NRI INSTITUTE OF

INFORMATION SCIENCE & TECHNOLOGY

Minor Project Report

on

Employee Management System

Submitted by
Deepesh kr. Sharma(0115IT071019)
Deepti Gangwar(0115IT071020)
Shailendra kr. Shing(0115IT071052)
Sanjay kr. Singh(0115IT083D01)

in partial fulfillment for the award of the degree

Of
BACHELOR OF ENGINEERING
In
Information Technology

Under the guidance of

Mr. Amit Kanskar
Head of the Department
Information Technology Branch
NIIST, BHOPAL

SESSION 2010-11

RAJIV GANDHI PROUDYOGIKI VISHWAVIDYALAYA

1
 BHOPAL
NRI INSTITUTE OF INFORMATION SCIENCE &
TECHNOLOGY

DEPARTMENT OF INFORMATION TECHNOLOGY

SESSION 2010-11

CERTIFICATE
This is to certify that the project work entitled, Employee Management
System

submitted by
Deepesh kr. Sharma (0115it017019)
Deepti Gangwar (0115it071020)
Shailendra kr. Singh (0115it071052)
Sanjay Kr. Singh (0115it083D01)
in partial fulfillment of the requirements of B.E in Information Technology,
embodies the work done by him/her under our supervision.

Signature of the Guide Signature of the HOD

Submitted for the Project Work Viva held on _____________

Internal Examiner External Examiner

2
 ACKNOWLEDGEMENT

First of all, let me thank the Almighty God and my Parents who are
the most graceful and merciful for their blessing that Contributed to the
successful completion of my project.

I would like to take this opportunity to express my profound sense of

gratitude and respect to all those who helped me throughout the duration
of this project. I acknowledge the effort of those who have contributed
significantly to my project. I express my sincere gratitude and thankfulness
towards Prof. Amit kaneskar, Head of Department, Information Technology,
Mr. Rizwan sir, Mr. Nishant khera, to his valuable time and guidance
throughout this course.

I would like to express my sincere gratitude towards all my teachers,

especially Mr. Rizwan sir, for their skillful Teaching, precious suggestions
and encouragements. Last but not the least I would like to mention the
name of Prof. Sharfuddin Ahmed for his tremendous helping nature. I regret
any inadvertent omissions.

PROJECT MEMBERS

Deepti Gangwar
Deepesh Kr. Sharma
Shailendra Kr. Singh
Sanjay Kr. Singh

3
 ABSTRACT

A well planned, systematically executed industrial training helps a great

deal in inculcating a good work culture. It provides a linkage between
students and the industry in order to develop awareness of the industrial
approach to problem solving based on broad understanding of operations of
the industrial organizations.

This project entitled “Employee Management System” has been designed

towards improving the Management of Employee Information in the field
offices of NIIST, BHOPAL. It maintains Seniority, Leave Records, Transfer &
Postings and other basic information of Employee. Various MIS reports can
be generated through it Viz. Leave Order, Seniority List, Vacancy Position
and CR Status etc. It is a web-based application; it will be accessed
simultaneously from many field offices of NIIST.

The project has been an enriching experience for me in the field of

programming and Enterprise Application development. The project has
been developed to fulfill the requirements of the Employees.

The tools and technologies used for developing the software are ASP for
analysis and design phases for developing the code for the application and
SQL SERVER as the back end tool on Microsoft windows XP platform.

4
 TABLE OF CONTENTS:

Certificate
Acknowledgement
Abstract
List of tables
List of figure.

1. Organization Overview

2. Profile of the Problem

3. Existing System
 Introduction
 Data flow diagram
 What is new in our project

4. Problem Analysis
 Problem definition
 Problem Statement
 Function to be provided
 Processing environment (software and hardware)
 Solution strategy
 Acceptance criteria
 Feasibility analysis
 Project plan
 Team structure

5. Development schedule

6. Software engineering tools, development tools, programming

language.

7. Software Requirement Specification

 Developing, operating, maintenance environment
 External interface and data flow
 User display and report format and user command summary
 High level DFD and data dictionary
 Functional and performance specification

5
8. Design Notation
 Details of DFD,…..
 Structure diagram, data structure, and data base.
 File specification.
 Sudocodes.

9. Testing
 Stress testing
 Functional testing
 Structural testing

6
ORGANIZATION OVERVIEW:

NRI Institute of Information Science & Technology - was established in

the year 2001. The institutes intend to infuse fresh ideas in the field of
education. Established Workshop, Library and provided world class facilities
in terms of infra structure such as: Class room, Laboratory etc.

NIIST has a wide range of employee in different field and they are
work in the different areas like teaching, academic, account section,
admission section, training and placement cell and so on.

7
PROFILE OF PROBLEM:

The project does not contain the way to resolve the problem power
cut off. If power cut off happens during the examination, then there is no
solution for this problem.

