VISVESVARAYA TECHNOLOGICAL UNIVERSITY

Jnana Sangama, Santhibastawad Road, Machhe

Belagavi - 590018, Karnataka, India

A MINI PROJECT REPORT

ON
“EMPLOYEE MANAGEMENT SYSTEM”
For the course FILE STRUCTURES LABORATORY [15ISL68]
Submitted in the partial fulfilment of the requirements for the award of

BACHELOR OF ENGINEERING
IN
INFORMATION SCIENCE AND ENGINEERING
For the Academic Year 2019-2020
Submitted by
NAME-SUSHMITHA S NAME- T S THANYA GOWDA
USN-1JS16IS081 USN-1JS16IS083

Under the Guidance of

Mrs Sahana V Mrs Sudha P R

Assistant Professor,Dept of ISE Assistant Professor,Dept of ISE
JSSATE JSSATE

2019-2020
DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING
JSS ACADEMY OF TECHNICAL EDUCATION
JSS Campus, Dr.Vishnuvardhan Road, Bengaluru-560060

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 JSS MAHAVIDYAPEETHA, MYSURU
JSS ACADEMY OF TECHNICAL EDUCATION
JSS Campus, Dr.Vishnuvardhan Road, Bengaluru-560060

DEPARTMENT OF INFORMATION SCIENCE & ENGINEERING

CERTIFICATE

This is to certify that mini project on file structures laboratory entitled

“EMPLOYEE MANAGEMENT SYSTEM” is a bonafide work carried out by
SUSHMITHA S[1JS16IS081], TS THANYA GOWDA [1JS16IS083] in partial
fulfilment for the award of degree of Bachelor of Engineering in Information
Science and Engineering of Visvesvaraya Technological University Belagavi
during the year 2018-2019.

Signature of the Guide Signature of the Guide Signature of theHOD

Mrs.Sahana V Mrs. Sudha P R Dr. Dayananda P

Asst.Professor Asst.Professor Assoc. Prof. & Head
Dept. of ISE Dept. of ISE Dept. of ISE
JSSATE, Bengaluru JSSATE, Bengaluru JSSATE, Bengaluru

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 ACKNOWLEDGEMENT

The satisfaction and euphoria that accompany the successful completion of any task would
be incomplete without the mention of the people who made it possible. So with gratitude,
we acknowledge all those whose guidance and encouragement crowned my effort with
success.

First and foremost we would like to thank his Holiness Jagadguru Sri Shivarathri
Deshikendra Mahaswamiji and Dr. Mrityunjaya V Latte, Principal, JSSATE, Bangalore
for providing an opportunity to carry out the Project Seminar as a part of our curriculum in
the partial fulfilment of the degree course.

We express our sincere gratitude for beloved Head of the department, Dr. Dayananda P,
for his co-operation and encouragement at all the moments of our approach.

It is our pleasant duty to place on record our deepest sense of gratitude to our respected
guide Mrs.Sahana v,Assistant Professor, and Mrs.Sudha P R,Assistant Professor for the
constant encouragement, valuable help and assistance in every possible way.

We would like to thank all ISE department teachers and non teaching staff for providing
us with their valuable guidance and for being there at all stages of our work.

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 TABLE OF CONTENTS Page no.

1.ABSTRACT

2.INTRODUCTION

3.OVERWIEW OF FILE STRUCTURES

1.Types of files
2.Comparison between File structures,
Data structures,DBMS

4.PROBLEM STATEMENT

5.OBJECTIVES

6.INTRODUCTION TO INDEX
1.Indexing methods
2.Types of indexes
3.Advantages and disadvantages
of indexing

7.SYSTEM REQUIREMENTS

8.IMPLEMENTATION CODE

9.RESULTS AND SCREENSHOTS

10.CONCLUSIONS

11.REFERENCES AND
BIBLIOGRAPHY

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 ABSTRACT

Employee Management System is a distributed application, developed to maintain the details

of employees working in any organization. It maintains the information about the personal
details of their employees.

It is simple to understand and can be used by anyone who is not even familiar with simple
employees system. It is user friendly and just asks the user to follow step by step operations
by giving him few options. It is fast and can perform many operations of a company.

