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ANALYSIS AND DEVELOPMENT OF HRIS AT OPJIT

A PROJECT IN

THE DEPARTMENT OF HUMAN RESOURCES,

JINDAL STEEL & POWER, RAIGARH

A Vision transcending

Steel and Power

JINDAL STEEL & POWER

ISO 9002 and 14001 Certificate Company

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A

PROJECT REPORT

ON

ANALYSIS AND DEVELOPMENT OF HRIS AT OPJIT

JSPL, RAIGARH

Submitted in Partial Fulfillment for the award of Degree in

Master of Technology (Human Resources Dev. & Mangt.)

Department of Humanities and social Sciences

Indian Institute of Technology, Kharagpur

Session 2009-2011

Submitted by Guided By

Anand Kumar Manish Bishwash

M. Tech. Dy. Manager, HRD

Human Resources Dev. & Mangt. Jindal Steel & Power

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DECLARATION

I, Anand Kumar, student of M.Tech. (HRDM) in Indian Institute of Technology, Kharagpur for the session

2009-11 do here by declare that this project report named “Analysis and Development of HRIS at OPJIT”

has been prepared in lieu of a compulsory paper for the partial fulfillment of Master of Technology

(Human Resources Dev. & Mgmt.). This is my original work which I have submitted to my guide Mr.

Manish Bishwash, Dy. Manager, HRD, Jindal Steel and Power, Raigarh.

All the information and data in my project are authentic to the best of my knowledge and taken from

reliable sources.

Anand Kumar

M. Tech. (HRDM)

IIT, Kharagpur

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ACKNOWLEDGEMENT

I would like to express my sincere gratitude to Indian Institute of Technology, Kharagpur for

encouraging me to do this project and Jindal Steel & Power, Raigarh for giving me an opportunity to do

this project in their Organization.

I also express my earnest and sincere gratitude to my guide Mr. Manish Bishwash, DGM (HRD), Jindal

Steel & Power Limited, Raigarh, for his noble guidance ,valuable suggestions and unflagging supervision

during the entire project. His keen interest, noble motivation, encouragement, intellectual support and

ever helping attitude have made the tenure of my work smooth and easy. I convey my deepest sense of

gratitude to my internal guide Prof. Partho Basu, Indian Institute of Technology, Kharagpur for

encouraging me to do this project.

I would like to express my gratitude to Mr. C.D Mathew, Sr.GM (HRD), for his continuous support &

valuable suggestions from time to time, which helped me enhance the features of my project. The

encouragement and cooperation of my family members has always been a great source of inspiration.

Anand kumar

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Contents

1. Introduction 71.1. Technology and Human Resource 81.2. Information System 91.3. Human Resource Management and Development 13

1.3.1. Human Resource Functions 161.4. Primer of Human Resource Information System 18

1.4.1. History and Background 191.4.2. HRIS and Data 211.4.3. Effect of HRIS on Organization 221.4.4. Uses and Exploitation of HRIS 241.4.5. HRIS and Management Work 25

2. Architecture of HRIS 262.1. Theoretical Point of View 27

2.1.1. The Hyde-Shafritz Notion of Integrated Input and Output Model 272.1.2. The Simon Input/Data Maintenance/Output Model 282.1.3. The Manzini—Gridly Hardware Network Model 282.1.4. Resource Flow Model 30

2.2. Design Point of View 312.2.1. Stand Alone Architecture 312.2.2. Two Tier Architecture 312.2.3. Three Tier & N-Tier Architecture 32

3. HRIS Need Analysis 323.1. In General 353.2. In OPJIT 36

4. Database Architecture 374.1. Introduction to Database Management System 384.2. Various Database Terms 384.3. Database Design 40

4.3.1. Conceptual Design 404.3.2. Logical Design 464.3.3. Physical Design 47

4.4. Advance Technology 475. Analysis and Design 49

5.1. Introduction of OOP 505.2. Analysis 50

5.2.1. Objects 505.2.2. Classes 515.2.3. Message 525.2.4. Inheritance 53

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5.2.5. Polymorphism 535.2.6. System function diagram 55

5.3. Design System 565.3.1. Class Diagram 565.3.2. Class Description 575.3.3. Object Diagram 625.3.4. Sequence Diagram 63

6. Feasibility Analysis and Implementation 656.1. Feasibility 656.2. Implementation 67

7. Summery and Conclusion 688. References 71

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CHAPTER 1

INTRODUCTION

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O.P. Jindal Institute of Technology, Raigarh (A unit of Jindal Education & Welfare Society) is affiliated to Chhattisgarh Swami Vivekanand Technical University, Bhilai & is recognized by All India Council for Technical Education (AICTE), Ministry of HRD, and Government of India. The Institute offers bachelor degree in engineering courses of 4 years (8 semesters) duration in Mechanical, Electrical & Electronics, Civil, and Metallurgy & Computer Science.

HR management of OPJIT is an extension of HR of JSPL.

This project is about analysis and development of HRIS of HR department of OPJIT.

Analysis part basically covers analysis of current system in OPJIT and analyze current trend of HRIS.

Development of HRIS consists all phases of development of new software from need analysis of HRIS to implementation of new software.

First part of this project basically deals necessity of HRIS to HR department through different research and example and introduction of HRIS in different form.

Technology and Human Resource Many well-known examples of the use of information technology for competitive advantage

involve systems that link an organization to suppliers, distribution channels, or customers. In

general, these systems use information or processing capabilities in one organization to improve

the performance of another or to improve relationships among organizations. Declining costs of

capturing and using information have joined with increasing competitive pressures to spur

numerous innovations in use of information to create value. The ideas do not constitute a

procedure leading inexorably to competitive advantage. However, they have been of value when

combined with an appreciation of the competitive dynamics of specific industries and a grasp of

the power of information.

A research was conducted by Alice S. in 2006. This is a study by talent management solutions

company TALEO, shows a significant disconnect between HR's strategic functions, including

talent acquisition and workforce planning, and IT ability to support these business initiatives.

The survey of 100 senior HR managers, all in organizations employing more than a thousand

people, found that only a quarter thought that strategic functions such as workforce planning,

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leadership development and performance management were well supported by their IT systems.

Only a third felt confident in systems support for recruitment and employee progression. Some

important other findings are:

Current technology systems were out-of-date. Over half the respondents (55%) felt that

more sophisticated technology systems and processes were needed to support recruitment

and development.

IT focused on lower-level, administrative functions. Respondents said that payroll and

employee administration (68%) and evaluation and management reporting (53%) were

adequately supported by IT. However, more strategic HR initiatives such as performance

management (28%), leadership development and planning (25%) and strategic workforce

planning (25%) were not well supported.

IT focused on lower-level, administrative functions. Respondents said that payroll and

employee administration (68%) and evaluation and management reporting (53%) were

adequately supported by IT. However, more strategic HR initiatives such as performance

management (28%), leadership development and planning (25%) and strategic workforce

planning (25%) were not well supported.

Inadequate data and technology systems obstructed workforce management. Just 29% of

respondents felt that they had sufficient systems in place to gain a clear picture of

existing employee skills.

The HR function was striving to become more strategic. 63% of respondents cited talent

management (including recruitment) as a significant priority in the year ahead.

Findings of this study clearly show that HR is evolving to play a more strategic role in

supporting fundamental business objectives, but the systems being used by HR functions are not

keeping up and not as the requirement. It is clear that talent management and other strategic

initiatives are being recognized as essential functions by ambitious companies that want to retain

and recruit the best people, but organizations need to arm their HR peoples with the tools and

technology needed to support this strategy. The right HR technology is a critical element of any

HR strategy moving forward.

I have given just one research example but I have found many articles (Eitel J. M. Lauria (2007),

Karen Beaman (2000)) as well as company research document(Africa Health (2009)) that shows

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technology and its tool can improve productivity and accuracy of decision making system of any

department. Human resource management system is slightly more backward in the use of

technology and its tool.

Information SystemInformation system is a term that constitutes two different terms “Information”

and “System”.

Information is a systematic, meaningful, relevant and complete data fact. It has many different

definitions relevant to other fields but one thing is common in all that is “Information is a pattern

of facts in any kind of fields”.

System is a set of several individual and subsystem. It is an integration of people, process, place

and resources to carry out a specific activity, perform a duty or solve a problem. A system has

Organized, purposeful structure regarded as a 'whole' consisting of interrelated and

interdependent elements. These elements continually influence one another to maintain their

activity and the existence of the system, in order to achieve the common purpose of the system.

All system consist followings gadgets and properties

1. Input, Output and Feedback system

2. Maintain an internal steady-state ( homeostasis) despite a changing external environment

3. Display properties that are peculiar to the whole but are not possessed by any of the

individual elements

4. have boundaries that are usually defined by the system observer

Every system is the part of lager system, is composed by sub system and shares common

properties of other system.

Information is a combination of information technology and the people activities that support

operation, management and decision making.

Information system is an integrated set of components for collecting, storing, processing, and

communicating information. Business firms, other organizations and individuals in

contemporary society rely on information systems to manage their operations, compete in the

marketplace, supply services, and augment personal lives.

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There are four type of information system:

1. Transaction Processing System

2. Management Information System

3. Decision Support System

4. Knowledge Management System Or Expert System

These four information system uses different levels of information and provide different set of

output to different types of user.

