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Employee Management System UML Diagrams Use Case Diagram, Activity Diagram, State Chart Diagram or...

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Program: Group Practice on Analysis, Design & Documentation of Software Development Stage: 6 th Semester Subject: Software Engineering Project: Employee Management System Lecturer & Supervisor: Engineer Mohammad Ismail Khattab Due Date: Monday, June 01, 2015 Committee Members: 1. Mohammad Karim Shahbaz 2. Ehsanullah Omari 3. Sharifullah hodkhil
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Page 1: Employee Management System UML Diagrams Use Case Diagram, Activity Diagram, State Chart Diagram or State Machine, Sequence Diagram, Class Diagram, Deployment Diagram, Component Diagram

Program: Group Practice on Analysis, Design & Documentation of Software

Development

Stage: 6th Semester

Subject: Software Engineering

Project: Employee Management System

Lecturer & Supervisor: Engineer Mohammad Ismail Khattab

Due Date: Monday, June 01, 2015

Committee Members:

1. Mohammad Karim Shahbaz

2. Ehsanullah Omari

3. Sharifullah hodkhil

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1 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

Acknowledgement

This short thesis is regarding to the development of an application which

combines a web application and a desktop application for the organization of

“Jawed Afghan Agricultural Machinery and Equipment Manufacturing

Company”.

We are highly grateful to our lecturer, Engineer Mohammad Ismail Khattab

who provided us the opportunity to learn from and work on a project under his

kind supervision in this semester. We are also grateful to all of our classmates

for their kind guidance and support during our thesis project.

I wish to extend our regarding to all employees especially lecturers whose

invaluable directions and advices had enabled us to achieve our aims during our

studies at this Semester.

We are highly obliged to the director of the organization Mr. Haji Tur Malang

for giving us the opportunity to work for their organization. We also thank to

our team leader Mr. Mohammad Karim for his valuable guidance’s, and we are

thankful to all of our team members each Mr. Ehsanullah, Mr. Sharifullah and

Mr. Mohammad Karim.

We are thankful to our friends with whom we spent our time and learned a lot.

And,

At last, but not least we are thankful to our parents and families who encourage

us to study and who support us financially and who gave us the opportunity to

spend our golden time in learning.

“Seek Knowledge From Cradle To Grave.”

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Table of Contents About the paper ..................................................................................................... 3

Abstract ................................................................................................................. 3

CHAPTER 1 .................................................................. Introduction .................................................................................................... 4

Purpose ..................................................................................................... 4

Advantages of the system (EMS) .......................................................... 4

Problem Statement ................................................................................. 5

Project Description: ............................................................................... 5

Basic Features: ........................................................................................ 5

CHAPTER 2 ..................................................................

Part I .............................................................................................................. 6

Scenario ................................................................................................... 6

Part II ............................................................................................................ 7

UML Models ........................................................................................7

1. Use Case Diagram ....................................................................7

2. Activity Diagram .....................................................................8

3. State Chart Diagram..............................................................10

4. Sequence Diagram ................................................................12

5. Class Diagram .......................................................................14

6. Component Diagram .............................................................15

7. Deployment Diagram............................................................17

CONCLUSIONS ................................................................................................. 18

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About the paper

Analysis and Design Process covers a major phase of software development life

cycle as shown in the following figure.

The Analysis and design phase is the recursive nature of requirements. Process

usually starts with knowing of customer existing systems, customer needs,

expectations, constraints and elicitation of requirements. In the analyzing process,

requirements’ conflicts are removed. These requirements are then used in the

design process to define the functionality of proposed system and to document

functionality and architecture of the system. So, this paper is all about the analysis

and design process, next steps are the work to be done in the future.

Abstract

The system as such as it will be developed is called Employee Management

System (EMS). It is designed to be developed from the combination of a web

application and a desktop application. The web part of the system is for online

advertising and employment. The desktop application will store and manage each

employee data. The purpose of developing this software project is to register each

employee in the system and then manage each employee data and fully automate

attendance and salary calculation and management system.

