Chapter one

Introduction

1. 1. Background of the organization

Wollo University is located at Dessie in Amhara region of South Wollo, Ethiopia, and is one of
the recently founded Universities. The University has two Campuses, one at Dessie and other at
Kombolcha towns. Dessie Campus consists of College of Natural Science, College of
Agriculture, College of Medicine and Health Science, College of Business and Economics,
College of Social Science and Humanities, School of Veterinary Medicine, School of Law an
Institute of Teacher Education. The Kombolcha Campus is named as Kombolcha Institute of
Technology (KIOT) for Engineering and Informatics College. The Kombolcha Institute of
Technology (KIOT) was established in the year 2007 under the Ministry of Education. KIOT
endeavours to be a centre of excellence in teaching practice-oriented applied technology
education in which its graduates develop the required skills by way of industrial apprenticeships
and internships. It is engaged in an interdisciplinary approach to applied research in technology
and technology transfer as its core task, thereby creating an impact on the development of local,
regional and national economies.KIOT is a teaching/learning organization with a difference
establishing sustainable partnerships for development and mutual support with the Industry, the
business Community, National and International Institutions. KIOT is striving to reach its full
potential in order to fulfill its social responsibility through the active participation of its students
and staff in community development activities and public services. It aims to serve the society by
bringing about positive changes and contributing to social transformation.

1.2. Background of the project

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. The aim of this project is to
develop a web based system for KIOT human resource management. While KIOT has
established it also opened an office which is called human resource management. Currently, the
KIOT human resource offices process data manually. The manual processing system has many
problems .In order to solve this issue; we have developed a web based human resource
management system. The completed project solves the problems that had affected the human
resource management offices. Since it is online it reduces a lot of costs, time to travel to the
offices, work over load and it minimizes the space used to store the data. Online human resource
management system enables to register applicant’s online, online announcement, delete, update
employees’ data, and online registration.

1.3. Statement of problem

The main problem of HRM office of KIOT is dealing with their daily job manually. Doing
manual has a side effect and has many problems throughout the work. For this reasons the
system has some drawback:-
• Difficulty of searching and modifying employee information.
• Take more time for simple manual jobs.
• Since there are a lot of employee documents in the office it’s hard to manage such huge
data manually.
• Lack of accuracy and loss of document
• Since the office use manual system, the mechanism of data handling is unsecured.
• The use of paper work in handling some of these processes could lead to human error,
papers may end up in the wrong hands and not forgetting the fact that this is time
consuming.
• There is redundancy of data.
• Need large space to store file.
• Human energy loss.

1.4Objectives of the Project

1.4.1. General Objectives
The general objective of this project is to develop web based human resource management
system for KIOT.
1.4.2. Specific Objectives
In order to achieve the general objective of the project the following specific objective are
proposed.
• To create well-organized database that store employees’ information.
• Study and analyse the limitations of the existing system.
• To record and manage large number of employee’s and its details.
• To develop a system that facilitates the existing system.

• To develop a system that makes retrieval of data in easy way.

• Giving recommendation on further studies to be conducted on the areas of human

resource management system.

1.5. Feasibility study of the project

1.5.1. Economic Feasibility
The web based employee requirement management system is economically feasible
because:-
• The system provide fast and efficient automated environment.

• The system has GUI interface and very less user-training is required to learn it.

• This project is economically feasible because its anticipated benefit is greater than
the expected cost.

Cost of the Project

 Tangible Costs

The tangible costs acquired in developing the system are:-

• Miscellaneous Cost which includes hardware development cost and other costs.

• Software development cost

A. Miscellaneous Cost
 This cost contains the various types of costs in which we spent for the development of the
project or the University covers some of the hardware expenses. The following table lists the
different miscellanies costs that we have spend in the process of the development of the system.

Printing 90 pages 90 Birr

Flash disk 16GB 250 Birr
Paper 90 90 Birr
Pen 4 40 Birr
Desktop 1 By university
Total 470 Birr

Table 1.1: Miscellaneous Cost

B.Software Development Cost

For this particular project we will have use different software but the software is provided by the
university.
 Type of Software’s Price

Microsoft windows 10 by the university

Microsoft Office by the university

MySQL Free down load

Visual Paradigm for UML Free download

Notepad++ Free download

Total 0.00 Birr

Table 1.2: Software Development Costs

 Intangible Costs
Those are costs which are uncountable .The intangible costs that are acquired in developing the
system are:-Our knowledge that we will spent to develop the system may not be measureable in
terms of money.

1.5.2. Technical Feasibility

We have technical knowledge about:
• PHP to write the code or implementation with XAMPP.
• MySQL to build the database to store the data.

• Unified Modeling Language (UML) model to do analyzing and designing in good

manner.

