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Software Design Document

For

Organizational HRMS
Version <1.0><Status: Approved>

Project Guide: Syed Mohamed

syed.pv@thegti.com

Signature:

Aswathy V

AM.EN.P3MCA11014

achuanisis@gmail.com

Jeena Daniel

AM.EN.P3MCA11026

jeena_daniel@ymail.com

Sandhya S Pillai

AM.EN.P3MCA11050

devisandhya05@ymail.com

GTI Pvt. Limited

03 April 2014

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Table of Contents
Table of Contents
Revision History
1. INTRODUCTION.1
1.1 Purpose..1
1.2 Scope.....1
1.3 Overview...1
1.4 Reference Material1
1.5 Definitions and Acronyms1
2. SYSTEM OVERVIEW.2-4
3. SYSTEM ARCHITECTURE..4
3.1 Architectural Design.5
3.2 Decomposition Description.6-18
3.3 Design Rationale....18-19
4. DATA DESIGN...19
4.1 Data Description19-27
5. HUMAN INTERFACE DESIGN..28
5.1 Overview of User Interface.28
5.2 Screen Images28-31
5.3 Screen Objects and Actions31
6.OTHER DESIGN FEATURES32-37

Revision History
Name

Date

Reason For Changes

Version

Signature of
Guide

SoftwareDesignDocumentforOrganizationalHRMS

1.

Page1

INTRODUCTION

The Software Design Document is a document to provide documentation which will be used to
aid in Software development by providing the details for how the software should be built. The
SDD is performed in two stages. The first is a preliminary design in which the overall system
architecture and data architecture is defined. In the second stage, i.e. the detailed design stage,
more detailed data structures are defined and algorithms are developed for the defined
architecture.

1.1 Purpose
ThroughSoftwareDesignDocument,wegetanoverviewofthesystemandthesoftware
thatareused.i.e.,WithintheSoftwareDesignDocumentisnarrativeandgraphical
documentationofthesoftwaredesignfortheproject.Theintendedreadershipsofthe
documentarethedevelopersofthesystem

1.2 Scope
This document describes the detailed design of the HRMS, including the system
architecture, class diagrams, and data flow diagrams. Component design of the system will
be described as well. In addition, data design will be described, both in the system and in the
database. Finally, the design of the human interface will be described.

1.3 Overview
This document will discuss the system architecture, data design, component design and
human interface design.

1.4 Reference Material


[1] Michael Blaha, James Ram Baugh Object Oriented Modelingand Design With UML,
Prentice Hall; 2 Edition.
[2] Elmasri/Navathe, Fundamentals of Database Systems, Addison Wesley-3rd Edition.
[3] Ian Somerville Software Engineering, Addison Wesley; 7 edition (3 Jun 2004)
[4] Wikipedia http://en.wikipedia.org/wiki/Human_resource_management_system.
[5] D.Freitag and A.McCallum. 1999. Information extraction with HMMs and shrinkage.
[6] IEEE Paper Resume Information Extraction with Cascaded Hybrid Model

1.5 Definitions and Acronyms


SDDSoftwareDesignDocument
HRMSHumanResourceManagementSystem
HRHumanResource
UMLUnifiedModelingLanguage
Admin Administrator.

2. SYSTEM OVERVIEW

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AHumanResources ManagementSystem(HRMS)is asoftwareapplicationthatcombines


human resources functions, including Administration, Employee Self Services, Payroll,
Attendance,RecruitingandMailingsystem.
MainModules:
AdminModule
The admin module is the central controller of the system where the HR manager or other
appointedpersonnelperformallsystemadministratortasks.Thisincludesdefiningorganization
structure,payscale,maintainingschedule,recruitingandotherinformationthatservesasthe
backbonefortherestofthesystem.Securityissuesaretakencareofthroughthismoduleas
wellbydefininguserrightsandpermissions.
Features:
Have an organized structure by defining company information.
Organize employee job information by defining job titles, pay grades, employment
statuses.

ManagetheWorkScheduling.

Managetherecruitmentprocess.

Managetheattendance.

