Final Report of EHRMS

Final Year Project
Human Resource Management & Accounts

System
FAHAD AHMED BASHIR

FAIQ BAKHTIYAR
SUPERVISED BY
SIR. JAMIL AHMED
Date: 7th January 2008
UNIVERSITY OF KARACHI
Human Resource Management System
Table of Contents
AUTHORS INTRODUCTION

..................................................................................................................
4
ABSTRACT

...............................................................................................................................................
5
INTRODUCTION AND OVERVIEW

.......................................................................................................

6
INFORMATION GATHERING

................................................................................................................
7
Introduction

............................................................................................................................................
7
Interviews

...............................................................................................................................................
7
Departmental Overview

.........................................................................................................................
8
Security Domains

..................................................................................................................................
8
Information Systems

...............................................................................................................................
8
Personnel

................................................................................................................................................
9
Policies and Procedures

..........................................................................................................................
9
System Demonstrations

........................................................................................................................
10
FEASIBILITY ANALYSIS

......................................................................................................................
14
Technical Feasibility

.............................................................................................................................
14
Economic Feasibility

............................................................................................................................
16
Operational Feasibility

..........................................................................................................................
16
Schedule Feasibility

..............................................................................................................................
17
ANALYSIS AND DESIGN

......................................................................................................................
18
Methodology Routes

.............................................................................................................................
18
The Software Process

............................................................................................................................
18
Generic Software Process Models

........................................................................................................

19
.............................................................................................................................................................
19
Other Models Problems

........................................................................................................................
21
Waterfall Model

................................................................................................................................
21
Evolutionary Development

...............................................................................................................
21
Formal Systems Development

..........................................................................................................
21
Context Diagram Level Zero

................................................................................................................
22
Use Case Diagram

................................................................................................................................
23
Database Diagram

...............................................................................................................................
28
Class Diagram

......................................................................................................................................
29
29
..............................................................................................................................................................
IMPLEMENTATION

...............................................................................................................................
31
Naming Convention

..............................................................................................................................
31
Front End

..........................................................................................................................................
31
Middle Tier

.......................................................................................................................................
31
Database Tier

....................................................................................................................................
32
2
Screen shots:

.............................................................................................................................................
32
Main Form :

......................................................................................................................................
32
33
..................................................................................................................................................................
Employee Form :

..............................................................................................................................
33
Departments Form :

..........................................................................................................................

35
Designation Forms:

..........................................................................................................................
36
Administrator Login:

........................................................................................................................

37
Attendance Form :

............................................................................................................................
38
Generate Payroll:

..............................................................................................................................
39
Payroll:

..............................................................................................................................................
41
Delete Payroll:

..................................................................................................................................
42
42
..........................................................................................................................................................
CONCLUSIONS AND SUGGESTIONS FOR FUTURE WORK
..........................................................