As the name implies, Transaction Processing Systems ("TPS") are designed to process routine transactions efficiently and accurately. A business may have several TPS

- Billing systems to send invoices to customers- Systems to calculate the weekly and monthly payroll and tax payments- Production and purchasing systems to calculate raw material requirements- Stock control systems to process all movements into, within and out of the business

Information system

Accounting

CommunicationBanking

Economics

Agriculture

Architecture Engineerin

g

Psychology

Management

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A management information system is mainly concerned with internal sources of information. MIS usually take data from the transaction processing systems (see below) and summarize it into a series of management reports.

MIS reports tend to be used by middle management and operational supervisors.

Decision-support systems are specifically designed to help management make decisions in situations where there is uncertainty about the possible outcomes of those decisions. DSS comprise tools and techniques to help gather relevant information and analyze the options and alternatives. DSS often involves use of complex spreadsheet and databases to create "what-if" models.

Knowledge Management Systems exist to help businesses create and share information. These are typically used in a business where employees create new knowledge and expertise - which can then be shared by other people in the organization to create further commercial opportunities. Good examples include firms of lawyers, accountants and management consultants.

KMS are built around systems which allow efficient categorization and distribution of knowledge. For example, the knowledge itself might be contained in word processing documents, spreadsheets, PowerPoint presentations, Internet pages or whatever. To share the knowledge, a KMS would use group collaboration systems such as an intranet.

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Human Resource Management and DevelopmentHRM is an important branch of management, it emphasis on people and their

activity management. It covers all activity from manpower planning, recruitment to termination of people in any organization. HR department is also responsible to built work culture, organizational climate and take care of them. We know people are most valuable asset of any organization, and many organizations have many people as

Under Valued Under Trained Under Utilized Poorly motivated

The market place for talented, skilled people is competitive and expensive. Taking new employee is an expensive issue and loss of any such employee is a loss as capital. So the role of HR department is truly defined:

“Selection of right people in correct number with right quality at adequate cost at right time and finally with the scheme to retain these people”

The business or service organizations used to consider human resource management (HRM) as the anchor of managing their people within their employer-employee relationship. But now these concepts have been expanded to focus on the efficient and effective management of people in achieving the organization’s vision or purpose.

The business or service organizations used to consider human resource management (HRM) as the anchor of managing their people within their employer-employee relationship. But now these concepts have been expanded to focus on the efficient and effective management of people in achieving the organization’s vision or purpose.

One of the precarious HR practices, that we were so used to, was to consider this as a stand-alone system that is devoid of any meaningful relationships to other organizational functions and purpose. Conceptually, the HRM goes beyond a set of coordination functions and activities of an organization’s human resources. One of the fundamental ideas underlying the HRM theory is that the organization can create a strategic fit or synergy between its HR strategies and organizational strategies. In other words, the organization should be able to side with its HR strategies and policies with whatever their organization might exist for. HRM if designed carefully can become the driving force for organizational success. For, it is the HR that stands in the key position to influence growth and development of any organization. Variables such as customers and stakeholders, the quality of products or services, revenues or development

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outcomes are greatly determined by HR strategies and polices. In the present competitive environment, all the companies have access to the latest technological advancements; therefore, it is the HR practices which sets the companies apart.

Harward has given analytical framework of Human Resource Management

We know that every system has internal and external component to influence it, in 2000 The

International Civil Service Commission (ICSC) is adopted a frame work for human resource

management system. We know that many forces at various levels influence changes the strategy

and direction of HRM. These forces may change organization’s mission, work and overall

policy, it include external and internal forces.

A human resources management framework does not exist in a vacuum but is interconnected

with the organization’s mission and is subject to a number of forces, both internal and external.

International organizations of the United Nations family, however, present three additional

unique features that in one way or another affect the management of human resources:

Their system of governance: all organizations are responsible to large numbers of Member

States which decide their missions, mandates and strategies

Stake Holder ConcernShareholdersManagementEmployee GroupGovernment InstitutionCommunityUnions

Situational FactorsWorkforce CharacteristicsBusiness strategy and conditionManagement PhilosophyLabor MarketUnionTechnologyLaw and social values

HRM PoliciesPlanningRecruitment & selectionOrientation & trainingPerformance AppraisalCompensationSeparation

HRM OutcomesCommitmentComplianceCongruenceCost effectiveness

Long term OutcomesIndividual well-beingOrganizational EffectivenessSocial well-being

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Their legal status: the organizations are extraterritorial and not bound by national legislation

or international labor conventions

Their international, multicultural nature: the organizations’ aims and activities are global

and their employees come from all parts of the world

The frame work of ICSE is as

Human Resource Management Strategies

ICSC HRM framework, 2000

Ethics/Standards of conduct

For the international civil service

Ethics/Standards of conduct

For the international civil service

Human Resource Information Management

Underpins the framework

Human Resource Information Management

Underpins the framework

Organizational design, Job design and Human Resource PlanningOrganizational design, Job design and Human Resource Planning

Compensation & Benefit

System to maintain it

Compensation & Benefit

System to maintain it

Employment

Recruitment, Placement & retention

Contractual arrangements

Staff well-being

Employment

Recruitment, Placement & retention

Contractual arrangements

Staff well-being

Career Management

Career management, staff development &

training

Mobility

Performance Management

Career Management

Career management, staff development &

training

Mobility

Performance Management

Good Governance

Management Style

Role of staff representative

Administration of justice

Good Governance

Management Style

Role of staff representative

Administration of justice

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Human Resource FunctionsHR department practices several functions that cover from recruitment to

separation of employee and planning to termination. It plays important role in organization and study organizational need from people and people need from organization. It also participate in major decision making system in business like expansion of business, acquisition and merging of companies, downsizing people, transfer, promotion etc.

Some of important HR functions are as follows:

a. HR PlanningIntegration of business and HR planning suggest HR planning is a process that identifies current and future human resources needs for an organization to achieve its goals. HR planning should serve as a link between human resources management and the overall strategic plan of an organization. HR priorities, strategies and work plans should be based on the organization’s goals, environmental scan and gap analysis. Integrated planning is central to the successful implementation of the PSMA. It will help align an organization’s workforce to government priorities, and the organization’s mission, strategic plan and budgetary resources.

b. Making policies and procedure As the accountability of people HR department should have a complete and clear policies and procedure. These policies should be documented and available to concern people in easy way. Policy must have clear map for every decision in all condition and complete procedure for implementation.

c. Performance Measurement and Risk ManagementHuman resource department are expected to maintain an effective internal control and ensure availability the performance information to decision makers. A batter performance management system improves the productivity of employee and organization can take the decision about employee’s future career like transfer, promotion, training etc. HR department also plays an important role in risk management in two ways. First, employee is a prime source of risk so HR department must implement a procedure to identify and keep the track of the source of risk. Shortage of employee, denial to take additional responsibility from key employee, sloppy work, key employee leaving the organization etc. are example of risk. Second, people are important to handle the risk so HR department should take appropriate system to identifies and delegate responsibility to these people.

d. Resourcing for service deliveryHR professionals are expert in handling people problems like health, psychological, technical, behavioral, work satisfaction etc. so HR people are responsible to provide resource and suggestion to manager to handle such problem.

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e. Compensation, Classification, and Staff Relations Compensation is main motive of any employee, its distribution to employee is justified manner is much more important. Classification is a high profile job that may create new position in organization and assign duties to these positions. Staff relation must be kept healthy and friendly in organization, its motivate people to stay in organization.These three actions from HR department must helps organization to basic infrastructure system.

f. StaffingThis is another important action; HR department is responsible to distribute people to several positions and departments. Staffing should be based on policy and legal obligation imposed by state or organization.

g. Learning and Development Learning and development is continuous process that keeps people update and make them ready for future need and threat. Identification of people, training, trainer, process is critical work in this phase. Program should be beneficial to organization and its ROI must be calculated.

h. Recruitment Most of people this is main job and may be only job or HR people, but I can say HR function starts with HR planning for staffing and it require people for that. So recruitment is only way to fill requirement of organization.

i. Workplace maintenance This is a code of conduct of HR department. This is a responsible though which HR people secure and manage workplace with several rule and regulations in both ways physical and psychological. Values and Ethics apply here that give life to workplace and people do the work as his own work.

All HR functions cannot be documented on any volume of paper because we can feel its presence in everywhere. The success of HR activity is not mirrored in revenue generation of organization only but its presence can be seen also in the kitchen of employee, on the face of employees’ family, in employees’ success, in work culture and organization climate etc.

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Primer of HRIS HRIS are a novel research subject in IS field. The definitions of HRIS are created in the

1980s and in the 1990s. The literature of HRIS has its base mostly on research articles and papers because HRIS have been studied more extensively and thoroughly not until in the new millennium. Four books are available of HRIS. They are mainly handbooks or other practical guidebooks of the design and use of HRIS in organizations. Thus, so far any other books on HRIS do not exist. In addition, even though DeSanctis (1986) wrote an article on HRIS in the 1980s, the number of the research articles on HRIS has not increased until in the late 1990s and in the new millennium.

As we know, HRIS is a system to operate human resource management activity in systematic way. Because of its important in management of human resource, its knowledge, definition, development and management of other aspect is also important.

