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Background of Study

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Customer description

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System description
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PROGRAMMING DEPARTMENT
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S.Y. 2013-2014, 2nd semester

Users description

ICI EMPLOYEE’S 201 FILE

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Scope and LimitationINFORMATION SYSTEM

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In Partial Fulfillment of the Requirements in

Special Project

Submitted to:
Daisy Mae J. Engcoy

Submitted by:
Jerick Carlo V. Almeda
Apple C. Sembrano

Date
March 25, 2014

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 10

Introduction

An inventory is the stock of items used in an organization. An inventory system monitors the levels of
inventory and determines the timeline and quantity of orders. Companies maintain inventories of raw materials;
work in development or final products for various reasons, including unpredictable raw material delivery time,
allowing for production scheduling flexibility or demand variations. There are many inventory-related costs
including holding, ordering and shortage costs. An effective inventory management system can minimize these
costs.

In today's business environment, even small and mid-sized businesses have come to rely on computerized
inventory management systems. Certainly, there are plenty of small retail outlets, manufacturers, and other
businesses that continue to rely on manual means of inventory tracking. Indeed, for some small businesses, like
convenience stores, shoe stores, or nurseries, purchase of an electronic inventory tracking system might constitute
a wasteful use of financial resources. But for other firms operating in industries that feature high volume turnover
of raw materials and/or finished products, computerized tracking systems have emerged as a key component of
business strategies aimed at increasing productivity and maintaining competitiveness.

Moreover, the recent development of powerful computer programs capable of addressing a wide variety
of record keeping needs---including inventory management---in one integrated system have also contributed to
the growing popularity of electronic inventory control options.

Background of Study

Adtech Computer Sales and Services is owned by a couple named, Dada and Anne. They started their
business since 2007 located in Palao Market until 2009. They stopped for a few months then resumed in 2010 in
San Miguel Street. They signed up for facebook during the mid 2012 before the CDO branch was opened which
was on 2013 located near Xavier University. They opened a new stored called MetroPC located near Metro Bank.

Their business does not focus on the money but the quality of the items or computers that they sell and
assemble. When a customer wants a specific kind of computer, they will state a budget; for example when a
customer wants a gaming computer, they will ask "100k" to be able to build the kind of computer that the
customer wants. They will not force the customer to stick to them if they prefer a cheaper price for a specific
computer. If there is a customer who can afford the computer that he/she wants, AdTech can always find ways to
achieve it.

In dealing with their inventory, the manager uses manual listing and editing, she also uses excel. She will
have to do an inventory report daily. She does everything manually from listing the stocks to reordering items
when it's out of stock and listing the ones that are sold.
In the arrival of the ordered/reordered items, they stock them by labeling each one of them and storing
them within a designated place and time. Each designated item placements may vary every time depending on the
manager/owner.

User’s Description

The system's intended user is the wife of the owner, the assistant manager of the business. She is the one
who manages the daily inventory report which will be reported to the manager. She has Bachelor's Degree in Civil
Engineering in MSU-IIT. She is literate enough with computers considering their business is computer services in
both hardware and software. She also knows how to use and operate websites, software and applications.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 2

System Description

Our system will allow the user to input, edit, customize and organize inventory database to suit the needs
of their business. The System also aims at providing an efficient way for the user in managing the inventory; it will
also provide the user varied options for managing the inventory through various functions at hand.

Scope and Limitation

The 201 file Information System will cover the employees’ information of ICI. A database is provided to
hold data and files such as:

 Employees’ Personal Information– information of an employee, such as where the employee lives, their
complete name, gender, civil status, date of birth, contact numbers & e-mail addresses.
 Educational Background–educational attainments of the employee.
 Current Employment Status – where they currently work, the status of their employment (whether part-
time, permanent, casual, contractual or job order), and also their eligibility to attain their work.
 Employment History –information about the employees work experience, the cause why the employee
left his/her former job, and the date when their employment ended.
 Trainings Attended –the trainings that the employees have attended, the date and where the training
happened.
 Other Eligibility – refers to the name of qualification obtained by the trainee according to the four (4)
qualification levels defined in the PTQF, the sector where the qualification obtained is included, the date
the trainer was certified, date when the certificate will expire and licenses acquired.
 Assessor’s Profile -refers to the title of the qualification the trainer is accredited for assessment.

This system is specially design for the adoption of computerized 201 file information system and it is only
accessible by a Human Resource Officer. However there are some Employees’ information which are not part of
the system like:

 Performance Evaluation
 Medical History
 Derogatory Reports
 International Training
 Leave of Absence & Payroll

Purposes and Objectives

The purpose of this study is to ensure that any and all information and documents of a company is up to date, accurate,
and develop a prototype of a Human Resource Information System for the ICI. This study aims to create a
computerized personnel information system.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 3

 CONTEXT DIAGRAM

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 4

ENTITY-RELATIONSHIP DIAGRAM

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 5

 USE CASE DIAGRAM

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 Use Case Specification: Login

Brief Description
This use case allows the user to enter his/her username and password.