ManageInterviews

EmployeeSelfServiceModule
Employeeselfserviceisapowerfultoolprovidingemployeesofthecompanywiththeabilityto
view relevantinformationsuchaspersonalinformation,updatingpersonalinformation.The
functionality of this module spans through the entire system, making information available
anywhere,anytime.
Features:
Allow employees to login to the system and update their personal information
independently.
TheESSuserswillhavelimitedaccesswithinthesystemasasecuritymeasure.
Theapplicationcomprisesaleaveapplicationmoduleandapprovalfromtheirsupervisor
canbeperformedfromthesystemitself.
Employeecanviewhisattendance,leaveandsalarydetails.
LeaveManagementModule
LeaveManagementmoduleenablesyoutoapplyforleaveonline,viewleavebalancesandtrack
allyouremployeeleaveinformationfromonecentralplace.Employees'leavetransactionsare
accuratelytrackedandleavebalancesareautomaticallyupdated.

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Leavemanagementcontainseveryemployee'sleaveapplication,approval,cancellation
andrejectionstatusatalltimes.
Multipleleavepoliciesandrulescanbeconfiguredinonesinglesystem.
Autoupdateonleavebalanceofallemployees.
Traceleavehistoryandstatus
Emailreminderstoremindyouofupcomingstaffleavesandholidays
ManagementsReportsgeneratedeasilytoknowcurrentleavebalances,leaverequests,
adjustmentsmadeanduserinformationattheclickofabutton
Allowemployeetoapplyleavedirectlyfromthesystemandadminmayapproveor
rejecttheleave.

PayrollModule
Payroll is very simple, flexible and user-friendly management software that takes care of all
your requirements relating to accounting and management of employee payroll. Payroll stores
the complete record of the employees, generates pay-slips, computes all allowances and
deductions and generates all statutory reports.
Features:
Manage employee information efficiently.
Creates salary structure.
Generate pay-slip.
Generate and manage the payroll processes according to the salary structure assigned to
the employee.
Time Attendance Module
The time attendance management system is a web application development tool which will be
used across the organization to track the Employee attendance and its information. RFID Based
Attendance System is used for daily employee attendance in companies.
Features:
The attendance of the employee will be taken by RFID tags and will automatically get
stored in the database.
Employee can view his attendance.
Employees can view published schedules from their own login.
Admin can manage the schedules.
The system records details such as arrival and departure of employees besides
maintaining information regarding their personal and official profiles.
RecruitmentModule
Recruitment management system is a comprehensive system to manage the entire recruitment
processes of an organization. It facilitates the information flow of a company within HR
departments. It helps recruiters to easily manage the candidate resumes, posts jobs, shortlist
eligible candidates and manage candidate interview.
Features:

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Creates forms for different categories of applicants.


Creates vacancy notice online
Search applications on the basis of given criteria, sort, display in easy-to-use format;
convert to spreadsheet or PDF format.
One time registration leads to Automatic Profile creation.
Resume parser allows extracting candidate information from resumes.

Mailing System Module


The mailing module is to provide a quick, flexible and secure means of communication among
the employees of an organization. The main aim of the system is to send and receive mails
spontaneously without requiring the parties be available at the same time. Since the system aims
at secure communication, the employees need to acquire a unique email address by registering
with the admin via the organizations website.
Features:
Provides Intranet email facility among employees of the organization.
Works as a standalone application without requiring any external resources from the
internet.
Featured access to organizational resources.
Offers secured authentication schemes for the access to mail accounts.
Effective communication management via quick and accurate transfer of mails.

3.

SYSTEM ARCHITECTURE
This section will describe the system architecture in terms of the architectural design,
decomposition description and design rationale.

3.1 Architectural Design

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3.2 Decomposition Description


LEVEL 1 DFD Login System

LEVEL2DFDLoginSystem

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LEVEL 1 DFD Personal Information Management

LEVEL 1 DFD Recruitment System

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LEVEL2DFDRecruitmentSystem

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LEVEL 3 DFD Recruitment System

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LEVEL 1 DFD Time Attendance System

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LEVEL 2 Time Attendance System

LEVEL1DFDLeaveManagementSystem

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LEVEL 2 DFD Leave Management System

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LEVEL 1 DFD Payroll System

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LEVEL 1 DFD Mailing System

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CLASS DIAGRAMS
Time Attendance

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Recruitment System

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Mailing System

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3.3 Design Rationale


The3tierarchitecturewasselectedforthefollowingreasons:
Separationoffunctionalityfrompresentationanddatabase:thisgivesbetter
understandingandcontrolofthecode.
ChangeManagement:it'smucheasiertomanagechangesinthearchitecture.
Maintainability:eachlayercanbemaintainedwithoutaffectingotherlayers.
Extensibility:it'seasiertoextendthesysteminthisarchitecturebecauseboundaries

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betweenlayersareclear,andsoaddingnewfunctionalitiesrequiresmodifyingthe
correspondinglayersonly.
Reusability:wecanreusetheapplicationlayer,forexample,inothersimilar
applications.
Performance:betterperformancesincetheloadislessontheclient.