Key words: Online advertising, recruitments, employee registration, employee

data maintenance, attendance and salary processing.

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CHAPTER 1 Introduction

The entire System of Employee Management (EMS) is designed to remove

problems in existing system and the organization will meet its specific aims. One

of the most important aims from the system is to provide detail profile of each

employee. As a result the system is most important for improving other systems

of organization like human resources management.

The role of EMS is to centralize the repository of staff data including recruitment,

attendance and salary. An effective Employee Management System helps to

generate accurate and timely employee information to fulfill the objectives.

EMS keeps the record of employee joining date, leaving date, assets provided. It

manages salary of employee according to the attendance. It also focuses on the

capabilities and facilities provided by the company. Without an employee

management system it is tedious to control employees.

Purpose:

The system is designed to satisfy employees by delivering services like salary

accurately, on time and quickly. Employees are managed easily. Employee

attendance and salary systems are automated. The system will store all staff data

and transactions.

When needed, it will take just a few seconds to find out the background of an

employee, his/her work status, services and responsibility to the organization.

It’ll also facilitate keeping records of employees, such as their date of hiring &

date of leaving. So all the information about an employee will be available in a

few seconds. It’ll also make it very easy to generate statistical data or custom

data, like finding a certain set of employees.

Advantages of the system (EMS): 1. Providing a comprehensive information picture.

2. Increasing the speed of information transactions.

3. Improving employee satisfactions by delivering services timely, more

quickly and accurate to them.

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Problem Statement:

The problem definition for designing the system is to maintain data of

employee, to make easy controlling of employees, to divide jobs and

access control between employees, to use technology for accurate and

timely processing by fully privacy and fully authority access.

The objective of the project is to set up employee information system

about status of employee and attendance of employee and monthly

salary process and delivery.

To eliminate or reduce as much as possible the hardships of existing

system and avoid errors while entering data. No formal knowledge is

needed for user to use the system. Whole system is completely

protected.

Project Description:

The project is designed to fulfill requirements of employees, saving

and retrieving information, attendance and salary expectations

processing.

The system provides a recruiting committee part to process applicant

application, an admin part to register employees, a manager part to

manage staff data, an employee part to mark attendance or see his/her

details/status and a finance part to control payment of salary.

Basic Features:

1. Online advertising

2. Accepting applications

3. Registering new employees

4. Creating accounts and attendance for employees.

5. Employees can check their details/status and mark attendance.

6. Employee, Manager or administrator see their performances.

7. Calculating net salary and delivering according to attendance.

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CHAPTER 2

Part I

Scenario Scenario according to dictionary: a written plan of the characters and events in

a play or film, taking about the way in which a situation may develop.

Scenario is an important issue in software engineering, it is like a story of

functions of the system and working with system. Scenario is better to explain

major parts and functions of the system. So, we have written the following

scenario for our project of Employee Management System:

A jobless person follow advertisements on websites to find a job. At the

time of viewing websites he/she find a job advertised from Jawed Afghan

Agricultural Machinery Manufacturing Company. Then he/she click on

the link and see description of job then apply for job.

Applicant application is analyzed by recruitment committee of the

company, if it was acceptable then schedule applications and inform each

applicant to get present at specified time and location related to company

for test and/or interview.

Applicant get informed so he/she go to the specified place on time for

giving test and/or interview, if test and/or interview failed then inform

applicant from rejection.

If applicant passed test and/or interview then he/she is registered in the

system as an employee by admin. Then create account and specify time

and days of work for employee.

In Registration process the admin need employee’s personal information

like: name, date of birth, national identity no/ passport no, mobile, email,

dependents, educational information like: field of study, qualification,

experience and other related information such as health problems, more

responsibilities than this job and so on.

After that, when time and days of work are specified then manger create

him/her attendance according to work time and dates then maintain it.

Manager can view or update employee details or status.

Employee login to system each work day and mark attendance of current

date or view his/her own details.

