EMPLOYEE ATTENDENCE TRACKING SYSTEM

A Mini Project Report

Submitted to the Faculty of Engineering of

JAWAHARLAL NEHRU TECHNOLOGICAL UNIVERSITY KAKINADA,

KAKINADA
In partial fulfillment of the requirements for the award of the Degree of

BACHELOR OF TECHNOLOGY
In
COMPUTER SCIENCE AND ENGINEERING
By
P.CHAMUNDESWARI
(12481A05C0)

S.SAI SIRISHA
(12481A05C9)

K.NAGA CHANDRA SEKHAR

(13485A0535)

P.TARUN NAGA SAI KUMAR

(13485A0524)

Guided By
Ms. B. Asha Teja
Assistant Professor, CSE Department

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

GUDLAVALLERU ENGINEERING COLLEGE
(An Autonomous Institute Permanently affiliated to JNTUK )
SESHADRI RAO KNOWLEDGE VILLAGE
GUDLAVALLERU-521 356
ANDHRA PRADESH

2015-16

GUDLAVALLERU ENGINEERING COLLEGE

SESHADRI RAO KNOWLEDGE VILLAGE::GUDLAVALLERU

DEPARTMENT OF
COMPUTER SCIENCE AND ENGINEERING

CERTIFICATE
This is to certify that the project Report entitled EMPLOYEE
ATTENDENCE TRACKING SYSTEM is a bonafide record of work carried out
by
P.Chamundeswari,S.SaiSirisha,K.NagaChandrasekhar,P.TarunNagaSaiKumar
under the guidance and supervision in partial fulfillment of the requirements for the
award of the degree of Bachelor of Technology in Computer Science And
Engineering of Jawaharlal Nehru Technological University Kakinada, Kakinada
during the academic year 2015-2016.

Project Guide
(Ms.B.Asha Teja)

Head of the Department

(Dr . M. Babu Rao)

ACKNOWLEDGEMENT
The satisfaction that accompanies the successful completion of any task
would be incomplete without the mention of people who made it possible and whose
constant guidance and encouragements crown all the efforts with success.
We would like to express our deep sense of gratitude and sincere thanks to
Ms.B.AshaTeja, Assistant Professor, Department of Computer Science and
Engineering for her constant guidance, supervision and motivation in completing the
project work.
We feel elated to express our floral gratitude and sincere thanks to
Dr. M. BabuRao, Head of the department, Computer Science and Engineering for his
encouragements all the way during analysis of the project. His annotations,
insinuations and criticisms are the key behind the successful completion of the project
work.
We would like to take this opportunity to thank our beloved principal
Dr. P. NageswaraReddy for providing a great support for us in completing our
project and giving us the opportunity for doing project.
Our Special thanks to the faculty of our department and programmers of
our computer lab. Finally, we thank our family members, non-teaching staff, attainders
and our friends, who had directly or indirectly helped and supported us in completing
our project in time.
Team members
P.Chamundeswari
S.Sai Sirisha
K.Naga Chandra sekhar
3

P. Tarun Naga Sai Kumar

CONTENTS

TITLE

Page No.
1

ABSTRACT
CHAPTER 1: INTRODUCTION
2
1.1 Purpose
1.2 Scope

2
3

CHAPTER 2: SYSTEM ANALYSIS

2.1Existing System

2.2 Proposed System

2.3 Feasibility Study

CHAPTER 3: SYSTEM REQUIREMENTS SPECIFICATION

3.1 Software Requirements

3.2 Hardware Requirements

CHAPTER 4: SYSTEM DESIGN

4.1 Introduction

8
8

4.1.2 Input Design

4.1.3 Output Design

4.2 Data flow diagrams (or) UML Diagrams

10

4.3 Database Design

11

CHAPTER 5: SYSTEM IMPLEMENTATION

12

5.1 Introduction

13

5.2 Project Modules

14

5.4 Screens

15

CHAPTER 6: SYSTEM TESTING

33

6.1 Introduction

34

6.2 Testing Methods

35

6.3 Test Cases

36

CHAPTER 7: RFERENCES

37

ABSTRACT:-

Attendance tracking system is an application developed for monitoring the

attendance of employees of an institute and generates daily reports. In our application the
biometric system which records the in time and out time of employees is connected to system
using a RS-232 connector. The output from the biometric system will be in excelling format.
This will be stored in the database and admin will generate reports from the database. These
reports can be viewed by any users.