If network failure happens then the wastage of time takes place.

There is no solution for this particular problem. So incase network failue
occurs, then there will be so much wastage of time for the students and the
examinar as well.

This project is heavily depend on javascript. So if javascript is

disabled in the client’s browser then the project will not work. To have
proper working of this project, javascript must be enabled on the client’s
Browser.

8
EXISTING SYSTEM:

 INTRODUCTION:

The existing system comprises of a system in which details are

to be manually handled. This is not user friendly. Any updating in the
profile of the employee was done through manually. It cannot be able
to generate report and not be able to display vacations.

Any new type of information cannot be easily forwarded to

every employee in the organization and we have transferred the
message to each and every person manually. This system works
slowly as compared with the system.

9
 DFD of Existing System:

user usertable

Allocating
particular
menu

loginform
Verifying
user menutable

10
 WHAT IS NEW IN OUR SYSTEM:

In our system, there will be a separate login portion for

administrator who manages the database and employee to view their
own detail. This system is totally based on the web based application.
Every member can access it and work on it. It will display every
information about the organization and also new information on the
event list and vacations section.

The administrator has full right for updating, entering new data,
deletion of employee details and generating report at any time. He
will provide user ID and password to every employee in the
organization. Through this, employee can login in their section in the
site. Employee can only view his own details and some come details
which are visible to all.

11
PROBLEM ANALYSIS:

 PROBLEM DEFINATION:

Here the problem which generally occurs is the problem of

proper validations which are required for the proper working of the
project and updating in the profile of the employee and information
sharing among the employees.

 PROBLEM STATEMENT:

Every users input must be properly validated. To ensure the

integrity of data through out the application every user input should
be validated. Every user must be logged in before accessing the site.
Here user can not access the website by simply entering the url of
the website on the address bar. Here, there must be proper access
controls for all the employee and user.

 FUNCTION TO BE PROVIDED:

There will be various functions provided to the employee as

well as to the user who view the sites. They can view some details
about the employee and activities conducted regarding to the
employees. It has a wide variety of information.

The administrator will have the facility to communicate with the

employees. The Administrator will have the authorization to view the
employee’s information and update the employee’s information and
also update the employee password.

The employee’s has a user name and password that is provided

by the administrator. They can logon to their account and update
their information as provided by the administrator.

12
 PROCESSING ENVIRONMENT:

For the proper working of the website, a suitable processing

environment is necessary. The website is compatible with the latest
versions of the software. So the latest software must be required. The
browsers must be up to date for the proper working of the scripts. It
does not require very high amount of RAM and hard disk.

• Software and Hardware:

Software requirements: For the proper working for the

software, the web server requires must be apache Tomcat. In the
case of platform, jsp version must be greater than or equal to 2.1.
The database oracle is used. So here for databases, version of oracle
must be greater than or equal to 10g. Here any operating system can
be used.
Hardware requirements: For the proper working for the
hardware, RAM must be greater than 64 MB; Hard Disk must be
greater than 80 GB.

 SOLUTION STRATEGY:

The problem which can occur in the project can be solved by

providing proper validation to the project. The project will thoroughly
analyzed for determining all the problems and their solutions
associated with the project.

13
 FEASIBILITY ANALYSIS

The main objective of the feasibility study is to treat the

technical, Operational, logical and economic feasibility of developing
the computerized system. All systems are feasible, given unlimited
resources and infinite time. It is both necessary and prudent to
evaluate the feasibility of the project at System study phase itself.
The feasibility study to be conduced for this project Involves.

1. Technical Feasibility

2. Operational Feasibility

3. Economic Feasibility

4. Legal Feasibility

5. Behavioral Feasibility

• Technical Feasibility
Technical feasibility includes Risk Resources availability
and technologies. The management provides latest hardware
and software facilities for the successful completion of the
projects. With these latest hardware and software support the
system will perform extremely well. The system is available
through Internet.

• Operational Feasibility:

In the existing manual system it is very difficult to

maintain and update huge amount of information. The
development of the system was started because of the
requirement put forward by the management of the concerned
department. This system, will handles the request in a better

14
 way and make the process easier thus, it is sure that the
system developed is operationally feasible.

• Economic Feasibility:

In the economic feasibility the development cost of the

system is evaluated weighing it against the ultimate benefit
derived from the new system. It is found that the benefit, from
the new system would be more than the cost and time involved
in its development.

• Legal Feasibility:

In the legal feasibility it is necessary to check that the

software we are going to develop is legally correct which means
that the ideas which we have taken for the proposed system
will be legally implemented or not. So, it is also an important
step in feasibility study.

• Behavioral Feasibility:

People are inherently resistant to change and computer

has been known to facilitate changes. An estimate should be
made of how strong the user is likely to move towards the
development of computerized system. These are various levels
of users in order to ensure proper authentication and
authorization and security of sensitive data of the organization.

