Chapter-3: Systems Design

3.1 Description of Information System:

3.1.1 Overall Design of the System:

The proposed Employee Management System (EMS) is a web-based application

designed to streamline and automate the core HR processes of an organization. Its
primary purpose is to manage employee records efficiently, facilitate communication
between departments, and reduce administrative overhead associated with employee
lifecycle management.

The system allows HR personnel and managers to perform functions such as onboarding
new employees, maintaining updated employee profiles, tracking attendance, handling
leave requests, assigning roles, processing payroll, and managing performance
evaluations. It also provides employees access to self-service features like viewing
payslips, applying for leaves, updating personal details, and submitting timesheets.

Main Features:

• Employee registration & profile management

• Department & role assignment
• Attendance tracking
• Leave management system
• Payroll management
• Performance evaluation
• Notifications and reporting
• User authentication and role-based access control

ADD
EMPLOYEE

MANAGE EMS
EMPLOYEE
DATABASE
EMPLOYEE LEAVES
MANAGEMENT
SYSTEM
PROCESS
PAYROLL

EMPLOYEE
EMS
INFO DATABASE

Figure-1: Functional Diagram of Online Billing System

3.1.2 Physical Design:
• Entity Relationship Diagram

Figure2-:Entity Relationship Diagram

In the figure no. 2 ER diagram of employee management system.
We have 5 different entities and each entity have its own-own
attributes and relationship between them. The first entities are
 admin, and its attribute are admin id, admin name and admin
password. The second entities we have employee, and its attribute
are employee name,employee proof, employee phone number,
employee address, employee department, employee salary,
employee leave, employee password. And the relationship admin
and employee are “can add” that is admin can add employee. The
third entities are employee details and the relationship between
admin and employee details “can update” that is admin can update
the employee details. The fourth entities we have is manager and
its attribute are manager id, manager password, manger name and
the relationship between admin and manager is “can add” that is
admin can add any manger. The last entities we have leave and its
attribute are leave id, leave reason, leave type and leave date and
the relationship between employee and leave are “can apply’ that
is employee can apply for leave and the relationship between
manager and leave is “can approve/reject” that is manager can
either approve or reject employee leave.

3.1.3 DATA FLOW DIAGRAM

❖ DFD level-0

P ost EMPLOYEE V iew

MANAGEMENT
SYSTEM USER
ADMIN

0
Response Request

Figure3-: DFD level-0

This is a Level 0 Data Flow Diagram (DFD), also called a Context-Level DFD,
for an Employee Management System. It provides a high-level overview of how
data flows between external entities (users of the system) and the system itself.

Here's an explanation of the components:

1. Central Process (Circle 0):

EMPLOYEE MANAGEMENT SYSTEM (0):
 This circle represents the whole system as a single process. All data flows in and
out of this central system.

2. External Entities (Rectangles):

ADMIN: An external user who sends data (like posts or updates) to the system
and receives responses.

USER: Another external entity that interacts with the system by sending requests
(e.g., to view employee information) and receiving responses.

3. Data Flows (Arrows):

From ADMIN to SYSTEM:
Post – Represents the data sent by the Admin, likely adding or modifying
employee records.
From SYSTEM to ADMIN:
Response – Acknowledgement or result of the post operation (e.g., confirmation
message, success/failure).
From USER to SYSTEM:
Request – User initiates a request (e.g., to view employee data).
From SYSTEM to USER:
View – The system returns the requested information to the user.

3.1.3 DFD LEVEL-1

Figure4-: DFD level-1

3.1.4 USE CASE DIAGRAM:
Description: A use case diagram is a dynamic or behaviour diagram in UML. Use case
diagrams model the functionality of a system using actors and use cases. Use cases are
a set of actions, services, and functions that the system needs to perform.

Figure5-: Use Case Diagram

In the figure no. 5 UML Use Case Diagram of employee
management system we have admin, manager and employee.

Admin: Admin can manage the full application and user. It can
manage salary, employee, and leave. It can update employee details
and change the password.
 Employee: Employee can apply for leave, check leave status and
check salary. Employee can also login and logout from the
system, update their profile and change account password.

Manager: Manager can check leave, check timesheet and can

approve leaves.

3.1.5 Sequence Diagram

Figure6-: Sequence Diagram

In this fig. no.6 sequence diagram for the Employee Management System

• The HR Manager initiates the process by calling createEmployeeProfile() on the

Employee entity.

• The Employee then triggers a checkExistingEmployee() request to the

EmployeeDatabase to verify if the employee already exists.

• EmployeeDatabase processes the request and sends a returnStatus() response back

to the Employee confirming whether the employee exists.

• If the employee is new, the Employee sends addNewEmployeeDetails() to

EmployeeDatabase to add the new employee's information.

• EmployeeDatabase responds with a confirmation() back to the Employee indicating

that the employee details were successfully added.

• Next, the Employee sends a createPayrollAccount() request to the Payroll System

to set up a payroll account for the new employee.

• Payroll System responds with payrollAccountCreated() to confirm that the payroll

account has been created successfully.

• After receiving payroll confirmation, the Employee sends

updateWithPayrollDetails() to the EmployeeDatabase to update the employee
record with payroll-related information.

• Finally, EmployeeDatabase responds with an employeeCreatedconfirmation()

back to the HR Manager, completing the employee creation process.
3.1.6 Site Map:
A Site Map for an Employee Management System (EMS) is a hierarchical diagram
that shows how web pages are connected. It helps visualize the navigation flow and
structure of the system.