CHAPTER - 1
INTRODUCTION
Monitoring of employees all the time and storing their records
manually can be a big trouble. Many companies use conventional way of storing
data with orthodox help by using physical copies that are developed by pen and
registers. But they are not much effective and time saving.

Employee attendance tracking systems are equivalent to employee time and

attendance systems as these include day-to-day employee management tasks which may
involve:

Planning work hours

Scheduling of employees

Monitoring costs of projects

Calculation of accrued benefits

The reduction of time slips and mistakes can be achieved by using this system thus it
decreases the administrative issues. Some large companies where work schedules change
according to demands, these systems are being used. The use of this system has greatly
reduced the major issue Buddy Punching being faced by employers.
Another important fact that many automated software are available in the market that
record data by using cyber space and there is no need of labor work and thus useful in
understanding the beneficial trends of organizations employees about the time they spend in
the office. This software can provide a company with a complete record of employee
attendance from remote location anywhere in the world. Managers can be informed directly
through emails about any alarming situations. Even an employee is on vacation for some
reason then employee will be sure of getting 100% accurate data and 0% tampering chance as
far as this system is concerned. The software can also save salary expenses as there is no
manual labor involved thus chances of errors are eliminated.
These new systems may provide various methods of managing part-time employees
because it can cover the non-work schedules as lunch breaks, paid and unpaid time off and
6

overtime. These systems show a complete list of absenteeism and allow for late punches.
Many systems might use auditing and reporting tools as well as provide managers with a
detailed sheet of information about their employees.
The use of these systems is not needed in those companies where employees know
well that the business has to run properly and for profit only therefore they work hardly.
Employees know they have to complete their tasks and meet deadlines so they would take
time as needed and time off when possible in the tough schedule of the company. This can
have a positive effect on employees as well as on managers but in some companies they
require a deep and hard effort to manage the employee attendance.
Employee attendance tracking system is used in those organizations where
employees numbers hit 25 or 50 because the intensity of the need increases with the size of
the organization. Companies possessing more than 1000 employees purchase more complex
and well organized systems that can manage complicated scheduling tasks which may include
advanced labor planning and work availability schedules. Employee attendance tracking
system which is in fact Time and Labor Management system is specifically designed for
larger companies which perform more complicated functions.

Attendance tracking system eliminates buddy punching Fingerprint time attendance,

USB, fingerprint time attendance USB fingerprint USB peripherals USB fingerprint access
USB time attendance time attendance access control products time recorders time attendance
access control products time office reports time attendance equipment time attendance
software solutions time keeping systems time clock software systems time office security safe
intruder alarm proximity card smart cards security India Biometrics India Biometric
Fingerprint scanner Time attendance Access control OEM modules security Time cards SDK
USB finger print sensor Authentication Identification Verification Biometrics time attendance
Biometrics recognition
1.1 Purpose:-

The purpose of developing attendance management system is to

computerized the tradition way of taking attendance. Another purpose for
developing this software is to generate the report automatically at the end of the
7

session or in the between of the session.The scope of the project is the system
on which the software is installed, i.e. the project is developed as a desktop
application, and it will work for a particular institute. But later on the project can
be modified to operate it online.
CHAPTER 2
SYSTEM ANALYSIS

