CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Introduction

In this chapter, the appropriate methodology for achieving the research aim and objective is
discussed. This is the comprehensive study of an existing system to discover the areas of its
functional limitation. ConsequentlyConsequently, this stage will give recommendations (with
alternatives) for re-designing the system for improved performance. The aim is mainly to
proffer a system, which will enable a perfect and effectual designs and attainment of the new
system.

3.2 METHOD OF DATA COLLECTIONData Collection Methods

The techniques used for data gathering in this study are as follows. The data used were
collected from two sources; primary and secondary source:;

i. Primary Source: These involves oral interviews and observations conducted

with employees of various companies and organizations of different
background in reviewing and sharing their experience and challenges on the
existing method of attendance management.
[ii.] Secondary Source: These include the utilization of journals, conference papers
and internet sources to gather data in a bidso as to find out what biometric
attendance management system is all about.
3.3 Existing System

In this section, the existing system that relates to attendance management system is discussed.
A concise explanation about manual attendance management system is stated in this section.

3.3.1 Manual Attendance Management System (Existing System)

Earlier before nowPreviously,, the traditional method of managing the attendance was
through registers, the employees will just insert the attendance on paper, it utilizes
handwritten records method usually signature on paper with a cumbersome statistical process
(Khuran, et al,. 2021). Many activities were done in an unordered manner.

3.3.2 Disadvantages Ofof The Existing System

  The traditional system of identification usually signature on paper in institutions and
offices has proved to have failed to achieve its major purpose which was to ensure the
right statistics of staffs that come to work. The major reason for its failure among its
short-comings many shortcomings is the ability for a staff to sign in for another staff
leading to falsification in attendance which is rampant in the traditional method ( M.,
et al, 2018).
 The manual method usually requires paper and many other stationary materials, which
is difficult to change if required to maintain neatness ( K., 2018)
 Misplacement of the attendance book (time book)
 Impersonation among employees signing the manual attendance for each other
 Time consuming
 Difficulties in finding storage unit
 Prone to error when recording attendance

3.3.3 Advantages Of The Existing System

The existing system when compared to the proposed system has one advantage, it is non-
electronic, which means there is no need of computer or any electronic device in order to
verify employee before entering the school staff room. In situation where there is no means of
operating a computer system, the existing system will work.

3.4 Proposed System

The new system will be designed based on the user requirement and elaborate analysis of
the existing system. The design phase of any system is very important and vital because
the success of any system depends mostly on its design specification. The proposed
employee biometric attendance management system gives a more correct accurate and
efficient report of employee attendance for accurate identification and authentication of
both absentee and impersonated. The employee biometric attendance system is a windows
software application which runs the employee biometric attendance management system
on a server providing an attractive and friendly interface. The whole data of the employee
is kept in the MySQL database, which is one of the best repositories. This can ease
employee attendance record and it would act as a record keeper for the school which can
store basic information about employee such as employee unique id, rank, Designation,
Address, gender, grade level, etc. The employee biometric attendance application consists
of distinctive feature. The structure of the system will provide access to a richer content in
a more organized manner therefore the burden of employers will be reduced. The system
provideprovides high level of security whereby making it impossible for imposters and
impersonators to sneak in. The proposed system addresses the challenge of missing
attendance register since information about employees can be automatically generated on
the spot with the help of the designed system. AlsoAlso, it'll provide a better and efficient
service to employers together with simplifying attendance system. Hence using this system
employers and employees will feel very simple to work on it.
3.4.1 Advantages Ofof The Proposed System

There are many advantages of integrating biometrics with employee Attendance management
Systems in an organization,

 Provides a faster process to track employee attendanceattendance.