This software package has been developed using the powerful coding tools of c++ at Front
End and virtual studio at Back End.The software is very user friendly. The package contains
different modules like Employee details. This version of the software has multi-user
approach. For further enhancement or development of the package, user’s feedback will be
considered.

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INTRODUCTION

Employee Management system is an application that enables users to create and store
Employee Records.This application is helpful to department of the organization which
maintains data of employees related to an organization .

Employee management system using C++ is a menu driven program which allows us to
add, update, delete and search record of an employee working in an organization. The
program employee management system store employee ID, name, post, department and
salary of employee. Initially, it has no data. Thus, we have to add employee records choosing
appropriate option in this program

Employee Management system using C++ program uses Emp id as unique identifier (i.e.
primary key) to recognize employee. So, we can’t add two employees having same ID. After
successful entry of records of some employee, we can search record on the basic of ID or
department. We can search particular employee from ID choosing and if we want to see all
employee working in a department, we have to choose another option . We can list all
employee records also using option . Again, we can update and delete existing record. Thus,
this project is useful to mange employee records in an organization.

Employee Management System is based on a concept to store and generate all the records of
the employees. This program is considered as a simple database of employees in an office, an
organization where the user can store employees record easily as it is not time-consuming.
Here at first, the user has to pass through login system to get access then he/she can add
employee’s data, view list of employees, modify and remove employee details. The whole
project is designed in ‘C++’ language and different variables and strings have been used for
the development of this project. This project is easy to operate and understood by the users.

In this world of growing technologies everything has been computerized. With large number
of work opportunities the Human workforce has increased. Thus there is a need of a system
which can handle the data of such a large number of Employees in an organization. This
project simplifies the task of maintain records because of its user friendly nature.

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OVERWIEW OF FILE STRUCTURES

STRUCTURE:
Structure is a collection of variables of different data types under a single name. It is similar
to a class in that, both holds a collection of data of different data types.

FILE:
A file is a collection of data stored on mass storage (e.g., disk or tape) .The data is
subdivided into records (e.g., student information). Each record contains a number of fields
(e.g., name, GPA). One (or more) field is the key field (e.g., name).

OPENING A FILE:

The first operation generally performed on an object of one of these classes to use a file is
the procedure known as to opening a file. An open file is represented within a program by a
stream and any input or output task performed on this stream will be applied to the physical
file associated with it.

CLOSING A FILE:

when any C++ program terminates, it automatically flushes out all the streams releases all
the allocated memory and closes all the opened files. But it is good to use the close()
function to close the file related streams and it is a member of ifsream, ofstream and fstream
objects.

FILE STRUCTURE:
File Structures is the Organization of Data in Secondary Storage Device in such a way that
minimize the access time and the storage space. A File Structure is a combination of
representations for data in files and of operations for accessing the data. A File Structure
allows applications to read, write and modify data. It might also support finding the data that
matches some search criteria or reading through the data in some particular order.
There are two main ways a file can be organized:

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1.
Sequential Access — The data are placed in the file in a sequence like beads on a string.
Data are processed in sequence, one after another. To reach a particular item of data, all the
data that proceeds it first must be read.

2.
Random Access — The data are placed into the file by going directly to the location in the
file assigned to each data item. Data are processed in any order. A particular item of data can
be reached by going directly to it, without looking at any other data.

A sequential file works like a reel of tape. (In fact, sequential files are often stored on
reels of magnetic tape.) Data in a sequential file are processed in order, starting with the first
item, the processing the second, then the third and so on. To reach data in the middle of the
file you must go through all the data that preceeds it.
A random access file works like a sampler box of chocolate. You can access a particular item
by going directly to it. Data in a random acess file may be accessed in any order. To read
data in the middle of the file you can go directly to it. Random access files are sometimes
called direct access files.
You might think that all files should be random access. But random access files are much
more difficult to implement and to process. They are expensive in computer time and
resources. However, they are convenient for the users of a program. For example, a
corporation can easily answer telephone queries from a customer if it can go directly to the
customer's records.

BASIC TYPES OF FILES

Regular files
Regular files are the most common files and are used to contain data. Regular files are in the
form of text files or binary files:

Text files
Text files are regular files that contain information stored in ASCII format text and are
readable by the user. You can display and print these files. The lines of a text file must not
contain NUL characters, and none can exceed {line_max} bytes in length, including the
newline character.The term text file does not prevent the inclusion of control or other
nonprintable characters (other than NUL). Therefore, standard utilities that list text files as
inputs or outputs are either able to process the special characters or they explicitly describe
their limitations within their individual sections.