4. DATA DESIGN
4.1 Data Description
SNO
1
2SNO
31
42
53
46
7
8
9
10
11

Column Name
Empid
Column Name
Fname
Eid
Mname
Username
Lname
Password
Blood
Usertype
Nationality
Status
Dob
Dlicense
Gender
Profilepic

Login

Employee Basic Details

Data Type
Int
Data Type
Varchar(50)
Int
Varchar(50)
Varchar(50)
Varchar(20)
Varchar(20)
Varchar(20)
Date
Varchar(20)
Varchar(10)

Description
Employee id
Description
First
Name
Identification
Middle
Name number
User Name
Name
Last
Password
Blood
Group
User
Role
Nationality
Marital Status
Date of Birth
Driving License Number
Gender
Profile Picture

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Employee Contact Details


SNO
1
2
3
4
5
6
7
8
9
10

Column Name
Eid
Address
City
State
Zipcode
Country
Homephone
Mobile
WorkTelephone
Email

Data Type
Int
Varchar(30)
Varchar(20)
Varchar(20)
Int
Varchar(30)
Int
Int
Int
Varchar(30)

Description
Identification number
Contact address
City

State
Zip postal code
Country Name
Home Telephone number
Mobile number
Work telephone number
PersonalEmail address

Employee Education Details


SNO
1
2
3
4
5
6
7
8

Column Name
Eid
Edlevel
Institute
Specialization
Eyear
GPA/Score
Estartdate
Eenddate

Data Type
Int
Varchar(50)
Varchar(50)
Varchar(50)
Int(4)
Varchar(50)
Date
Date

Description
User Identification number
Bachelor/UG/Master
Name of the College
Major Subject
Join year
Score
Course start date
Course end date

Column Name
SkillName
SkillInfo

Data Type
Varchar(50)
Varchar(50)

Description
Skill Name
Skill Information

Data Type
Int

Description
Identification number

Skills
SNO
1
2

Employee Skills
SNO
1

Column Name
Eid

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2
3
4

Skillname
Year_exp
Comments

Varchar(50)
Int(4)
Varchar(100)

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Skill Name
Years of experience
Personal comments

Employee Work Experience


SNO
1
2
3
4
5
6
7
8

Column Name
Eid
Company_name
Job_Title
From_date
To_date
Location
Reference
Ref_number

Data Type
Int
Varchar(50)
Varchar(30)
Date
Date
Varchar(20)
Varchar(20)
Int

Description
Identification number
Company name
Designation
Join date
Resigned date
Company Location
Reference Person name
Reference persons work
telephone number

Employee Commencement details


SNO
1
2
3
4

Column Name
Eid
Join_date
Probation_enddate
Date_permanency

Data Type
Int
Date
Date
Date

Description
Identification number
Join date
End date of probation
Date of permanency

Salary Paygrade
SNO
1
2
3

Column Name
Paygrade
Minsal
Maxsal

Data Type
Varchar(20)
Number
Number

Description
Pay Grade
Minimum Salary
Max Salary

Salary Components
SNO
1

Column Name
Component_name

Data Type
Varchar(50)

Description

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2
3

Type
Value_type

Varchar(1)
Varchar(1)

Cost_to_company

Varchar(1)

Earning(E) or Deduction(D)
Percentage(P) or
Amount(A)
Y/N

Data Type
Varchar(50)
Varchar(200)
Varbinary
Varchar(20)

Description
Job designation
Description
File
Paygrade

Job Titles
SNO
1
2
3
4

Column Name
Job_title
Job_description
Job_specification
Pay_grade

Job Category
SNO
1
2

Column Name
Job_categoryname
Description

Data Type
Varchar(30)
Varchar(100)

Description
Job Category
Job
Description

Column Name
Status
Info

Data Type
Varchar(30)
Varchar(100)

Description
Status
Information

Data Type
Int
Varchar(50)
Varchar(30)
Varchar(30)
Varchar(30)
Varchar(30)
Date
Int

Description
Employee id
Job Title
Status
Category
Location
Department
Date of Permanency
Basic Salary