System analysis is a process of gathering and interpreting facts,

diagnosing problems and the information to recommend improvements on the
system. It is a problem solving activity that requires intensive communication
between the system users and system developers. System analysis or study is
an important phase of any system development process. The system is studied
to the minutest detail and analyzed. The system analyst plays the role of the
interrogator and dwells deep into the working of the present system. The system
is viewed as a whole and the input to the system are identified.
The outputs from the organizations are traced to the various
processes. System analysis is concerned with becoming aware of the problem,
identifying the relevant and decisional variables, analyzing and synthesizing the
various factors and determining an optimal or at least a satisfactory solution or
program of action.
A detailed study of the process must be made by various techniques
like interviews, questionnaires etc. The data collected by these sources must be
scrutinized to arrive to a conclusion. The conclusion is an understanding of how
the system functions. This system is called the existing system. Now the existing
system is subjected to close study and problem areas are identified. The
designer now functions as a problem solver and tries to sort out the difficulties
that the enterprise faces. The solutions are given as proposals. The proposal is
then weighed with the existing system analytically and the best one is selected.
The proposal is presented to the user for an endorsement by the user. The
proposal is reviewed on user request and suitable changes are made. This is loop
that ends as soon as the user is satisfied with proposal.

2.1 Existing System:-

In the existing system all work is done on paper. The whole session
attendance is stored in register and at the end of the session the reports are
generated. We are not interested in generating report in the middle of the
session or as per the requirement because it takes more time in calculation.

Disadvantages of Existing system:1. Not User Friendly:- The existing system is not user friendly because the
retrieval of data is very slow and data is not maintained efficiently.

2. Difficultly

in report generation:- We require more calculations to

generate the report so it is generated at the end of the session. And the
student not get a single chance to improve their attendance.

3. Manual Control:-

All calculations to generate report is done manually so

there is greater chance of errors.

4. Lots of paper work:- Existing system requires lot of paper work. Loss of
even a single register/record led to difficult situation because all the
papers are needed to generate the reports.

5. Time Consuming:- Every work is done manually so we cannot generate

report in the middle of the session or as per the requirement because it is
very time consuming.
2.2 Proposed System:-

The aim of proposed system is to develop a system of improved

facilities. The proposed system can overcome all the limitations of the
existing system. The system provides proper security and reduces the
manual work.
Characteristics of Proposed System:-

1. User Friendly:- The proposed system is user friendly because the

retrieval and storing of data is fast and data is maintained efficiently.
Moreover the graphical user interface is provided in the proposed system,
which provides user to deal with the system very easily.
9

2. Reports are easily generated:- reports can be easily generated in the

proposed system so user can generate the report as per the requirement
(monthly) or in the middle of the session. User can give the notice to the
students so he/she become regular.

3. Very less paper work: - The proposed system requires very less paper
work. All the data is feted into the computer immediately and reports can
be generated through computers. Moreover work becomes very easy
because there is no need to keep data on papers.

4. Computer operator control: - Computer operator control will be there

so no chance of errors. Moreover storing and retrieving of information is
easy. So work can be done speedily and in time.

2.3 Feasibility Study:-

Feasibility study is made to see if the project on completion will serve

the purpose of the organization for the amount of work, effort and the time that
spend on it. Feasibility study lets the developer foresee the future of the project
and the usefulness. A feasibility study of a system proposal is according to its
workability, which is the impact on the organization, ability to meet their user
needs and effective use of resources. Thus when a new application is proposed it
normally goes through a feasibility study before it is approved for development.
The document provide the feasibility of the project that is being
designed and lists various areas that were considered very carefully during the
feasibility study of this project such as Technical, Economic and Operational
feasibilities. The following are its features:
2.3.1 Technical Feasibility
The system must be evaluated from the technical point
of view first. The assessment of this feasibility must be based on an outline
design of the system requirement in the terms of input, output, programs and
procedures. Having identified an outline system, the investigation must go on to
suggest the type of equipment, required method developing the system, of
running the system once it has been designed.
Technical issues raised during the investigation are:

10

1. Does the existing technology sufficient for the suggested one?

2. Can the system expand if developed?
The project should be developed such that the necessary
functions and performance are achieved within the constraints. The project is
developed within latest technology. Through the technology may become
obsolete after some period of time, due to the fact that never version of same
software supports older versions, the system may still be used. So there are
minimal constraints involved with this project. The system has been developed
using Java the project is technically feasible for development.
2.3.2 Economic Feasibility:
The developing system must be justified by cost and benefit. Criteria
to ensure that effort is concentrated on project, which will give best, return at the
earliest. One of the factors, which affect the development of a new system, is the
cost it would require.
The following are some of the important financial questions asked during
preliminary investigation:
1. The costs conduct a full system investigation.
2. The cost of the hardware and software.
3. The benefits in the form of reduced costs or fewer costly errors.
Since the system is developed as part of project work, there is no
manual cost to spend for the proposed system. Also all the resources are already
available, it give an indication of the system is economically possible for
development.
2.3.3 Behavioral FeasibilIty:
This includes the following questions:
1. Is there sufficient support for the users?
2. Will the proposed system cause harm?
The project would be beneficial because it satisfies the objectives
when developed
are

considered

and installed. All behavioral aspects

carefully

and

conclude

that

the

project

is

behaviorally feasible.

11

CHAPTER - 3
SYSTEM REQUIREMENTS SPECIFICATION
3.1

Software Requirements:-

Processor

: X86 Compatible processor with 1.7 GHz Clock speed

RAM

: 512 MB or more

Hard disk

20 GB or more

Monitor

VGA/SVGA

Keyboard

104 Keys

Mouse
3.2

2 buttons/ 3 buttons

Hardware Requirements:-

Operating System : Windows 2000/XP

Front end
Back end

: Html
: MS Access

12

CHAPTER 4
SYSTEM DESIGN
4.1 Introduction to system design:Design is the first step into the development phase for any
engineered product or system. Design is a creative process. A good design is the
key to effective system. The term design is defined as the process of applying
various techniques and principles for the purpose of defining a process or a
system in sufficient detail to permit its physical realization. It may be defined as
a process of applying various techniques and principles for the purpose of
defining a device, a process or a system in sufficient detail to permit its physical
realization. Software design sits at the technical kernel of the software
engineering process and is applied regardless of the development paradigm that
is used. The system design develops the architectural detail required to build a
system or product. As in the case of any systematic approach, this software too
has undergone the best possible design phase fine tuning all efficiency,
performance and accuracy levels. The design phase is a transition from a user
oriented document to a document to the programmers or database personnel.
System design goes through two phases of development: Logical and Physical
Design.
4.1.1 Input Design:-

The design of input focuses on controlling the

amount of input required controlling the errors, avoiding delay, avoiding extra
steps and keeping the process simple. The input is designed in such a way so
that it provides security and ease of use with retaining the privacy.
Input Design considered the following things:
1. What data should be given as input?
13

2. How the data should be arranged or coded?

3. The dialog to guide the operating personnel in providing input.
4. Methods for preparing input validations and steps to follow when error
occur.
4.1.2 Output Design:-

A quality output is one, which meets the

requirements of the end user and presents the information clearly. In output
design it is determined how the information is to be displaced for immediate
need and also the hard copy output. It is the most important and direct source
information to the user. Efficient and intelligent output design improves the
systems relationship to help user decision-making.
Designing computer output should proceed in an organized, well
thought out manner; the right output must be developed while ensuring that
each output element is designed so that people will find the system can use
easily and effectively. When analysis design computer output, they should :
1. Identify the specific output that is needed to meet the requirements.
2. Select methods for presenting information.
3. Create document, report, or other formats that contain information
produced by the system.

4.2 Data flow diagrams:-

14

Uml diagrams:Admin Use case Diagram:

Retrive

Login

Vi ew reports

Admi nistrati on

Add Employee

D elete Employee

View Employee

logout

User Use case Diagram:-

15

Login

View Reports

user

Logout

Admin Sequence Diagram:-

Administration

Authentication

Home

Employee
Information

View
Reports

Logout

1: Login

2: Authentication

3: Fail
4: Success

5: Add Employee
6: View Employee

7: Delete Employee

8: Input date

9: Reports

10: Logout

User Sequence Diagram:-

16

User

Authentication

Home

View
Reports

Logout

1: Login

2: Authentication

3: Fail
4: Success
5: Input Date
6: View Reports
7: Logout

4.2

Database design:-

We have a database which contains tables.