43
REFERENCES

.........................................................................................................................................
43
3
AUTHORS INTRODUCTION
Name Fahad Ahmed
Qualification • Bs Software Engineering
Exposure Good know how about Java and .net Programming and developed
many academic projects using the latest technologies.
Languages / Technologies • JAVA
• JSP
• .Net Framework
• Java
• C# .Net
• TSQL
Name Faiq
Qualification • Bs Computer Science
Exposure Good know how about dot .net Programming and developed many
academic projects using the latest technologies.
Languages / Technologies • Crystal Reports
• Vb.net
• .Net Framework
• Java
• C# .Net
• TSQL
4
ABSTRACT
Managing, monitoring and maintaining employee information has been a problem in organizations,
because most of the procedures are manual that require huge resources and time as well. Searching and
updating previous employee status have also been hectic tasks. All of the data are placed in hard copies
form in haphazard way. So getting references from the previous records are serious problems.
Another issue is the time factor to prepare and manage Employee Details by the HR personnel. Unusual
delay in generating Payroll and Leave Management is also an intolerable problem. Furthermore,
managing accounts for the preparation of some financial statements and their evaluation manually is not
hundred percent accurate because of unmanaged patterns of the preparation. In totality processing cost
and usual delays in managing, maintaining and monitoring of employee information and accounts
dissatisfy the whole system and their users.
The best and optimized solution to solve the abovementioned problems is to implement a computerized
system that is responsible to maintain, manage and monitor employee and accounts related issues in
effective and efficient manner.
5
The system that is named as ERP HUMAN RESOURCE MANAGEMENT AND ACCOUNTS SYSTEM will cover all of the
aspects that are faced by previous system. The core responsibilities of the system are to manage
security, employees information, accounts and employee leaves etc. It also reduces resources and time
factor in contrast to the previous system. Providing accuracy and heterogeneous reports are also
additional features of the system.
INTRODUCTION AND OVERVIEW
The ERP Human Resource and Accounts System is an effective tool to manage security, employees
information, accounts and employee leaves etc. The main area is the HR management and Accounts
area that covers all of the aspects including employee addition, payroll , vouchers in accounts and their
other management tasks.
In general system can be categorized into the following modules and submodules:
1. Admin
a. User Group
b. User
2. HR
a. Employee.
b. Attendance.
c. Leaves Management.
6
d. Employee Type.
e. Reports.
3. Payroll
a. Payroll for the current month
b. Previous records of Payroll.
c. Reports
4. Accounts
a. Accounts
b. Receipts
c. Payments
INFORMATION GATHERING
Introduction
The purpose of the Information Gathering phase is to provide the raw material for the subsequent
modeling of system architectures and data flows. Information may be gathered through interviews,
system demonstrations, previous securityrelated reports, departmental policies, and system design
documentation.
The Information Gathering and Modeling phases overlap to some extent. The need for further or more
detailed information will often become evident during modeling, and models may change throughout
the analysis as new information is received. However, it is essential to acquire as much information as
possible during the initial interviews to maximize the effectiveness of the modeling process and
minimize any disruption of departmental activities.
Interviews
7
The formal Information Gathering process requires structured interviews during which the
characteristics of each information system are established, and the significance of the information being
processed is determined in terms of departmental objectives, policies, and requirements. Relationships
between various departmental systems and between the department and external organizations should
be identified in order to facilitate modeling of processing domains and information flows.
Interview planning will help to ensure that interviews are effective. It may be appropriate to arrange for
a checklist of specific topics to be provided to interview subjects prior to interviews.
Departmental Overview
The boundaries of the information systems under review need to be defined so that the high level flow
of information into and out of the department can be determined. External entities, organizations, and
systems should be identified and their role in relation to the department described. The physical and
logical links to these entities should be determined and the data flows across them detailed. The
information gained during this process should be sufficiently comprehensive to gain a complete
understanding of the major information processes covered by the scope of the analysis, the external and
internal information flows, and the computer systems and networks which process departmental
information. Information gained during this phase will be used for highlevel data flow and systems
architecture modeling.
Security Domains
During the Information Gathering phase, the analyst must gain a clear understanding of the security
domains within a department. A security domain is a location or set of locations operating under a
common security regime. It may be physically delimited (for example a building) or logically delimited
(for example, a group of systems handling information at the same level or subject to a common
security policy). A security domain will typically contain one or more information systems, and may
have external links to other domains. Security domains form the environment within which information
exists and define the boundaries across which information flows.
Information Systems
Each information system within the scope of the analysis should be analyzed. Information managed in
each system should be reviewed and the following information obtained:
8
a. the owner and custodian of the data;
b. the classification of the data;
c. the relationship between data entities, and between data entities and processes;
d. the form in which information is held and transmitted; and
e. the paths over which the data flows.
For automated information systems, the following system configuration details need to be determined:
a. the hardware supporting the system;
b. the operating system supporting the applications programs;
c. the applications programs;
d. the subsystems supporting access control and security processes; and
e. any security measures incorporated within the applications programs.
All data communications systems within the scope of the analysis or which are used to connect
automated information systems within the scope of the analysis should be reviewed to determine:
a. the network topology and location;
b. the ownership of the network;
c. the software used to access the network;
d. the protocols used;
e. the use of dialin and remote diagnostic or operating facilities;
f. any protective measures employed; and
g. the presence of network applications such as electronic mail and file transfer.
Personnel
Key personnel information which is of significance to the risk analysis includes:
a. employee security clearance and reference checking policies; and
b. use of employee agreements to define responsibility for computer user codes or information
protection.