The technical requirement for the human resource management system in order to do their
operation by the new computerized system is:
• Training on the new system to know how it operates and how to use the
computerized system.
1.5.3. Operational Feasibilities
It determines how the system satisfies the organizations need and it also offers Secure,
accurate and efficient system to the organization.
The system in which we have developed is also compatible to all operating systems and web
browsers.

1.5.4. Schedule Feasibility

Within the time duration, we have identified the activities of the project in order to accomplish
the project objective within their schedule requirement which is on the table below.

Oct 2019 Nov 2019 Dec 2019 Jan 2020 Feb 2020 Mar 2020 Apr 2020 May 2020 Jun 2020
ID Task Name Start Finish Duration
10/6 10/13 10/20 10/27 11/3 11/10 11/17 11/24 12/1 12/8 12/15 12/22 12/29 1/5 1/12 1/19 1/26 2/2 2/9 2/16 2/23 3/1 3/8 3/15 3/22 3/29 4/5 4/12 4/19 4/26 5/3 5/10 5/17 5/24 5/31 6/7 6/14 6/21 6/28

1 Topic Selection 10/3/2019 10/16/2019 10d

2 Proposal preparation 10/17/2019 11/13/2019 20d

3 Requirement Gathering 11/14/2019 12/25/2019 30d

4 System Analysis 12/26/2019 2/19/2020 40d

5 System Design 2/20/2020 4/8/2020 35d

6 Implementation and Testing 4/9/2020 6/9/2020 44d

7 Conclusion and Recommendation 6/10/2020 6/16/2020 5d

Figure grant chart for scheduling

1.6. Scope of the Proposed System

• Online announcement process: - the HR manager announces the vacant position to the
applicant.

• Online Registration of Applicants: - the applicant registers on online system.

• Manage the employee profile: - HR manager manage the new employee as well as the
existing ones.

• Managing employee attendance: - it deals a company’s strategic actions to reduce

employee absences so that workers are consistently present to do their jobs, working
productively for the benefit of the organization.

• Leave management: - Complete elimination of paperwork in leave management by

enabling an employee applies for leave through the system. This will also enable the
department to accept/reject leave application through the system.

• Report generation: - The human resource manager can generate reports about the
employee status or progress to human resource admin in order to monitor
employees and this can be used for performance appraisals.

1.7. Significance of the Project

This human resource management system project has its own significance. Using this new
system, it will overcome the drawbacks of the existing system.
The project has the following significant:-
• Reduces data loss.
• Make the system secure from unauthorized user.
• It reduces the wastage of time during searching and modifying employee information.
• Employee information and data will be stored in good manner.
• Satisfy employee needs.
• Higher accuracy of information/report generated.
 • Avoiding improper resource consumption like paper, pen.
• Simple process for posting job vacancy.
• Multiple channels to access services from the institution.
• Can view posted information’s from anywhere at any time.
• Reduced workload of the office activities such as preparation of reports.
• Can also view employee personal information through the system.

1.8. Methodology

Methodology of a project is a technique of gathering information from the required place to

analysis the current problem of the system.

1.8.1. Data collection technique

In order to get enough data requirement for our project, we use different types of data collection
technique. Such as:

Interview

We have gathered the information from the human resource management officer by asked
questions what and how they work in the human resource office.

Questionnaires
Questionnaires are written set of questions that are given to people in order to collect facts or
opinions about something. We have prepared questioners for the Human Resource Management
System officer to study the existing system and develop the new system.

1.8.2. Development tools

Hardware tool:-

• Computers: To develop the proposal, documentation as well as the

implementation.
• 16GB Flash disk: Used as move data from one to other and as storage.
• Printer: For printing the documentation and questionnaires.
• Lexis pens: For writing requirements from human resource management office.
• Papers: To store the documents in the form of hardcopy.
Software tools:-
 • Notepad, Notepad++, and sublime editor: all are used to write PHP scripts and HTML
editors.

• Microsoft word: To publish the proposal and other parts of the project.

• Power Point: -We use it to present our presentation in short and brief way.

• Enterprise architecture: - we use this software to draw UML diagrams.

• EDRAW Max: Used to draw diagrams like use case diagram and activity diagram.

• My SQL server: This software will used for designing Database or to create database.

1.8.3. System Analysis and Design Approach

We use the Object Oriented System Analysis and Design (OOSAD) for the development of the
system among different methodologies. We used OOSAD because of the following important
features:

 It is better way to construct, and manage the objects that are implemented in our
system.
 This approach is necessary for reuse concepts of inheritance.
 Used to add new feature on the system.
 In object oriented analysis phase our team will use use case modeling to model the
function of the system, find and identify the business objects, organize the objects and
identify the relation between them and finally model the behavior of the object.

1.9 Communication Plan

Our team member meet together every 3 days in a week to do our project. We also meet with our
project advisor once in a weekandwith human resource management system workers
(employees) to get the required information which is important to develop our project.