Manger calculate net salary at the end of each month for employees

according to attendance and it is viewed and approved by admin.

When salary was approved by admin, then Finance is responsible to pay

salary approved by admin, payment is possible to send employee’s

account or giving a check.

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Part II

UML Models Use Case Diagram: Use Case Diagram is the combination of use cases of a system, a use case shows

a single function of the system. By looking at the use case diagram the

stakeholder will know what functionality the system have or will be included.

They will know exactly who will be interacting with system. And identify

which functionality is excluded. So, we have designed the following use case

diagram for our project:

Applicant/

Employee

Finance

EMS

Overtime, BonusStatus, Tax, Absentees

includeinclude

Pay Salary

CheckAdd to Account

extendsextends

Recruitment

Committee

Admin

Manager

See Advertisements

Apply For Job

Schedule Applications/ Inform

Test/ Interview

Inform Applicant (accept/ reject)

Register New Employee

Create Account for New EMP

Determine Work Time and Days

Create Attendance/ Maintain

Update Employee Details (status)

View Employee Details

Calculate Net Salary

Approve Net Salary

Mark Attendance

Figure 2.1 shows use case diagram for EMS

Figure 2.1 shows major functions of the system. System is designed to be interacting

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with five actors, Applicant/Employee, Recruitment committee, Admin, Manager and finance. Applicant request for job, recruitment committee process it, if it was acceptable then admin register him/her, manager create attendance and calculate net salary and finally finance pay salary.

1. Activity Diagram Activity diagram is combination of activities for a system. An activity is a

function performed by the system. Activity diagram are used to show overall

control flow of system. Our project need four activity diagrams because there

are different parts and flows of system. So, we have designed four activity

diagrams, first activity diagram for employee recruitment, 2nd for employee

registration, 3rd for attendance and 4th for salary as show the following:

.

Applicant Recruiting

Committee

Following

AdsOther

Sources

Informed About Jobs

Applying for Job Analyzing Application

AcceptableNot

Acceptable

Schedule

Application

Inform

Applicant

Rejected Scheduled

View

Response

Test Interview

Informed

Applicant

Figure 2.2 shows Activity diagram for EMS Employee Recruiting part

Figure 2.2 describes employee recruitment flow of process. Here we have two actors

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9 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

interacting with system, Applicant and Recruitment committee. Applicant apply for job, recruitment committee process it until applicant is accepted or rejected.

EMPLOYEE

Provide Requisites

Create

Attendance

ADMIN MANAGER

Register New Emp

Determine Work Time

and Days

Create Account

Figure 2.3 shows Activity diagram for EMS Employee Registration part

Login

True

False

View

Details

Log out

Mark

Attendance

Correct

Show Error

Message

incorrect

Remarking

Figure 2.4 shows Activity

diagram for EMS Employee

attendance part

Figure 2.3 shows employee registration process. We have three actors in it,

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10 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

Employee, Admin and Manager. Applicant provide requirements, admin register him, and manger create him attendance of working days. Figure 2.4 shows Employee attendance marking flow. Just login to the system with his/her account and mark attendance of current work day.

Show Basic

Salary

Overtime Absentees

DecreaseDecrease

Showing Net

Salary

MANAGER ADMIN FINANCE

Pay SalaryApprove Net

Salary

Figure 2.5 shows Activity diagram for EMS Salary Payment part

Figure 2.5 shows salary payment process, three actors are involved, Manager, admin and finance. Manger calculate net salary, admin approve it and finance deliver to employee.