Policies and Procedures
9
Departmental security policies are of fundamental significance to the risk analysis. These may be
explicitly expressed as formal departmental policy statements or may be embodied in legislation
relevant to a department.
In many cases, procedures include security relevant actions. A careful review of all procedures may
therefore be necessary to identify those relevant to security.
Departmental security marking procedures are particularly relevant, and should be reviewed to
ascertain:
a. the definition of any information sensitivity grading systems employed;
b. the rules and procedures for marking hard copy documents;
c. any protection afforded to documents at various levels of sensitivity; and
d. the nature of any security marking schemes implemented.

System Demonstrations
A demonstration of the various aspects of the system is often useful to consolidate information obtained
through interviews, and identify aspects of the system not covered in the interviews. This is particularly
useful to gain an understanding of the operation of the security subsystem. Demonstrations may be
provided at interview, or on a separate visit or visits.

10
PROJECT PLAN
11
12
13
FEASIBILITY ANALYSIS
A feasibility analysis usually involves a thorough assessment of the operational (need), financial (value)
and technical (practicality) aspects of a proposal. In systems development projects, business managers
are primarily responsible for assessing the operational feasibility of the system and information
technology (IT) analysts are responsible for assessing technical feasibility. Both then work together to
prepare a cost/benefit analysis of the proposed system to determine its economic feasibility.
Technical Feasibility
A systems development project may be regarded as technically feasible or 'practical' if the
organization has the necessary expertise and infrastructure to develop, install, operate and
maintain the proposed system. Organizations will need to make this assessment based on:
• knowledge of current and emerging technological solutions;
• availability of technically qualified staff inhouse for the duration of the project
and subsequent maintenance phase;
• availability of infrastructure inhouse to support the development and maintenance
of the proposed system;
• where necessary, the financial and/or technical capacity to procure appropriate
infrastructure and expertise from outside;
14
• capacity of the proposed system to accommodate increasing levels of use over the
medium term; and
• capacity of the proposed system to meet initial performance expectations and
accommodate new functionality over the medium term.
15
Economic Feasibility
A systems development project may be regarded as economically feasible or 'good value' to the
organization if its anticipated benefits outweigh its estimated costs.
In contrast, many development costs are easier to identify. These costs may include the time, budget and
staff resources invested during the design and implementation phase as well as infrastructure, support,
training and maintenance costs incurred after implementation. Nonetheless, it can also be difficult to
accurately quantify project costs when new technologies and complex systems are involved.
The concerned business must be able to see the value of the investment it is pondering before
committing to an entire system study. If shortterm costs are not overshadowed by longterm gains or
produce no immediate reduction in operating costs, then the system is not economically feasible, and
the project should not proceed any further.
Operational Feasibility
A systems development project is likely to be operationally feasible if it meets the 'needs' and
expectations of the organization. User acceptance is an important determinant of operational
feasibility. It requires careful consideration of:
• corporate culture;
• staff resistance or receptivity to change;
• management support for the new system;
• the nature and level of user involvement in the development and implementation
of the system;
• direct and indirect impacts of the new system on work practices;
• anticipated performance and outcomes of the new system compared to the existing
system;
• viability of the proposed development and implementation schedule;
• training requirements and other change management strategies; and
• 'pay back' periods (i.e. tradeoff between longterm organizational benefits and
shortterm inefficiencies during system development and implementation).
16
Schedule Feasibility
The client will want assurance that the schedule for developing and installing the proposed system is
realistic and reasonable in light of the business requirements. Business cycles should be taken into
consideration.
Project timeframes should be examined as an aspect of operational feasibility. It is important to make
realistic estimates of the staff resources and time required to complete different phases of the project,
and to recognize that schedule slippages may occur due to unforeseen circumstances. The impact of
such slippages will vary depending on the complexity of the recordkeeping project. Detailed scoping
of the project using critical path analysis will help minimize adverse effects. Obviously, management
should be alerted to any slippages as these may affect both the possibility of the project and the
organization.
17
ANALYSIS AND DESIGN
Methodology Routes
Multiple development methodology routes are available in which:
• Model Driven Development (MDD)
• Rapid Application Development (RAD)
• Commercial OfftheShelf Software (COTS)
• Maintenance and Reengineering
are frequently used in system development life cycle of a system. In ERP HR / Accounts Model Driven
Development route is used.
Modeldriven development techniques emphasize the drawing of models to help visualize and analyze
problems, define business requirements, and design information systems.
In general it covers following methodologies:
• Structured systems analysis and design — processcentered
• Information engineering (IE) — datacentered
• Objectoriented analysis and design (OOAD) — objectcentered (integration of data and process
concerns)
The ERP HR/Account is specifically based on Information engineering methodology that is data

centered, but process sensitive technique, which is used to model business requirements and design
system that fulfills those requirements.
The Software Process
A structured set of activities required to develop a software system that are:
• Specification
• Design
• Validation
• Evolution
A software process model is an abstract representation of a process. It presents a description of a
process from some particular perspective
18
Generic Software Process Models

