Employee Survey Feedback System

Employee Survey Feedback System 201 1
1. INTRODUCTION
1.1. Objective Survey Feedback System is software developed for the HR associates of organization.The objective behind its making was to create a system that would aid the administration personnel increase the efficacy of the process of gauging the performance of different employees in different offices. 1.2. Need for the system Traditional performance management systems have limited scope in terms of sharing development feedback with employee, owing to the impact on performance bonus and promotions. This results in lack of accurate feedback flowing downwards from the manager to the subordinate. At the same time, a feedback for an associate needs to be holistic, not just from the manger but from other sources such as subordinates. Research has revealed that subordinate feedback is most accurate, when the feedback is kept anonymous and delinked from traditional performance appraisal systems. 1.3. Advantages Such Feedback System when carefully utilized in an organization leads to Changes in Leadership Styles Clearly defined Training Requirements Individual and team Action Plans to improve how team and manager work together Ideas, problems and suggestions that go beyond the team when collated from a range of teams, results in responsive Organizational Change Greater empowerment to employees A more Open Culture
1.4. Candidate System

Mahakal Institute of Computer Science(MICS),ujjain Page 1

Today there are number of organizations which involves large number of employees to perform their work. Such organisations frequently performs the surveys in order to do the evaluation of the employees. Developing a system that would automate this process would be of great benefit for such organizations. Feedback System provides a way for the organizations to conduct survey for various employees and evaluate them. For conducting survey using Feedback System includes purchasing the license, then adding the subject for survey. This is done by Client Admin. Once subject has been added , now the Participants for that survey can be added. Along with this ,various approvers and viewers can also be added .The subject is evaluated on the basis of certain questions that are collected together to make a profile. Client Admin can choose questions for evaluation and make a profile .The profile is then mapped to the survey. After participants have been added and profile has been mapped, the client admin can initiate the survey. Client Admin can monitor the surveys that are in progress. While monitoring he/she can view various details of the survey such as the name of subject for whom survey is conducted ,various participants of that survey, start date ,end date and even how many participants have completed the survey by filling the feedback form. He/ She can also change the end date for survey ie. can extend the survey and can even close the survey whenever required. Along with this if the client admin feels that some participant should not be included in survey and rating given by him/her must not be included in the final report then he/she can Deactivate that participant. In other case if the client wants to include a deactivated participant back in survey then he/she can Activate that participant. On closing the survey either explicitly by client admin, or implicitly on meeting end date, a report is been generated for that survey. The report is in the form of graphs and pie chart. Along with this the approvers, report viewers can also see ten highest and ten lowest rated questions in that particular survey. The subject then fills a development form, on the basis of report, stating what actions he/she will take in order to improve. Finally this action plan is provided to approvers on the basis of their priority for approval.
2. System Development Life Cycle