15
 PROJECT PLAN:

To complete the project quickly with high efficiency, we have to

partition all the works like testing, analysis and designing, coding
among the team members. All the team members individually have
done their well as it is possible. Here we have partitioned the tasks
according to the team member’s skills.

 TEAM STRUCTURE:
We have decided to divide the work among us so that we can
complete our project efficiently and within the given time. We are
four members in the project.

Work division:

Sanjay Kr. Singh: managing the whole work and

implementing the code of project.

Deepesh Sharma: requirement gathering and testing.

Deepti Gangwar: analysis and design.

Shailendra Kr. Singh: analysis and design.

16
DEVELOPMENT SCHEDULE:

We have started our project working from first week of September

2010. Initial as we have divided our project task among the team members,
we have started our work individually and note down the information that
how much we have completed per week and this was for around 2-3 weeks.

Initially we have started to gather information about our project from

various faculty members of our college and outside person who was aware
about this project. After getting the information we have analyzed the
whole project and decided finally that what facility we have to implement in
our project that can make the project more useful and efficient.

After analyzing the whole of the requirements we have come to the

designing work and we have started to design some of diagrams like entity
relations ship diagram, class diagram and the dataflow diagram.

After the designing work we have tested our project in various ways
like that which type of errors can occur during the use of this project. Also
we have tested for finding that in what conditions our project can get failed.

17
SOFTWARE ENGINEERING TOOLS, DEVELOPMENT
TOOLS, PROGRAMMING LANGUAGE:

We have used the MS VISIO tool for the project designing and
testing work. This is a very good tool for designing purpose like
designing the entity relationship diagram, DFD and some other
diagrams.

For development tool we will use ASP.NET FRAMEWORK for the

designing web pages and formatting the pages inside it and also for the
coding purpose.

For the programming work we will use the VSC# (coding) and for
designing or for the front page or representation work we will use the
ASP.NET and CSS.

18
SOFTWARE REQUIREMENT SPECIFICATION:

 DEVELOPMENT OPERATING MAINTENANCE ENVIRONMENT:

Client and server side requirement:

Operating system: Linux, windows XP or its higher version.

Software requirements:
On Client machine should be in network to access the
data from the server which is on the other machine. And there
should a browser on the client machine like internet explorer,
mozilla firefox and so on.

On server machine, MS SQL SERVER 2005/2008 for

maintaining database and visual studio 2005/2008 for
manipulating and implementation.

 EXTERNAL INTERFACE AND DATA FLOW

• User Interface:

 The system will be having user privileges based menu

 User will have to select the options form the given menu.

 The system will be entering the information into the database to generate
reports.

 The forms will be designed to enter the data.

 Buttons will be used to insert, retrieve or modify the data.

 Links will be provided to shift from one form to another.

19
 • Hardware - Software Interface:

An Internet Web Server, running IIS, in this case Windows 2000

advanced server is used to host the application. The application
software, Employee Management, is developed in ASP,
JavaScript, and HTML. The backend database is MS SQL Server
2000. The Client systems with internet facility equipped with
web browser will be able to access the system.

 USER DISPLAY AND REPORT FORMAT:

When the user trying to access the information of the

employees or department which is not existed then appropriate error
information is displayed. At the time when administrator logins to the
system user name and password is asked, if it is valid allowed
him/her to proceed. If he/she is invalid user appropriate error
message is displayed. Layout of the pages shall be shown and
finalized before starting the Coding. When the employee login to the
system, the username and password is asked, if it is valid then
allowed him/her to proceed, otherwise an appropriate error message
is displayed.

• Hardware Interfaces:
The site shall be hosted on a Linux/Windows server
with Microsoft SQL Server. Domain name and hosting &
database server will be provided.

• Software Interfaces:
The application shall be developed in ASP.NET. The
hosting server will be featured with Microsoft SQL Server
database.

20
 USER COMMAND SUMMARY:

There are two types of user who will use the project as
1. Employee of the organization
2. Outside user.

Employee of the organization: the employee of the

organization has the access right and this is provided by the
administrator.

Outside user: the outside user will not have the access
permission of the database. They can only visit the site and only
saw the basic information of the sites.

 FUNCTIONAL AND PERFORMANCE SPECIFICATIONS:

At any instance of time any number of users can access

the website and download the information required, it can be
done by the employee of organization, other user have some
limited access rights to work on all fields.

21
DESIGN:

 DESIGN NOTATION:

Four simple notations are sufficient to complete a DFD. They are

1. Data flow
2. Process.
3. External entities
4. Data store

Data flow:
Data is nothing but the input which will come either from the
external sources (out side clients) or from the internal source. These
all data will flow from state to state and being changed as for the
requirements. This is represented by the edges in the DFD’s of this
system.