What is HRIS?

There are several definitions of HRIS but I am giving four definitions to introduce HRIS.

1. Walter(1982)

The modern Human Resource Information System may be defined as a computer-based method for collecting, storing, maintaining, retrieving, and validating certain data needed by an organization about its employees, applicants, and former employees.

2. Kavanagh, Gueutal & Tannenbaum (1990)

A human resource information system is a system used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent information about an organization’s human resources.

3. Kossek, Young, Gash & Nichol (1994: 135) The composite of data bases, computer applications, and hardware and software

that are used to collect/record, store, manage, deliver, present, and manipulate data for Human Resources.

4. Kovach & Cathcart Jr. (1999: 275)

A Human Resource Information System is a systematic procedure for collecting, storing, maintaining, retrieving, and validating data needed by an organization about its human resources, personnel activities, and organization unit characteristics.

All the four definitions of HRIS emphasize the technical activities to process the data of human resources. The definitions are also affected by the application area. Because HRIS is related to HRM thus all other things referred to HRM. HRM is defined by using lists of different

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tasks associated with employees like: recruiting, training, promoting, record keeping and meeting various legal requirements. HRM is also defined as monitoring, facilitating and setting up processes that select, assess, and assign people to appropriate roles in an organization (Townley 1994, Hubbart, Forcht & Thomas 1998, Targowski & Deshpande 2001, Ball 2001). HRIS, earlier personnel systems, were mostly designed and implemented for those activities of HRM.

History and BackgroundThe history of HRIS begins from payroll systems in the late 1950s and continues

into the 1960s when the first automated employee data was used (Kavanagh 1990, Walker 1993, Martinsons 1997). Walker (1993) presents how a “true” personnel system was defined in the late 1960s:

A true personnel system has following Characteristics:

1. It is used to solve personnel’s needs, not just payrolls. That is the system is developed primarily for the Personnel Department’s use, to solve personnel – not financial- problems.

2. It is multifunctional and in that it handles or addresses user needs in more than one personnel area. In other words, it is not limited to one function such as benefits, or employment, or wage and salary administration.

3. It utilizes the five basic concepts underlying human resource systems.a. a database with definitions specified for data elementsb. a method of data update and entryc. ad-hoc retrieval techniquesd. a human resource information centre to assist with administratione. A data quality focus.

These concepts bring methodology to the development and operation of personnel systems. As objectives, they provide an approach and structure for the work, and they necessarily involve procedures, users, and systems professionals.

Thus, the first personnel systems were made to store a tremendous amount of data for record keeping and reporting associated with personnel administration. In the course of time, the development of HR activities generated the design, development and the successful implementation of various computer-based HRIS (Martinsons 1997). Kavanagh et al. (1990) present their conception of the development of HRIS introducing the historical eras in HR from the pre-World War II era to the 1980s and how the eras have affected the development of HRIS.Table shows development and changes in HRIS with time Ref – Table1.

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Table 1 Historical eras in HR

Era Emphasis in HRPre-World War II Reactive, caretaker activity; not part of the mainstream of business;

record keeping and caretaker of employees.

Postwar: 1945–1960 Importance of employee morale; personnel is part of operating costs but not yet in mainstream of operations; research and development (R&D) in selection of employees; payroll automation; early applications of mainframe computers for personnel are used in defense industry.

Social issues era: 1963– 1980

Social issues legislation changes HR; increased paperwork and reporting requirements; protector of employees; advent of MIS in computer world; introduction of IBM/360; HR now more in mainstream of operations.

Cost-effectiveness era:the 1980s

HR expected to cost justify activities; the increased government regulation of the 1980s increases HR role and paperwork; advent of microcomputers and HR software explosion; HRIS capabilities lower in cost, thus affordable by smaller firms; HR becomes part of the business strategy process; increased emphasis on R&D for HR, particularly utility analysis

In the 1990s there existed various expectations of how HRIS should have affected an organization’s HR activities and business planning. Studies about advantages of using HRIS and about users of HRIS were performed. An organization was considered efficient if it had technology and IS to support HR activities. Also, effectiveness of HRIS on work and development of HR departments and HR professionals were under discussion.

In the new millennium electronic services such as e-learning, e-commerce and e-business became possible and common because of the invention of World- Wide-Web (WWW 1994). Along with the development of HRIS the concept of electronic HRM (e-HRM) has also been launched as an internet invention and implementation of HRIS. Because of the different technical devices and realizations, there are terms which may have similar meanings to e-HRM, such as electronic HR (e-HR), virtual HR (M), HR internet, web-based HR; computer based human resource information systems (CHRIS) and HR portals. Still, according to the literature, various articles and web sites, e-HRM is the most commonly-used term.

We can define e-HRM as:

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A way of implementing HR strategies, policies, and practices in organizations through a conscious and directed support of and/or with the full use of web-technology-based channels Ruël, Bondarouk & Looise (2004)

As a rule, spatial segregated; both technically networked and supported, shared and organized performing of HRM tasks through at least two actors. Strohmeier (2005: 2)

Based on the above it is possible to conclude that today the development of HRIS is still an on-going process both in practice and in science.

HRIS and DataThe commonly used interpretation is that the purpose of HRIS is to store,

manipulate and provide data on employees. In addition, HRIS have been designed to accomplish most of the routine HR tasks that help to maintain necessary HR knowledge in databases. The data is important a) for management and b) to keep the HRM effective and in real-time order. Thus, HRIS are mostly constructed for knowledge management (KM) of HRM. The reason for that is the desire to control basic data of personnel, which creates better challenges to a profitable and effective organization. For example, strategic human resource development and planning (SHRDP) is focused on strategic management, organizational behavior and HRM. It links business strategy and organizational strategy to the management skills. Strategic information systems planning (SISP), for its part, supports the process of SHRDP, and knowledge-based system (KBS) helps deliver HRM qualitative outputs as well as increases both employee and customer satisfaction (Grundy 1997, Martinsons 1997, Basu, Hartono, Lederer & Sethi 2002). Therefore, for SHRDP reliable data and knowledge are vital issues. Mainly HRIS have been designed to store, manipulate and provide data of employees for the organizational use. Names, addresses, phone numbers, education, training, career development and documents of the personal development discussion are typical employee data in HRIS. Also different private or semi-private data could have been stored in the system. Herein it should be taken into account that because of the automation, data can be available in a different way than in manual systems and requires more concern of data security and sensitivity than earlier. Therefore, at least following questions should be asked when designing, implementing and maintaining HRIS: Who can have access to the system? What kind of data is available to different users? How are the system and data protected? What kind of security system has been implemented? What legal and ethical issues should be considered in data specifications? (Hubbard et al. 1998)

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Effects of HRIS on organizations Personnel, software and hardware can be regarded as both investments and costs

for the organization. Top management and stakeholders expect the investments to benefit the organization. At the same time the costs should be kept in check. Thus costs and benefits are the subjects of conversations when employment and device investments are in question in an organization. Therefore the discussions of the costs and benefits of the employees and HRIS are highlighted. A chronological development of personnel costs and computer costs can be described as HRIS cost and personnel cost and its comparison is shown in figure1. The figure does not include specific HRIS costs but it concentrates on computer costs. In addition, the figure does not speak out the ranges between employee and computer costs directly, in other words it does not give exact numbers of either of the costs, but it indicates visually that in the 1960s employee costs were low whereas big computers were expensive investments for organizations. Only big enterprises could use personnel systems because they were able to invest in both computers and software. The development of technology influenced the prices of big computers. In the 1970s new inventions such as microcomputers, databases and personal computers (PC) decreased the costs of computers. Now companies were also able to invest in different IS due to the decline in costs of technology. In addition, small companies became interested in automating their HR actions and making them more effective. (DeSanctis 1986, Kavanagh et al. 1990; Walker 1993.) Simultaneously, legislation of personnel functions as well as demands and needs of different administrative activities and reports developed significantly. Personnel costs started to increase resulting in careful consideration when investing in IS. Although technology was cheap, a company had to budget money for personnel expenses. Also, the design and implementation of other organizational IS needed more resources and increased prices of software, which had an effect on investments in HRIS. In addition to costs and benefits, the automation and computerization of HR activities and tasks have other influences as well. First, a well-designed, workable and effective HR information system provides a company with a significant competitive advantage (Broderick & Boudreau 1992). Developed and sophisticated HRIS do not only reduce overall HR costs but also help to simplify the way the customers, managers and employees access and use HRIS both locally and globally. Secondly, globalization gives an extra challenge to HRIS. An organization must be aware which parts of the HR information system is similar in every unit regardless of the country. Simultaneously the organization must be familiar with cultural differences which should be taken into account in designing the HR information system (Stroh et al. 1998.). Thirdly, the automation and computerization of HR activities and tasks have on influence on the implementation of new HR technology and the HR information system in an organization. The process should be started step by step, and necessary resources, i.e. devices and workforce, should be allocated for the process sufficiently. At the same time, it is important to inform personnel in detail about the implementation and the reformation of the system as well as to organize training to all levels to confirm capability to use the system. Herein, the collaboration between HR and IT experts keeps

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the users’ ideas in practical shape and help all of them in problematic situations (Axel, 1998.) Still, regardless of all the notions and advice concerning the HRIS use, in the 2000s the implementations of HRIS are still under consideration.