• The waterfall model (Separate and distinct phases of specification and development)
• Evolutionary development (Specification and development are interleaved)
• Formal systems development (A mathematical system model is formally transformed to an
implementation)
• Reusebased development (The system is assembled from existing components
• )
• Incremental development (Customer value can be delivered with each increment so system
functionality is available earlier)
• Extreme Programming (Relies on constant code improvement, user involvement in the
development team and pair wise programming)
19
• Spiral development (Process is represented as a spiral rather than as a sequence of activities with
backtracking)
ERP HR/ Accounts follows Spiral development model in which:
• Process is represented as a spiral rather than as a sequence of activities with backtracking
• Each loop in the spiral represents a phase in the process.
• No fixed phases such as specification or design loops in the spiral are chosen depending on
what is required
• Risks are explicitly assessed and resolved throughout the process
Spiral Model Sectors
• Objective setting
o Specific objectives for the phase are identified
• Risk assessment and reduction
o Risks are assessed and activities put in place to reduce the key risks
• Development and validation
o A development model for the system is chosen which can be any of the generic models
• Planning
o The project is reviewed and the next phase of the spiral is planned
20
Other Models Problems
Waterfall Model
• Inflexible partitioning of the project into distinct stages
• This makes it difficult to respond to changing customer requirements
• Therefore, this model is only appropriate when the requirements are wellunderstood
Evolutionary Development
• Lack of process visibility
• Systems are often poorly structured
• Special skills (e.g. in languages for rapid prototyping) may be required
Formal Systems Development
• Need for specialised skills and training to apply the technique
• Difficult to formally specify some aspects of the system such as the user interface
21
Context Diagram Level Zero
ADMINISTRATOR
Manage all Setup items

including Security
HUMAN
Retrieve Setup information of RESOURCE
grids
Manage all Employee related

activity
HR MANAGER
ERP PAYROLL
View Reports and Employee
related activities
View Accounts
information
ACCOUNTANT Manage all Accounts ACCOUNTS

related Activities
Enter Data to the System
Verify the Entered Data

DATA ENTRY
OPERATOR
22
Use Case Diagram
Add Employee Delete Employee

View Reports
Update Employee
Filter Leaves
Update Attendence
View Leaves
(Detail)
Verify Attendence
View Leaves (Grid)
Delete Attendence
Filter Reports
HR Manager View Attendence
Print Reports
Filter Attendence
Filter Reports
Hire Employee
Filter Employee
Verify Employee
23
Assign User groups

Assign Roles
Modify Roles
View Grid Roles

View Grid User
Groups
View Detailed Roles

Modify User Groups
Administrator
View Detailed User Manage Security

Groups
24
Post Vouchers
Filter Attendence
View Vouchers
(Grid)
View Attendence
(Grid)
View Voucher
(Detail)
View Attendence
(Detail) Data Entry Operator
Enter Attendence
View Reports
Filter Leaves
Update Attendence
View Leaves
(Detail)
Verify Attendence
Delete Attendence
View Leaves (Grid)
Assistant HR Manager
View Attendence
Filter Reports Filter Attendence
25
Verify Vouchers View Reports

Verify Leaves
Update COA
Add COA
Update Vouchers Delete COA
View COA (Grid)

Filter COA
View COA (Detail)