2.1 Description of SDLC: Systems Development Life Cycle (SDLC) is a process used by a systems analyst to develop an information system, including requirements, validation, training, and user (stakeholder) ownership. Any SDLC should result in a high quality system that meets or exceeds customer expectations, reaches completion within time and cost estimates, works effectively and efficiently in the current and planned Information Technology infrastructure, and is inexpensive to maintain and cost-effective to enhance. Computer systems are complex and often (especially with the recent rise of Service-Oriented Architecture) link multiple traditional systems potentially supplied by different software vendors. To manage this level of complexity, a number of SDLC models or methodologies have been created, such as "waterfall"; "spiral"; "Agile"; "rapid prototyping"; "incremental"; and "synchronize and stabilize".
Mahakal Institute of Computer Science(MICS),ujjain
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2.2.Process Model Used: Process model used in Survey Feedback System is iterative water fall model. If requirement is well understood then it is best choice for developing a system using this process model. Iterative waterfall model is practical compared to the classical waterfall model since errors are taken into consideration in it. Basic activities in a system design life cycle are:
F e a s i b i l i t y s t u d y R e q u i r e m n e t A n a l y s i s a n d s p e c i f i c a t i o n
e s i g n
d i n g
T e s t i n
a i n t e n a n
c e
Figure 1 Following are reason for choosing iterative waterfall model for Survey Feedback System. It encourages development of system in systematic and disciplined manner Provides better understanding and communication among team members Pipelining the activities to carried out number of dissimilar projects together
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3. Analysis
3.1 Requirement Analysis: Requirement analysis is the process of gathering and interpreting facts, diagnosing problems, and using the information to design and develop the proposed system. Analysis starts with identifying statement of need or a high level problem statement. 3.1.1 Information Gathering
Information gathering means collecting the information about the system on which you are working. There are various information-gathering tools, we had used following tools for information gathering: 1.Written and printed documents 2. Meeting with several prospective clients. 3.Questionnaires. By doing meeting with prospective clients we came to know all their requirements and problems hidden in the system. By meeting we have understood all the requirements and functionality that they expect from system. In questionnaires we asked many questions related to the working of the field engineers in various sectors like insurance, telecom and about their policies. In questionnaires we got the complete scenario of the working of their current system and rules & regulations associated with their system. 3.1.2 System Feasibility
Feasibility is the measure of how beneficial or practical the development of an information system will be to an organization. The three areas of feasibility study of this project include: 1 2 3 Economic Technical Behavioral
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3.1.2.1 Economic Feasibility Economic feasibility is the most crucial factor in system analysis. The system should be cost effective. Economic feasibility is generally the bottom line consideration for most of the systems.. The most important software required for the development of the Survey Feedback System i.e. SQL server and Java 1.6 JDK are available with the organization as they are open source tools. For deploying the application there will be a need of a web server. We are using Net Beans IDE and Glass Fish server for this purpose as it are also a open source server, so use of this will not be cause of any problem. There is no hardware cost involved because computers required for the development purpose are already present with the organization. There is further no need to purchase special applications software, do software modifications, training and data collection, and just a meager documentation preparation cost involved. Lastly, there are no system maintenance, depreciation or rental costs involved with the new system. 3.1.2.2 Technical Feasibility Technical feasibility is one of the most difficult areas to assess at this time of systems engineering. If right assumptions are made anything might seem possible. The considerations that are normally associated with technical feasibility include: A.Is the proposed technology or a solution is practical? The proposed technology is definitely proven & practical. We are using J2SE technology and MVC architecture. The technology provides best architecture for solutions. The technology can process complex business logic and provide effective handling of large business application in order to provide quality throughput to the organization in desire time period.
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3.1.2.3 Behavioral Feasibility Behavioral feasibility means that how the system will behave and respond when put in implementation. Thus behavioral feasibility is very important factor to be considered for effective working of system.
3.2 Use Case analysis:
3.2.1
Use Case Diagram:
Use Case diagrams help us plot the functions of the system from the perspective of its various users known as actors. The Use Case Diagrams of the system are as shown in the following pages.
d d / D A d d
e l e t e
a r t i c i p a n t
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Figure: Use Case Diagram for Employee Survey Feedback System


3.2.2 Use Case Description: 1. Login:
Actors:-Admin, Manager, Participant. Precondition:-User must registered. Basic Flow:-User Id and Password must exit. Alternative Flow:-If Id, password are wrong then show error msssage. Post Condition:- Go to their account and perform all task of authorized user.
2. Add/Delete Participant: Actor:-Admin Precondition:- User must registered as admin. Basic Flow:- User can add/delete participant related to specific survey. Post Condition:- Update and save participant list.
3. Add Survey:

Actor:-Admin Preconditon:- User must registered as admin. Basic Flow:- Admin can start new survey and Modify survey list. Post Condition:- Update survey list and modify related information.
4. Maintain Feedback Form: Actor:-Admin

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Preconditon:- User must registered as admin. Basic Flow:- Admin can maintain question related Post Condition:- Admin can modify feedback form.
5. Close Survey: Actor:-Admin Preconditon:- User must registered as admin. Basic Flow:- Admin can close survey Post Condition:- Admin can modify survey date
6. Generate Report:
Actor:-Admin Preconditon:- User must registered as admin. Basic Flow:- Admin can receive feedback Post Condition:- Admin can generate report
7. View Report: Actor:-Manager Preconditon:- User must registered as manager. Basic Flow:- Manager can view report generated by feedback.
8. Give Feedback: Actor:-Participant

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Preconditon:- User must registered as participant for that survey. Basic Flow:- Participant can give feedback for their manager. Post Condition:- Participant can submit feedback
9. Upcoming Survey: Actor:- Participant Preconditon:- User must registered as participant. Basic Flow:- Participant can view upcoming survey detail.
4.System Design
Systems design is the process of defining the architecture, components, modules, interfaces, and data for a system to satisfy specified requirements. One could see it as the application of systems theory to product development. There is some overlap with the disciplines of systems analysis, systems architecture and systems engineering. If the broader topic of product development "blends the perspective of marketing, design, and manufacturing into a single approach to product development, then design is the act of taking the marketing information and creating the design of the product to be manufactured. Systems design is therefore the process of defining and developing systems to satisfy specified requirements of the user.