.
 CHAPTER TWO
Description of the existing system and requirement gathering

2.1. Introduction of the existing system

The existing system involved in human resource management system that performs every
activity can be done manually. This leads to less user satisfaction and interactive system.
Because, the existing system of organization uses manual system to perform their tasks such as
data storage, data retrieval and the recording system is manuall.Duetothis fact, it is time
consuming and boring. This is the result of lack of computerized system or web based system.

2.2. Players of the Existing System

Player represents anything or anyone that participates in the existing system. The existing system
compromises different players to carry out its job.

 HR manager:-

• View report.

• Generate report.

• Receive all the attendance forms from every department.

• Approve leave

• Approve selected applicant

 Dean
• View report
• Generate report
 Duty scientific director:-

• View report

• Generate report
 HR officer

• View report.

• Post vacancy announcement on the board.

• Generate report.

 Department
• Employee requisition
• Recruit applicant based on their CGPA.
• Give the exam to recruit applicant.
• Select applicants based on their result.
• Send report to human resource manager manually.
• Take attendance of employees that works only in their office in manual way
except lecturer.
• Manage employee information.
• View leave application (Accept or reject leave).

 Employee:-

• Sign attendance every day without their rest days.

• Apply for leave.

• View leave approval

 Applicant:-

• Search job.

• View available vacancy announcement.

• Register to the open position.

• View screening info.

 2.3. Major functions of the Existing System
The function of human resource management system is concentrated on recruiting, managing and
directing people who work in it. Human Resource Management deals with issues related to
compensation, performance management, organization development, safety, wellness, benefits,
employee motivation, training and others. HRM plays a strategic role in managing people and the
workplace culture and environment.

2.4. Supplementary Requirements

2.4.1 Business Rules
Business rules forapplicantregistration

• Applicants must be full fill the required criteria to be register.

• Applicants must be register at a specified date.

Business rules for employee attendance

• Each Employee must have a unique ID.

• All employees must sign attendance
• The attendance taking time for every employee is at morning from 2:00-2:30 and in the
afternoon 8:00-8:10 local time except shift time workers.
Business rules for employee leave

• Employees must have full reason to apply leave application.

• If the employee wants to leave from the institution for different reason first they must
apply to the department and the department must send their application to the human
resource manager.
• If the employee wants to leave from KIOT before they fill the leave form they must
return all working material to respected Department otherwise they will be rejected.

Business rules of post vacancy announcement

• HR officer announces vacancy internally or externally within specified date.

• The advertisement must include stamp of the company.
2.4.2. Constraints
Constraint means anything that challenges to do our project properly. We expect the following
constraints may encounter while doing the project.

• The unavailability of data source (such as shortages of internet connection) on time may
extend the project completion time.
• Limited Knowledge of the group members.

• Lack of reference books. We can manage this problem by using other methods Like
internet.
• Shortage of Time. We managed such problem by using additional time from our rest time.

2.5. Work Flow of the Existing System

The work flow of the existing system is performed starting from the human resource manager to
the employee in every department. The human resource announces vacant position and hired
employee and record the specified information about the employee in manual based system.
After hiring the employee then send the hired employee data to that of departments who require
the employee in letter form. And the applicant departments accept the employee and place them
to their tasks. If the employee gets training, done projects the departments update the new
information of the employee in manual or paper based system. As we see the existing system all
activity are done from the human resource office to every departments in the institution are
manual base system.

2.6. Report generating in the existing system

Different reports are generated in the existing HRMS of KIOT. The HR manager, Dean, and
Duty scientific director, HR officer and Department generates report daily, weekly , monthly
and annually what activities are performed. In this existing system the report is generated
manually, so, It takes time to reach the specified user.
2.7. Bottlenecks of the existing system
The manual means being used by the human resource office leads to various problems. These
problems can be seen from the perspectives like performance, security, efficiency given by the
existing system to the users.

2.7.1. Performance
The existing system’s performance is slow. Since the existing system is manual, the time
required to perform the activities is too much. The existing system’s response time is very slow
and it processes activities slowly.

2.7.2. Input and Output

In the existing system, the input of information is redundant, inaccurate, not well organized and
inflexible and these inputs may lead to create confusion and work load on employees and
produce inaccurate output since the information is written by pen and on paper.

2.7.3. Security and Control

Since the current system cannot support authentication, data can be accessed by an unauthorized
user. Besides, files are stored in paper. So, it may be lost, burnt or damaged by fire and natural
disaster.

2.7.4. Efficiency
Due to the manual operation most of the activities are prone to wastage of resources like papers,
man power, time etc. to produce the corresponding outputs. This makes the current system
inefficient while utilizing resources.

2.8 .proposed solution for the new system

After the team has identified the real problem of the existing system which is in a manual
system, the team suggested an alternative option to overcome the problem.

This alternative option is:-

• Changing the manual system into web based system.