Description
Employee id
Salary
Component
Amount

Employment Status
SNO
1
2

Employee Job details


SNO
1
2
3
4
5
6
7
8

Column Name
Eid
Job_title
Emp_status
Job_category
Location
Sub_unit
Effective_date
Basic pay

Employee Salary details


SNO
1
2

Column Name
Eid
Sal_component

Data Type
Int
Varchar(30)

Amount

Int

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Effective_date

Date

Validity

Column Name
Eid
Trans_date
Amount
Account number

Data Type
Int
Date
Int
Int(10)

Description
Employee Id
Transfer Date
Amount
Bank No

Salary history
SNO
1
2
3
4

Project Details
SNO
1
2
3
4

Column Name
Pid
pname
pinfo
P_manager

Data Type
Int
Varchar(50)
Varchar(2000)
Int

Description
Project ID
Project Name
Project Information
Project Manager

Task Details
SNO
1
2
3
4
5

Column Name
Taskname
Pid
Startdate
Expect_enddate
Supervisor

Data Type
Varchar(30)
Int
Date
Date
Int

Description
Task Name
Project Id
Start Date
End Date
Employee id

Column Name
Shiftname
From
To
Hrs_perday

Data Type
Varchar(30)
Time
Time
Int

Description
Shift Name
Time From
Time To
Hours

Shift Details
SNO
1
2
3
4

Employee Assigned Task Details

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SNO
1
2
3

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Column Name
Eid
Taskname
Shiftname

Data Type
Int
Varchar(30)
Varchar(30)

Description
Emp Id
Task Name
Shift Name

Column Name
Day
Shiftname

Data Type
Varchar(20)
Varchar(30)

Description
Dayname
Shiftname

Column Name
Holiday_name
Start_date
End_date
Full_half_day
Repeats_anualy

Data Type
Varchar(30)
Date
Date
Varchar(1)
Varchar(1)

Description
Holiday
Start Date
End Date
Full(F) or Half(H)
Y/N

Work week
SNO
1
2

Holidays
SNO
1
2
3
4
5

Job Vacancy details


SNO
1
2
3
4

Column Name
Job_title
No_vacancy
Hiring_Manager
Status

Data Type
Varchar(50)
Int
Int
Varchar(1)

5
6
7

Effective date
Location
Subunit

Date
Varchar(20)
Varchar(20)

Description
Job Title
Number of Vacancies
Employee id
Published(P) or
Not(N)
Date of expire
Location
Department

Column Name
Interview_id
Interview_name
Start_date

Data Type
Int(Auto)
Varchar(30)
Date

Description
Interview Id
Interview Name
Start Date

Interview details
SNO
1
2
3

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5
6
7

End_date
Time
Venue
Procedure

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Date
Time
Varchar(50)
Vaarchar(100)

End Date
Time of Interview
Venue
Interview Procedure

Data Type
Varchar(50)
Varchar(30)

Description
Vacancy Title
Interview Name

Assigned interviews
SNO
1
2

Column Name
Job_vacancy_title
Interview_name

Candidate Registration
SNO
1
2
3

Column Name
Can_email
Name
Resume

Data Type
Varchar(255)
Varchar(50)
Varchar(255)

Description
Email id
Candidate Name
Resume Path

Candidate Personal Details


SNO
1
2
3
4
5
6
7
8
9

Column Name
Can_id
Username
Password
Name
Gender
Address
Zipcode
Mobile
Contact_Email

Data Type
Int(Auto Increment)
Varchar(50)
Varchar(30)
Varchar(50)
Varchar(50)
Varchar(50)
Varchar(50)
Varchar(50)
Varchar(50)

Description
User Identification number
User Name (email id)
Password
Name
Gender
Address
Zipcode
Mobile No
Email Id

Candidate Education Details


SNO
1

Column Name
Can_Id

Data Type
Int

2
3

Username
SchoolName

Varchar(50)
Varchar(50)

Institute_Name_bach
elor
Year_bachelor
Bachelor_in_sub
Bachelor_score
Institute_Name_PG

Varchar(50)

Description
User Identification
number
User Name
Name of the
School(10th)
College

Int(4)
Varchar(50)
Int
Varchar(50)

Pass out year


Specialization
Score
College

5
6
7
8

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9
10
11

Year_PG
PG_in
PG_Score

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Int(4)
Varchar(50)
Int

Pass out year


Master Degree
Score

Candidate Experience Details


SNO
1
2
3
4
5
6

Column Name
Can_Id
Username
Company
Location
Year
Skills

Data Type
Int
Varchar(50)
Varchar(50)
Varchar(20)
Year
Varchar(100)