Figure 1 comparison of computer and employee trend

Computer storage and retrieval cost

Employee Cost

1950 1960 1970 1980 1990 2000

Cost and benefits are constantly the matters involved when measuring the meaning of HRIS. A positive finding is that some studies have already been made to investigate and highlight the barriers behind the implementation of HRIS in organizations. (Ngai & Wat 2006.) As IS in other organizational application areas, HRIS usually bring about changes in the activities of HRM. Changes affect not only everyday processes but also the skills of managers, leaders and HR professionals. It is important that HR people understand what an information system is about and what it takes to design, accomplish and to implement HRIS. The skills to understand database management help HR professionals to understand what data is stored and how it is stored as well as why and how that data can be manipulated, for example, how to produce reports for decision-making. It would be a great advantage if managers, leaders and HR professionals were aware of how to specify data technically and what the changes to the old system are. If technological development and changes are not taken into account, an organization will lose a lot of money and resources.

YearYear

Cost

Cost

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Use and exploitation of HRIS Since the 1960s due to the growth of computerized HRIS, HR managers and

professionals have spent a great deal of time establishing, maintaining and using HR databases. Before automated HR data, HR managers needed a lot of time, for example, to identify which employees need certain technical skills, which need supervisory skills or management skills. Today HRIS are supported by techniques which help recognize the needs of training and allow tracking suitable training for employees. HR people spend less time on day-to-day administrative tasks and have more time on strategic decision making and planning. HRIS have become more sophisticated than ever. Some people state that HRM and HRIS are ready to assume a far greater enterprise role. The HR information system is a tool that supports HR management functions and assists managers in managing their human resources more effectively than earlier (Targowski & Deshpande 2001.). New technologies give new possibilities to solve administrative work efficiently. Although HRIS are mainly created for HR people, also employees and managers should be able to use and should use the system. Technology offers effective devices to implement and use IS. Still, users can be skeptical when using IT and IS. They may wonder if the technology works, if the data is reliable and if they are familiar enough with the technology, i.e. if they make mistakes when using IT and IS. Lippert & Swiercz (2005) introduce their model which offers 11 propositions to explore the relationship between HRIS technology trust and implementation success. “Technology trust can be defined as an individual’s willingness to be vulnerable to a technology based on person specific expectations of the technology’s predictability, reliability, and utility as moderated by the individual’s predisposition to trust technology.” (Lippert & Swiercz 2005: 341). Lippert & Swiercz (2005) argue that the model forms a framework to test the relationship empirically. They also emphasize that the theoretical development of the model brings out several significant conclusions. For example, by understanding the technology trust, the improvement of user satisfaction may increase. Also the understanding of the determinants of HRIS may improve overall organizational performance (Lippert & Swiercz 2005.). What organizational qualities make an organization use HRIS? The number of employees is the first issue. In a large organization usually both individual and organizational knowledge of HR functions are computerized. Secondly, using HRIS generates needs to add new useful modules to the system. For example, some organizations utilize HRIS when hiring people and therefore HRIS are developed widely in HR activities and administrative actions. There are also organizations utilizing HRIS in training and recruitment. They begin developing HRIS by separating it from HR administration (Ball 2001.). As stated before, the essential purpose of HRIS has been to store, manipulate and to provide data on employees. Some questions can be presented when the core meaning of HRIS is evaluated: What tasks is the system for? What do managers expect of HRIS? Does the HR information system support strategic initiatives? Does it provide information – not just raw data – to support decisions? How does the HR information system serve corporate needs and expectations? Furthermore, the HR information system brings changes to everyone’s work. It is important for managers, leaders and

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HR professionals to be involved together when designing and developing HRIS with the help of IT professionals. This may cause co-operational challenges between managers, leaders and HR people, but the situation also gives an opportunity for possible hidden features of HRM to emerge. Still, technology brings more possibilities to operate with data than manual systems.

HRIS and management work We know, originally HRIS have been planned for managerial and HR work. Their use has caused uncertainty about the division of labor between managers and HR staff. Managers have been responsible for employee data and thus they may have drawn a conclusion that it has been on their shoulders to update administrative information. On the other hand, HR professionals, who have wanted to maintain the control of HR issues, have not been pleased with the change brought about by managers’ and employees’ more active roles in HR administrative work. Yet, a HR information system can be designed so that it is easy to use by everyone and it will not be a burden or a loss to anyone.

The questions when considering HRIS design are: How does the HR information system help managerial work? How can employees attend to their own profiles in the system? What is HR staff’s responsibility in using the HR information system?

HR professionals mostly work with top and line management because HRM is part of the managers’ work. When the HR work is shared between the managers and HR staff, the HR professionals have more time to develop HR strategy in the organization.

Technology and computerization may also cause the management work to transfer from managers to HR professionals. If managers are not comfortable with the HR information system and if they do not get needed data, they will not use the system. Furthermore, the managers with longer work experience may be less satisfied with the HR information system. It is important to pay attention to encouragement at management level and point out the usefulness of the HR information system. Also HR professionals with more general IS experience may encourage users at higher levels. User satisfaction and system usage have become common measures of system success in HR function. Even though managers and HR professionals may have good skills to construct HRIS, it does not automatically mean they are effective and sufficiently good users of systems. A HR information system is considered a tool to support HRM functions and an aid to help managers in managing their human resources effectively. HRIS also develop management both locally and globally. Therefore, organizations must be familiar with cultural differences to identify them in HRIS. Globally integrated HRIS should be efficient by developing management in the increasingly competitive multinational global markets (Haines & Petit 1997, Stroh et al. 1998, Hussain et al. 2007.).

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Chapter 2

ARCHITECTURE OF HRIS

27

Architecture of HRISHRIS is basically function oriented system, its application taken care of at least

two points of HR need. One, personnel data that was maintained in hardcopy in past but it became automated now with the help of processing power, programming tools, database features, reporting format and communication facilities. Second point, consists of applications made necessary to meet the government reporting requirements. In order to satisfy legislation, firms began developing computer-based systems to maintain data on job applicants, pay char-acteristics and changes, and compensation and benefits, as well as data describing job functions.

From the evolution time HRIS is described is several forms and architecture, some are as follows

Theoretical Point of View

1. The Hyde-Shafritz Notion of Integrated Input and Output Modules Albert C. Hyde and Jay M. Shafritz were among the first to attempt a conceptual framework for the HRIS. In a 1977 journal article, they identified sixteen database modules, which were integrated in that they had the capability of exchanging data. Table 2.1 lists the modules and provides brief descriptions. These particular modules were identified during a study for the State Department, and the authors recognize that each firm could have a unique combination of such modules.

This model does not show any internal structure but it viewed and input and output module.

Figure 2.1

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Source: Albert C. Hyde and Jay M. Shafritz, HRIS: Introduction to Tomorrow's System for Managing Human Resources. Public Personnel Management, 6 (March-April 1977), 76.

2. The Simon Input/Data Maintenance/Output Model This model contains three different system Input, Data maintenance and Output.

The input function provides the capability for entering data into the HRIS. This function includes procedures that describe the details of data gathering: who provides data, when it is provided, and how it should be processed. Also included are data validation and error correction. The maintenance function is next performed, and includes the standard processes of keeping the human resource database current—adding new records, changing existing records, and deleting records. The output function uses the database contents to produce information, primarily in the form of periodic reports.

3. The Manzini-Gridley Hardware Network Model In 1986, this model present HRIS in the term of interfaces with a corporate human resources database.

Their model appears in Figure 2.2. The database contents are illustrated with shapes that resemble file drawers. According to this model, users interface with the system by means of on-line devices, such as PCs or terminals, and receive outputs in the form of hardcopy re-ports and responses to ad hoc queries. An administrative function called HRIC (for Human Resources Information Center) exists within HR for the purpose of assisting users, providing database security, and enforcing privacy controls.

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Figure 2.2

Source: Andrew O. Manzini and John D. Gridley, Integrating Human Resources and Strategic Business Planning. New York: American Management Association, 1986

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4. Resource Flow Model A resource-flow view of the HRIS focuses on the flow of human resources through the firm. It recognizes that the firm's environment provides a pool of potential employees who are subjected to a screening process before joining the firm. While in the firm, the employees receive training and education, perform their tasks, and receive evaluations. The employees are compensated for their efforts with money and other benefits. Eventually, the employees terminate their employment and return to the environment. The employees who retire continue to receive benefits. The task of the HRIS is to gather data that tracks this human resource flow, store the data until it is needed, and use the data to produce information that enables persons both in the firm and its environment to monitor the flow.This system is described in figure 2.3Figure 2.3

Hyde, A.C., and Shafritz, J.M. "HRIS: Introduction to Tomorrow's System for Managing Human Resources," Public Personnel Management, 6 (March-April 1977)

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Design Point of ViewHare I am going to present some architecture that commonly found in several

organizations on practical point of view. Different architecture must require different angle of attention of programming and design aspect. Some of architectures are as follows:

1. Stand Alone System A single system consist all thing input system, storage, output, reporting and processing. It is basically a single user system that must be HR professional. Everything is done locally in this system.