1. Flow of Events
1.1. Basic Flow
This operation starts when the user enters a username and password then click the submit button.

1.1.1. The system will then respond by querying. When the entered username and password is found in
the database, it will then lead to the system's interface.

1.2. Alternative Flow(s)

1.2.1. If the entered data is not found in the database, the system will redirect the user back to the login
page with the set error alert.
1.2.2. If the entered username or password is incorrect, the system will redirect the user back to the login
page showing the appropriate error alert.

2. Precondition
None

3. Post-conditions
The system's uses and various functions is only accessible by the assistant manager.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 7

 Activity Diagram: Login

The user enter his/her Username and Password

The system checks the Username and Password

[invalid]

The system display an error message

[valid]

The system displays "You have successfully logged in."

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 8

 Use Case Specification: Manage Stocks

WALA PANI KAY KAILANGAN I UPDATE

SIMOD KA!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
Brief Description
This Use Case will help the HR Officer to view, edit or add personal information of an employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Personal
Information” on the display screen. The HR Officer is shown a list menu with the list of Employee
names for searching Employee’s Personal Information.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks the “View” button.
1.1.3. The system displays the Employees Personal Information.
Edit
1.1.4. The HR Officer clicks the “Edit” button.
1.1.5. The system displays a form containing the Employees Personal Information ready for editing.
1.1.6. The HR Officer edits the Employees Personal Information.
1.1.7. The HR Officer clicks “Update” then the system updates the Employees Personal Information.
Add
1.1.8. The HR Officer clicks the “Add” button.
1.1.9. The system displays a blank form for Employees Personal Information inputs.
1.1.10. The HR Officer inputs Employees Personal Information in the form.
1.1.11. The HR Officer clicks the “Save” button.
1.1.12. The system displays a message “New Employees’ Personal Information has been successfully
saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
1.2.3. The user may choose either to repeat the basic flow or cancel the adding of Employees’ Personal
Information which the use case ends.
Cancel
1.2.4. The HR Officer clicks the “Cancel” button.
1.2.5. The form will close and the system will return to the list menu of Employees.
1.2.6. The user may choose either to repeat the basic flow or cancel the adding of Employees’ Personal
Information which the use case ends.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 9

3. Post-conditions
If the use case is successful, the user successfully saved and updated the Employees Personal Information.
If not, the system state is unchanged.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 10

Activity Diagram: Manage Employees’ Personal Information

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 10

 Use Case Specification: Manage Items

Brief Description
This use case allows the user to input every item's description.

1. Flow of Events
1.1. Basic Flow
Once the stocks have arrived, the items are separated according to their category.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks the “View” button.
1.1.3. The system displays the Employees Educational Background.
Edit
1.1.5.1. The HR Officer clicks the “Edit” button.
1.1.5.2. The system displays a form containing the Employees Educational Background ready for
editing.
1.1.5.3. The HR Officer edits the Employees Educational Background.
1.1.5.4. The HR Officer clicks “Update” then the system updates the Employees Educational
Background.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays a blank form for Employees Educational Background inputs.
1.1.6. The HR Officer inputs Employees Educational Background in the form.
1.1.7. The HR Officer clicks the “Save” button.
1.1.8. The system displays a message “New Employees’ Educational Background has been successfully
saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home Page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Educational Background.

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Activity Diagram: Manage Employees’ Educational Background

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 Use Case Specification: Manage Employees’ Current Employment Status

Brief Description
This Use Case will help the HR Officer to view, edit or add Current Employment Status of an employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Manage
Current Employment Status” on the display screen. The HR Officer is shown a list menu with the list
of Employee names for searching Current Employment Status.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks “View” button.
1.1.3. The system displays the Employees Current Employment Status.
Edit
1.1.5.1. The HR Officer clicks the “Edit” button.
1.1.5.2. The system displays a form containing the Employees Current Employment Status ready for
editing.
1.1.5.3. The HR Officer edits the Employees Current Employment Status.
1.1.5.4. The HR Officer clicks “Update” then the system updates the Employees Current Employment
Status.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays a blank form for Employees Current Employment Status inputs.
1.1.6. The HR Officer inputs Employees Current Employment Status in the form.
1.1.7. The HR Officer clicks the “Save” button.
1.1.8. The system displays a message “New Employees Current Employment Status has been successfully
saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Current Employment Status.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 13

Activity Diagram: Manage Employees’ Current Employment Status

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 Use Case Specification: Manage Employees’ Employment History