They are: Ms Access

CHAPTER 5
17

SYSTEM IMPLEMENTATION

5.1

Introduction(About programming language and database):-

Hypertext Markup Language (HTML) is the

predominant markup language for web pages. HTML elements are the basic
building-blocks

of

web

pages.

HTML

is

written

in

the

form

of HTML

elements consisting of tags, enclosed in angle brackets (like <html>), within the
web page content. HTML tags most commonly come in pairs like <h1> and </h1>,
although some tags, known as empty elements, are unpaired, for example<img>.
The first tag in a pair is the start tag, the second tag is the end tag (they are also
called opening tags and closing tags). In between these tags web designers can
add text, tags, comments and other types of text-based content.

The purpose of a web browser is to read HTML documents and compose them into
visible or audible web pages. The browser does not display the HTML tags, but uses the tags
to interpret the content of the page.
HTML elements form the building blocks of all websites. HTML allows images
and objects to be embedded and can be used to create interactive forms. It provides a means
to create structured documents by denoting structural semantics for text such as headings,
paragraphs, lists, links, quotes and other items. It can embed scripts in languages such
as JavaScript which affect the behavior of HTML web pages.
Web browsers can also refer to Cascading Style Sheets (CSS) to define the
appearance and layout of text and other material. The W3C, maintainer of both the HTML
and the CSS standards, encourages the use of CSS over explicitly presentational HTML
markup.
Microsoft Office Access, previously known as Microsoft Access, is a relational
database management system from Microsoft that combines the relational Microsoft Jet
Database Engine with a graphical user interface and software-development tools. It is a
member of the Microsoft Office suite of applications, included in the Professional and higher
editions or sold separately. In May 12 2010, the current version of Microsoft Access 2010
18

was released by Microsoft in Office 2010; Microsoft Office Access 2007 was the prior
version.
MS Access stores data in its own format based on the Access Jet Database
Engine. It can also import or link directly to data stored in other applications and databases.
Software developers and data architects can use Microsoft Access to develop
application software, and "power users" can use it to build simple applications. Like
other Office applications, Access is supported by Visual Basic for Applications, an objectoriented programming language that can reference a variety of objects including DAO (Data
Access Objects), ActiveX Data Objects, and many other ActiveX components. Visual objects
used in forms and reports expose their methods and properties in the VBA programming
environment, and VBA code modules may declare and call Windows operatingsystem functions.

5.2

Project Modules:

Admin Modules
User Modules

19

5.3

Screens:Admin module:

20

21

User Module:

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

Late time Report:-

37

CHAPTER 6
SYSTEM TESTING

6.1

Introduction:-

Is it possible to invoke each function using logical

assumptions that if all parts of the system are correct, the goal will be
successfully achieved? Inadequate testing or non-testing will lead to errors that
may appear few months later.
38

This creates two problems:

1. Time delay between the cause and appearance of the problem.
2. The effect of the system errors on files and records within the system.
The purpose of the system testing is to consider all the likely
variations to which it will be suggested and push the systems to limits.
The testing process focuses on the logical intervals of the software
ensuring that all statements have been tested and on functional interval is
conducting tests to uncover errors and ensure that defined input will produce
actual results that agree with the required results. Program level testing,
modules level testing integrated and carried out

6.2 Testing methods:6.2.1 White box testing:-

White box sometimes called Glass Box Testing is a

test case design uses the control structure of the procedural design to drive test
case. Using white box testing methods, the following tests were made on the
system.
a) All independent paths within a module have been exercised once. In our
system, ensuring that case was selected and executed checked all case
structures. The bugs that were prevailing in some part of the code where fixed.
b) All logical decisions were checked for the truth and falsity of the values.