Process:
Process is nothing but the executing program that will take the
some inputs and as per the requirement perform the some of the
operations. Every process has the number of states.

This is represented by the rectangular block in the DFD’s of the

project.

External entities:
This is another notation, this project will be used by the outside
clients for testing himself and before using this project they will have
to give there identity proof that they are registered by entering the
username and password.

These out side users are called the external entities they will
give or take some of data externally. This is represented by the
rectangular block in the DFD’s of the project.

Data Store:
Data store is another notation which shows the database that is
used to store all the information about the students and all the other

22
 external clients who are joined with this system. This is represented
by the rectangular block in the DFD’s of this project.

 DATA FLOW DIAGRAM:

Login form:

user usertable
userlevel

Username,pas
sword Allocating
particular
menu
Menuorder,
menugroup,
menutitle,
menulink,
userlevel itemorder
loginform
Verifying
user menutable
Username,pas
sword

23
DFD OF LEAVE

Emp_name,
Emp_ID
Finding
Emp_name,Emp_ID particular Updating
entry entry
Emp_name,
Emp_ID
Listing Type,fro Type, From, To,
Leave m,to,Re Reason
Details marks,D
ate Employee

Type, From, To,

Reason

Adding
new entry

Type, From, To,

Reason

User

24
DFD of Transfer

Emp_ID
Region,prev_Regi
on,prev_statn,
Employee_ID Finding
particular Updating
entry entry
Prev_regn,
Prev_statn
Select 1
Region

Region
Employee Posting

Adding new
entry

User

25
DFD of form Employee

Region,
Designation
Update
Find particular
Designation,
particular entry
Region
entry
1

Listing
Designatio
n GnrlCode Employee

1
Region,
Designation

Adding new
entry

User

26
  STRUCTURE DIAGRAM:

A Data Structure Diagram (DSD) is a data model used to describe

conceptual data model by providing graphical notations which document
entities and their relationship, and the constraints that binds them.

The basic graphic elements of DSDs are boxes, representing entities and
arrows representing the diagrams. Data structure diagrams are most useful
for documenting complex data entities.

27
  DATABASE:

ADMINISTRATOR TABLE:

Attributes Type Size Constraints

UserName Varchar 20
Password Varchar 15
FullName Varchar 25
EmailId Varchar 20
MobileNo Number` 10

EMPLOYEE TABLE

Attribute Type Size Constraints

EmpID Varchar 20 Not Null Primary Key
FullName Varchar 25
Password Varchar 15
EmailId Varchar 30
MobileNo Number 10
Rollno Number 15

BALANCE LEAVE TABLE:

Attribute Type Size Constraints

Empid Varchar 20 Not Null Primary Key
Employee Varchar 25
leavetype Varchar 15
Openingbalance Varchar 30
Balance Number 10

28
 USER TABLE

Attribute Type Size Constraints

Uesrname Varchar 20 Not Null Primary Key
Password Varchar 25
Userlevel Varchar 15

29
 FILE SPECIFICATION

• System Interface:
Application would be a self-contained system. It will not
access data of any other application nor will other application
have access to its data.

• User Interface:
Application will be accessed through a Browser Interface.
The interface would be viewed best using 1024 x 768 and 800 x
600 pixels resolution setting. The software would be fully
compatible with Microsoft Internet Explorer for version 6 and
above. No user would be able to access any part of the
application without logging on to the system.

• Hardware Interface:

For Server
• Intel Pentium III or above with
• 512 MB RAM
• 4 GB hard disk
• Network Interface

For Client
• PC With
• 256 MB RAM
• Network Interface

• Software Interface
For Server
For Client
• Windows 2000 Enterprise Edition
• WAS Server
• DB2 Server
• Windows 95/98/2000/NT
• Microsoft Internet Explorer 6 & above

30
 TESTING:
• Testing Strategy:
Testing strategy is nothing but a strategy which provides us
some rules to test our system or project. It gives the sequence
that how we have to go and check our tasks and the work done.

Here we have used some of techniques to check our work

time to time so that we can find that we are going right that either
we are doing our work time to time or not.

• Functional Testing:
This software is robust. It is provide a proper output for
every legal or illegal entry. If a user tries to get internal details
about the project, he will not be successful because there will be
no exception occurred. Here for every illegal entry of the user
there be proper exception displayed to the user. This will only
show the basic reason of the exception and not the internal details
of the database of the project. This project requires javascript
must be enabled in the clients web browser.

• Structural Testing:
The software is designed in such a way that to provide high
efficiency to the user. The internal structure of the software that is
code of the software is written in such a way to provide space
efficiency.

• Stress Testing:
Here stress testing is used to check the stability and
operational capacity of the software. It can be used in several
critical conditions. It can prevent lots of damage from the network
failure during examination.

31