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Binary files
Binary files are regular files that contain information readable by the computer. Binary files
might be executable files that instruct the system to accomplish a job. Commands and
programs are stored in executable, binary files. Special compiling programs translate ASCII
text into binary code.Text and binary files differ only in that text files have lines of less
than {LINE_MAX} bytes, with no NUL characters, each terminated by a newline character

Directory files
Directory files contain information that the system needs to access all types of files, but
directory files do not contain the actual file data. As a result, directories occupy less space
than a regular file and give the file system structure flexibility and depth. Each directory
entry represents either a file or a subdirectory. Each entry contains the name of the file and
the file's index node reference number (i-node number). The i-node number points to the
unique index node assigned to the file. The i-node number describes the location of the data
associated with the file. Directories are created and controlled by a separate set of
commands.

Special files
Special files define devices for the system or are temporary files created by processes. The
basic types of special files are FIFO (first-in, first-out), block, and character. FIFO files are
also called pipes. Pipes are created by one process to temporarily allow communication with
another process. These files cease to exist when the first process finishes. Block and
character files define devices.
Every file has a set of permissions (called access modes) that determine who can read,
modify, or execute the file.

COMPARISON BETWEEN FILE STRUCTURES,DATA

STRUCTURES,DBMS

File Structure:A file structure is the way bits are arranged in a file to encode the information
stored in the file. A file system is a software that manages the data files in a computer
system.
Data Structure:A data structure is a method for structuring data, usually so that it can be
searched efficiently in some way.

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You should think of these as mostly distinct concepts , but if you really wanted to connect
the two, you could say that a file structure is the specification for the result of serializing a
data structure that represents the file. Serialization is the act of converting a data structure
that may contain pointers and such to a representation that is a self-contained array of bits.
A data structure could be present both in RAM and on disk. A file is by necessity on disk (or,
in the rare cases, it only appears to be on disk: apps can safely assume that). Technically the
file structures are more standardised, especially if one wants to allow a third party app or a
newer version of the same app to open the file. (in-memory) Data structures can change
between app versions and there is no need for compatibility.
DBMS: Database Management System (DBMS) is a software that makes it easier to store,
manipulate and retrieve data in a database. A database stores data in tables. Therefore,
DBMS stores data according to a structure. DBMS allows users to use Structured Query
Language (SQL). It helps to issue queries to insert, update, select and delete data
instantly.DBMS is a software to create and manage databases.
Data structure shows how the objects in the problem is modeled and organized. For example,
 Yo
ur shopping items are organized linearly into an array.

 Yo
ur company's org chart is modeled in a tree.

The problem which data structure solves is how to model the objects in real world logically
so that we can solve the problem in a computational manner.
Database is about how the information is persisted. The data in data structure may be
persisted into database if necessary and may not be.

PROBLEM STATEMENT

The problem definition for designing the system is to maintain data of employee,to make
easy controlling employees,to divide jobs and access control of employees,to use technology
for accurate and timely processing by fully privacy and fully authorized access.The objective
of the project is to set up employee and attendance of employee and maintain salary
process.To eliminate or reduce as much as the hardships of existing system and avoid errors
while entering data.

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OBJECTIVES

Software Engineers have been trying various tools, methods and procedures to control the
process of software development in order to build high quality software with high
productivity. This method provides ?how it is? for building the software while the tools
provide automated or semi automated support for the methods. They are used in all stages of
software development process, namely, planning, analysis, design, development and
maintenance. The software development procedure integrates the methods and tools together
and enables rational and timely development of the software system.

A successful system must: -

1. Satisfy the user requirements
2. Be easy to understand by user and operator
3. Be easy to operate
4. Have a good user interface
5. Be easy to modify
6. Be expandable
7. Have adequate security control against the misuse of data
8. Handle the errors and exceptions satisfactorily
9. Be delivered on schedule within the budget

Time and Cost Effective -Software is making the process of keeping database time and cost
effective by making it easy to alter or update database and also keeping that safe.

Database creation- A databse of the registered users will be created and this will help the
users to fetch the details.