4.1 System flow Diagram:
S t a r t S ig n u p f o r m
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A
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W S a n t t o d d u r v e y N O
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B
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in g
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C
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Y e s
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W H
a n t t o ie w is t o r y
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4.2 Data flow Diagram:


Data Flow Diagram (DFD) helps to find out the flow of data from external entities to internal entities of the system. It shows how data flows from one component of the system to another. The DFDs are draw at various levels starting from level 0, also known as Context Diagram. The levels are refined further with details about individual processes at each level until we reach the most basic process that can be declared as a program construct.
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4.3 Sequence Diagram:
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t a d d p a p p r t i c i p a n t a n a n i n t t f o i n i n f o f o a n d a n m t e t o l e t e d i f y a r t i c i p a r t i c i p
e l e t e o d i f y
a r t i c i p a r t i c i p
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a r t i c
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4.4 Database design:
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Employee Survey Feedback System 201 1 E - R D i a g

S u r v e y
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E
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d _ d a St eu
d a t e S u
r v e
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r v e y _
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s t i o
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5.Implementation
In computer science, an implementation is a realization of a technical specification or algorithm as a program, software component, or other computer system through programming and deployment. Many implementations may exist for a given specification or standard. For example, web browsers contain implementations of World Wide Web Consortium-recommended specifications, and software development tools contain implementations of programming languages.
5.1.Platform Used: 5.1.1 Hardware Requirement Processor: Minimum Pentium - IV processor / best suited with Core to Duo & upper version Memory : For Optimal performance At least 512 MB RAM / best suited in 1 GB RAM 5.1.2 Software Requirement J2SE development Software: Java Run Time Environment JDK 1.5 or above
SQL Server, CSS, XML, JavaScript
NetBeans IDE 6.5 Operating System: Windows 2000 / Windows XP/Windows 7
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5.1.2.1 Database Table: 1.Employee_Master

Employee_Master Column First_name Last_name Employee_id password Job_Title Contact_no Email_Id Type Varchar(20) Varchar(20) Varchar(10) Varchar(20) Varchar(20) Varchar(12) Varchar(20) Remarks Not Null Not Null Primary Key Not Null Not Null
2. Login_Master
Login_master Column employee_Id password Type Varchar(10) Varchar(10) Remarks Foreign key,Not Null Not Null
3.Survey_Master

Survey_Master Column Survey_Id Survey_Name Start_Date End_Date Type Varchar(20) Varchar(20) DateTime DateTime Remarks Primary Key Not Null Not Null Not Null
4.Participant
Participant Column Survey_Id employee_Id Type Varchar(10) Varchar(10) Remarks Foreign key,Not Null Foreign key,Not Null Other Primary Key
5.Question
Question Column Survey_Id Question_Id Question_Desc Type Varchar(10) Varchar(10) Varchar(200) Remarks Foreign key,Not Null Not Null Not Null Other Primary Key
6.Feedback_Report
Participant Column Survey_Id Type Varchar(10) Remarks Foreign key,Not Null
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rating numeric(10) Not Null
5.1.2.2 Snapshot: Login Form
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Admin Page
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Participant Page
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Feedback Form
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5.3 Testing 5.3.1 Testing Strategy Adapted As there are two types of testing strategies namely Black box testing and White box testing and we have performed both kind of testing in our software as per the requirements. Black Box Testing: It takes an external perspective of the test object to drive test cases. These tests can be functional or non-functional, though usually functional. The test designer selects valid and invalid input and determines the correct output. There is no knowledge of the test objects internal structure. This method of test design is applicable to all levels of software testing: unit, integration, functional testing, system and acceptance. The higher the level, and hence the bigger and more complex the box, the more one is forced to use black box testing to simplify. White Box Testing: It is a security testing method that can be used to validate whether code implementation follows intended design, to validate implemented security functionality, and to uncover exploitable vulnerabilities. While this method can uncover unimplemented parts of the specification, one cannot be sure that all existent paths are tested. 5.3.2.System Testing System testing of software or hardware is testing conducted on a complete, integrated system to evaluate the systems compliance with its specified requirements. System testing falls within the scope of black box testing, and as such, should require no knowledge of the inner design of the code or logic. System testing is performed on the entire system in context of a Functional Requirement Specification and/or a System Requirement Specification (SRS).
6. Conclusion
Survey Feedback System is a perfect solution for the problem exists with traditional performance management system. Survey Feedback System provides an effective collection of feedback from all around and analysis the performance and prepared a report. It was a great feeling while making the system that fulfills the management requirements & getting their appreciation. 6.1 Important Features: The proposed system has following features: Effective solution for problem of traditional performance management system.
Taking feedback from feedback system, while keeping the feedback anonymous
and delinked from traditional performance appraisal systems.

Making system Software As A Service (SAAS) application. To provides an effective collection of feedback from all around and analysis the performance and prepared a report.
Enable the subject to prepare action plan for improving the shortcomings.
6.2 Future Work:

Expected to deploy it on the live server so that middle & small scale company can take full use of it by taking license for the services.
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Employee Survey Feedback System 201 1

1.4. Candidate System