 It is non-intrusiveintrusive.
 It prevents proxy attendance and errors which are common problems when using
traditional check-in and check-out methodsmethods.
 Reduced time consuming
 Speed up data verification which reduces administration time and increases
productivity.
 Helps to increase security and protect employee privacy.
 Cost-Effective
 Easy to Manage (As compared to manual attendance systems, AI-based attendance
systems are highly automated)
 More Accurate (the system can recognize who left the designated area and when
accurately)
 User friendly interface.
 Increased Storage capacity.

3.5 System PrototyipingPrototyping And Design

This phase deals with detailed flow graph, requirement analysis, and the design process of the
backend of the employee biometric attendance management system. Generally, the system
design involves two (2) stages which are discussed below:

3.5.1 Conceptual Andand Logical Design

The system being proposed is made up of two interfaceinterfaces which execute different
 and unique functions. The two interfaces includesinclude:
[i.] The Admin Interface: This interface will be used by the admin of the employee
attendance system to login to the system, to perform the operations of creating,
editingediting, and deleting user’s record, editing profile, creating, editing and
deleting employee record, creating, editing and deleting employee bio data record,
adding and deleting new employee list.
i.[ii.] The employee Interface: This interface will be used by the employee to login to
the system, to perform the operations of editing profile, updating their biodata.
3.6 Software Development Tools

For the purpose ofFor this study, the following tools were used:

[i.] Database Server: MySQL is a relational database management system that runs as a server
providing server providing multi-user access to a number ofseveral databases. The
reason of using this Database Server is that MySQL is an open-source relational
database management system (RDBMS) that uses Structured Query Language (SQL),
the most popular language for adding, accessing, and processing information in a
database. MySQL is noted principally for its speed, reliability, and flexibility.
[ii.] Hypertext Markup Language (HTML): HTML is a markup language that is used to
create electronic documents, especially pages on the World Wide Web that contain
connections called hyperlinks to other pages. Each web page you see on the Internet
contains HTML code that helps format and showshows text and images in an easy-to-
read format.
i.[iii.] Microsoft Visual Studio 2017: visual studio is an integrated development environment
from Microsoft. It is used to develop web apps, web services and mobile app. The
Microsoft visual studio was used to design the front end of the new system.

3.7 Hardware Requirement

The section of hardware configuration is an important task related to the software

development, insufficient Random Access Memory (RAM) may have an adverse effect on
the speed and efficiency of the entire system. The hard disk should have sufficient capacity to
store the file and application, any processor with minimum of (1.6 GHz or faster) processor
power at least 512 MB RAM, Fingerprint Scanner, Keyboard and a Microsoft Mouse or some
other compatible pointing device, monitor with super VGA (800 x 600) or higher resolution
and at least 250GB Hard disk drive. Below are some set of hardware which are needed in
designing employee biometric attendance system:;
i. Fingerprint scanner
ii. Microcontroller
iii. Laptop
iv. Connection Cables

3.8 Data Flow Diagram

A graphical illustration of the "flow" of data through an information system, modelling its
process aspects is shown in fig.3.1 below. It is usually used as a preliminary step to create an
outline of the system without going into great detaildetail. Following diagrams shows the data
flow sequence of admin and employee on the employee biometric attendance management
system;system.

Fig.3.1 Fingerprint procedures by the Administrator.

fig.3.2; Sequence Diagram showing Logging Procedures for Students.

3.9 System Analysis Andand Design Tools

The tools used for analysis and design of the proposed system are Unified Modeling
Language (UML) tools such as use case diagram, sequence diagram, activity diagram and
class diagram.