Figure7-: Site Map

A site map is a visual or textually organized model of a Web site's content that allows
the users to navigate through the site to find the required information .
EXPLANATION:
Linkages between web pages using Site Map:-

• The Welcome-Page serves as the entry point for users. It is the first page they see
when accessing the Employee Management System.
• From the Welcome-Page, users are directed to the Main-Page, which acts as the
central navigation hub for the system.
• The Main-Page branches into two primary sections: Employee Management and
Administration.

• Under the Employee Management section, users can perform several tasks:

o Add Employee allows users to create new employee profiles.

o View Employees enables users to browse and search existing employee
records.
o Update Employee Details gives users the ability to modify existing
employee information.
o Delete Employee lets users remove an employee's profile from the
system.
o Employee Attendance helps manage and monitor employee attendance
records.
o Payroll Management handles salary processing and payroll activities.

• Under the Administration section, users manage broader organizational tasks:

o Roles & Permissions is used to assign and manage user roles and access
rights.
o Departments allows users to create, edit, and manage different
departments within the organization.
o Manage Teams focuses on team formation and management.
o Performance Review facilitates employee evaluation and review
processes.
o Training & Development oversees employee growth, training programs,
and skill-building activities.
o Contact HR provides a way for employees to reach out directly to the HR
department for support or inquiries.
 Chapter 4: Systems Development

IMPLEMENTATION DETAILS
4.1 Pseudo codes

4.1.1 Pseudo code for admin login

Begin

If (admin ID exists in the database and

password matches)

Allow access to employee management

page

Else

Display “Invalid admin ID/password”.

End if

End

4.1.2 Pseudo code for manager login page

Begin

If (User id exists in the database and

password matches)

Allow access and redirect to manager

dashboard
 Else

Display “Invalid User id or password”

End if

End

4.1.3 Pseudo code for employee login page

Begin

If (Employee id exists in the database and

password matches)

Allow access and redirect to employee

dashboard

Else

Display “Invalid User id or password”

End if End
 4.2 Result and discussions
4.2.1 HOMEPAGE FOR EMPLOYEE MANAGEMENT SYSTEM:
Coding:
OUTPUT:
4.2.2 LOGIN PAGE FOR ADMIN:
Coding:
DESCRIPTION: In this page admin can login here by using
admin user name and password .
4.2.3 ADMIN DASHBOARD:

Coding:
 DESCRIPTION: In this admin dashboard page we have
employee section, manager section, leave section and message
section.

4.2.4 VIEW EMPLOYEE DETAILS:

Coding:
DESCRIPTION: When you click on an employee details icon it
will redirect you to employee details page from where you can
view the details of an employee. You can update the employee
details by clicking on edit button and delete the employee records
by clicking on delete icon.

4.2.5. ADD EMPLOYEE FORM:

Coding:
 DESCRIPTION: In the given image below we can add employee
by filling up the employee details in the form.

4.2.6. ADD SALARY:

Coding:
 DESCRIPTION: In the given below salary master page we you
can add the employee salary and view the details of an employee
salary.

4.2.7 MANANGER SECTION (ADD/VIEW):

Coding:
 DESCRIPTION: In the given below manager master page we can
add manager and admin can view the details about the
manager’s profile.

4.2.8 EMPLOYEE LEAVE DETAILS:

Coding:
 DESCRIPTION: The given image below is the leave details
form of employee where admin can see the leave status of
employee.

4.2.9 MESSAGE SECTION:

Description: In the given image below, the admin can interact
with employee through message.
 CHAPTER 5: SUMMARY AND CONCLUSION
5.1 Summary of Achievement

We have designed an application that can perform different

functionalities and meet the requirements.

Some of the highlights of our application are:

User friendly: simple and easy to use

Efficient functioning: capable of producing a result

5.2. Difficulties encountered during project

The entire development of project encountered a little problem.

The prime being learning the new functionalities of the application
on which the development of the project is based on. A lot of
detailed study was required the initial phases of the project
development.

5.3. Limitation of the project

Due to the constraint of resources and time, the size of the

project could not be increased.

5.4. Future scope of the project

The application can be further developed which can include more

functionalities, user friendly interfaces.

Future developers can enhance this product by including

documents scanning of employee.
Ability to send notification through SMS and E-Mail.
 CONCLUSION

We have successfully designed and developed a webpage, which

is demonstrated in a way so that all the employee details are stored
securely, employee can send the leave easily and can generate the
pay slip. The system was implemented using web-based
technologies which include CSS, JSP, TOMCAT SERVER,
HTML, MySQL, and AWT. The system serves as improvement
in employee management, maintain accuracy, transparency and
highlight the need to integrate advance technology in employee
record. The developed system enables the employees to request
and track their leave at their own convenient time in timely
manner. Superior officers of the institution and administrative
department can create leave policies, check transparency and plan
activities ahead of time. Employee Leave Management System
will provide an effective way of managing the different employee
leave requests. The system will eliminate all the problems
encountered in the manual method which will help the companies
or organization better improve their business operations.

References

1. D.L. Carney, J.I. Cochran, “The 5ESS Switching System: Architectural Overview,” AT&T
Technical Journal, vol. 64, no. 6, July-August 1985, pp. 1339-1356.

2. A. Stevens, C++ Database Development, MIS Press, New York, 1992, p. 34.
3. J. Martin, Computer Database Organization, Prentice-Hall, Englewood Cliffs, NJ, 1977,
p. 53.

4. http://www.htmldog.com/guides/html/beginner/
5. https://www.ece.cmu.edu/~koopman/des_s99/sw_testing/
6. IEEE Std 830-1998: IEEE Recommended Practice for Software Requirements
specifications