2. Two-Tier System This is basically a client server model of system. Server consist all data, logic, administrative, security and report subsystem. The purpose of client-server architecture was to spread out low-powered processing capability to the dozens of PCs now being used across an organization. High-performance applications such as Payroll would still be run in a batch process on the mainframe computer or outsourced to vendors such as Automated Data Processing (ADP). But day-to-day processing could be implemented on the PC. In this case, an HR application’s logic or set of business rules would run on the local machine. Issues such as having valid data entries for hiring dates, home addresses, and name formats would be checked instantly by the PC, that is, without looking up the business rule at the server on the mainframe. Even more complex checks such as term of employment and salary deduction calculations could be done on the local PC. In addition, software applications could apply the more graphics-oriented user interface of the Windows environment. Ease of computer usage was a major factor that enabled individuals with a relatively low level of technology experience to use the applications. Figure 2.4 shows the client server architecture.

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3. Three Tier Architecture and N-Tier Architecture Throughout the 1990s and into the current decade, this division of processing activity expanded from 2-tier to 3-tier and, finally, N-tier architectures. With a 3-tier architecture, the servers have two roles—as database (DBMS) server and as application server(s) (Figure 2.5).

With the development of the 2-tier and 3-tier systems, the HRIS professional still managed the user interface, but more demanding processing occurred in the middle, application server, and tier. Products such as BEA’s Tuxedo1 transaction processor implemented transaction logic to maintain data reliability. For example, if two recruiters updated the same job position at the same time, a transaction processor would ensure that both updates were entered into the database. This allowed several users to access the central database simultaneously. This type of software, which performed tasks between the client and the database server, became known as middleware—software that managed data and transactions before they were saved to the database. There are a couple of drawbacks with both 2-tier and 3-tier systems. First, a large amount of information has to move from the client computer across the network to the server to execute database transactions quickly, which necessitates the use of significant bandwidth, or the ability to move lots of data quickly between computers. Second, the user interface client needs to be installed (along with database drivers) on every PC needed to access the HRIS. The corollary issue of this requirement is that employees need to be trained on this application. Therefore, HRIS access tended to be limited to employees within the “four walls” of the enterprise, that is, only those residing within the local area network of the organization. Low-bandwidth access, such as Internet dial up, was impractical. To provide for employee self-service, the Web browser was adopted to solve the above issues. The browser provides a “thin client” and is a relatively small piece of software requiring fairly small client computing resources, made possible by the 3-tier computing model. A “thick client” would require a significant-sized software product and computing power at the client location (as necessitated by the 2-tier model). An Internet Web browser comes installed on all major operating systems (Windows, Mac OS, Linux, and even Palm OS). The browser’s user interface has become ubiquitous. Therefore, very little employee training is required to use a browser-based application. Finally, a browser works well in a low-bandwidth network environment. So now the typical HRIS application architecture looks like Figure 2.5. N-Tier architecture is a general form of Three-Tier Architecture. It shows multiple level of processing and data storage. It is basically a distributed system; processes and data are distributed and populated to entire company architecture on local or global platform.

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Figure 2.5 Three Tier

Figure 2.6 N-Tier Architecture

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Chapter 3

HRIS NEED ANYLYSIS

35

Before doing any need analysis we have do a review of advantages and component of HRIS. We have study the impact of HRIS on the organization in general then on OPJIT.

Various authors have advocated that the use of a Human Resource Information System (HRIS) should lead to valuable outcomes for the organization. Decreased costs, improved communication, and decreases in time spent on mundane activities should create an environment where in the Human Resources (HR) department would play a more strategic role in the organization.

In GeneralThe use of Human Resource Information Systems (HRIS) has been advocated as an

opportunity for human resource (HR) professionals to become strategic partners with top management. The idea has been that HRIS would allow for the HR function to become more efficient and to provide better information for decision-making.

Some impacts of HRIS are as follows

1. HR ProcessWe know almost every HR process required a processing of huge amount of data, it take time for presentation to relevant audience, its timely and accurate retrieval.A computerized HRIS can provide speed, accuracy and data storage. It can improve data processing and maintenance, recruitment process, training process, planning, forecasting etc. It also decreases paper work.

2. Cost saving and Time savingHRIS decreases the cost of almost every process of HR activity.

3. Information EffectThis is most important advantage of any computerized system. This IS improve the information effect through accuracy, real time or online processing, better presentation, data analysis capability, business data intelligence capability.Almost 90% managers agree on this.

4. Decision making A general purpose of an HRIS is to provide decision support applications that help HR and non-HR managers, as well as employees, make better decisions, and the key is to make better decisions rather than simply produce data faster. The HRIS appears to have little effect on decision making. Most of the HR directors perceived that HR decision making had become less effective in 1990s and the results were similarly negative pertaining to the impact of HRIS on decisions concerning promotion and especially those decisions related selection and the timing of training and of hiring. One area where respondents believed that the system did aid in making decisions concerns promotions,

36

with 60% responding that it provides useful information. Now we have more advance system, database tools (data warehouse, data mining), programming Tools etc. So now HRIS may more helpful in this area.

5. Role of HR HRIS has been envisioned as having a substantial impact on the importance of human resource departments, leading to a more strategic/managerial role and contributing to the organization’s competitiveness, as well as creating new paths for HR to add value to the organization. With the introduction E-HRM, 3-Tier or N-Tier architecture of HRIS, distributed system and computing in HR, E-Training, E-Recruitment etc into HR department HR people become in strategic role in organization.

So we can say HRIS must provide an edge to HR people through they become more profitable and more valuable for organization.

In OPJIT O.P. Jindal Institute of Technology, Raigarh (A unit of Jindal Education & Welfare

Society) is affiliated to Chhattisgarh Swami Vivekananda Technical University, Bhilai & is recognized by All India Council for Technical Education (AICTE), Ministry of HRD, and Government of India.

A section of HR department of JSPL is active in OPJIT to manage employee activity or HR activities. There are some other colleges also have to manage, but this project cover OPJIT only.

1. HR ProcessOPJIT has teaching and non-teaching employee, Regular and non-regular employee. HR department practice almost all HR functions.They have following set of situationa. Collect adequate set of resume( Soft and hard copy )b. Duplicate set of resumec. Salary statistics requiredd. History of applicant and employeee. Medical claimf. Different section of HR for other institution

My project provides the solution of all above problem. This HRIS provide computerized set of solution of HR process.

2. Cost saving and Time savingComputerized short listing process, automatic data transfer from applicant to employee on joining, find duplicate applicant from applicant history etc gives cost and time saves.

3. Decision makingHRIS must provide much useful information on time and request, so it makes system helpful for decision making.

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Chapter 4

DATABASE ARCHITECTURE

38

Introduction to Database management System

Database management system is a complete system that manages data of any organization in systematic manner.

Database provides several facilities to information system like storing, retrieval, security, backup and operative facility (analyzing, sorting, merging etc.).

Every DBMS must have following quality

1. Data Redundancy: Since, each application has its own data files, the other users within the department / organization can not have access to these data files. Thus for every application separate data files are maintained, even if they are common. This causes data redundancy, and wastage of storage space.

2. Data Inconsistency: Data redundancy leads to data inconsistency. Data inconsistency means discrepancy in values of data elements in same data files physically stored at different locations.

3. Data Isolation: The data files of common use cannot be made available for sharing, even if desired so.

4. Security: There cannot be enforcement of centralized control on data access, as the data files are created / duplicated as per individual applications requirements. The decisions regarding storing the same data at multiple places are taken at various levels by different people, which are usually of ad hoc nature. Access controls planning becomes difficult in such situation.

5. Data Dependency: The coding in applications is very much dependent upon the data files design. Any change in design of data files (say addition of a new field, or deletion of a field) will warrant for changes to be made in the coding of application also, which uses it.

Various Database TermsDatabase is a databank, which is managed by a single agency, and it consists of inter-

related files, in which data items are organized in such a way that one can have random access to data, as per specific needs of the users.

Some database terms are as follows:

Field: It is the smallest unit of data, which can be stored in a database. For example, a student’s name in a university’s database would appear in the field named as “student_name”. Usually the data types in a field are Numeric, Character string, Date, Memo, Logical, Hyperlink, Picture etc. The field is at times referred as attribute/data element / data item also. These nomenclatures can be used synonymously.

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Record: It is a collection of related stored fields. A student record may consist of collection of fields like Student’s name, the course taken, the date of birth, contact address and the grade etc.

File (Table): It is a collection of different occurrences of same type of stored record. A file is usually referred as a Table also; it describes an entity (something, about which data is to be stored).

Primary Key: Every record in a file usually contains at least one field that uniquely identifies that record for the purpose of data retrieval, and updating of values of fields corresponding to a record. This identifier field is called the primary key, and it always has a unique value. Combination of more than one field to act as identifier of a record is called Composite Primary Key.

Foreign Key: For setting relationship between two tables, there should be at least one common field in two tables. Usually that common field is Primary key in one table, and it is called foreign key in the second table. Foreign key can have repeated values also.

Cursor: A cursor is a temporary work area created in the system memory when a SQL statement is executed. A cursor contains information on a select statement and the rows of data accessed by it. This temporary work area is used to store the data retrieved from the database, and manipulate this data. A cursor can hold more than one row, but can process only one row at a time. The set of rows the cursor holds is called the active set.