Description
User Identification number
User Name
Company name
Company Location
Join date
Skills

Candidate Job Application


SNO
1
2
3
4
5
6

Column Name
Id
Username
Post_applied_for
Date_of_apply
Status
Resume_path

Data Type
Int
Varchar(50)
Varchar(50)
Varchar(50)
Varchar(50)
Varchar(50)

Description
User Identification number
User Name
Applied Job Post
Date of Apply
Status
Resume Path

Shortlist
SNO
1
2
3

Column Name
Can_id
Job_post_title
Shortlist_date

Data Type
Int
Varchar(50)
Date

Description
Candidate Id
Job Title
Shortlist Date

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Leave Types
SNO
1
2

Column Name
Ltype
Ldesc

Data Type
Varchar(20)
Varchar(50)

Description
Leave Type
Leave Description

Leave Entitlements
SNO
1
2
3
4
5
6

Column Name
Leave_type
Valid_from_date
Valid_to_date
No_days
With_or_without_pay
Supervisor

Data Type
Varchar(20)
Date
Date
int
Varchar(1)
Int

Description
LeaveType
From Date
To Date
No of Days
Y/N
Employee id

Leave Rules
SNO
1
2

Column Name
Leave_type
Eid

Data Type
Varchar(20)
Int

SNO
1
2
3
4
5
6

Column Name
Ltype
Empid
Lbegdate
Lenddate
Balance_leave
Status

Data Type
Varchar(20)
Varchar(20)
Date
Date
Int
Varchar(20)

7
8

Reason
Leave_rqst_date

Varchar(100)
Date

Description
Leave Type
Eid

Employee Leave
Description
Leave Type
Employee ID
Leave Begin Date
Leave End Date
Balance days
Approved/Rejected/Pe
nding
Reason to take leave
Request issued date

Mails
SNO
1
2

Column Name
Eusername
Email_local_id

Data Type
Varchar(50)
varchar(20)

Description
Employee id
Employee intranet email id

SoftwareDesignDocumentforOrganizationalHRMS

SNO
1
2
3
4
5
6
7
8
9
10
11
12

Column Name
id
efrom
eto
esub
emessage
Eattachment
isInbox
isOutbox
isDraft
isTrash
username
edate

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Data Type
Int(Auto Increment)
varchar(20)
varchar(20)
nvarchar(50)
nvarchar(MAX)
Varbinary(MAX)
bit
bit
Bit
bit
varchar(50)
Datetime

Description
User Identification number
Email from
Email to
Email Subject
Email Message
Email Attachment
Is Inbox
Is Outbox
Is Draft
Is Trash
User name
Email Date

Organization info
SNO
1
2
3
4
5

Column Name
SubUnit
Location
Address
Pincode
Phno

Data Type
Varchar(50)
Varchar(50)
Varchar(255)
Int(10)
Int(20)

Description
Department
Location
Address
Pincode
Phone Number

5. HUMAN INTERFACE DESIGN


5.1 Overview of User Interface
OrganizationalHRMSisawebbasedsystem.Theapplicationwillbeaccessedoverthe
Internet.Allfeatureswillaccessiblethroughthewebsite.Thedialoguestobeestablished
mustbesimpleandeasilyunderstandable.The language to be used in the system is English.

Step-By-Step interfaces will be provided to user for the HRMS process.


The interface will be visual and in case of errors and bugs in any of the communicative
tasks the interface must provide information to the user through messages in rich text
box or through message box.
It will be multitasking window oriented interface. Interface must be less typographic and
should be instructive.
Proper shortcut keys in the main screen must be given.
Process successful and completion messages will be provided.
Exit, Cancel, Next, Start and Finish buttons will be provided.
It will allow the user to interact with the product using mouse and keyboard

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5.2 Screen Images

Login Page

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Add Employee Page

Employee List Page

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Reports Page

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5.3 Screen Objects and Actions


Foreachactorinthesystem,thereisacorrespondinginterfaceclass.Theseclasseswill
implementtherequiredmethodsforcontrollingtheinteractionbetweentheuserandthe
interface.

SoftwareDesignDocumentforOrganizationalHRMS

6.OTHER DESIGN FEATURES


ActivityDiagram
RecruitmentSystem

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MailingSystem

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Time Attendance

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Leave Management System

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