3. State Chart Diagram

State Chart Diagram is also called State Machine. It describes the flow of

control from one state to another state. States are defined as a condition in

which an object exists and it changes when some event is triggered. So the most

important purpose of state char diagram is to model life time of an object from

creation to termination. As a result, state char diagram shows the possible states

of an object and the transitions that cause a change in state. We have designed

four state machines for our project. As state chart diagram is similar to activity

diagram so we will satisfy the following state machines:

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11 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

Applicant Recruiting

Committee

Ads Other Sources

Informed About Jobs

Preparing Application Analyzing Application

AcceptableNot

Acceptable

Schedule

ApplicationRejected Scheduled

Viewing

Email

Test Interview

Informed

Applicant

Follow

Send to job organization

Inform applicant

Preparing

Result

Send to

applicant

Providing

Requirements

Go for test and interview

Apply

Figure 2.6 shows State Chart diagram for EMS, Employee Recruiting part

Show Basic

Salary

Overtime Absentees, Tax

DecreaseIncrease

Showing Net

Salary

MANAGER ADMIN FINANCE

Approve Net

Salary

Calculate Net Salary

Add to Basic Slary Decrease from Basic Salary

Pay

Salary

ApprovedRequest for approving

Figure 2.7 shows State Chart diagram for EMS, Employee Salary payment part

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12 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

4. Sequence Diagram

Sequence Diagram is an interaction diagram that shows how processes operate

with one another and in what order. It shows, as parallel vertical lines (lifelines),

different processes or objects that live simultaneously, and as horizontally

arrows, the message exchange between them in the order which they occur. It is

primarily used to show interaction between objects in the sequential order that

occur. Interaction means sending or receiving messages. So we have designed

the following Sequence diagram for recruitment portion:

Applicant

View the organization jobs

Jobs Recruiting Committee

Applicant Application not Accepted

Application was Accepted and Scheduled

Testing and Interview

Recruited

Test and Interview Passed

Test and Interview Failed

Applicant Passed Test/Interview and Informed

Figure 2.8 shows Sequence diagram for EMS, Employee Recruitment part

Informed/liked

Send Application

Manager Admin Finance

Approve Net Salary

Salary Paid

Pay Salary

Calculate Net Salary

Figure 2.9 shows Sequence diagram for EMS, Employee Salary Pament part

Figure 2.8 shows sequence of functions for employee recruitment. 4 Objects are involved: Applicant see jobs then send application, recruitment committee analyze

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application and schedule it, applicant give test and/or interview, if passed then informed from recruitment committee that he/she is recruited. Figure 2.9 also show sequence of salary payment. Manager calculate net salary admin approve and finance pay.

Employee

Provide Requisites

Admin Manager

Register new Employee

Determine Working tiem/days

Create Account for him/her

Attendance

Create Attendance

Figure 2.10 shows Sequence diagram for EMS, Employee Registration part

Employee

Login to System with his/her account

System Attendance/ Details

View Details

Mark Attendance

Logouted

Logout From System

Logout From System

Figure 2.11 shows Sequence diagram for EMS, Employee Registration part

Figure 2.10 Shows sequence of functions required to register an employee.

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14 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5

Figure 2.11 shows sequence of jobs for employee to mark attendance or view his/her details.

5. Class Diagram Class diagram is a static diagram which represents the static view of an application. Class diagram is not only used for visualizing, describing and documenting different aspects of a system but also for constructing executable code of the software application. The class diagram describes the attributes and operations of a class and also the constraints imposed on the system. It shows a collection of classes, interfaces, associations, collaborations and constraints. It is also known as a structural diagram. The purpose of the class diagram is to model the static view of an application. So, we have designed two class diagrams because the system have two part, a web part and a desktop processing part:

+...()

+Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-...

Employee

+...()

+Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-...

Details

11

*

+...()

+UserName : string

-Password : string

-Phone : string

-...

Account

1

1

1

*

+...()

+Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-...

Admin

+...()

+Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-...

Manager

*

+...()

+Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-Date/Time : string

Attendance

1

*

1

+...()

-Basic_Salary : int

-Overtime : int

-Absentees : int

Net_Salary

1

*

Figure 2.13 shows Class diagram for EMS, Employee Data control part

Create

Ca

lcu

late

Cre

ate

Ha

s

Mark

1

+Net_Salary() : int

+Date() : string

+Ramaining() : int

+...()

+Name : string

-Address : string

-Phone : string

-...

