Abstract

A Human Resource Management System (HRMS) or Human Resource Information System (HRIS), refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field, whereas the programming of data processing systems evolved into standardized routines and packages of enterprise resource planning (ERP) software. On the whole, these ERP systems have their origin on software that integrates information from different applications into one universal database. The linkage of its financial and human resource modules through one database is the most important distinction to the individually and proprietary developed predecessors, which makes this software application both rigid and flexible.

Chapter 1 Introduction

Chapter 1 : Introduction
The first view of human resources management, it was a routine active interested in recording, classifying and saving data related to workers. Those data that will enable them to execute manager responsibilities in running rules and laws of system and billboards that will organize labor usage and .employment, salaries and wages paymentetc However the modern view for Human Resource Management (HRM) was reforming where its one of the main departments in an organization, which will cooperate in gaining the production efficiency, .plus gaining the main purposes of the organization In real life if you want to view or get some services from any organization you must go to that organization and search through documents to find results and make them manually, this has a big chance to get loss or .harmed and you may lose your effort and time Our system aims to make this operation in computerized form, to insure working in precise and get .employees satisfaction We claim this system from scratch and we claim that we included all functionalities to make the .system applicable and easy to use even for non-technical staff We start doing our project step by step involving all the phases in system development life cycle, .starting with identification and selection, initiation and planning, analysis, design, and implementation

1.1. Problem Recognition and Identification

1.1.

1.What problems we face?

The manual work in human resource department in any organization may produce errors, loss of documents, difficult to determine the wrong and need more time .

1.1.2. What are the undesirable symptoms of the problem?

Spending extra time and effort to produce specific reports, since no ready The Complexity of maintaining the huge number of paper files used for the templates are available. system work. The probability of losing some information because of the disorganization of paper files.

1.1.3. What is the solution?

The solution is to develop a nearly full electronic system that will used by the Administrators, Employees and Data Entry of human resource management system to facilitate its works and keep track of all necessary management information and reports. The new system will give control, guarantee accuracy and Save time and effort

1.1.4. The identification

The Human Resource Management System (HRMS) system has been identified by our group, which hopes that it will be applicable in any Organization.

:Selecting IS development project .1.1.5

We decided to accept this project according to project factors, such as existence and availability of resources, perceived requirements and real need of this project t

:System Overview .1.1.6

A new system will be constructed in order to allow employee to perform the operation on documents in their organizations to improve performance, enhance productivity, get .employees satisfaction, and simplify document procedures 4

1.2. Project Initiation and Planning

The second phase of the system development life cycle (SDLC) is Project initiation and planning, which comes after the system on hand being identified and selected, which we will display in this part, .as well as others to recognize the SDLC phases, and the sequence of the tasks involved In this phase, we performed a preliminary investigation of the existing system, organizing a system .study team, and developing strategic plans for the remainder of the study

Chapter 2 Project Planning

Chapter 2 : Project Planning

2.1. Statement of Work:
Project name: Human Resource Management System (HRMS) Customer: Not Defined . Project Start -- End: 6-Feb-2011 to 4-May-2011 Project Description: The Human Resource in Jordan planning to develop a new computerized Employee System, which will help Organization to get rid of a lot of paper-based files and reports, because all needed information will be filled and submitted electronically. Goal: The purpose of this system is to automate the manual process to save employees time, reduce errors, and have more accurate information.

Objectives: 1. Minimize data-entry errors 2. Provide accurate information. 3. Cost reduction. 4. Increase the flexibility. 5. Increase the speed of performing activities. 6. Improvement of management planning and controls.

Phases of work :
The following tasks and deliverables reflect the current understanding of the project:

Analysis :
1. Determining system requirement. 2. Structuring system requirements (process modeling, logic modeling, Conceptual Data modeling).

Design :
1. 2. 3. Designing Databases, forms and reports. Designing interfaces and Dialogs. Finalizing Design specifications.

