Employee Management System ABSTRACT A well planned, systematically executed industrial training helps a great deal in inculcating a good work culture. It provides a linkage between students and the industry in order to develop awareness of the industrial approach to problem solving based on broad understanding of operations of the industrial organizations. This project entitled “Employee Management System” has been designed towards improving the Management of Employee Information in the field offices of DGLW. It maintains Seniority, Leave Records, Transfer & Postings and other basic information of Employee. Various MIS reports can be generated through it Viz. Leave Order, Seniority List, Vacancy Position and CR Status etc. It is a web-based application; it will be accessed simultaneously from many field offices of DGLW. Field offices are supposed to enter information of Employee of their region. This information is compiled and used at Headquarter Level for MIS purposes. The project has been an enriching experience for me in the field of programming and Enterprise Application development. The project has been developed to fulfill the requirements of the Employees in Labour Ministry. The tools and technologies used for developing the software are ASP for analysis and design phases for developing the code for the application and SQL SERVER as the back end tool on Microsoft windows 2000 platform. 1
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Employee Management System
ABSTRACT
A well planned, systematically executed industrial training helps a great deal in
inculcating a good work culture. It provides a linkage between students and the
industry in order to develop awareness of the industrial approach to problem solving
based on broad understanding of operations of the industrial organizations.
This project entitled “Employee Management System” has been designed towards
improving the Management of Employee Information in the field offices of DGLW. It
maintains Seniority, Leave Records, Transfer & Postings and other basic information
of Employee. Various MIS reports can be generated through it Viz. Leave Order,
Seniority List, Vacancy Position and CR Status etc. It is a web-based application; it
will be accessed simultaneously from many field offices of DGLW. Field offices are
supposed to enter information of Employee of their region. This information is
compiled and used at Headquarter Level for MIS purposes.
The project has been an enriching experience for me in the field of programming and
Enterprise Application development. The project has been developed to fulfill the
requirements of the Employees in Labour Ministry.
The tools and technologies used for developing the software are ASP for analysis and
design phases for developing the code for the application and SQL SERVER as the
back end tool on Microsoft windows 2000 platform.
1
Table of Contents
Certificate…………………………………………………………………… IAcknowledgement………………………………………………………….. IIAbstract……………………………………………………………………... IIIList of Tables and Figures………………………………………………….. IV
1. Introduction…………………………………………………. 1
1.1 Background 11.2 Motivation 11.3 Organization 1 1.3.1 National Informatics Center 2 1.3.2 Labour information System Division 41.4 Realization of the Problem 41.5 Broad outline of work 5
2. Problem Formulation………………………………………… 6
2.1 Detailed Description of the Project 6 2.1.1 Major Functions 72.2 Methodology used for Carrying out the Study 72.3 Business Process 82.4 Existing System 82.5 The Proposed System 8
3. System Analysis and Design………………………………….. 9
3.1 Defining a System 3.1.1 System Lifecycle 3.1.2 System Analysis
9
3.2 Analysis and Development of the Actual System 113.3 Project Overview 11 3.3.1 Product Prospective 11 3.3.2 User Interface 11 3.3.3 Hardware and Software Interface 12 3.3.4 Memory Constraints 12 3.3.5 Product Functions 123.4 Constraints 12 3.4.1 General Constraints 12 3.4.2 Hardware Constraints 13 3.4.3 Security Constraints 13 3.4.4 Assumptions and Dependencies 133.5 Feasibility Study 14 3.5.1 Technical Feasibility 14 3.5.2 Operational Feasibility 15
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3.5.3 Economic Feasibility 15 3.5.4 Legal Feasibility 153.6 Information Gathering 15 3.6.1 Information about Project 15 3.6.2 Information Sources 163.7 DFD’s 173.8 Processing Logic 23 3.8.1 Reports Generated by the System 24 3.8.2 Data Structures 243.9 Application Architecture 253.10 Database Architecture 273.11 Input Output Specification 39 3.11.1 Screen Layout 39 3.11.2 Navigation (Menu description) 39 3.11.3 Help Facilities 39 3.11.4 Error Messages 393.12 Choices of Tools and Technologies 39 3.12.1 ASP 40 3.12.2 ASP Programming 42 3.12.3 Parsing ASP Code 43 3.12.4 Connecting to Database 44
4. Testing and Implementation……………………………….. 474.1 Objectives of Testing 474.2 Types of Testing 47 4.2.1 Black Box Testing 47 4.2.2 White Box Testing 48 4.2.3 Condition Testing 48 4.2.4 Data Life Cycle Testing 48 4.2.5 Unit Testing 49 4.2.6 Functional Testing 49 4.2.7 System Testing 494.3 Various Levels of Testing 50 4.3.1 Level 1 Testing (Alpha testing) 50 4.3.2 Level 2 Testing (Beta testing) 504.4 Quality Assurance 514.5 System Implementation 514.6 System Specification 51 4.6.1 Hardware Requirements 52 4.6.2 Software Requirements 524.7 Installation 524.8 Implementation 52
5. Result and Conclusion……………………………………… 535.1 Conclusions 535.2 Future Scope of Improvement 53
Annexures………………………………………………………
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A. Sample Forms 54-91B. Sample Reports 92-103C. Sample code 104-126D. List of Common Validations 127E. Definition Glossary 128F. Bibliography 129
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CHAPER 1
INTRODUCTION
This section presents the background and motivation of the system that has been
designed and prototyped in this project. The section also reviews the objective of the
project.