Trigger: A trigger is a PL/SQL block structure which is fired when DML statements like Insert, Delete, and Update is executed on a database table. A trigger is triggered automatically when an associated DML statement is executed.

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Database DesignDatabase design is the process of producing a comprehensive data model for any

database with storage and management parameters being pre-set. The database development life cycle starts with requirements specification for the database and ends with its support and maintenance after its implementation and deployment. Nowadays every business needs a database for the management of its business data based on different querying models suitable for different organizations. We carry out a comprehensive analysis of Organizational database needs and provide database solutions that fulfill business needs. As a carefully thought database forms the foundation of business functionality and adds efficiency to the whole system.

Database design has basically three different Phases:

1. Conceptual Design To begin with, one needs to be clear about the Information System requirements, for which database and the procedures are to be designed. This can be done by adopting systematic technique2 for structured analysis. The output of this process is known as System Requirements Specifications (SRS). It mainly consists of:

A well defined objective of database application

The objective of database is to acquire data of employee of OPJIT, Applicant, Equipment given to employee, history of employee, department, courses etcDatabase should keep physical data and maintain it as per security, backup and recovery.One more additional work is to support business data intelligence that provides some additional analysis report to decision maker.

List of users who supply inputs Employee, HR manager (HR policy for promotion, Equipment distribution, General Board Meeting Information, Courses), Operators, College Committee

List of agencies / roles who receive reports Employee, HR manager, College Committee, Employee Documents, College Documents

List of expected output reports and their layouto Training Reportso Applicant Report: History, current applicant statistics, report for current

openings.o Shortlisted Report: Report in every phase of recruitment.o Search Training: Search based on training information.o Hiring Report: Total hire by year, by designationo Termination, resignation : By year, category, designation

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o Faculty List: A list of all faculties, by position, designation, by subject taught, by Qualification.

o Position List: A list of all positions.o Search Report: Search all person records in the system, Facilities, Holidayso Age Distribution: Total of all staff by age range.o Classification Breakdown: A total of all staff by classification.o Hires per Year: Hire totals by year.o Job Breakdown: Total staff by jobo Retirement Planning: Staff totals by retirement year.o Emergency Contact List: A list of all staff with emergency contact details.o Home Contact List: All staff with home contact details.o Salary List: A list of all employees with salary details, Salary statistics.o Staff Directory: A list of all current staff with work contact information.o Promotion History

List of inputs transactions & data entry forms layouto Applicant Information- General, Address, Qualification etc

o Employee Information

o List of holidays

o Courses, Departments, users, college information, Salary Script, Job Description,

List of Leaveso Continuing Education

o Training program

o Performance appraisal Inventory

List of major processeso Short listing of Applicanto Report generation in various formato Error finding in various methodso Joining the employeeo Salary Fixationo Searching Processo Salary Enhancemento Medical claim fulfillmento Salary report generation

Layout of User Interfaces to link various processes1. Short listing

Select required Position

Start

Short Listing Process

Applicant information Job-Description

Graph Analysis Process

Short Listed Process

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43

2. Report Generation

3. Joining of Employee

Start

Select or Write Criteria

Process Data Given By Database

Generate Intermediate Report

Database

Select Format

Report in given format

Start

Select Applicant ID from list of final short listing after

interview

Is Medical Report OK?

NO

Stop

YES

Applicant InformationCollect all relevant data of applicant.

Add some additional relevant data

Employee Information

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4. Salary Fixation

Start

Select Applicant ID and designation

Is negotiation succeeding?

NO

Stop

YES

Retrieve salary range norm of AICTE

Compute some statistics of Existing Employee

Employee Information

Display all values

Add fixed Salary to applicant

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List of entities o Applicant

General Qualification Address Expectation Experience Benefits

o Employee General Experience Qualification Address Leave status Salary Identification Family Continuing Education Research and publication Medical claim Fact information History Contacts

o Leave Matrixo Salary matrixo Equipment

General Issuing Vendor information

o History Employee history Applicant history

o GBM Informationo Job Descriptiono Holidayso Userso Institute General Informationo Departmento Courses

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Conceptual database This is design of database system where we indentify relationship between entities.

Copy of data when selected

Applicant

Address

Applicant

General

Applicant

Qualification

Applicant

Experience

Applicant

Expectation

Applicant

Benefits

1

n

n

n

1

nEmployee

Address

Employee

General

Employee

Qualification

Employee

Experience

Employee

Identification

Employee

Benefits

1

n

n

n

n

n

Employee

Contact

Employee

Family

Employee

Medical Claim

Employee

Continuing EDU

Employee

Salary

Employee

R & P

Employee

Leave

1

n

1

n

n nn

n

1

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2. Logical Design Logical database design helps us to define and communicate our business’ information requirements. When we create a logical database design we have to describe each piece of information that we need to track and the relationships among, or the business rules that govern, those pieces of information. Once we create a logical database design, we can verify with users and management that the design is complete and it is accurate. Creating a logical data design is an information-gathering and it is a iterative process. It includes following steps:

o Define all table

o Establish Relationship between table

o Determine content of each table and it constraints

o Normalize the form of table

Here I am going to presents some example of this project.

We know table is logical collection of data of same entity that is formed by row. Here we have to decide collection of attribute for row.

Example: - Table: JobD (Job Description)

One JD Has Multiple Qualifications and Multiple Experiences on one Qualification.

JobD

Job Title- Text

Duties and responsibility- Text

Work condition- Text

Salary Description- Text

Qualification

Degree- Text

Institute- Text

Duration- Date

Salary Description- Text

Skill and Experience

Job Title- Text

Duties and responsibility- Text

Work condition- Text

Salary Description- Text

1

M

M

1

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JOBD

pos_id(PK) nvarchar(15) Uncheckedposition nvarchar(30) Unchecked

role nvarchar(MAX) Checkeddescrip nvarchar(MAX) CheckedJob_cat nvarchar(15) Checked

JOBQuali

Pos_id(FK) nvarchar(15) Uncheckedquali nvarchar(30) Uncheckedexpr nvarchar(2) Checkedrole_on_quali nvarchar(MAX) Checked

Jobd table is parent table and it has a key field ( pos_id). Jobquali table is connected with jobd table on key field so pos_id in JOBQuali is foreign key.

3. Physical Design In the physical design, the actual structures of tables are created using a particular DBMS package. The physical design shows how the files, records, fields are actually stored on the physical storage media, depending upon the type of database, the DBMS supports. This physical design giving complete logical view (the way user wants to view it) of the database, is called schema. Various applications developers have the choice of getting different logical views (which may be even partial) of the same database. They can customize these views as per their specific needs. Such logical view is called subschema. DBMS provides tools for creating the subschema.

Advance Topic in Database

Database is an area in computer field that growing in every day. Database incorporates some intelligence system, active tools, and deductive tools with inference method (Artificial Intelligence) etc. to improve the functionality of database technology.

Database is not now used as storage only but it helps user in decision making. Data mining, Data warehouse, Active database, Deductive database, Grid database, Multidimensional database etc are the examples of advance feature. Data Warehouse for Storage

A data warehouse is a computer system designed for analyzing the historical data of an organization, such as sales, salaries, or other information from day-to-day operations. Normally,

49

an organization summarizes and copies information from its operational systems (such as human resources) to the data warehouse on a regular schedule, such as every night or every weekend; after that, management can perform complex queries and analysis on the information without slowing down the operational systems. The data warehouse also normally stores information at a coarse grain than the operational systems: for example, if the operational systems contain a record for every sale, the data warehouse might simply contain the total number of sales for each product at each store. The data warehouse need not be a relational database, as it must be organized to hold information in a structure that best supports not only query and reporting, but also advanced analysis techniques, like data mining. Most data warehouses hold information for at least one year and sometimes can reach half century, depending on the business/operations data retention requirement.

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CHAPTER 5

ANALYSIS AND DESIGN

51

Software system is basically a complete set of logical world that appears to user physically through a set of hardware. Keyboard, Monitor, Printer etc are the external system that helps user to interact with the system for real work.

System analysis and design refers the process that analyzes actual work place work and design a logical system for same work place.

Software design process has a vast set of methodology. The methodology is changing in continues pattern with the evolution of new technology. Some methodologies are as follows-

Waterfall Model Prototype Incremental Spiral Rapid Application Development Object Oriented Model

AnalysisObject Oriented Model of software development is in developing phase and software industry is trying to take move towards this methodology. This methodology is based on a concept that is real world programming concept. All programming component is design as real world component.

In real world, every system has people, things, place and process. Each and every separate thing has basically two different concepts that are characteristics and behavior.

Characteristic refer all data part of object and behavior refers all functional part. One object can communicate with other though message. Some concept of OOPS are as follows.

ObjectAn object is an instance of a class. It can be uniquely identified by its name and it defines

a state which is represented by the values of its attributes at a particular time.

In any system we have to identify all objects separately. Some object example of HRIS of OPJIT.

DatabaseConnection, EmployeeGeneral, EmployeeQuali, EmployeeHistory, LeaveMatrix, SalaryMatrix, MainProgram, ApplicantGeneral, ApplicantExpact, Holidays, Equipment, JobDescriopsion etc.

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ClassesA class is a structure that defines the data and the methods to work on that data. Actually class is a building block of object. It define object in all manner data, method, security, accessibility, communication etc.