Implementation :
System implementation (coding).

Establishing Project Team :2.2

The necessity of establishing a good development team is equivalent to the necessity of implementing a good project, because one of the major factors that determine the success of the project is how efficient the development team So, as a first step of initiating our project, we select the team members, such that all expertise needed to implement the project are available :The team consists of three members seinBashar Amin Hus AbdAlrahman Abu AlKheel Mohammad Al Hammouri To guarantee the best communication between the group members, we create a semi-stable :communication plan (changes occurred based on the exams schedules), this plan includes Meeting in university and home Mobile phone E-mails and messenger Team Viewer Application

Identifying the System development Environment :2.3 .

We develop this project according to the SDLC and its based software process model such that .waterfall model, evolutionary model and integration from reusable component We follow the waterfall model phases to develop our system. The image below is the classic Waterfall model methodology, which is the first SDLC method and it describes the various phases involved in .development

Feasibility Analysis Design Implementation Test Maintenance

Figure Shows the phases waterfall model

2.4.

Project scope :
This project will cover the organization and all corporations that contain department of human resource and maintain all operations that perform manually. The main purpose that we will achieve is to make operations performed easily and quickly, and to save resources. Actors are interacting and using this system:

Administrators: who are responsible to give username and password, and in our system have the -1 following responsibilities: login to the system, create accounts, change passwords, send messages, .modify databases and get reports .Employee: A person, who uses the system and views some documents -2 Receive reports and fill important data, and in our system have the following responsibilities: log in to .the system, modify documents, view states, change passwords, send messages and get reports Data entry: who is responsible for making some operations and process documents on computers -3 .and complete his work and send the report to system Administrator And in our system, he has the following responsibilities: log in to the system, modify documents, .create documents, change passwords, view document states, send messages and get reports .And for each of them there is a log in screen to allow interacting with the system

:Feasibility Study .2.5

Feasibility study is a crucial activity that the development team must perform to determine the practicality of the system and whether it's worth to be developed. Only after this step is completed the .development team can tackle the other steps Human resource management system gives the ability to employees to perform their work easily .and quickly, and to avoid chance of losing the document and to improved productivity

10

:Our team examined some feasibility areas; these areas are as the following :Tangible benefits
Error reduction , increase speed of activity and interactions , improve management planning and control and save resource.

:Intangible benefits
Availability of new , better or more information , improve planning , increase productivity and efficiency and increase flexibility in doing the jobs , since the process of retrieving documents and updating them will be faster. :Cost Organization cost including Cost for buying software, training employees and pcs and network and .for developer cost maintaining and updating software and adding additional tool

Risk Management 2.6

The situation of facing some problems or threatens by some risks is possible, hence, the need for a .comprehensive risk management plan appears In this plan, we identified the major risks categories which might be faced during the project, :these categories are as the following .Project Risk .1 Product Risk .2 .Business Risk .3 .Risk Identification Technology risk : The system developed may not integrate efficiently with other resource management systems (because of technology variations). People risk: Users may show resistance for adapting the new system or the developing Requirement risk: The required resources may not be available all the time and the existed human

staff may change at any time situation of canceling a predefined requirement or the need for stating a new requirement is possible.

11

Risk Requirements change: There will be a large number of changes to the requirements than anticipated. Inconsistent or incomplete requirements. Time out: The expected time may not be enough to perform each task. Different parts may not integrate and software installation may not succeed. Not enough experience in working projects and poor skills in programming and little knowledge of database concepts and development software. Database Creation or retrieving in an inefficient way

Risk Type

Probability

Effects

Strategy

Reviewing Requirements High Serious requirements and update them as they change.

Requirements

Review the High Serious requirements periodically.

Estimation

High

Serious

Working for extra hours. Well defined

Tools

Moderate

Serious

interfaces between the systems parts.

Making training People High tolerable sessions.

Learn more about Technology Moderate tolerable database concepts and efficient data retrieval. Types of Risk

12

2.7.

