HRMS_SDD

Software Design Document

For

Organizational HRMS

Version <1.0><Status: Approved>

Project Guide: Syed Mohamed [email protected]

Signature:

Aswathy V AM.EN.P3MCA11014 [email protected]

Jeena Daniel AM.EN.P3MCA11026 [email protected]

Sandhya S Pillai AM.EN.P3MCA11050 [email protected]

GTI Pvt. Limited 03 April 2014

Software Design Document for Organizational HRMS Page ii

Table of Contents

Table of ContentsRevision History1. INTRODUCTION………………………………………………………………….1

1.1 Purpose……………………………………………………………………..11.2 Scope…………………………………………………………………….....11.3 Overview…………………………………………………………………...11.4 Reference Material…………………………………………………………11.5 Definitions and Acronyms…………………………………………………1

2. SYSTEM OVERVIEW………………………………………………………….2-43. SYSTEM ARCHITECTURE……………………………………………………..4

3.1 Architectural Design……………………………………………………….53.2 Decomposition Description…………………………………………….6-183.3 Design Rationale……………………………………………………....18-19

4. DATA DESIGN…………………………………………………………………...194.1 Data Description………………………………………………………19-27

5. HUMAN INTERFACE DESIGN………………………………………………..285.1 Overview of User Interface……………………………………………….285.2 Screen Images…………………………………………………………28-315.3 Screen Objects and Actions………………………………………………31

6.OTHER DESIGN FEATURES………………………………………………32-37

Revision History

Name Date Reason For Changes Version Signature of Guide

Software Design Document for Organizational HRMS Page 1

1. INTRODUCTION

The Software Design Document is a document to provide documentation which will be used to aid in Software development by providing the details for how the software should be built. The SDD is performed in two stages. The first is a preliminary design in which the overall system architecture and data architecture is defined. In the second stage, i.e. the detailed design stage, more detailed data structures are defined and algorithms are developed for the defined architecture.

1.1 Purpose

Through Software Design Document, we get an overview of the system and the software that are used. i.e., Within the Software Design Document is narrative and graphical documentation of the software design for the project. The intended readerships of the document are the developers of the system

1.2 Scope

This document describes the detailed design of the “HRMS”, including the system architecture, class diagrams, and data flow diagrams. Component design of the system will be described as well. In addition, data design will be described, both in the system and in the database. Finally, the design of the human interface will be described.

1.3 Overview

This document will discuss the system architecture, data design, component design and human interface design.

1.4 Reference Material

[1] Michael Blaha, James Ram Baugh “Object Oriented Modelingand Design With UML”, Prentice Hall; 2 Edition.[2] Elmasri/Navathe, “Fundamentals of Database Systems”, Addison Wesley-3rd Edition.[3] Ian Somerville “Software Engineering”, Addison Wesley; 7 edition (3 Jun 2004)[4] Wikipedia – http://en.wikipedia.org/wiki/Human_resource_management_system.[5] D.Freitag and A.McCallum. 1999. Information extraction with HMMs and shrinkage.[6] IEEE Paper “Resume Information Extraction with Cascaded Hybrid Model”

1.5 Definitions and Acronyms

SDD – Software Design DocumentHRMS – Human Resource Management SystemHR – Human ResourceUML – Unified Modeling LanguageAdmin – Administrator.


2. SYSTEM OVERVIEW

A Human Resources Management System (HRMS) is a software application that combines human resources functions, including Administration, Employee Self Services, Payroll, Attendance, Recruiting and Mailing system.

Main Modules:

Admin Module

The admin module is the central controller of the system where the HR manager or other appointed personnel perform all system administrator tasks. This includes defining organization structure, pay scale, maintaining schedule, recruiting and other information that serves as the backbone for the rest of the system. Security issues are taken care of through this module as well by defining user rights and permissions.

Features: Have an organized structure by defining company information. Organize employee job information by defining job titles, pay grades, employment

statuses. Manage the Work Scheduling. Manage the recruitment process. Manage the attendance. Manage Interviews

Employee Self Service Module

Employee self-service is a powerful tool providing employees of the company with the ability to view relevant information such as personal information, updating personal information. The functionality of this module spans through the entire system, making information available anywhere, anytime.

Features: Allow employees to log-in to the system and update their personal information

independently. The ESS users will have limited access within the system as a security measure. The application comprises a leave application module and approval from their supervisor

can be performed from the system itself. Employee can view his attendance, leave and salary details.

Leave Management Module

Leave Management module enables you to apply for leave online, view leave balances and track all your employee leave information from one central place. Employees' leave transactions are accurately tracked and leave balances are automatically updated.

Leave management contains every employee's leave application, approval, cancellation and rejection status at all times.

Multiple leave policies and rules can be configured in one single system. Auto update on leave balance of all employees.