View Vouchers
(Grid)
Accountant
Update Payroll
View Vouchers
(Detail)
View Payroll
Filter Vouchers Generate Payroll Filter Payroll
26
View Reports
Filter Leaves
Update Attendence
View Leaves
(Detail)
Verify Attendence
Delete Attendence
View Leaves (Grid)
Assistant HR Manager
View Attendence
Filter Reports Filter Attendence
27
Database Diagram
PAYROLL AND HUMAN RESOURCE ACCOUNTS
EMPLY
DESGN
PK INEMCODE
PK INDSCODE
FK5 INELCODE TRANS
YSTTS
VCDSDESG VCEMACRN PK INVCCODE
VCDSJSUM VCEMTITL PK INYSCODE
VCDSJDES VCEMNAME INVCTYPE
INDSSALR FK3 INDSCODE VCYSDESC DTVCDATE
FK2 INETCODE VCRECPAY VCTYP
FK1 INDPCODE VCVCDESC
INEMSALR PK INVTCODE
INVCRAMT
EMTYP INALCODE VCINWRDS
VCEMNICD VCVTDESC
FK1 INVTCODE
PK INETCODE VCEMADDR FK2 INDPCODE
VCEMQLFC DEPTT FK3 INACCODE
VCETDESC DTEMJOIN
DTEMSIIN PK INDPCODE
DTEMSIOF
INEMWKHR VCDPACRN
INAHRENT VCDPDESC
EMLEV
INAMEDIC
PK INLVCODE INACONVY ACCHD
INAUTILL
INEMALEV PK INACCODE
DTLVDTFR EMLOG
DTLVDTTO INEMCLEV
INEMSLEV PK INELCODE VCACNAME
INEMRELV
INEMSTLV FK1 INATCODE
INEMAPRV
BTLVPAID INEMALVB INEMCODE
FK1 TILTCODE INEMCLVB DTELSIIN
INEMSLVB DTELSIOF
INEMSTLB FK1 TILTCODE
BTEMISOT
FK4 INYSCODE ACTYPE
LVTYP
PK INATCODE
PK TILTCODE
VCACNAME
VCLTDESC
28
Class Diagram
29
30
IMPLEMENTATION
Naming Convention
Front End
At front end normally database field names are used for controls. Additionally three character prefixes
are attached. List of prefixes is given bellow:
Prefix Description
frm Form
txt Text box
chk Check box
btn Button
cls Class
rs Recordset
cm Command Object
Middle Tier
At middle tier database field names are also used as parameters. List of prefixes is given bellow:
Prefix Description
cnn Connection object
com Command object
31
rst Recordset object
Database Tier
List of prefixes is given bellow:
Prefix Description
sp Stored Procedure
@p Input parameter
@o Output parameter
SCREEN SHOTS:
Main Form :
32
Employee Form :
33
34
Departments Form :
35
Designation Forms:
36
Administrator Login:
37
Attendance Form :
38
Generate Payroll:
39
40
Payroll:
41
Delete Payroll:
42
CONCLUSIONS AND SUGGESTIONS FOR FUTURE WORK
• Security mechanism can be enhanced.
• More powerful Transaction management can be applicable.
• Application can be extended as a true distributed application like multiple database servers,
application servers and web servers.
• Proper load balancing mechanism can be embedded.
• Failover clustering can ales are implemented.
• More clientside validations can ales be applicable.
REFERENCES
The whole idea is self generated so there are no concrete references available. However, the couple of
books referred are:
43
• Systems Analysis and Design Method By J.L Whitten, Lonnie D. Bentlay and K. C. Dittman
• UML with Rational Rose By Boggs and Boggs
• Applying UML and Patterns By Larman
• Object Oriented Systems Analysis and Design By Simon Bennett
• Software Engineering By Pressman
• Dot net Tutorials
44

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Final Year Project

Human Resource Management & Accounts

FAHAD AHMED BASHIR

Date: 7th January 2008

The system that is named as ERP HUMAN RESOURCE MANAGEMENT AND ACCOUNTS SYSTEM will cover all of the

• capacity of the proposed system to meet initial performance expectations and

The ERP HR/Account is specifically based on Information engineering methodology that is data­

Manage all Setup items

Manage all Employee related

ACCOUNTANT Manage all Accounts ACCOUNTS

Enter Data to the System

Verify the Entered Data

Add Employee Delete Employee

View Leaves (Grid)

HR Manager View Attendence

Assign User groups

View Grid Roles

View Detailed Roles

View Detailed User Manage Security

Filter Reports Filter Attendence

Verify Vouchers View Reports

Update Vouchers Delete COA

View COA (Grid)

View COA (Detail)

Filter Vouchers Generate Payroll Filter Payroll

Filter Reports Filter Attendence

PAYROLL AND HUMAN RESOURCE ACCOUNTS

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The ERP HR/Account is specifically based on Information engineering methodology that is data