2.9. System Requirement Specification of Proposed System
• In many organizations services and tasks the system required to perform can be categorized
in to Functional and Non-Functional requirements.

2.9.1. Functional requirements

Functional Requirements are those that refer to the functionality of the system, i.e., what services
it will provide to the user. Statements of services the system should provide how the system
should react to particular inputs and how the system should behave in particular situations.

• Posting announcements: the system post vacancy announcements and notice for the
applicants in order to make them informed.
• Register applicant online: The system registers applicants’ who wants to be hired in the
institution with appropriate information. Without coming to the office they can be able to
register online by using the system.
• Managing employee attendance: The system manages the attendance of employees.
• Manage employee profile: The system is able to search, delete and update the hired
employee information when it is needed.
• Report generation: the system is able to generate a report for each employee based on
the information in the database.

• The system allow HR administrator to manage user accounts.

2.9.2. Non-functional requirements

Non-functional requirements are requirement, which has no essential for the system, but it can
support and give more quality for the system.

• Users interface requirement

• User interface should be menu driven and attractive.
• The interface should be user friendly.
• The system should support error-handling mechanism that display graphic approach and
the system guide the user what will be the next action.
• Security Requirement
• The system support user name and password to authentic.
• The system has different privilege to protect intruding.
• Performance:

• the system is responsibly fast in order to access the required crime information’s

• Error handling requirement

• The system have error handling mechanisms that is, as errors occur it will not stop
functioning rather provide error manages and should guide the user through what to
do next.

2.12. Modeling the existing systems

2.12.1. Essential Use case diagram
 Usecase diagram of existing system

Receive
attendance

Dean
Approve leave
Manager

approve selected
applicant

View report

Duty
Generate report scientific
director
HR officer
Sign attendance
Post vacancy
announcement
Apply for leave

View leave approval

Search job

Employee requisition
Employee

View vacancy Accept or reject leave

announcement

select applicant

Register Send report

Applican
t
Departm
Give exam
ent

View screening info

Manage employee

Recruit applicant

Take attendance

Figure2. 1 Essential use case diagram

2.12.2. Essential User Interface Prototyping

A technology-independent prototype created using paper that can be used to identify UI
requirements.
Figure 2.1 Essential User Interface Prototyping for vacancy announcement
Figure 2. 3 Essential User Interface Prototyping for applicant registration form
Figure2. 2 Essential User Interface Prototyping for employee attendance

2.12.3. Essential User Interface Prototyping flow diagrams

 Human resource management

HR Duty scientific
HR officer Dean Department employee
manager director applicant

view report view report view report employee search job

view report
requisition
sign
generate generate generate recruit attendance
post vacancy view
report report report applicants
announcement vaccancy
apply announement
recieve leave
attendance generate give exam
register
report
approve select view leave
leave aplicants approval

generate
approved report
selected
applicant
take
attendance

manage
employee

accept or reject
leave
Figure2. 3 Essential User Interface Prototyping flow diagrams

2.12.4. Domain modeling with class responsibility collaborator (CRC)

CRC modeling is a collection of standard index card that have been divided into three sections:

• On the top of the card, the class name

• On the left, the responsibilities of the class

• On the right, collaborator with which this class interaction with

• The CRC table is provided from essential use case diagram. We take the actors as a class

When we draw CRC modeling, we identify the class.Suchas: HR manager, Employee, HR

officer, Applicant, Dean, Duty scientific director and department

• Identifying the responsibilities of each class.

• Identifying the classes, which collaborate with each other to full fill their tasks.
 HR officer
HR manager
Name HR manager
Name Employee Applicant
Duty scientific director Age
Age
Department Sex
Sex HR officer
Applicant Phone number
Phone number
Address
Address
View report()
View report()
Generate report() Post vacancy announcement on
Receive attendance() the board()
Approve leave()
Generate report()
Approve selected
applicant()

Applicant

Name HR officer Dean

Department
Age Name Department
HR manager
Sex Duty scientific director
Age
Phone number Sex
Address Phone number
Department Address
Search job() View report()
View available vacancy Generate report()
announcement()
Register to the open position()
View the screening info()
 Department

Name Dean
HR manager
Age
Applicant
Sex Employee
Phone number
Address
Employee requisition ()
Recruit applicants based on
their CGPA()
Give exam()
Select applicants based on their
result()
Generate report()
Take attendance()
Manage employee
information()
View leave application()
Duty scientific director

Name Dean
Employee HR manager
Age

Name Department Sex

Age HR manager Phone number
Sex
Phone number Address
Address View report()
Education level
Generate report()
Id
Department

Sign attendance()
View leave approval ()
Apply for leave()
Chapter Three

System Analysis (Modeling the Proposed System)

3.1. Introduction
This chapter deals with analyzing the proposed system by using different UML analysis
modeling techniques. Such as: use case diagrams, use case descriptions (scenarios), sequence
diagrams, activity diagrams, analysis class diagram, and user interface prototype.

