_age()
RETURNS TRIGGER AS $$
BEGIN
IF (EXTRACT(YEAR FROM AGE(NEW.dob)) < 18 THEN
RAISE EXCEPTION 'Employee must be at least 18 years old';
END IF;
RETURN NEW;
END;
Conclusion:-
This Employee Management System (EMS) project successfully demonstrates the implementation
of a robust, secure, and efficient database system for managing HR operations. By leveraging SQL
triggers, relational database design, and advanced querying, we have created a comprehensive
solution that automates critical HR processes while ensuring data integrity, security, and
compliance.

Key Achievements

Automated HR Processes:
• Salary calculations, probation tracking, and leave management are now fully automated.
• Reduced manual errors and improved efficiency in payroll and attendance systems.

Data Integrity & Security:

• Triggers enforce business rules (e.g., preventing salary reductions without approval).
• Validation checks ensure accurate employee data (e.g., valid contact numbers, age
restrictions).

Audit & Compliance:

• All critical changes (salary updates, promotions, department transfers) are logged for
compliance.
• Mandatory training enforcement for sensitive roles (e.g., Finance, IT Security).

Scalability & Maintainability:

• Normalized database structure (3NF) minimizes redundancy.
• Modular triggers & functions allow easy updates to business rules.

NORMALIZATION:-

1. First Normal Form (1NF)

Rules:
• Each table must have a primary key (unique identifier).
• Each column must contain atomic (indivisible) values (no repeating
groups or arrays).
• No duplicate rows.
Example: Unnormalized Employee Data (Before 1NF)
emp_id name dob contact skills
E001 John Smith 1985-03-15 5551234567 Java, SQL, Leadership
Problem:
• The skills column contains multiple values (violates atomicity).
Solution (1NF Compliance):
• Split skills into a separate table (employee_skills).
Normalized Tables:
employee (1NF)
emp_id name dob contact
E001 John Smith 1985-03-15 5551234567
employee_skills (1NF)
emp_id skill
E001 Java
E001 SQL
E001 Leadership

2. Second Normal Form (2NF)

Rules:
• Must already be in 1NF.
• All non-key attributes must depend on the entire primary key (no partial
dependencies).
Example: salary Table (Before 2NF)
salary_i emp_i mont allowance deduction net_salar dept_nam
year basic
d d h s s y e
202 7500
S001 E001 6 5000 12000 68000 HR
3 0
Problem:
• dept_name depends on emp_id (not the full primary key salary_id).
• This creates a partial dependency.
Solution (2NF Compliance):
• Move dept_name to the department table (linked
via dept_id in employee).
Normalized Tables:
salary (2NF)

salary_id emp_id month year basic allowances deductions net_salary

S001 E001 6 2023 75000 5000 12000 68000

employee (2NF)
emp_id name dept_id
E001 John Smith D001
department (2NF)
dept_id dept_name
D001 HR

3. Third Normal Form (3NF)

Rules:
• Must already be in 2NF.
• No transitive dependencies (non-key attributes must not depend on
other non-key attributes).
Example: employee Table (Before 3NF)
emp_id name position_id title base_salary
E001 John Smith P001 HR Manager 75000
Problem:
• title and base_salary depend on position_id (not directly on emp_id).
• This is a transitive dependency.
Solution (3NF Compliance):
• Move title and base_salary to the position table.
Normalized Tables:
employee (3NF)
emp_id name position_id
E001 John Smith P001
position (3NF)
position_id title base_salary
P001 HR Manager 75000

4. Boyce-Codd Normal Form (BCNF)

Rules:
• Must already be in 3NF.
• Every determinant (left-hand side of a functional dependency) must be
a superkey (a candidate key).
Example: department Table (Before BCNF)
dept_id dept_name manager_id manager_name
D001 HR E005 Robert Wilson
Problem:
• manager_name depends on manager_id (not on the primary
key dept_id).
• manager_id is not a superkey (it’s just a foreign key).
Solution (BCNF Compliance):
 • Move manager_name to the employee table (since it depends
on manager_id).
Normalized Tables:
department (BCNF)
dept_id dept_name manager_id
D001 HR E005
employee (BCNF)
emp_id name position_id
E005 Robert Wilson P001

CREATE TABLE employee (

emp_id VARCHAR(10) PRIMARY KEY,
name VARCHAR(50) NOT NULL,
dob DATE,
contact VARCHAR(15),
email VARCHAR(50),
dept_id VARCHAR(10) REFERENCES department(dept_id),
position_id VARCHAR(10) REFERENCES position(position_id),
hire_date DATE
);

CREATE TABLE department (

dept_id VARCHAR(10) PRIMARY KEY,
dept_name VARCHAR(50) NOT NULL,
location VARCHAR(50)
);

CREATE TABLE position (

position_id VARCHAR(10) PRIMARY KEY,
title VARCHAR(50) NOT NULL,
base_salary DECIMAL(10,2),
benefits VARCHAR(100)
);

CREATE TABLE salary (

salary_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10) REFERENCES employee(emp_id),
month INT CHECK (month BETWEEN 1 AND 12),
year INT,
basic DECIMAL(10,2),
allowances DECIMAL(10,2),
deductions DECIMAL(10,2),
net_salary DECIMAL(10,2)
);

CREATE TABLE attendance (

attendance_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10) REFERENCES employee(emp_id),
date DATE NOT NULL,
status VARCHAR(20) CHECK (status IN ('Present', 'Absent', 'On Leave')),
hours_worked DECIMAL(4,2)
);

CREATE TABLE performance (

review_id VARCHAR(10) PRIMARY KEY,
emp_id VARCHAR(10) REFERENCES employee(emp_id),
review_date DATE,
rating DECIMAL(2,1) CHECK (rating BETWEEN 1 AND 5),
comments TEXT
);