An example of Class from project:

DatabaseConnection

Imports System.Data.SqlClientImports System.Data.SqlTypes

Public Class oraconn Dim user As String Dim pass As String Dim utype As String Dim uname As String Dim s As Integer Dim conn As New SqlConnection Public Sub New() user = String.Empty pass = String.Empty utype = String.Empty s = 0 End Sub Public Sub connect() conn.ConnectionString = "Data Source=rohit-pc;Initial Catalog=JITS;Integrated Security=True" Try s = s + 1 conn.Open() Catch ex As Exception MessageBox.Show(ex.Message.ToString + "/ Please Try with correct Value", "LOGIN ERROR", MessageBoxButtons.OK)

End Try End Sub Public Function getconn() As SqlConnection Return conn End Function Public Function getuser() As String Return user End Function

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Public Sub setutype(ByVal s As String, ByVal us As String) utype = Trim(s) uname = Trim(us) End Sub Public Function getutype() As String Return utype End Function Public Function getuname() As String Return uname End Function Public Sub conclose() conn.Close() End SubEnd Class

This class describes the connection of database with program through valid user ID and password. This class provides database connection to all project area.The object is declare asDim conn as oraconConn is object and oraconn is class.

MessageA running program is a pool of objects where objects are created, destroyed and interacting. This interaction is based on messages which are sent from one object to another asking the recipient to

apply a method on itself. A message is a request to an object to invoke one of its methods.

Example:

Oraconn

Connect()

Getconn()

Getuser()

SetuType()

MainForm

Departmnet()

Intitree()

Loginform

Connect ()

SetuType()

Getconn

Give Connection

Connect

Getuser(conn)

Conn

UserType

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InheritanceOne object-oriented concept that helps objects work together is inheritance. Inheritance

defines relationships among classes in an object-oriented language. In the .NET programming language, all classes descend from System.data.Sqlclient and implement its methods.

In inheritance, a new class can be derived by any base class or classes and in this process derived class can get the access of all public and private attributes.

VB.net has complete framework of inheritance as follows

PolymorphismPolymorphism refers multiple forms, OOPS provides a feature that is a object can

show different forms and it helps the programming method to generalized the program.

An object of system object may show multiple forms or it appears in all subclass forms.

Dim s as system

S= new data

S=new window

So ‘S’ may show the form of data or window which object of base class system

System

Collection Data Diagnostics

Drawing Globalization IO NET Security Windows Web Xml

OleDb Sqlclient Odbc OracleClient

Drawing2D Imaging Imaging

Forms

Security Service

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During the analysis and introduction of system we have found several classes, object and message passing method of communication.

This analysis result can be shown by some components

1. admin resource diagram

This diagram shows admin work and some work that must be done after installation of software.

Admin

Setup User

Departments

Salary Metrics

Training

Courses

Set HR Policy for Equipment

Job Description

Setup Leave

Holidays

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2. System Function DiagramThis diagram shows all system function in OPJIT. It also shows hierarchy of function for execution.

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Design Design is basically a phase where we design a logical solution or blue print of solution of entire system. OOD (Object oriented Design) has different type of notation of different face of system. Some characteristics of OOD are as follows

Design based on modeling classes and objects in the application domain Generally follows a “hierarchical data abstraction” strategy where the design components

are based on classes, objects, modules, and processes Operations are related to specific objects and/or classes of objects Groups of classes and objects are often combined into frameworks

Some notations of OOD are used in design of HRIS.

1. Class Diagram(Higher level)Class diagram shows actual class name and interaction between classes. This project contains many forms (window) to receive request and give response to users. Every window is a class that performs transition between them. Class diagram of such forms is a higher level diagram because it does not shows any description.

CLASS

Mainfrm

CLASS

AppFrmCLASS

ComFrm

CLASS

SalmFrm

CLASS

JobdFrm

CLASS

HoliFrm

CLASS

HrpFrm

CLASS

EquipFrm

CLASS

LoginFrm

CLASS

FirstFrm

CLASS

EmpFrm

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2. Class descriptionClass description refers the actual code or detail description of a class.Example of Applicant Form

Imports System.Data.SqlTypesImports System.Data.SqlClient

Public Class addapp

Dim da1, da2, da3 As SqlDataAdapter Dim ds As New DataSet Dim s1, s2, s3 As String Dim sb As StatusBar

Private Sub addapp_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load

Me.Location = New Point(270, 80) sb = New StatusBar sb.Location = New Point(10, 420) Cms.Items.Add("Married") Cms.Items.Add("Single") Cms.Items.Add("Divorced") Cms.Items.Add("Widow") Crel.Items.Add("Hindu") Crel.Items.Add("Islam") Crel.Items.Add("Sikh") Crel.Items.Add("Christian") Crel.Items.Add("Others") Ccat.Items.Add("General") Ccat.Items.Add("SC") Ccat.Items.Add("ST") Ccat.Items.Add("OBC") Ccat.Items.Add("Others") Cblood.Items.Add("O") Cblood.Items.Add("A") Cblood.Items.Add("B") Cblood.Items.Add("AB") Crh.Items.Add("Positive") Crh.Items.Add("Negative") Cgn.Items.Add("Male") Cgn.Items.Add("Female") Me.Controls.Add(sb) s1 = "select * from applicant" s2 = "select * from job_desc" s3 = "select * from tempapp" da1 = New SqlDataAdapter(s1, mainform.con.getconn) da2 = New SqlDataAdapter(s2, mainform.con.getconn) da3 = New SqlDataAdapter(s3, mainform.con.getconn) da1.Fill(ds, "app") da2.Fill(ds, "jd")

System Class call

Add Applicant Class begin

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da3.Fill(ds, "tem") Call get_pos()

End Sub

Private Sub ComboBox4_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Ccat.SelectedIndexChanged If (Ccat.SelectedIndex = 4) Then sb.Text = "Enter Catagory into The Box" Else Label14.Text = " " End If End Sub

Private Sub ComboBox3_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Crel.SelectedIndexChanged If (Crel.SelectedIndex = 4) Then sb.Text = "Enter Religion into The Box" Else Label14.Text = " " End If End Sub

Private Sub init() Dim cnt As Control For Each cnt In Me.Controls If (TypeOf cnt Is TextBox) Then cnt.Text = String.Empty End If Next End Sub

Private Sub Label24_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Label24.Click With Odb .Title = "Select Applicant Photograph" .DefaultExt = "*.jpg" .Filter = "Image file|*.jpg;*.bmp|All File|*.*" .InitialDirectory = "c:\downdata"

End With Odb.ShowDialog() If (Odb.ShowDialog() = Windows.Forms.DialogResult.OK) Then Pphoto.Image = Image.FromFile(Odb.FileName) Pphoto.SizeMode = PictureBoxSizeMode.StretchImage End If

End Sub

Private Sub get_pos() Dim i As Integer For i = 0 To ds.Tables("jd").Rows.Count - 1 Cpos.Items.Add(ds.Tables("jd").Rows(i).Item("position")) Next End Sub

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Private Sub Dbirth_Leave(ByVal sender As Object, ByVal e As System.EventArgs) Handles Dbirth.Leave

Dim y, d As Integer y = DateDiff(DateInterval.Year, CDate(Dbirth.Text), Today) If (y < 18) Then MessageBox.Show("Please Check Date of Birth", "Age Error", MessageBoxButtons.OK, MessageBoxIcon.Error) Else d = DateDiff(DateInterval.Day, CDate(Dbirth.Text), Today) Mod (365 * y) End If

Tyear.Text = Str(y) Tday.Text = Str(d) End Sub

Private Sub Cpos_MouseEnter(ByVal sender As Object, ByVal e As System.EventArgs) Handles Cpos.MouseEnter sb.Text = "Select Position(If position is Not In List Go Job Description)" End Sub

Private Sub Tfn_MouseEnter(ByVal sender As Object, ByVal e As System.EventArgs) Handles Tfn.MouseEnter sb.Text = "First Name" End Sub

Private Sub Tmn_MouseEnter(ByVal sender As Object, ByVal e As System.EventArgs) Handles Tmn.MouseEnter sb.Text = "Middle Name" End Sub

Private Sub Tln_MouseEnter(ByVal sender As Object, ByVal e As System.EventArgs) Handles Tln.MouseEnter sb.Text = "Last Name" End Sub

Private Sub Dbirth_MouseEnter(ByVal sender As Object, ByVal e As System.EventArgs) Handles Dbirth.MouseEnter sb.Text = "Age Should be Greater than 18" End Sub

Private Sub Dbirth_ValueChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Dbirth.ValueChanged

End Sub

Private Sub Label24_MouseMove(ByVal sender As Object, ByVal e As System.Windows.Forms.MouseEventArgs) Handles Label24.MouseMove sb.Text = "Click to Add Applicant Photo" End Sub

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Private Sub Bcancle_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Bcancle.Click If (Bcancle.Text = "Cancle") Then If (MessageBox.Show(" You May Lose Entered Information--> Continue ", "Exit Confirmation", MessageBoxButtons.YesNo, MessageBoxIcon.Error) = Windows.Forms.DialogResult.Yes) Then Me.Close() Else Exit Sub End If Else If (Not mainform.appid = String.Empty) Then MessageBox.Show("You Have still To Add" + mainform.appid, "Exit Unsaved Information", MessageBoxButtons.OK, MessageBoxIcon.Error)