After identifying the actors and use cases, the use cases are developed and textual descriptions
(scenarios) are stated. The sequence diagram depicted based on the use cases which are
developed for the proposed system. Activities will be represented by the activity diagrams.

3.2. Modeling Proposed Systems

3.2.1. System use case diagrams
Use case diagram show the actors interact with the system. It helps you to identify the functions
of the system and anything or anyone that interacts with the system.

In the proposed system, the use case describes a sequence of action that provides a measurable
value to an actor and draw as a horizontal ellipse. An actor is a person that places a role in one or
more interaction with the system.

The major actors that are involved in the proposed system are the following:

 HR admin:-
• View report

• Post vacancy announcement

• Leave approval

• Send notification

• Manage account
  HR manager:-

• Manage employee profile.

• Manage the attendance process of employee.

 Department:-

• Generate report

• View leave application (Accept or reject leave).

• Send employee leave to HR admin.

 Employee:-

• Sign attendance.

• Apply for leave

• View leave approval

 Applicant:-

• View available vacancy announcement.

• Online register.

Table 3. 1: use case identifier

Use case name Use case id

Login UC-1

Manage account UC-2

Send notification UC-3

View report. UC-4

Leave approval. UC-5

Manage employee profile UC-6

post vacancy announcement UC-7

Generate report UC-8

Apply for leave UC-9

Onlineregister UC-10

View vacancy announcement UC-11

Sign attendance. UC-12

manage the attendance/view employee UC-13

attendance
Send employee leave UC-14

View leave application UC-15

View leave approval UC-16

Logout UC-17
 Use case diagram of proposed system
Manage <<inherit>> Create
account View leave
<<inherit>> application
<<inherit>> Accept
Delete <<inherit>>
<<inherit>>

Post vacancy
Reject
announcement Send employee
<<include>> <<include>> leave Departm
Update
ent

<<include>> <<include>>
Generate report
<<include>>
Approve leave <<include>>
Admin Login
View available
<<include>> <<include>>
vacancy
announcement
Send notification
<<include>>
<<include>>
<<include>>
<<extend>>
<<include>>
View report Register Applican
<<include>>
t

<<include>> <<include>>
Logout
Sign attendance Manage
attendance

Register
Update

Employe Apply for leave <<inherit>>

e <<inherit>>

Search <<inherit>>

View leave <<inherit>> manager

Manage employee
profile
Delete
Figure3. 1 Use case diagram for the proposed system

3.2.2. Use case documentation

Table 3. 2: Use case description for Login

Use case Name Login

Use case ID UC-1

Actors HR admin, HR manager, department
employee and applicant.
Description This use case is used to ensure security for
login into the system.
Precondition The user must have at least correct username
and password.
Basic course of action Step1: User has to open the system.
Step2: The System displays the login interface
and allows the user for the user name, account
type and password.
Step3: User fills username and password and
selects the account type.
Step4: click login button.
Step5: The system display login successful.
Step6: the User gets access the system.
Step7: displays its main window.
Step8: Use case ends.
 Alternative course of action If user is not authorized, the system gives a
confirmation message that is “wrong username
and password”. The system displays a
message to enable the user to try to login by
entering correct username and password (the
system redirects to go step3 i.e. to enter the
username and password).
Post condition The login page will be displayed then user gets
access to its privilege and after finishing
his/her work, he/she can logout.

Table 3.1: use case description for manage account

Use case Name Manage account

Use case ID UC-2

Actors HR admin
Description This use case indicates the system allow the HR admin to create,
update and search account.
Precondition The HR admin must have username and password to login into
his/her page.
Basic course of action Step1: login to the HR admin page.
Step2: The system displays HR admin page.
Step3: The HR admin click create, search and update account
whatever he or she want.
Step 4: The HR admin fills all the necessary information on the
selected form.
Step5: The system will check the validity and display successful
message.
Step6: Use case end.
Alternative course of If the HR admin enters invalid information, the system gives error
action message.

Post condition The manageable information will be added to the database.

Table 3.4: use case description for Send notification

Use case Name Send Notification

Use case ID UC-3

Actors HR admin
Description Human resource admin after viewing leave
application he/she notify the result for the
leave application to the employee.
Precondition The actor must login to notify the result and
the employee must have an email address.
Basic course of action Step1: click notification page from menu.
Step2: display notification page.
Step3: fill the notification.
Step 4: click send button.
Step5: display sent successful message.
Step6: finish notification and the use case end.
Post condition The applicant employee must be notified.
Table 3.5: use case description for view report

Use case Name view report

Use case ID UC-4
Actors HR admin
Description This use case enables to view report sent from
department to HR admin.
Precondition HR admin must have user name and password
to view the report.
Basic course of action Step1: He/ She login to his/her page.
Step2: He/ She click on the view report link.
Step3: He/ She start to view the reports
Step4: After he/she view the report, if you
went you can delete it.
Step5: use case end.
Alternative course of action If there is no report sent from department the
system display empty message.
Post condition View report information.
Table 3.6: use case description for leave approval

Use case Name Leave approval

Use case ID UC-5

Actors Admin

Description After the department applies the leave

application of employee to the human resource
admin the human resource admin will view
and approve their application.