Trace leave history and status Email reminders to remind you of upcoming staff leaves and holidays Managements Reports generated easily to know current leave balances, leave requests,

adjustments made and user information at the click of a button Allow employee to apply leave directly from the system and admin may approve or

reject the leave.

Payroll Module

Payroll is very simple, flexible and user-friendly management software that takes care of all your requirements relating to accounting and management of employee payroll. Payroll stores the complete record of the employees, generates pay-slips, computes all allowances and deductions and generates all statutory reports.

Features: Manage employee information efficiently. Creates salary structure. Generate pay-slip. Generate and manage the payroll processes according to the salary structure assigned to

the employee.

Time Attendance Module

The time attendance management system is a web application development tool which will be used across the organization to track the Employee attendance and its information. RFID Based Attendance System is used for daily employee attendance in companies.

Features: The attendance of the employee will be taken by RFID tags and will automatically get

stored in the database. Employee can view his attendance. Employees can view published schedules from their own login. Admin can manage the schedules. The system records details such as arrival and departure of employees besides

maintaining information regarding their personal and official profiles.

Recruitment Module

Recruitment management system is a comprehensive system to manage the entire recruitment processes of an organization. It facilitates the information flow of a company within HR departments. It helps recruiters to easily manage the candidate resumes, posts jobs, shortlist eligible candidates and manage candidate interview.

Features:

Creates forms for different categories of applicants. Creates vacancy notice online Search applications on the basis of given criteria, sort, display in easy-to-use format;

convert to spreadsheet or PDF format.


One time registration leads to Automatic Profile creation. Resume parser allows extracting candidate information from resumes.

Mailing System Module

The mailing module is to provide a quick, flexible and secure means of communication among the employees of an organization. The main aim of the system is to send and receive mails spontaneously without requiring the parties be available at the same time. Since the system aims at secure communication, the employees need to acquire a unique email address by registering with the admin via the organization’s website.

Features: Provides Intranet email facility among employees of the organization. Works as a standalone application without requiring any external resources from the

internet. Featured access to organizational resources. Offers secured authentication schemes for the access to mail accounts. Effective communication management via quick and accurate transfer of mails.

3. SYSTEM ARCHITECTURE

This section will describe the system architecture in terms of the architectural design, decomposition description and design rationale.

3.1 Architectural Design



3.2 Decomposition Description

LEVEL 1 DFD Login System

LEVEL 2 DFD Login System


LEVEL 1 DFD Personal Information Management

LEVEL 1 DFD Recruitment System






LEVEL 1 DFD Time Attendance System


LEVEL 2 Time Attendance System

LEVEL 1 DFD Leave Management System


LEVEL 2 DFD Leave Management System


LEVEL 1 DFD Payroll System


LEVEL 1 DFD Mailing System


CLASS DIAGRAMS

Time Attendance


Recruitment System


Mailing System


3.3 Design Rationale

The 3-tier architecture was selected for the following reasons: Separation of functionality from presentation and database: this gives better

understanding and control of the code. Change Management: it's much easier to manage changes in the architecture. Maintainability: each layer can be maintained without affecting other layers. Extensibility: it's easier to extend the system in this architecture because boundaries


between layers are clear, and so adding new functionalities requires modifying the corresponding layers only.

Reusability: we can reuse the application layer, for example, in other similar applications.

Performance: better performance since the load is less on the client.

4. DATA DESIGN4.1 Data Description

Login

Employee Basic Details

SNO Column Name Data Type Description1 Eid Int Identification number2 Username Varchar(50) User Name3 Password Varchar(20) Password4 Usertype Varchar(20) User Role

SNO Column Name Data Type Description1 Empid Int Employee id2 Fname Varchar(50) First Name3 Mname Varchar(50) Middle Name4 Lname Varchar(50) Last Name5 Blood Varchar(20) Blood Group6 Nationality Varchar(20) Nationality7 Status Varchar(20) Marital Status8 Dob Date Date of Birth9 Dlicense Varchar(20) Driving License Number10 Gender Varchar(10) Gender11 Profilepic Profile Picture


Employee Contact Details

SNO Column Name Data Type Description1 Eid Int Identification number2 Address Varchar(30) Contact address3 City Varchar(20) City4 State Varchar(20) State5 Zipcode Int Zip postal code6 Country Varchar(30) Country Name7 Homephone Int Home Telephone number8 Mobile Int Mobile number9 WorkTelephone Int Work telephone number10 Email Varchar(30) PersonalEmail address

Employee Education Details

SNO Column Name Data Type Description1 Eid Int User Identification number2 Edlevel Varchar(50) Bachelor/UG/Master3 Institute Varchar(50) Name of the College4 Specialization Varchar(50) Major Subject5 Eyear Int(4) Join year6 GPA/Score Varchar(50) Score7 Estartdate Date Course start date8 Eenddate Date Course end date