1.1Background
In terms of background the Employee Management System for DGLW project
referred as Directorate General of Labour Welfare. Labour Information Systems
Division (LISD) of NIC is actively involved in development of the application for
Directorate General of Labour Welfare (DGLW). DGLW has its Headquarter in
Delhi and its field offices are spread across the country. System maintains the
information regarding Human Resources through field offices. So, that manpower can
be monitored at Headquarter.
The application software takes care of database and day to day operations. For the
ease of the user the web-based application is developed using ASP and SQL server in
the back .The different modules were added to the system as per DGLW Desk
requirement and are being integrated into this web-based application.
1.2 Motivation
Realizing a higher need of development efforts and the investment of time,
developing uniform, more user-friendly application software for implementation.
With keeping use in mind, supporting existing business process of DGLW appears
as a fruitful concept for adding more value through a web based application. There by
increasing quality of services offered.
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1.2Organization
1.3 This section lists the name of the organization for which we designed and
prototyped this project.
1.3.1 National Informatics center (NIC)
National Informatics Centre (NIC) of the Department of Information Technology is
providing network backbone and e-Governance support to Central Government, State
Governments, UT Administrations, Districts and other Government bodies. It offers a
wide range of ICT services including Nationwide Communication Network for
decentralized planning, improvement in Government services and wider transparency
of national and local Governments. NIC assists in implementing Information
Technology Projects, in close collaboration with Central and State Governments, in
the areas of (a) Centrally sponsored schemes and Central sector schemes, (b) State
sector and State sponsored projects, and (c) District Administration sponsored
projects. NIC endeavors to ensure that the latest technology in all areas of IT is
available to its users.
NIC Headquarters is based in New Delhi. At NIC Headquarters, a large number of
Application Divisions exist which provide total Informatics Support to the Ministries
and Departments of the Central Government. NIC computer cells are located in
almost all the Ministry Bhavans of the Central Government and Apex Offices
including the Prime Minister’s Office, the Rashtrapati Bhawan and the Parliament
House. Apart from this, NIC has various Resource Divisions at the Headquarters,
which specialize into different areas of IT and facilitate the Application Divisions as
well as other NIC Centers in providing state-of-the-art services to the Govt.
At the State level, NICs State/UTs Units provide informatics support to their
respective State Government and at the District level laid the NIC District Informatics
Offices.
NIC has conceptualized, developed and implemented a very large number of projects
for various Central and State Government Ministries, Departments and Organizations.
Many of these projects are continuing projects being carried out by various divisions
of NIC at New Delhi Headquarters and State/District centres throughout the country.