Project organization :

Employees Administrator Data entry

HRMS

Services

Estimating resources and creating resources plan .2.8

Identifying the required resources for each task during the project progress is really a difficult part of planning ,however , we make an initial estimate for the main resources required, including: .Human resources, Hardware resources ,and Software resources Human resources : The needed development team members are including , Project manger , Software engineers , System analyst , Designer , Tester and Documenter. Hardware resources : Pcs , Network (local network) and Printer. Software resources : Operating system , Windows XP , Microsoft Office , Oracle Developer 10g, SQL Plus and Visual Paradigm

13

Chapter 3 Project Analysis and Design

14

Chapter 3 : Project Analysis and Design

3.1. Introduction :
System analysis is a complex process whereby computer-based information systems are developed and maintained. The most important analytical skills are problem identification, analyzing, and solving using different analytical tools such as Use Case Diagrams The main activities involved in analyzing the system are .Determining system requirements.Structuring system requirements.Selecting the best alternative design strategy-

Determining System Requirements: 3.2 .

:Requirements elicitation methods-1 .Interviews: the main technique used togather requirements from the users is direct interviews .1 Web searching: is the second technique which we depend on strongly, to determine and collect .2 .our system requirements

Requirement:3.3 .
:User requirement 3.3.1
:Functional requirements
.The system shall have employee who has account created by administrator .1 .The system shall have manager who has special account with additional privileges .2 .The system shall have administrators with their account who have priority to control the system .3 The administrators of the system shall be the only ones who are responsible for adding, .4 .modifying, or deleting employees accounts The administrator shall be able to add news, events, changes depends on manager .5 .recommendation .The employee shall be able to access the system via LAN network only .6 .The data entry shall be only responsible of receiving information to create the document .7 .(The system shall allow the employee to change his profiles (Like change the account password .8 15

:System requirements 3.3.2

: Functional requirements
1. 2. 3. 4. 5. The system shall be able to deal with four types of users: system administrators, The system shall provide good authentication subsystem that allows each user to enter The system shall include resources such as: hardware, operating system and basic The managers should be able to view the state of the document. The mangers shall be able to view the employees state. employees, and Data Entry. his account and give permission for the authorized users. computer application.

: Non-Functional requirements
1Security issue : the system must be secured that forbid unauthorized people or staff cant gain access to the system . Every subsystem shouldnt allow staff from other subsystem to modify its data . 2- User friendly: the system must be simple and clear for the users to help them do what they want. 3- Effectiveness: we must keep a backup for all the information in the server . 4- The quick access and Provision of the required services. 5- Reliability: The application must validate user entries in order to ensure that no errors are encountered. If a certain error shows up, the error must be displayed in a well structured way in order to allow the users to easily understand it. 6- Evolution: The application must be designed and constructed in a way which makes it open to expansion.

16

Chapter 4 Process Modeling (DFD)

17

Chapter 4 : Process Modeling (DFD):

Context diagram.
System administrator

Human resource system

Data entry

Employee

:Level 0

Adminstrato r

0.1 Log in

Human resource

0.1

0.1 Log in 18

Employee

Log in

Data Entry

: Level 1

19

Level 2 :

Employee Database

0.3.7 Modify document

Data Entry
0.3.6 0.3.0 Display page Crating new document

0.3.1 Create event

0.3.5 Sending message

0.3.2 Changing password

0.3.3 Viewing document

0.3.4 Get report

System user

D1

System Database
D2

Employee Database

20

:Level 3

0.4.0 Employee Display page

0.4.5 Changing password

0.4.4 Send message 0.4.1 Modify document 0.4.2 Get report 0.4.3 View state

D2

Employee Database

21

: Requirements Model .4.1

:Identification of actors whos interacting with our system System administrator:
.Login to the system.Change password.Send message.Modify database.Create account.Get report

Employee:
.Login to the system.Modify document.View status.Change password.Send message.Get report-

Data entry
.Login to the system.Modify document.Get report.Change password.View document status.Send message.Create event-

22

4.2.