3.9.1 Use Case Diagram

A use case diagram is created to ease the design of the system development. Based on the use
case, the detail of each user scope and responsibility can be clearly depicted and based on the
use case diagram also other diagrams such as activity diagram, class diagram, sequence
diagram and communication diagram are created (Ahmed, et al, 2019). It is a methodology
used in system analysis to identify, clarify, and organize system requirements. A use case
diagram can indicate or identify different types of users of a system. The diagram below
shows the use case diagram for Employee biometric attendance management systemsystem.
 Fig.3.3 Use case Diagram for the proposed system

3.9.2 Sequence Diagram

Sequence diagrams describe intersections among classes in terms of exchanging messages

actively. They are also called event diagrams, a sequence diagram is a good way to pictured
and authenticate various runtime scenarios. These can help to predict how a system will
behave and to determine tasks a class may need to complete in process of modeling a new
system. The sequence diagram is a unified modeling language (UML) diagram that depicts
the behaviuoralbehavioral features of a system in conjunction with the class diagram or use
case. (Dobing & Parsons, 2006). It shows that the sequence diagram is more commonly used
in practice than teamwork defect diagram.

Fig.3.4 Sequence Diagram for Administrator

3.9.3 System Architecture

The connectivity of different entities in the proposed architecture in figure 3.5 can be seen
that the system is made up of the following modules:

i. Registration Module: This is used to register the employee details such as

biometric and personal data.

ii. Authentication Module: This is used to enable the user of the system access after
the submission of the correct authentication details.

[iii.] Verification Module: This is the module that is used to verify the employee in
attendanceattendance.

[iv.] Data Record Module: This is used to record the attendance records of existingthen
employees in the system database.

[v.] Database: This is the database used to store information for the system.
Implementation

Fig.3.5 System Architecture

3.9.4 Uml UML Main Menu Design Diagram

Fig.3.6 UML Class Diagram for Main Menu Design

 Fig.3.6.1 UML Class Diagram Sub Menu Design

3.9.5 Class Diagram

Class diagram is an illustration of the relationships and source code dependencies among
class within the unified modelling language. During this context, a class defines the methods
and variables in an object, that specific entity during a program or the unit of code
representing that entity.

Fig.3.8 Diagram of the biometric fingerprint of Employee attendance

3.10 Input DesdignDesign

Input design is the process of converting user-oriented input to a computer-based format.

TypicallyTypically, the gathering of input data is the most expensive part of the system. The
goal of designing input data is to create an entry that is straightforward, logicallogical, and
free from errors as attainable. Input files will exist in document form before being inputted to
the computer. Input design is quite complicated since it involves procedures for capturing
data as well as inputting it to the computer. For exampleexample, an input of this system are
employee and management (Admin).

3.11 Output Design

Outputs from computer systems are needed primarily to communicate the results process to
users. They’re also used to provide a permanent copy of those result for latter consultation.
Computer output is a vital and direct source of information to the users. Designing computer
output ought to proceed in an organized manner. The output normally depends on the input of
the data, message boxes and windows forms will be used to display the output.

3.12 Database Design

The database design for the system implements relational data model which is a collections of
tablescollection of tables in which data are stored (Akinduyite, et al , 2013). The database
was implemented in Microsoft SQLServer database (Sql Server, 2013). SQLServer is fast and
easy, it can store a very large record and requires little configuration. The final objective is to
make information access,access easy, quick, cheap and versatile for different users. During
database design the subsequent objectives are concerned:

i. Performance.

ii. Data independence.

iii. Controlled Redundancy.

iv. Accurate and integrating.

3.12.1 Database Tables Forfor The Proposed System

The following database tables are to be used in the database design for the proposed system.

Table 3.1 Admin Login Table

There are four attributes Namely, ID, username, password and image, the data type is written
against attribute, while the attribute that does not allowed empty value is indicated (as
uncheck box only two).

Table 3.2 Employee Login Table

Table 3.3 Employee Biodata Table

FIELD NAME DATA TYPE FILED SIZE CONSTRAINT

Employee Name VARCHAR 100 Not Null
Employee ID VARCHAR 10 Primary Key
Address VARCHAR 100 Not Null
DOB VARCHAR 6 Not Null
Employee Designation VARCHAR 50 Not Null
Fingerprint Capture VARCHAR 10 Not Null
Passport VARCHAR 100 Not Null
Table3.4 Employee Attendance Report Table

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