Finance

1

*

Give Salary

Register_empVie

w

1

*

Vie

w,U

pdate

Vie

w1*

Figure 2.13 show Classes and some of basic attributes and functions for employee data control.

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+Emp_Recruiting() : object

+.....()

-Organization_name : string

-Organization_Type : string

-Organization_phone : string

-Organization_address : string

-...

Organization

+Total Ads() : object

+.....()

-Name : string

-Type : string

-No : string

-...

Advertisement1 *

+.....()

-Name : string

-Age : string

-Sex : string

-Address : string

-Phone : string

-...

Applicant * 1* *

+...()

-Recruitment_No : int

-Recruitment_type : string

-....

Recruitment_Commettee

1

1*

1

View

Ap

ply

fo

r jo

b

Pu

blis

h

Has/ include

Give Test/

interview

Figure 2.12 shows Class diagram for EMS, Employee Recruitment part

Figure 2.12 shows class diagram for recruiting an applicant. Advertisements are published by organization. Applicant view more advertisements. Many applicants apply for one job. Organization has a committee for recruitment, and many applicants give test/interview to recruitment committee.

6. Component Diagram

Component diagram is different in terms of nature and behavior. Component

diagram is used to model physical aspects of a system. Now the question is

what are these physical aspects? Physical aspects are the elements like

executable files, libraries, other files, documents etc. which resides in a node.

So component diagrams are used to visualize the organization and relationships

among components in a system. These diagrams are also used to make

executable systems. The purpose is also different from all other diagrams

discussed before. It does not describe the functionality of the system but it

describes the components used to make those functionalities. The following

Component diagram we have designed for our project:

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Employee_Recruiting

Organization.php

Recruitment.php

Applicant.php

Employee_data

Admin.java Manager.java

EMP_Details.javaFinance.jave Net_Salary.java

Attendance.java

DataBase.sql

Directory

Directory

Accounts.java

Figure 2.14 shows Component diagram for EMS

Ads.phpMore_files

Directory

Emp.java

History,xml

Figure 2.14 shows important components of the system to be developed. As such as the system has two parts web based and desktop based applications. So, we have two directories, one for employee data control to place all desktop base files and one for web base application to place web relate files. We want to develop web part using PHP. And desktop application using java. In web application we will use another directory to place some other needed files than .php like .xml, .jpg, .html, .css, .javascript, gif….In desktop application we also need a database file to store data and privileges in it.

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7. Deployment Diagram

Deployment diagrams are used to visualize the topology of the physical

components of a system where the software components are deployed.

Deployment diagrams consist of nodes and their relationships. Deployment

diagrams are used for describing the hardware components where software

components are deployed. Component diagrams and deployment diagrams are

closely related. Our project will satisfy the following major hardware source as

described under in the Diagram:

Internet

Server

Data Storage

Printer

Employee

Admin

ManagerFinance

Scanner

Applicant

Ethernet

Figure 2.15 shows Deployment diagram for EMS

Modem

Recruitment

Committee

Figure 2.15 describes the physical hardware requirements to run the application

in it. A LAN network is established to connect all sources to each other, Internet

is necessary and connected to the Ethernet through a modem that is accessible

to all users connected with Ethernet. Recruitment committee can post jobs on

the web, then applicant can see it and then apply using internet. A server is

needed to manage protect the system with policies like access control and

authority access to different users. Behind of the server a database file is placed

to warehouse all data and data transactions. A printer and a scanner is also

shared between users through the LAN network.

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CONCLUSIONS

This documents had shown that UML specification is an important specification

to ensure the completeness of an information system. And from the above work

and discussion it is concluded that the UML is a powerful modeling language to

solve scientific problems. In this paper a complete modeling of recruitment

process, registration, attendance and salary process has been done through the

UML and its results are shown in the form of graphs.

Mapping from design into implementation is an important process in software

development life cycle. This EMS shows an example of effective way to

organize staff details for an organization. The combination of all modules into

one application will ensure the perfect platform to manage employee data and

store for further use in the future.

REGARDS

Thank You


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