Flexibility-Database provides flexibility to administrator.Records can be inserted,deleted or

updated with just a click.

Informative-The software has all the necessary details about the student and cources and
provides all the relevant information therefore.

Security-Proper authorization and authentication provisions have been made for the security
of the software so that only the registered administrators can look the information.Without
proper login no one is allowed to access this software.

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 INTRODUCTION TO INDEX

INDEXING

Indexing is a way to optimize performance of a database by minimizing the number of disk

accesses required when a query is processed.
An index or database index is a data structure which is used to quickly locate and access the
data in a database table.
Indexes are created using some database columns.
The first column is the Search key that contains a copy of the primary key or candidate key
of the table. These values are stored in sorted order so that the corresponding data can be
accessed quickly (Note that the data may or may not be stored in sorted order).
The second column is the Data Reference which contains a set of pointers holding the
address of the disk block where that particular key value can be found.
There are two kinds of indices:

Ordered indices: Indices are based on a sorted ordering of the values.

Hash indices: Indices are based on the values being distributed uniformly across a range of
buckets. The buckets to which a value is assigned is determined by function called a hash
fuction .

INDEXING METHODS

1. Ordered Indices
The indices are usually sorted so that the searching is faster. The indices which are
sorted are known as ordered indices.

If the search key of any index specifies same order as the sequential order of the file, it is
primary.

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Note: The search key of a primary index is usually the primary key, but it is not necessarily
so.
If the search key of any index specifies an order different from the sequential order of the
file, it is called the secondary index or non-clustering index.

2.Clustered Indexing
Clustering index is defined on an ordered data file. The data file is ordered on a non-key
field. In some cases, the index is created on non-primary key columns which may not be
unique for each record. In such cases, in order to identify the records faster, we will group
two or more columns together to get the unique values and create index out of them. This
method is known as clustering index. Basically, records with similar characteristics are
grouped together and indexes are created for these groups.

TYPES OF INDEXES

Unique - Guarantees unique values for the column(or set of columns) included in the index.

Covering - Includes all of the columns that are used in a particular query (or set of queries),
allowing the database to use only the index and not actually have to look at the table data to
retrieve the results.

Clustered - This is way in which the actual data is ordered on the disk, which means if a
query uses the clustered index for looking up the values, it does not have to take the
additional step of looking up the actual table row for any data not included in the index.

ADVANTAGES AND DISADVANTAGES OF INDEXING

Advantages

1.Their use in queries usually results in much better performance.

2.They make it possible to quickly retrieve (fetch) data.

3.Unique indexes guarantee uniquely identifiable records in the database.

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4.Helps to make a row unique or without duplicates(primary,unique).

Disadvantages

1.Indexes take additional disk space.

2.Indexes slow down INSERT,UPDATE and DELETE, but will speed up UPDATE if the
WHERE condition has an indexed field. INSERT, UPDATE and DELETE becomes slower
because on each operation the indexes must also be updated.

SYSTEM REQUIREMENTS

SOFTWARE REQUIREMENTS

Software used:visual studio which holds all the database

HARDWARE REQUIREMENTS

System:Dell laptop

Memeory:512GB

Processor:Intel Pentium IV

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 IMPLEMENTATION CODE

RESULTS AND SCREENSHOTS

START SCREEN

ADD EMPLOYEE SCREEN

SEARCH EMPLOYEE MENU SCREEN

VIEW ALL EMPLOYEE SCREEN

UPDATE EMPLOYEE SCREEN

DELETE EMPLOYEE SCREEN

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SORTING BASED ON CODE

SORTING BASED ON NAME

SORTING BASED ON SALARY

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CONCLUSION
This project is to digitalize the database of employees in organization and enabling
administrators to have benifits from computers.software acts as a Information System
between Employees and adminstrtors.Here the user can keep his/her database secure and safe
for a unlimited period of time.
Software provides Employee management system for inserting,updating,searching and
deleting records with ease and simplicity

REFERENCE

1. File structures-an Object Oriented Approach with C++ Michael J ,Folk, Bill Zoellick,
Greg Riccradi,, 3rd edition, Pearson Education,1998.

2. File structures using C++ by K.R .Venugopal, K.G Srinivas,P.M.Krishnaraj, Tata

McGrawhill-Hill,2008.

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