Else mainform.appid = String.Empty End If End If Me.Close() End Sub

Private Sub Bsave_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Bsave.Click Dim cnt As Control Dim f As Boolean f = True

For Each cnt In Me.Controls If (cnt.Text = String.Empty And (TypeOf cnt Is TextBox Or TypeOf cnt Is ComboBox)) Then MessageBox.Show("Empty field", "Error In Fill Form", MessageBoxButtons.OK, MessageBoxIcon.Error) f = False Exit For End If Next

If (f) Then Dim newr As DataRow newr = ds.Tables("app").NewRow() newr.Item(0) = UCase(Trim(Tappid.Text)) newr.Item(1) = UCase(Trim(Cpos.Text)) newr.Item(2) = UCase(Trim(Tfn.Text)) newr.Item(3) = UCase(Trim(Tmn.Text)) newr.Item(4) = UCase(Trim(Tln.Text)) newr.Item(5) = UCase(Trim(Tfname.Text)) newr.Item(6) = UCase(Trim(Tfocc.Text)) newr.Item(7) = CDate(Dbirth.Text) newr.Item(8) = Trim(Temail.Text) newr.Item(9) = Trim(Cblood.Text)

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newr.Item(10) = UCase(Trim(Crh.Text)) newr.Item(11) = Trim(Cms.Text) newr.Item(12) = UCase(Trim(Tmt.Text)) newr.Item(13) = UCase(Trim(Tfl.Text)) newr.Item(14) = UCase(Trim(Tsl.Text)) newr.Item(15) = Trim(Crel.Text) newr.Item(16) = Trim(Ccat.Text)

Dim fs As New System.IO.FileStream(Odb.FileName, IO.FileMode.OpenOrCreate, IO.FileAccess.Read)

Dim data(fs.Length) As Byte fs.Read(data, 0, fs.Length) fs.Close() newr.Item(17) = data newr.Item(18) = Trim(Cgn.Text)

If (MessageBox.Show("Sure About Save", "Save Confirmation", MessageBoxButtons.OKCancel, MessageBoxIcon.Question) = Windows.Forms.DialogResult.OK) Then ds.Tables("app").Rows.Add(newr) Dim cb1 As New SqlCommandBuilder(da1) da1.Update(ds, "app") mainform.appid = UCase(Trim(Tappid.Text)) End If Bcancle.Text = "Exit" appall.Show()

End If

End Sub

Private Function makemes(ByVal cnt As Control) As String Dim s As String s = Mid(cnt.Name, 1, Len(cnt.Name) - 1) s = "L" + s

Return s End Function

Private Sub Cpos_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Cpos.SelectedIndexChanged Dim s As String Dim c As Integer If (Cpos.Text <> String.Empty) Then s = Mid(Cpos.Text, 1, 8) Else s = " " End If Dim sql As String sql = "select position from applicant" Dim dal As SqlDataAdapter Dim dsl As New DataSet dal = New SqlDataAdapter(sql, mainform.con.getconn)

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dal.Fill(dsl, "loc") c = dsl.Tables("loc").Rows.Count + 1 Dim s1 As String s1 = Trim(Str(c)) While (Len(s1) <= 5) s1 = "0" + s1 End While dsl.Clear() dal.Dispose() s = s + s1 Tappid.Text = s End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click appall.Show() End SubEnd Class

3. Object DiagramThis diagram covers all type of object and describes the way of communication between object.Example Employee Object Diagram

Add Applicant Class End

Object

GenEmp

Object

Quali

Object

Contacts

Object

Address

Object

Salary

Object

Identification

Object

Benefits

Object

Family

Object

Leave

Object

ResPub

Object

Notes

Object

MediClaim

Object

Loan

Object

Termination

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4. Sequence DiagramThis diagram basically deals sequence of execution of module with response sequence.a. Sequence Diagram of short listing of applicant

b. Sequence diagram of Login

Short listing Process

Short listing Process Job DescriptionApplicant Graph Design

Position

Position

Position

Job description

Graph

Applicant ListShortlisted List

Main Form Login FormUser Form Database

Call

Call

Start Program

User, pass

Confirm

User TypeStart Application

Confirm

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Chapter 6Feasibility Analysis & Implementation

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Feasibility AnalysisFeasibility analysis is a process through which we can estimate or measure the ratio between cost, effort in development of system and benefit of the system.

It is actually a pre-development study that emphasizes on multiple issues of project design.

Software development system performs study multiple times and at multiple phase. It has to design several break points where feasibility study performed.

Figure 5.1 Feasibility check points

This is typical system of feasibility study with check points. Analyst has to do feasibility study before the starting of each phase but feasibility study before start of project is most important, it may save cost and effort for not feasible project.

a. Economical feasibility Economic analysis is the most frequently used method for evaluating the effectiveness of a proposed system. More commonly known as cost-benefit analysis, the procedure is to determine the benefits and savings that are expected from a candidate

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system and compare them with costs. If benefits outweigh costs, then the decision is made to design and implement the system. An entrepreneur must accurately weigh the cost versus benefits before taking an action.Since that was an internship project so its cost can be estimated as

Cost to developer: 36000/ RsCost of S/H: Dot Net Visual studio: 35000 Crystal Report: 20000(Small scale)

SQLServer express (Database Application): (free)Other cost: 10000Total: 101000/Rs

Return:Stop repeated Applicant: 10/yearCost per Applicant: 10000Rs Saving: 100000Rs

Cost will return in one year.

Other non quantity Benefits: accuracy, Time saving

b. Technical feasibility Technical feasibility analysis has one important purpose that is estimate technological availability, robustness, uncertainty and adaptation. This software is event driven, Window based, user friendly and incorporate well available technology. One database administration is required to handle recovery and backup.So HRIS for OPJIT is technical feasible software.

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ImplementationImplementation of any software system refers a process that involves from installation of

new system to easy handling of system in organization. Implementation process takes care from hardware, network, reporting, backup, software issues and training of users. It is the very last phase of any software process or any process. This is a million dollar phase and if any software system is failed in this phase then entire

Implementation has basically three important phases

1. Software Installation Installation is very easy and it automatically provides path setting and icon.

2. Database ConfigurationThis requires some effort design of database on customer system and gives authorization to administration.

3. Training Training to user just take 6 hours, it require introduction to component and terms used in software

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Chapter 7

Summery and Conclusion

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Information is the raw material of planning. A quality planning effort cannot be accomplished without sound and adequate information. Information is provided in an organization by an inter-related set of procedures and process known as an information system.

HRIS is a tool that improves decision making capability and participation into corporate decision making system.

Introduction chapter present some term related with industry, HR department, problems related to interaction of HR and technology. Adaptation of technology in HR department is slower than any other department, so HRIS has slower rate of adaptation also. HRIS makes some changes in organizational work culture and make it more users friendly. In Architecture of HRIS, HRIS has two different class of architecture. One, theoretical structure, it describes several structures and all structure shows combination and interaction between components. Second, Design structure, it describes basic structure for programming and one can be selected on the basis of organizational size. I have found a significant difference between these two architectures, theoretical structure gives only high level contents and study, but design level study based on current available technology and programming capability.

HRIS need analysis is introduced in chapter 3; this study presents need of HRIS in organization and how an HRIS can satisfy expectation of organization. Database architecture is very much important. This chapter deals basic database architecture for HRIS in OPJIT, construction of basic tools of DBMS, Data storage, manage, security to data, availability of data and form of data, constraints on data etc. Design of database is processed in database architecture phase. Some advance tools of database are used in database construction like Cursor, Trigger and Business data intelligence.

HRIS for OPJIT is designed in Object oriented design method, chapter 5 describe several tool of analysis and design, Class diagram shows high level interaction, but object diagram shows internal structure and interaction.

Every design requires coding, HRIS is developed in VB.NET, and database system is SQLServer 2008 express Edition.

This system is very much feasible as technical and economical shown in chapter 6 and smoothly implemented at OPJIT.

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Conclusion

HR departments are usually not much happy with implementation of new technologies, that’s why very less number of software products are available in the market. Most of HR managers felt that current technologies could not give much support to HR department rather to data processing function. Many available HRIS support HR planning, employee management, recruitment, succession planning, training and development. But we have to do more work in this area to cover entire function of HRM. I have designed this software as per requirement of OPJIT and it has lots of future work to do like performance appraisal, and Risk management tools, task monitor, Succession planning etc.

HR work is basically people related work, department must have the knowledge of each and every employee, their strength and weakness, hobby, ambition, skill etc. HR people require a complete system with intelligence tools and capability to handle large volume of data. HRIS is in growing phase and it will definitely reach to that stage so that it becomes an integral part of HRM.

HRIS for OPJIT has all necessary functions and I include two tools in this architecture of HRIS; first, graph based automatic short listing process. Second, salary fixation system that provides statistics of all current employees and specific class of employees, expectation of the applicant and norms for particular class of job to HR manager during salary negotiation.

Finally, I think HRIS is not a data processing tool only but it is a privilege to HR department that helps us to think our system in different manner and become an integral part of corporate decision maker.

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