Brief Description
This Use Case will help the HR Officer to view, edit or add Employees Employment History of an
employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Manage
Employees Employment History” on the display screen. The HR Officer is shown a list menu with the
list of Employee names for searching Employees Employment History.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks “View” button.
1.1.3. The system displays the Employees Employment History.
Edit
1.1.5.1. The HR Officer clicks the “Edit” button.
1.1.5.2. The system displays a form containing the Employees Employment History ready for editing.
1.1.5.3. The HR Officer edits the Employees Employment History.
1.1.5.4. The HR Officer clicks “Update” then the system updates the Employees Employment History.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays a blank form for Employees Employment History inputs.
1.1.6. The HR Officer inputs Employees Employment History in the form.
1.1.7. The HR Officer clicks the “Save” button.
1.1.8. The system displays a message “New Employees Employment History has been successfully saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Employment History.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 15

Activity Diagram: Manage Employees’ Employment History

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 Use Case Specification: Manage Employees’ Training’s Attended

Brief Description
This Use Case will help the HR Officer to view, edit or add trainings attended of an employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Manage
Employees Trainings Attended” on the display screen. The HR Officer is shown a list menu with the
list of Employee names for searching Employees Trainings Attended.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks “View” button.
1.1.3. The system displays the Employees ‘Trainings Attended.
Edit
1.1.3.1. The HR Officer clicks the “Edit” button.
1.1.3.2. The system displays a form containing the Employees Trainings Attended ready for editing.
1.1.3.3. The HR Officer edits the Employees Trainings Attended.
1.1.3.4. The HR Officer clicks “Update” then the system updates the Employees Trainings Attended.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays a blank form for Employees Trainings Attended inputs.
1.1.6. The HR Officer inputs Employees Trainings Attended in the form.
1.1.7. The HR Officer clicks the “Save” button.
1.1.8. The system displays a message “New Employees Trainings Attended has been successfully saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Assessor’s Profile.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 17

Activity Diagram: Manage Employees’ Training’s Attended

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 Use Case Specification: Manage Employees’ Other Eligibility

Brief Description
This Use Case will help the HR Officer to view, edit or add other eligibility of an employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Manage
Employees Other Eligibility” on the display screen. The HR Officer is shown a list menu with the list
of Employee names for searching Employees Other Eligibility.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks “View” button.
1.1.3. The system displays the Employees Eligibility.
Edit
1.1.3.1. The HR Officer clicks the “Edit” button.
1.1.3.2. The system displays a form containing the Employees Other Eligibility ready for editing.
1.1.3.3. The HR Officer edits the Employees Other Eligibility.
1.1.3.4. The HR Officer clicks “Update” then the system updates the Employees Other Eligibility.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays options, either Qualifications or License.
1.1.6. The HR Officer chooses an option.
1.1.7. The system displays a blank form for selected option inputs.
1.1.8. The HR Officer inputs to selected option.
1.1.9. The HR Officer clicks the “Save” button.
1.1.10. The system displays a message “New Employees selected option has been successfully saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Other Eligibility.

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 19

Activity Diagram: Manage Employees’ Other Eligibility

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 20

 Use Case Specification: Manage Employees’ Assessors’ Profile

Brief Description
This Use Case will help the HR Officer to view, edit or add other eligibility of an employee.

1. Flow of Events
1.1. Basic Flow
This use case starts when the HR Officer has logged on to the system and has chosen “Manage
Employees Assessors’ Profile” on the display screen. The HR Officer is shown a list menu with the
list of Employee names for searching Employees Assessors’ Profile.

View
1.1.1. After the HR Officer selects a name from the List Menu.
1.1.2. The HR Officer clicks “View” button.
1.1.3. The system displays the Assessors’ Profile.
Edit
1.1.3.1. The HR Officer clicks the “Edit” button.
1.1.3.2. The system displays a form containing the Employees Assessors’ Profile ready for editing.
1.1.3.3. The HR Officer edits the Employees Assessors’ Profile.
1.1.3.4. The HR Officer clicks “Update” then the system updates the Employees Assessors’ Profile.
Add
1.1.4. The HR Officer clicks the “Add” button.
1.1.5. The system displays a blank form for Employees Assessors’ Profile inputs.
1.1.6. The HR Officer inputs Employees Assessors’ Profile in the form.
1.1.7. The HR Officer clicks the “Save” button.
1.1.8. The system displays a message “New Employees Assessors’ Profile has been successfully saved”.

1.2. Alternative Flow(s)

Empty required fields
1.2.1. If the HR Officer saves the form with empty fields that are required
1.2.2. The system will display an error message “Please fill in the required fields”.
Cancel
1.2.3. The HR Officer clicks the “Cancel” button.
1.2.4. The form will close and the system will return to the Home page.

2. Precondition
The user must be logged on to the system before he/she can make changes in the files.

3. Post-conditions
The user successfully saves and updates the Employees’ Assessors’ Profile.

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Activity Diagram: Manage Employees’ Assessor’s Profile

ICI EMPLOYEE’S 201 FILE INFORMATION SYSTEM 22