Precondition The user must login to the system.

Basic course of action Step1: click view leave application page from
menu.

Step2: display leave application page.

Step3: read the reason for applying leave.

Step4: check leaves status.

Step5: approve the leave application.

 Step6: finish approving and the use case end.

Alternative course of action If the user doesn’t have access privilege to use
the system, user is not authenticated and is
denied access to the system.

Post condition Application is viewed and display successfully

approved message to the user.

Table 3.7: use case description for Manage employee profile

Use case Name Manage employee profile

Use case ID UC-6
Actors HR manager
Description This use case provides the HR manager to
register, update, Delete, and search employee
profile.
Precondition The HR manager must have user name and
password to login his/her page.
Basic course of action Step1: the HR manager login to his/her
account from home page.
Step2: the system displays the page.
Step3: open the manage employee page.
Step4: The HR manager click register,
search, and update employee whatever he/she
want.
Step5:The HR manager fills all the necessary
information on the selected form.
Step6: The system will check the validity
and display successful message.
Step7: Use case end.
Alternative course of action If theHR manager fills the incorrect
employee information the system display to
 re-enter information repeatedly (repeats step
5).
Post condition The manageable information will be
performed successfully.

Table 3.8: use case description for Post vacancy announcement

Use case Name Post vacancy announcement

Use case ID UC-7
HR admin
Description Used to post different announcement for the
purpose of informed Applicants.
Precondition The HR admin login to the system.
Basic course of action Step1: click post announcement page from
menu.
Step2: display post announcement form.
Step3: select the file to post for the vacant
position.
Step 4: click post button.
Step5: display successfully posted message.
Step7: finish posting announcement and the
use case end.
Alternative course of action If the user doesn’t have access privilege to use
the system; user is not authenticated and is
denied access to the system.
 Post condition Record is successfully added to the database
message should be display for the user.

Table 3.9: use case description for generate report

Use case Name generate report

Use case ID UC-8
Actors Department
Description Department will generate report to the
necessary activities.
Precondition The user must login to the system.
Basic course of action Step1: User clicks the generate report menu.
Step2: The system display report form.
Step3:Theusers fill the form.
Step4: The user clicks on report type menu
item.
Step6: The system displays successful
message and the use case end.
Post condition Application is viewed and display successfully
approved message to the user.
Table 3.10: use case description for Apply leave

Use case Name Apply for leave

Use case ID UC-9

Actors Employee
Description This use case is done by the employee when
they want to leave from the institution.
Precondition The user must login to the system and must
have full reason to apply for leave.
Basic course of action Step1: click leave application page from
menu.
Step2:Displays leave application form.
Step3: fill all information needed to apply
leave.
Step 4: click apply button.
Step5: display successfully applied message.
Step7: finish applying and the use case end.
Post condition The employee application will be saved to the
database.

Table 3.11: use case description for online registration of applicant

Use case Name Online register
Use case ID UC-10
Actors Applicant
Description This use case is done by the applicant in order
to register for applying to the vacant position.
Precondition He/she must have an internet connection, and
must have necessary information based on the
announcement requirements.
Basic course of action Step 1: the applicant opens the home page of
the website.
Step2: the system displays the home page.
Step3: Select online applicant registration
page.
Step4: the system displays the applicant
registration form.
Step 5: fill all his/her information required.
Step 5: click apply button.
Step6: the system display register successfully
message.
Alternative course of action The system display register failed message if
there is unfilled information in the form.
Post condition The applicant must be registered successfully.
Table 3.12: use case description for view vacancy announcement

Use case Name view vacancy announcement

Use case ID UC-11

Actors Applicant
Description Used to view different posted vacancy
announcement.
Precondition Applicants browse the system.
Basic course of action Step1:.From the main form the users browse
the system.
Step2: The system display home page with
different form (Home, vacancy announcement,
etc.).
Step3: The user clicks vacancy announcement
link.
Step4: The system displays the vacancy
information.
Step5: End of use case.
Alternative course of action If the user does not get vacancy, return to step
3 of flow of events.
Post condition The user views the vacancy successfully.
Table 3.13: use case description for Sign Attendance