Skills

SNO Column Name Data Type Description1 SkillName Varchar(50) Skill Name2 SkillInfo Varchar(50) Skill Information

Employee Skills

SNO Column Name Data Type Description1 Eid Int Identification number2 Skillname Varchar(50) Skill Name3 Year_exp Int(4) Years of experience4 Comments Varchar(100) Personal comments


Employee Work Experience

SNO Column Name Data Type Description1 Eid Int Identification number2 Company_name Varchar(50) Company name3 Job_Title Varchar(30) Designation4 From_date Date Join date5 To_date Date Resigned date6 Location Varchar(20) Company Location7 Reference Varchar(20) Reference Person name8 Ref_number Int Reference person’s work

telephone number

Employee Commencement details

SNO Column Name Data Type Description1 Eid Int Identification number2 Join_date Date Join date3 Probation_enddate Date End date of probation4 Date_permanency Date Date of permanency

Salary Paygrade

Salary ComponentsSNO Column Name Data Type Description1 Component_name Varchar(50)2 Type Varchar(1) Earning(E) or Deduction(D)3 Value_type Varchar(1) Percentage(P) or

Amount(A)4 Cost_to_company Varchar(1) Y/N

SNO Column Name Data Type Description1 Paygrade Varchar(20) Pay Grade2 Minsal Number Minimum Salary3 Maxsal Number Max Salary


Job Titles

SNO Column Name Data Type Description1 Job_title Varchar(50) Job designation2 Job_description Varchar(200) Description3 Job_specification Varbinary File4 Pay_grade Varchar(20) Paygrade

Job CategorySNO Column Name Data Type Description1 Job_categoryname Varchar(30) Job Category2 Description Varchar(100) Job Description

Employment StatusSNO Column Name Data Type Description1 Status Varchar(30) Status2 Info Varchar(100) Information

Employee Job detailsSNO Column Name Data Type Description1 Eid Int Employee id2 Job_title Varchar(50) Job Title3 Emp_status Varchar(30) Status4 Job_category Varchar(30) Category5 Location Varchar(30) Location6 Sub_unit Varchar(30) Department7 Effective_date Date Date of Permanency8 Basic pay Int Basic Salary

Employee Salary detailsSNO Column Name Data Type Description1 Eid Int Employee id2 Sal_component Varchar(30) Salary Component3 Amount Int Amount4 Effective_date Date Validity

Salary historySNO Column Name Data Type Description1 Eid Int Employee Id2 Trans_date Date Transfer Date3 Amount Int Amount4 Account number Int(10) Bank No


Project Details

SNO Column Name Data Type Description1 Pid Int Project ID2 pname Varchar(50) Project Name3 pinfo Varchar(2000) Project Information4 P_manager Int Project Manager

Task Details

SNO Column Name Data Type Description1 Taskname Varchar(30) Task Name2 Pid Int Project Id3 Startdate Date Start Date4 Expect_enddate Date End Date5 Supervisor Int Employee id

Shift DetailsSNO Column Name Data Type Description1 Shiftname Varchar(30) Shift Name2 From Time Time From3 To Time Time To4 Hrs_perday Int Hours

Employee Assigned Task Details

SNO Column Name Data Type Description1 Eid Int Emp Id2 Taskname Varchar(30) Task Name3 Shiftname Varchar(30) Shift Name

Work week

SNO Column Name Data Type Description


1 Day Varchar(20) Dayname2 Shiftname Varchar(30) Shiftname

Holidays

SNO Column Name Data Type Description1 Holiday_name Varchar(30) Holiday2 Start_date Date Start Date3 End_date Date End Date4 Full_half_day Varchar(1) Full(F) or Half(H)5 Repeats_anualy Varchar(1) Y/N

Job Vacancy details

SNO Column Name Data Type Description1 Job_title Varchar(50) Job Title2 No_vacancy Int Number of Vacancies3 Hiring_Manager Int Employee id4 Status Varchar(1) Published(P) or Not(N)5 Effective date Date Date of expire6 Location Varchar(20) Location7 Subunit Varchar(20) Department

Interview details

SNO Column Name Data Type Description1 Interview_id Int(Auto) Interview Id2 Interview_name Varchar(30) Interview Name3 Start_date Date Start Date4 End_date Date End Date5 Time Time Time of Interview6 Venue Varchar(50) Venue7 Procedure Vaarchar(100) Interview Procedure

Assigned interviewsSNO Column Name Data Type Description1 Job_vacancy_title Varchar(50) Vacancy Title2 Interview_name Varchar(30) Interview Name

Candidate Registration


SNO Column Name Data Type Description1 Can_email Varchar(255) Email id2 Name Varchar(50) Candidate Name3 Resume Varchar(255) Resume Path