System Models :

4.2.1. UML Diagram Model: 4.2.1.1 Use case Diagrams:

Use Case Diagram: A view of a system that emphasizes the behavior as it appears to outside users. A use case diagram partitions system functionality into transactions (use cases) that are meaningful to users. In this part of the HRMS design we will show the general event that done by users of the HRMS system.

user name <<include>> <<include>>

user password

log in

system administrator employee

end user

Figure (4.1): shows Use case diagram for login procedure

23

lo g in

c re a t a c c o u n t c h a n g e p a s s w o rd send m essage m o d ify d a ta b a s e g e t re p o r t

s y s te m a d m i n i s tr s to r

Figure (4.2): shows Use case diagram for system administrator

24

lo g in

< < i n c l u d< e< >i n> c l u d e > > < < in c lu d e > >

m o d i fy d o c u m e n t c h a n g e p a s s v i eo w d s t s t u s w r g e t r e p o r ts e n d m e s s a g e

e m p lo y e e

Figure (4.3): shows Use case diagram for employee

25

26

log in

Change Password Modify document

Create event

Get report View document state Send message

Data Entry

27

Figure (4.4): shows Use case diagram for Data Entry

log in

<<include>>

processing document

employee

adminstrstor

end user

28

Figure (4.5): shows Use case for modifying document for all actors

4.2.1.2. Sequence Diagrams :

Sequence Diagrams: An interaction diagrams shows an interaction, consisting of a set of objects and their relationships, including the messages that may be exchanged between them. Sequence diagrams: show the messages objects send to each other in a timely manner. In this part we will illustrate how the HRMS users interact with each other and with system component.

29

system administrator

human resours system 1.viewing

system admin page

creat anew account

user database

broadcasting event

system employee

2.login

3.username&pass

4.verfiying

5.success

6.viewing

7.display

8.select crate event

9.fill the form

10.add new user

11.success message

12.select broadcasting event

13.select event

14.broadcast

15.success message

Figure (4.6): shows Sequence diagram for some actions that are performed by system administrator

30

employee

human resours system 1.viewing

creating new account

viewing document

process document

document database

2.login

3.username&pass

4.verfiying

5.success

6.creating new document 7.add new document

8.success message 9.view document

10.info request

11.info

12.process

13.info reques

14.success message

Figure (4.7): shows Sequence diagram for some actions that are performed by employee

31

enduser viewing.1

human resourse system

enduser page

processing

document database

login.2

username&pass.3

verfiying.4

success.5

viewing.6

display.7

modifying document. 8

requested document.9

view document.10

processing.11

update document.12

success message.13

Figure (4.8): shows Sequence diagram for some actions that are performed by data entry

4.3.

Entity Relation Diagram (ER)

32

Figure (4.8): shows Entity Relation Diagram

Conclusion and Further Work

33

This Project is intended to convert all paper based companies to computer based ones , and do some jobs that are more accurate and more reliable by computers than hand job . There is a lot of modification can be done on this system like 1- Adding a hardware to register attendance of employees . 2- Connect this system to the internet and allow it to send emails to employees that alert them about their leaves and vacations . 3- Develop a web application and connect it with this system to allow all employees to explore their salaries , leaves , attendance ,etc

34

References :
1- Gennick Jonathan, Oracle SQL Plus; The Definitive guide , OReilly , 2006 . 2- Kevin Loney, Bob Bryla , Oracle Database 10g Handbook , McGraw-Hill , 2005 . 3- Curtis HK Tsang , Clarence SW Lau , Ying K Leung , Object-Oriented Technology , McGrawHill , 2005. 4- Ian Sommerville , Software Engineering , Pearson, 2010 , Edition 9th . 5- Wikipedia , http://en.wikipedia.org/wiki/Wikipedia .

35