Use case Name Sign Attendance

Use case ID UC-12
Actors Employee
Description Enables Employees Sign Attendance.
Precondition The user Must have an account.
The Employee must be registered.
The Signing attendance time must be
recognized.
Basic course of action Step1: The user login to the system.
Step2: The system displays user’s page.
Step3: The user select sign attendance link.
Step4: The System displays the attendance
form.
Step5: User signs attendance using ID.
Step6: Attendance registered.
Step7: Use case ends.
Alternative course of action If the users enter Invalid Username and
Password, go to step1 and try again.
To sign attendance without the allowed time
the system displays error Message.
Post condition Employees already have signed Attendance.
Table 3.14: use case description for View Employee Attendance

Use case Name View Employee Attendance

Use case ID UC-13
Actors HR manager
Description HR manager view employee’s attendance
saved by the system.
Precondition HR manager must be login to the system.
Basic course of action Step 1: Click on view Attendance link.
Step 2: The system display options of
Employee type.
Step 3: User selects required employee type.
Step 4:Display the Recorded Attendance in the
form of (employee id, employee name ,
Attendance date)
Step 5: View Employee attendance.
Step 6: Use case ends.
Alternative course of action Norecordedattendance list and return message
that inform to the HR manager.
Post condition HR managerwill view the employee
Attendance.
Table 3.15: use case description for send employee leave

Use case Name

Send employee leave
Use case ID
UC-13
Actors
Department
Description This use case is done by the department to
apply employee leave application to the human
resource admin.

Precondition The user must login to the system and

must accept employee leave
Basic course of action Step1: click leave application page from menu.
Step2: display leave application form.
Step3: fill all information needed to apply
employee leave.
Step 4: click apply button.
Step5: display successfully applied message.
Step7: finish applying and the use case end.
Alternative course of action
If the user doesn’t have access privilege to use
the system; user is not authenticated and is
denied access to the system
Post condition The department application will be saved to
the database.
3.2.3 Sequence diagram
The sequence diagram is used primarily to show the interaction between objects in the sequential
order that interaction occur. The main purpose of sequence diagram is to define event sequence
that result in some desire outcome. The sequence diagram is draw from the use case description
especially from basic course of action and alternative course of action of use case.
 Login form Validator() Database
User Home page Login page

1.Open home page

2.Click login link()

«requirement»
Login
1.Open home page() 3.Display login form()
2.Click login link()
3.Display login form()
4.Fill user name and password()
5.Submit()
6.Validate()
7.If(inccorect)try again()
8.Repeat step 2&3() 4.Fill user name and password()
9.If (correct)submit successfully()
10.check()
5.Submit()
11.If( user name andpassword not found)try again()
12.If (user and password found)login successfully()

6.Validate()

7.If(incorrect)try again()

8.Repeat step 2&3()

9.If(correct)submit successfully

10.Check()

11.If(user name and password not found)try again()

12.If(user name and password found)login successfuiiy()

Figure 3.2. Sequence diagram for login
 Admin
Admin page Create account form Validator() Database

1.Select create account link()

«requirement» 2.Display form()

Create account
1.Select create account link()
2.Display form()
3.Fill the form() 3.Fill the form()
4.Submit()
5.Validate()
6.If(invalid)try again() 4.Submit()
7.Repeat step 2 &3()
8.If(valid)submit succesfully() 5.Validate()
9.Check() 6.If(invalid)try again()
10.If(account found)try again()
11.If(account not found)created succesfully()

7.Repeat step 2 & 3()

8.If(valid)submit succesfully()

9.Check()

10.If(account found)try again()

11.If(account not found)created succesfully()

Figure 3.3. Sequence diagram for create account

 Admin page Delete account form Validator() Database

::Admin
1.Select delete account link()

«requirement» 2.Display form()

Delete account
1.Select create account link()
2.Display form()
3.Fill the form() 3.Fill the form()
4.Submit()
5.Validate()
6.If(invalid)try again() 4.Submit()
7.Repeat step 2 &3()
8.If(valid)submit succesfully() 5.Validate()
9.Check()
6.If(invalid)try again()
10.If(account notfound)try again()
11.If(account found)deleted succesfully()

7.Repeat step 2 & 3()

8.If(valid)submit succesfully()

9.Check()

10.If(account notfound)try again()

11.If(account found)deleted succesfully()

Figure 3.4. Sequence diagram for delete account

 Admin
Admin page Post announcement form Validator() Database

«requirement»
Post announcement 1.Select post announcement link()
1.Select post announcement link()
2.Display form() 2.Display form()
3.Select the file to post()
4.Submit()
5.Validate()
6.If(empty)try again() 3.Select the file to post()
7.Repeat step 2 &3()
8.If(!empty)submit succesfully()
9.Posted succesfully()
4.Submit()

5.Validate()
6.If(empty)try again()

7.Repeat step 2 & 3()

8.If(!empty)submit succesfully()

9.Posted succesfully()

Figure 3.5Sequence diagram for postvacancyannouncement

«requirement»
Leave application Departm
ent
1.Leave application link() Employee page Leave application form Validator() Database
2.Display form()
3.Fill the form()
4.Submit() 1.Leave application link()
5.Validate()
6.If(empty)try again() 2.Display form()
7.Repeat step 2 &3()
8.If(!empty)submit succesfully()
9.Leave application submitted succesfully()
3.Fill the form()