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Some of the most important note worthy projects, which offer a glimpse of the
multifaceted, diverse activities of NIC, touching upon all spheres of e-governance and
thereby influencing the lives of millions of citizens of India are given below:
• Agricultural Marketing Information Network (AGMARKNET)
• Central Passport System
• Community Information Centers (CICs)
• Computerized Rural Information Systems Project (CRISP)
• Court Information System (COURTIS)
• Department of Agriculture Network (DACNET)
• Examination Results Portal
• India Image
• Land Records Information System (LRIS)
• National Hazardous Waste Information System (NHWIS)
• Public Grievance Redress and Monitoring System (PGRAMS)
• Spatial Data Infrastructure (SDI)
• Training
• Video Conferencing
Web Site of NIC http://indiaimage.nic.in/
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1.3.2 Labour Information System Division
LISD, a unit of NIC is assisting various organizations under the ministry of Labour in
identifying the computerization needs to improve efficiency and overcome difficulties
in manual system, preparing system specifications, developing software for identified
application system and organizing training for computerized operations and their
application system. The NIC-MOL computer center in ShramShakti Bhavan is
connected to countrywide NIC network (NICNET) through communication lines.
LISD has already initiated computerized in areas of Industrial Relations, Labour
welfare, Social Security, Labour Statistics and Employment and Manpower
Information.
NIC-MOL Computer center is connected to NICNET, India’s First satellite based
operational network, which has over 750 odes geographically distributed all over the
country connecting all districts, State/UT capitals and Central Govt. Ministries
/Departments for information exchange. The NIC-MOL computer center has also
been connected to the Internet and a separate Internet address has been given for
Labour Ministry.
1.4 Realization of the Problem
The Present system is manual and thus it is not user friendly. The proposed system
DGLW will be implemented as an Intranet application. The application software will
be hosted on the MOLDB (Ministry of Labour & Employment Database server) web
server located at NIC Computer Cell, Ministry of Labour, Shram Shakti Bhawan, Rafi
Marg, New Delhi. The application software will be developed in ASP, JavaScript, VB
Script and HTML. The central database is based on MS SQL Server 2000. The system
can be accessed over the Intranet connecting all the Intranet of Ministry of Labour &
Employment nodes. Clients equipped with web-browsers can access the system from
any of the Intranet Nodes.
The function of the system will be managing Employees at various field offices from
the Head Quarter .It manages information about Employees of DGLW at various
Field offices. It manages information regarding Human Resources through field
offices. So, that manpower can be monitored at Head Quarter.
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1.5 Broad outline of work
Chapter 1> This chapter has introduced the problem along with brief description of
the project.
Chapter 2> The second chapter describes the problem formulation. What is need of
work?
Chapter 3> This chapter deals with analysis and design of the system, application of
new system, the hardware and software requirements for implementing the system
and stating the choice of the language used.
Chapter 4> This chapter discusses the implementation part of the system. The
hardware and software requirement for implementing the system have been discussed.
The operation manual and input requirement to the system have also taken up in this
chapter.
Chapter 5> This chapter deals with result and discussion of the new system, stating
interpretation of the results, importance of the work.
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CHAPTER 2
PROBLEM FORMULATION
Introduction
Problem introduction or problem stating is the starting point of the software
development activity. The objective of this statement is to answer: Exactly what must
the system do? The software project is initiated by the client’s need. In the beginning,
these needs are on the minds of various people in the client’s organization. The
analyst has to identify the requirements by talking to the people and understanding to
their needs .it gores without saying that an accurate and through understanding of
Software requirements are essentials to the success of software development effort. all
further development like system analysis, System design and coding will depend on
how accurate and well understood the requirements are poorly analyzed and specified
software will disappoint the user and will bring brief to the developer. No matter how
well designed and well coded the software is. Software requirement appears to be a
relatively simple task, but appearances are often deceiving. Chances of
misinterpretation are very high, ambiguity is probable and communication gap
between customer and developer is bound to bring confusions. Requirement
understanding begins with a clear and concise heading stating in a sentence the task to
be performed. Then Requirements are described in a technical manner in precise
statements.
2.1 DETAILED DESCRIPTION OF THE PROJECT
Labour Information Systems Division of NIC is actively involved in development of
the application for Directorate General of Labour Welfare. In all, application systems
were to be developed and implemented at CLC Division in Labour Ministry. System
maintains the information about the Employee records, it maintain the each and every
record about the employee regarding their posting, leave, vacancy position etc., it
maintains the details of all Employees located at various field offices. The application
software takes care of database and day-to-day operations. DGLW (Directorate
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General of Labour Welfare) has its Headquarter in Delhi and its field offices are
spread across the country. This project will help in capturing information regarding
Human Resources through field offices. So, that manpower can be monitored at Head
Quarter. For the ease of the user and for the public the existing systems were migrated
to web-based applications.