6.2.2 Black box testing:-

Black Box Testing focuses on the functional requirements

of the software. This black box testing enables the software engineering to derive
a set of input conditions that will fully exercise all functional requirements for a
program. Black box testing is not an alternative to white box testing rather it is

39

complementary approach that is likely to uncover a different class of errors that

white box methods like..
1) Interface errors
2) Performance in data structure
3) Performance errors
4) Initializing and terminating errors

6.2.3 Unit Testing:-

Unit testing is a software verification and validation

method in which a programmer tests if individual units of source code are fit for
use. A unit is the smallest testable part of an application. In procedural
programming a unit may be an individual function or procedure. Ideally, each
test case is independent from the others: substitutes like method stubs, objects,
fakes and test harnesses can be used to assist testing a module in isolation.
6.2.4 Integration Testing:-

This testing is sometimes called Integration and Testing.

Integration testing I sthe phase in software testing in which individual software
modules are combined and tested as a group. It occurs after unit testing and
before system testing. Integration testing takes as its input modules that have
been unit tested, groups them in larger aggregates, applies tests defined in an
integration test plan to those aggregates and delivers as its output the
integrated system ready for system testing.

6.2.5 Validation Testing:-

Validation testing can be defined in many ways, but a

simple definition is that validation succeeds when the software functions in a
manner that can reasonably expected by a customer.
40

After validation test has been conducted, one of the following

two possible conditions exists. The functions or performance characteristics
confirm to specification and are accepted.

6.2.6 User Acceptance Testing:-

User acceptance of a system is a key factor of any system. The

system under consideration is tested for the acceptance by constantly keeping in
touch with the prospective system users at the same time of developing and
marketing changes whenever required. This is done in regard to the following
points:
--Input Screen Design
--Output Screen Design

6.3 Test Cases:-

For testing white box approach have been followed and

entering different values into different values fields so that all the logical errors were
found and corrected tested each condition. For integration testing all the modules
were put under one multiple document interface module and the total integrated
system was tested , system testing was performed later on the entire system so
that the test cases cover all the requirements given in requirements documents.
Test Cases Analysis:
Test cases are designed for finding an as yet
undiscovered error. All the modules are tested against the specification produced
during the design for the modules. These modules were tested as a part of unit
testing.
Test cases are also able to identify inter module impacts.
Some modules may be functioning as specified in the design when tested
independently. But after integration their functionalities may change. So test cases
are also provided to find this type of problems.
41

Test cases:
Sno

Test case

Test case
input

First Name

Text

First name
of the user

If
any
numbers
are given it
will
show
the error

Middle name

text

Middle
name of the
user

If
any
numbers
are given it
will
show
the error

Last name

Text

Last name
of the user

If
any
numbers
are given it
will
show
the error

Birth date

number

Date
birth

If the date
is
not
entered, it
will
show
the default
date.

Mail id

Password

Contact

email

Expected
output

of

Remarks

Email

If email is
not
given
error occurs

Password

Password

If password
is not valid
gives error
occurs

Number

Number

If letters are
given it will
show
an

42

error

CHAPTER 7
RFERENCES

References:-

D. Maltoni, D. Maio, A. K. Jain, S. Prebake, Handbook of Fingerprint

Recognition, Springer, New York, 2003.

A.C. Weaver, Biometric authentication, Computer, 39(2), pp 96-97

(2006).

J. Ortega-Garcia, J.
Authentication

Bigun, D. Reynolds and J.GonzalezRodriguez,

gets personal with biometrics, Signal Processing

Magazine, IEEE, 21(2), pp 50-62 (2004).

Anil K. Jain, Arun Ross and Salil Prabhakar, An introduction to biometric
recognition, Circuits and Systems for Video Technology, IEEE Transactions
on Volume 14, Issue 1, Jan. 2004 Page(s):4 20.

43

44