4.Submit()

5.Validate()
6.If(empty)try again()

7.Repeat step 2 & 3()

8.If(!empty)submit succesfully()

9.Leave application submitted succesfully()

Figure 3.6Sequence diagram for leave application

 Admin page Send notification form Validator() Database
Admin

1.Click notification link()

«requirement»
Send notification 2.Display the form()
1.Click sent notification link()
2.Display the form()
3.Fill the form ()
4.Submit() 3.Fill the form ()
5.Validate()
6.If(emptyt)try again()
7.Repeat step 2&3()
8.If (!empty)submit successfully() 4.Submit()
9.Notification sent successfully()

5.Validate()

6.If(empty)try again()

7.Repeat step 2&3()

8.If(!empty)submit successfully

9.notification sent successfully()

 Department Department page Generate report form Validator() Database

1.Click generate report link()

«requirement»
Generate rport 2.Display generate report form()
1.Click generate report link()
2.Display generate report form()
3.Fill the formn()
4.Submit() 3.Fill the form()
5.Validate()
6.If(emptyt)try again()
7.Repeat step 2&3()
8.If (!empty)generate successfully() 4.Submit()
9.Report genereted successfully()

5.Validate()

6.If(empty)try again()

7.Repeat step 2&3()

8.If(!empty)generate successfully

9.Report generated successfully()

«requirement»
Register
1.Click home page()
2.Display registration form()
3.Fill the form()
4.Submit()
Applicant
5.Validate() Home page Registeration form Validator() Database
6.If( inccorect) try again()
7.Repeat step 2&3() 1.Click home page()
8.If(correct) submit successfully()
9.registersd successfully()
2.Display registration form

3.fill the form

4.Submit()

5.Validate()

6.If(incorrect)try again()

7.Repeate step 4&5()

8.If(correct)submit successfully()

9.Registered succsssfully()
 3.2.4 Activity Diagram

Activity diagram is another important diagram in UML to describe dynamic aspect of the
system. Activity diagram is basically a flow chart to represent the flow of information one
activity to another activity.
act Use Case Model

browse home page

click on login link

enter user name

and password

click on login button

No
is correct

Yes

display user page

Figure 3.7activity diagram for login
act Use Case Model

Admin page

click create
account link

display create
account form

enter all account

information

click submit
button

No
is correct

Yes

create account
successfully
Figure 3.8activity diagram for create account
 act Use Case Model

Admin page

click on
announcement link

select browse

click submit
button

Yes
is empty

No

announcement
posted
successfully

Figure 3.9activity diagram for post vacancy announcement

act Use Case Model

Employee page

click leave
application page

display leave
application form

fill the required

data

click submit
button

No
is correct

Yes

display
successfully
message
Figure 3.10activity diagram for apply leave

act Use Case Model

applicant browse
the system

display home page

click vacancy
announcement link

display the
vacancy
information

view vacancy
announcement
successfully

Figure 3.11view vacancy announcement

 act Use Case Model

open home page

display home page

select applicant
registration page

display regitration
form

fill the required

data

click submit
button

No
is correct

Yes

display register
successfully

Figure 3.12activity diagram for applicant registration

3.2.5 Analysis level class diagram (conceptual modeling)
Shows the class, interrelationship (including inheritance, aggregation and association), and the
operations and attributes of the classes.
 Adimin Report
View
1 *
Name Report_type
Id 1 Manage Report_date
Sex
Address
Phone number
Generate report()
View report() view report()
Post vacancy announcement()
Leave approval() *
Send notification()
Manage account() * Generate
1 *
Account
Department
Post 1 1
User name Has
* User Id Name
Password Id
Vacancy announcement User type Sex
Address
Announcement type Create account() Phone number
Registration_start_date Delete account() Generate report()
Registration_ end_ date Update account() View report()
1 1
post()
view()
*
Has Has

Post 1
1
Manager
Emloyee
Name
* Name
Id Manage 1 Id
Applicant Sex
Sex
Address
Name Address
Phone number
Sex Phone number
Manage employee profile()
Department
Age Manage attendance()
CGPA Sign attendance()
Department Apply for leave()
Qualification
*
View vacancy announcement()
Register() Sign
1 1
Attendance

Attendance_date
Attendance_ time

Sign attendance()
Manage attendance()

Figure3. 11 Analysis level class diagram

3.2.6 User Interface Prototyping
User interface prototyping is an iterative development technique in which users are actively
involved in the mocking-up of the UI for a system.

Figure 3.12 User Interface Prototyping forLogin

Figure 3.13 User Interface Prototyping for applicant registration
Figure 3.14 User Interface Prototyping for employee attendance