2.1.1 Major Functions
1. Employee Management
The function of the system will be managing Employees at various field offices from
the Head Quarter .It manages information about Employees of DGLW at various
Field offices. It manages information regarding Human Resources through field
offices. So, that manpower can be monitored at Head Quarter.
2.2 METHODOLOGY TO BE USED CARRYING OUT THE STUDY
• Studying the existing system. This will involve the
amount of information, the manpower equipment space
and other resources used for the information storage.
• After analysing the existing setup this study would
suggest a new management setup. The benefits and
disadvantages of existing and new system would be
critically revised.
• Cost Benefit Analysis study will done.
• The database structure and information storage retrieval
process will also be studied and a new system for faster
response using operation research techniques will be
designed.
2.3 BUSINESS PROCESSES
2.4 Existing System
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The existing system comprises of a system in which details are to be manually
handled. This is not user friendly.
2.5 The proposed system
It will be able to manage information about Employee in more user friendly way. This
system will manage Employees information at various field offices. User ID and
password has been given to all the field offices so that they can enter their employee’s
information into central database. Their access to the central database is restricted to
their information only. Various reports based on the data entered by employees at
field offices are generated at Head Quarter. These reports are helpful in Manpower
management decisions.
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CHAPTER 3
SYSTEM ANALYSIS AND DESIGN
3.1Defining A System
Collections of components, which are interconnected, and work together to realize
some objective, form a system. There are three major components in every system,
namely input, processing and output.
Input Output
3.1.1 Systems Life Cycle
The sequencing of various activities required for developing and maintaining systems
in an ordered form is referred as Systems Life Cycle. It helps in establishing a system
project plan as it gives overall list of process and sub-processes required for
developing any system. Here, the systems life cycle will be discussed with reference
to the development of Employee Management System.
Broadly, following are the different activities to be considered while defining the
systems development cycle for the said project:
Problem Definition
Systems analysis
Study of existing system
Drawbacks of the existing system
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Processing
Proposed system
Systems Requirement study
Data flow analysis
Feasibility study
Systems design
Input Design (Database & Forms)
Updation
Query /Report Design
Administration
Testing
Implementation
Maintenance
3.1.2 System Analysis
System analysis is a logical process; the objective of this phase is not actually to solve
the problem but to determine what must be done to solve the problem. The basic
objective of the analysis stage is to develop the logical model of the system using
tools such as the data flow diagram and elementary data description of the elementary
algorithm. The logical model is Subject to review by both the management and the
user who agree that the model does in fact reflect what should be done to solve the
problem.
System analysis is not a precise science. It is in fact more of an art, aided by scientific
approach to find definition and recording data, gathering traditional structures is only
one part of the system analysis, the next step is to examine the data, assess the
situation and looking at the alternatives.
3.2 Analysis and development of the actual solution
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A complete understanding of the requirement for the new system is very important for
the successful development of a software product. Requirement Specification is the
foundation in the process of software development .All further developments like
system analysis; designing and coding will depend on how accurate and well
documented the Requirement Specification is.
Requirement specification appears to be a relatively simple task, but appearance is
often deceiving. There is always a chance of wrong specification because of
communication gap between the user and the Developer. Requirement Specification
begins with a clear statement of the problem and the task to be performed. Then the
requirement is described in a technical manner in precise statements. After the initial
specification reports are received, they are analyzed and redefined through customer
interaction.
3.3 Project Overview
3.3.1 Product prospective
It will be able to manage information about Employee in more user friendly way. This
system will manage Employees information at various field offices. User ID and
password has been given to all the field offices so that they can enter their employee’s
information into central database. Their access to the central database is restricted to
their information only. Various reports based on the data entered by employees at
field offices are generated at Head Quarter. These reports are helpful in Manpower
management decisions.
3.3.2 User Interface
The system will be having user privileges based menu.
User will have to select the options form the given
menu.
The system will be entering the information into the
database to generate reports.
The forms will be designed to enter the data.
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Buttons will be used to insert, retrieve or modify the
data.
Links will be provided to shift from one form to
another.