Candidate Personal Details

SNO Column Name Data Type Description1 Can_id Int(Auto Increment) User Identification number2 Username Varchar(50) User Name (email id)3 Password Varchar(30) Password4 Name Varchar(50) Name5 Gender Varchar(50) Gender6 Address Varchar(50) Address7 Zipcode Varchar(50) Zipcode8 Mobile Varchar(50) Mobile No9 Contact_Email Varchar(50) Email Id

Candidate Education Details

SNO Column Name Data Type Description1 Can_Id Int User Identification number2 Username Varchar(50) User Name3 SchoolName Varchar(50) Name of the School(10th)4 Institute_Name_bachelo

rVarchar(50) College

5 Year_bachelor Int(4) Pass out year6 Bachelor_in_sub Varchar(50) Specialization7 Bachelor_score Int Score8 Institute_Name_PG Varchar(50) College9 Year_PG Int(4) Pass out year10 PG_in Varchar(50) Master Degree11 PG_Score Int Score

Candidate Experience Details

SNO Column Name Data Type Description1 Can_Id Int User Identification number2 Username Varchar(50) User Name3 Company Varchar(50) Company name4 Location Varchar(20) Company Location5 Year Year Join date6 Skills Varchar(100) Skills


Candidate Job Application

SNO Column Name Data Type Description1 Id Int User Identification number2 Username Varchar(50) User Name3 Post_applied_for Varchar(50) Applied Job Post4 Date_of_apply Varchar(50) Date of Apply5 Status Varchar(50) Status6 Resume_path Varchar(50) Resume Path

Shortlist

SNO Column Name Data Type Description1 Can_id Int Candidate Id2 Job_post_title Varchar(50) Job Title3 Shortlist_date Date Shortlist Date

Leave Types

SNO Column Name Data Type Description1 Ltype Varchar(20) Leave Type2 Ldesc Varchar(50) Leave Description

Leave EntitlementsSNO Column Name Data Type Description1 Leave_type Varchar(20) LeaveType2 Valid_from_date Date From Date3 Valid_to_date Date To Date4 No_days int No of Days5 With_or_without_pay Varchar(1) Y/N6 Supervisor Int Employee id


Leave RulesSNO Column Name Data Type Description1 Leave_type Varchar(20) Leave Type2 Eid Int Eid

Employee Leave

SNO Column Name Data Type Description1 Ltype Varchar(20) Leave Type2 Empid Varchar(20) Employee ID3 Lbegdate Date Leave Begin Date4 Lenddate Date Leave End Date5 Balance_leave Int Balance days6 Status Varchar(20) Approved/Rejected/

Pending7 Reason Varchar(100) Reason to take leave8 Leave_rqst_date Date Request issued date

Mails

SNO Column Name Data Type Description1 Eusername Varchar(50) Employee id2 Email_local_id varchar(20) Employee intranet email id

SNO Column Name Data Type Description1 id Int(Auto Increment) User Identification number2 efrom varchar(20) Email from3 eto varchar(20) Email to4 esub nvarchar(50) Email Subject5 emessage nvarchar(MAX) Email Message6 Eattachment Varbinary(MAX) Email Attachment7 isInbox bit Is Inbox8 isOutbox bit Is Outbox9 isDraft Bit Is Draft10 isTrash bit Is Trash11 username varchar(50) User name12 edate Datetime Email Date


Organization infoSNO Column Name Data Type Description1 SubUnit Varchar(50) Department2 Location Varchar(50) Location3 Address Varchar(255) Address4 Pincode Int(10) Pincode5 Phno Int(20) Phone Number

5. HUMAN INTERFACE DESIGN

5.1 Overview of User Interface

“Organizational HRMS” is a web-based system. The application will be accessed over the Internet. All features will accessible through the web site.The dialogues to be established must be simple and easily understandable. The language to be used in the system is English.

Step-By-Step interfaces will be provided to user for the HRMS process. The interface will be visual and in case of errors and bugs in any of the communicative

tasks the interface must provide information to the user through messages in rich text box or through message box.

It will be multitasking window oriented interface. Interface must be less typographic and should be instructive.

Proper shortcut keys in the main screen must be given. Process successful and completion messages will be provided. Exit, Cancel, Next, Start and Finish buttons will be provided. It will allow the user to interact with the product using mouse and keyboard

5.2 Screen Images


Login Page

Add Employee Page


Employee List Page

Reports Page


5.3 Screen Objects and Actions


For each actor in the system, there is a corresponding interface class. These classes will implement the required methods for controlling the interaction between the user and the interface.

6.OTHER DESIGN FEATURES

Activity Diagram

Recruitment System


Mailing System


Time Attendance


Leave Management System


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