3.3.3 Hardware – Software Interface
An Internet Web Server, running IIS, in this case Windows 2000 advanced server is
used to host the application. The application software, Employee Management, is
developed in ASP, JavaScript, and HTML. The backend database is MS SQL Server
2000. The Client systems with internet facility equipped with web browser will be
able to access the system
3.3.4 Memory Constraints
No memory constraints are applicable. A normal memory configuration is more than
sufficient.
3.3.5 Product Function
It is advisable to have weekly data backups. The system administrator will do the data
recovery. Selection of panel is user-initiated operation, while indent handling is client
initiated
3.4 Constraints
3.4.1 General Constraints
1) This system will not take care of any virus problem,
which might occur either on the client or the server
system. Avoiding the use of pirated software and
ensuring that floppies and other removable media are
scanned for viruses before use could minimize the
possibility of viral infection.
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2) Recovery of data after a system crash will be possible
only if backups are taken at regular intervals.
3) Manual interfaces cannot be fully avoided. Documented
proofs like dates etc. will have to be verified by the
concerned staff before entering it into the computerized
system
3.4.2 Hardware Constraints
Constraints of the Internet & Intranet will be applicable to the system. The
performance of the system will be dependent on the network conditions like network
congestion, bandwidth etc. The primary memory (RAM) and the secondary memory
(Hard Disk Space) requirement of the system at the client end will be the same as that
required by the web browser and the operating system. At the server end memory
requirements will be that of the server software (Operating system, Database
Software, etc) and the space required to store the data. The space required to store the
data would increase as more and more records are added to the system.
3.4.3 Security Constraints
User will be authenticated by the use of username and passwords. This does not
Provide complete security and the system could be hacked into. Use of secure Socket
Layer (SSL) is recommended. Use of SSL prevents any unauthorized access as all
communications are encrypted. Valid Digital Certificates are required for this at the
server end and the client web browser should have support for SSL.
3.4.4 Assumptions and Dependencies
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1. It is assumed that the user is
familiar with the basic computer
fundamentals.
2. Timely backup of data should be
taken to avoid data loss in case of
system crash.
3. The use of pirated software
should be avoided as it may lead
to data loss and system crashes
due to viral infections.
4. Floppies and other removable
media should be scanned for
viruses before use.
5. Proper configuration of the client,
database server and network is
necessary for the system to
function as intended.
6. It is assumed that the
maintenance of the database will
be assigned to the authorized
person only.
7. Only authorized persons will be
allowed inside the server room.
3.5 Feasibility Study
The main objective of the feasibility study is to treat the technical, Operational,
logical and economic feasibility of developing the computerized system. All systems
are feasible, given unlimited resources and infinite time. It is both necessary and
prudent to evaluate the feasibility of the project at System study phase itself. The
feasibility study to be conduced for this project Involves.
1. Technical Feasibility
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2. Operational Feasibility
3. Economic Feasibility
4. Logical Feasibility
3.5.1 Technical Feasibility
Technical feasibility includes Risk Resources availability and technologies. The
management provides latest hardware and software facilities for the successful
completion of the projects. With these latest hardware and software support the
system will perform extremely well. The system is available through Internet.
3.5.2 Operational Feasibility
In the existing manual system it is very difficult to maintain and update huge amount
of information. The development of the system was started because of the
requirement put forward by the management of the concerned department. This
system, will handles the request in a better way and make the process easier thus, it is
sure that the system developed is operationally feasible.
3.5.3 Economic Feasibility
In the economic feasibility the development cost of the system is evaluated weighing
it against the ultimate benefit derived from the new system. It is found that the
benefit, from the new system would be more than the cost and time involved in its
development.
3.5.4 Legal Feasibility
In the legal feasibility it is necessary to check that the software we are going to
develop is legally correct which means that the ideas which we have taken for the
proposed system will be legally implemented or not. So, it is also an important step in
feasibility study.
3.6 Information Gathering
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We have taken an approach of gathering information with sensitivity and precautions.
3.6.1 Information about project:
During the analysis, we collected whole information from “Mr. Alok Roy”, Scientist
‘D’, NIC, and staff members of the DGLW, Labour ministry, New Delhi.
3.6.2 Information Sources:
We have collected the information about the current system from: