Human Resource System

Christine. K. J. Mlambo C096824R

Chinhoyi University of Technology

Department of ICT and Electronics

Chitungwiza City Council April 2011 to February 2012

This project is submitted in partial fulfilment of the requirements for the Bachelor of Technology in computing and Information Technology

CONTENTS
CHAPTER 1: INTRODUCTION 1.1 1.2 1.3 1.4 1.4.2 Introduction........................................................................................................ Problem Definition............................................................................................... Project Definition................................................................................................ Evaluation of Options......................................................................................... Resource Requirements....................................................................................... 3 4 7 8 8

CHAPTER 2: FEASIBILITY STUDIES 2.1 2.2 2.3 Economic Feasibility............................................................................................ Technical Feasibility............................................................................................ Social Feasibility.................................................................................................. 10 11 11

CHAPTER 3: SYSTEM ALTERNATIVES\METHODOLOGY 3.1 Exploration.......................................................................................................... 3.2 Tools.................................................................................................................... CHAPTER 4: SYSTEM SPECIFICATION\ANALYSIS 4 System specification\ Analysis............................................................................ CHAPTER 5: SYSYTEM DESIGN 5 System Design...................................................................................................... CHAPTER 6: SYSTEM EVALUATION 6.1 System evaluation................................................................................................ 6.2 Conclusion.............................................................................................................

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CHAPTER 1
1.1 INTRODUCTION My project is a software that is going to be used by Human Resource staff at Chitungwiza City Council as Human Resource management system. I decided to work on this project because the human resource department is not computerized. They have only two machines to run the payroll system. At the moment they are using a manual system which includes files which are used to store employee details. If you get a job you will have a file which will contain all your information, information such as name, surname to mention just a few. This manual system does not have a backup system. All files are stored in cabinets. There are disadvantages of the file system which includes the following: y y y y y y y y y y y y It is tiresome to search for a file of any an employee There is no backup system if the employee file is lost, it is lost. No security most of employee have access to these files that one can steal and even change some information. This system can cause chaos if a file is misplaced. It is time consuming as one has to fill a file and given an employment number and if a certain file is needed, it takes time to look for it. There is no space in the office as it is filled with cabinets full of employee files. If a mistake occurs when allocating employment numbers it takes time to realise it and solve the problem. A lot of paperwork is included A lot of employees are needed to do a job which can be done by two employees in a computerized environment. Easily can a file be misplaced Files can be easily destroyed by fire of water A lot of stationary is needed such as files, bond paper to print forms and ball point pen.

The system is expected to be their resource system where it is capable to add an employee in the database. Delete if there is need. Edit the employees information, to view all employees in the database and create an employment number. The system will be linked to a database which will store employee details and any other processed information. It should be able to add, delete and edit the employees information. The system is to work in an environment with strict monitoring to make sure that no one is capable of accessing the information of employees. This is because this system does not have the login process or any password. Hence passwords will be on the users account on the domain to protect the information.

1.2 PROBLEM DEFINITION In this section I am going to describe how the manual system works. If a someone get a job at the city council, the organization will need some information about the employee to keep. So if someone gets a job, a new file taken from the storeroom specifically for the employee. All employee details will be kept in this file including your application letter. On the top of the file they write your full name and employment number. Then they will ask some questions and taking down the answers for filing. The employee will then be given an employment number. They give employment numbers in a systematic way for example if the last person to get a job was given employment number two the next will get three. There is the issue of grades. Grade increase as employees position increases. They are thirteen grades at the municipality. The general hand which is the lowest position and grade is one and the town cleck is grade thirteen. So grade determines your salary. The grades are given considering the position you are going to have and also how educated the employee is. All attaches fit from grade one to seven. These files are kept in metal cabinets. These cabinets have drawers, on the drawers they are labelled one to hundred, hundred and one to two hundred. This means that all files which belongs to employees with employment numbers one to hundred are found in that cabinet. Challenges which are faced by the Human Resource department due to the use of the filing system are: y y y y y y y y y It is time consuming searching for a file especially if it is misplaced. There is no backup system for all their information; if it is lost it is lost. Tiresome to calculate the leave days for each employee after taking a leave. Updating information is trick as employees are never encouraged to update. Files smartness are at risk and some of them are in tatters because if there is need to approve or for example to change grade it will be carried office to office. Takes time to realise if a file is missing Time consuming to capture information of an employee. No security of data and can easily be easily destroyed by water and fire It costs them in the long run, to buy all the resources such as files, for new employee or replacing the tattered ones, bond paper, printing costs.

Solution which they suggested is: y They want this department to be computerised hence in need for a system which caters for human resources.

They also suggested the characteristics of the system they want, which are: y y y y y y y y y y y y Easy to train other users. A system which does not cost a fortune. A system which will allow them to run tapes as backup. A system which will generate an employment number on its own. A system which will not include paperwork of any sort. A system which is user friendly and simple. Do their jobs effectively. A system which reduces redundancy by all means. Something that is easy to manage and maintain. A system which is easy to introduce or teach\train someone new to use it. A system which is easier to apply in almost every environment. Lastly something that is fast.

A conclusion I was able to come up with after I obtained the above information from the human resource department: With the above information I concluded that this department is tired of paperwork. They want a system which will rule out paper work and reduce daily costs. They want the department to be computerized since they believe that they are backwards compared to many organisations. Also that they want a system which is cheap and affordable, but solving their problem. They also want something that is fast and which is easy to manage.

Below are advantages and disadvantages of having and using a system: Advantages y y y y y y y y y y A lot of time is saved because it is easier to search for a file, to update or make backup tapes. There will be a lot of space in the department since cabinets will no longer used Efficiency will increase Redundancy will be minimised as far as possible. Duplication of data must be maximised. It is cheaper to have a system in the long run. It is fast Less laborious. Smart Less tiresome
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Disadvantages y y y y y Marginalise human resources They cannot work if there is no power. Which may lead to capturing data on forms and later transfer it in the system when power comes back? Hacking of information especially when using wireless internet. Expensive in a short run Training users will be required

1.3 PROJECT OBJECTIVES The system is expected to do the following tasks: y y y y y To create a new file for an employee To edit the information To view all the employees the database To delete information if there is need To search any employee from the database

Solution which I managed to up with to solve the problem y y y Do nothing Buying a package and integrate. ( commercial-off-the-shelf packages) To produce a system they want myself

1.4 EVALUATION OF OPTIONS In coming up with these solutions they have to have to be evaluated to see which solution will be the best and able to fit the customers needs. Below I am going to come up with a table with advantages and disadvantages of the options above. Options Do nothing Advantages Disadvantages y No cost will be encountered y It is not innovative by the organisation. y The problem will be y No changes that will disturb there to stay workers y As time increases operational cost will increase. y Cheap in the long run y It is expensive so it takes time to raise cash to buy y Efficient increases it y Reduces the number of y Need to pay trainers to employees needed to do train employees work y Takes time to alter it to y Saves time as it only takes suit your environment time when alterations are y Expensive to implement done y Marginalise human y Reduces redundancy close to resources zero y It is fast y Less laborious. y Smart y Less tiresome

Commercial-offthe-shelf packages

A system I am going to design

y y y

y y

y y y

y y y y y

Cheaper as I know the resources they have Specifically designed for them Training costs will be eliminated since it can be done from within Very efficient compared to the manual system Reduces the number of employees needed to do the work Cheaper in the long run Saves time Ability to expand the system, adding functions of the system There will be a lot of space in the department since cabinets will no longer used Duplication of data must be maximised It is fast Less laborious. Smart Less tiresome

y y y

Hardware and software upgrade costs Expensive to implement Takes time to be delivered to the customer/organisation Marginalise human resources

1.4.2 RESOURCE REQUIREMENTS The following resources are going to be needed for the full development and functioning of the system. Hardware The following table lists the minimum and recommended hardware requirements for the system to work Component Processor RAM Disk Recommended Core 2 duo processors that are each 2.4 GHz or faster. 2 gigabyte DDR 3 2 GB NTFS file system formatted NTFS file system-formatted partition with a minimum of partition with 10 GB 10 GB of free space DVD drive DVD drive or the source Minimum 3 gigahertz(GHz)
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Drive

Display Network

OS HDD y Software Printer

copied to a local or networkaccessible drive 1024 * 768 (aspect ratio 4:3) Any higher resolution monitor will do. 56 kilobits per second (Kbps) 56 Kbps or faster connection connection between client between client computers and computers and server. server Windows XP service pack 3 Windows 7 (Service Pack 1) 160 Gig 320 Gig

The software needed will include the following: y y y y Microsoft office 2007 Microsoft Visual Studio 2010 SQL server 2008 An up to date antivirus.

CHAPTER 2
FEASIBILITY STUDIES In this section I am going to try and answer the question if it is possible to do the project under certain conditions or constraints covering economic feasibility, technical feasibility and social feasibility. The first step is to identify if there are other means we can use to or alternatives to solve the problem or come up with a solution. I then compare these options with the system that I want to develop to see if its feasible. I compare the economic, social, and technical implications of having to do this project with the other proposed solutions. The proposed solutions are: y y y Do nothing Buy commercial-off-the-shelf packages Creating the system I want to create

The most important thing is to identify several viable alternatives for my project so that the organisation may assess and then compare them to select the best one for the organisation. Out of the above options, I have to see which one is the most feasible putting into account the project that I want to do and comparing its feasibility with the other options. 2.1 ECONOMIC FEASIBILITY This is a procedure to determine the benefits and saving that are expected from a candidate 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. Potential costs and benefits of the project Type Quantitative Potential costs Potential benefits y Hardware and software y Reduced operational upgrades costs y Supports costs for the y Reduced personnel software costs as the staff will be reduced y Expected operational costs y Reduced stationary y Training costs for users to and resources cost learn the software y A lot of time will be saved y Increased uncertainty in y Positive public employees due to fear of perception that your change organisation is
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Qualitative

Negative public perception due to reduction in employees

y y

innovative Reduced paperwork Faster and efficient in processing of information Easy to create backup

2.2 TECHNICAL FEASIBILITY It refers to the ability of the process to take advantages of the current state of technology in pursuing further improvement. Technical capability of the personnel as well as the capability of the available technology should be considered. Technology transfer between geographical areas and cultures needs to be analysed to understand productivity loss due to differences. This evaluation determines whether the technology needed for the proposed system is available or not. This system can be made in any language which can support good user interface and easy database handling. During this study I will identify the existing computer systems (hardware and software) of the concerned department and determine whether these technical resources are sufficient for the proposed system or not. If they are not sufficient, I will suggest the configuration of the computer systems that are required. Financial resources and budget are also considered. The main objective of technical feasibility is to determine whether the project is technically feasible, provided it is economically feasible

2.3 SOCIAL FEASIBILITY This addresses the influences that a proposed project may have on the social system in the project environment. The ambient social structure social structure may be such that certain categories of workers may be in short supply or non existence. The effect of the project on the social status of the project participant must be assessed to ensure compatibility. It should be recognised that workers in certain industries may have certain status symbols within the society. It is also a determination of whether a proposed project will be acceptable of the people or not. This determination typically examines the probability of the project being accepted by the group directly affected by the proposed system change.

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CHAPTER 3
SYSTEM ALTERNATIVES/METHODOLOGY

3.1 Exploration of the various options y y y Do nothing Commercial-off-the-shelf packages A system I want to create.

Do nothing A valid option is to remain with the status quo and not implement a system at all, having in mind that I d not have to automate everything. Advantages y y No cost will be encountered by the organisation. No changes that will disturb workers

Disadvantages y y y It is not innovative The problem will be there to stay As time increases operational cost will increase.

Doing nothing, even I have in mind that I do not have to automate everything, is not a good solution in this case because the problem will not be solved. The problem will be there to stay. As for now there is need for a system to solve the problem or a new way if it is there to reduce paper. Commercial-off-the-shelf packages This is a software which an organisation can buy from the shelf. It is already designed. When it is bought it is altered to fit in the environment which the owner wants to use it in. Advantages y y y y y Cheap in the long run Efficient increases Reduces the number of employees needed to do work Saves time as it only takes time when alterations are done Reduces redundancy close to zero
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y y y y

It is fast Less laborious. Smart Less tiresome

Disadvantages y y y y y It is expensive so it takes time to raise cash to buy it Need to pay trainers to train employees Takes time to alter it to suit your environment Expensive to implement Marginalise human resources

Buying a package can be a good solution but more cost will be encountered as there is need to integrate or alter the system to suit the environment. Also to find trainers to train the human resource department staff to use the system to its maximum efficient. When this system was designed it was never designed with the city council in mind hence does not know the resources the organisation have. There will be need to upgrade resources so as to meet the requirements of the system. For example hardware and software upgrade.

Creating the system I want to create: This system, I will I start from the scratch. Bearing in my mind the budget they have and the characteristic they want in the system. Advantages y y y y y y y y y y y y y y Cheaper as I know the resources they have Specifically designed for them Training costs will be eliminated since it can be done from within Very efficient compared to the manual system Reduces the number of employees needed to do the work Cheaper in the long run Saves time Ability to expand the system, adding functions of the system There will be a lot of space in the department since cabinets will no longer used Duplication of data must be maximised It is fast Less laborious. Smart Less tiresome

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Disadvantages y y y y Hardware and software upgrade costs Expensive to implement Takes time to be delivered to the customer/organisation Marginalise human resources

Creating this system is the best solution as I will have in mind all they want on the system. Also the kind of cash they are willing to use to have the system. The other advantage is this system can be improved or can be added a lot of functions which includes leave application or can be added a lot of function which includes leave application or creating each and every employee to have an account whilst it is being used. There can be a continuous improvement and upgrade of the system as time moves.

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3.2 TOOLS SOFTWARE TOOLS y y y y Microsoft office 2007 Microsoft visual studio 2010 SQL server 2008 An up to date anti-virus

HARDWARE TOOLS Processor RAM Disk Drive Display Network OS HDD 3 gigahertz(GHz) 2 gigabyte DDR 3 NTFS file system formatted partition with a minimum of 10 GB of free space DVD drive 1024 * 768 (aspect ratio 4:3) 56 kilobits per second (Kbps) connection between client computers and server. Windows XP service pack 3 160 Gig

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CHAPTER 4
SYSTEM SPECIFICATION\ANALYSIS Functional Requirement This looks into the functions the system should perform. What the system is capable or able to do. The system I am going to design is going to: y y y y y To add a new employee into the database Search for a an employee in question Allows the user to view all the employees in the database Edit the information Delete information if there is need.

Non-functional Requirements y y y y It should be fast Provides data security Easier to use Less complex

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CHAPTER 5
SYSTEM DESIGN
Interface data processing segment (IDPS) Microsoft visual basic xDRs

Noaa unique products

employees

Tailored pdcts
service request service responses

Mission management centre Human resources

instrument status

NPOSES Data exploitation (N.D.E)

noaa unique system

Comprehensive large array stewardship system (CLASS) The system i am designing

algorithms Product developers IT crew operational service request standardsxDR enhancement requirement reports

components

Management Human resource

Integrated program office (IPO)

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entities

system

relation between This diagram is used to represent the external factors that interact with the system at hand. It pictures the systems at the centre, with no details of its interior structure. It focuses attention on the external factors and events that should be considered in developing a complete set of system requirements and constraints. It shows the interaction between the system and other actors with which the system designed to interface. It shows baseline interaction between system and actors, actors and system or systems and systems. It shows the entire system as a single process and gives no clues to its internal organisation.

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Visual Basic Application server

Noaa unique products

User

Viewing all files

Request Results for Search Add an Employee Finance Department Resources Human Resources Management Systems Add an employee into the database

Algorithms Product developers IT crew View all Files Human Resource Operational Standards

Take care of the system Interface standards Comprehensive Large Array Steward Ship System

The Visual basic application server is there to take request from the human resource staff and send it to the system. The finance department makes sure that all resources are provided for the system to run smoothly. Product developers write algorithms and sends them to the system for the system to work. The system responds to the to the algorithms and shows the developers it is working the way it needs to, it answers to the needs of the users to make life easier. The system answers to all the users as the user sends command to the system. As the comprehensive Large Array ship system takes care of the system and the system protects it with the interface.

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DATA FLOW DIAGRAMS COMMANDS eg add

Command capture

Command timeline executive

status

tl

cmd
Command executive

status

cctm

t l cmdscmd status

cetm ce cemt

RT command

Telementry output Other elements

other tm

This diagram shows what kind of data will be input to and output from the system. Where the data will come from and go to. Also shows where the data will be stored. Also show interaction between the system and external agents which act as data sources and data sinks.

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add an employee

Captured add i the Application Server

Command timeline executive

add an employee

checks time

cmd
Database in the Server

status

cctm

t l cmdscmd status as search

command done Checks if command is done in time Edit

Edited

Telementary output Added

Other elements

other tm

When the command sent it goes to the application server. The application server sends it to the database server. The database server then sends an answer to the application to tell it if the command is done. The database then sends information to the records in the database. The application then checks in the records if the command is done. The database checks if the command sent was done on time to the command timeline executive then sends a report or the status of the command to the database and to the telemetry output. Also it will send the same answer to the records in other elements which in turn will send it to the telemetry output. Other Elements also sends the time it was done and other commands for check. The command timeline will send the answer to database

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Flow Chart

add to database Database send an answer

Human Resources Management

send a commamd

Human Resource Staff

Key:

Database

System

Data flow

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Design User interface

The user interface is a visual basic form which comprise of buttons, labels and tetboxes. Labels are used to tell the user what is needed in the boxes. Textboxes allows the user to write required information. Buttons they send the command the use want to the application server. Psuedocode for html forms to access databases Dim cn as new HRm database Connections Cn.connectionstring= provider= Microsoft.jetHRM Database 4.0 Data Source= |Directory|. Datamdb; Persistant Security Information= True Cn. Open Cn. Close

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CHAPTER 6
SYSTEM EVALUATION The system I designed and created will be able to solve their problem of using paperwork and able to computerize the department. It is cheap and it fit in their budget very well hence saving the organisational money. Since this system was designed to suit the organisations environment it will be easy to use, to train the other users or any new staff. It is a good system since more function can be added on it whilst it is in use. Functions which can be added to this system are leave application process, accounts for each and every user and also entering overtime hours. However data security is very poor since the system does not have a login process. The insecurity of data increases if they introduce the use of wireless internet. To cater for this weakness I suggested that each and every employee who will be using this system to have an account on the domain which has a strong password to protect data. This system has to increase its functions for it to be the best and also for it to maximise the available resources. Functions like leave application process, accounts for each and every user and also entering overtime hours need to be added. I also failed to rule out the paperwork as they wanted it. Leave application includes a lot of paperwork which needs to be filed. I failed to meet all the needs required by the organisation, though I produced something that they can use for the time being.

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CONCLUSION
PublicClassForm1 PrivateSub Form1_Load(sender AsSystem.Object, e AsSystem.EventArgs) HandlesMyBase.Load pnlEmployees.BringToFront() EndSub PrivateSub Button5_Click(sender AsSystem.Object, e AsSystem.EventArgs) Handles Button5.Click Cursor = Cursors.WaitCursor txtFname.Clear() txtsname.Clear() txtDepartment.Clear() txtLevel.Clear() txtEmployeeDetails.Clear() Employee_RecordsTableAdapter.Fill(HR_ManagementDataSet.Employee_Records) pnlEmployees.BringToFront() Cursor = Cursors.Default EndSub PrivateSub Button4_Click(sender AsSystem.Object, e AsSystem.EventArgs) HandlesbtnOk.Click Cursor = Cursors.WaitCursor Ifcheck() Then Dimfname, sname, department, empdetailsAsString DimdatejoinedAsDate Dim level AsInteger fname = txtFname.Text sname = txtsname.Text department = txtDepartment.Text empdetails = txtEmployeeDetails.Text datejoined = txtDate.Text level = txtLevel.Text DimrowsaffAsShort = Employee_RecordsTableAdapter.InsertEmployee(fname, sname, department, level, empdetails, datejoined) Ifrowsaff = 1Then MsgBox("Employee record successfully added") Else MsgBox("Sorry, addition failed") EndIf txtFname.Clear() txtsname.Clear() txtDepartment.Clear() txtLevel.Clear() txtEmployeeDetails.Clear() Employee_RecordsTableAdapter.Fill(HR_ManagementDataSet.Employee_Records) pnlEmployees.BringToFront() EndIf Cursor = Cursors.Default EndSub PrivateFunctioncheck() IftxtFname.Text = ""Then 25

MsgBox("Enter first name") ReturnFalse ElseIftxtsname.Text = ""Then MsgBox("Enter surname") ReturnFalse ElseIftxtDepartment.Text = ""Then MsgBox("Enter department") ReturnFalse ElseIftxtLevel.Text = ""Then MsgBox("Enter level") ReturnFalse ElseIftxtEmployeeDetails.Text = ""Then MsgBox("Enter employee details") ReturnFalse EndIf Try DimnumAsInteger = txtLevel.Text Catch ex AsException MsgBox("Please enter an integer value for level") ReturnFalse EndTry ReturnTrue EndFunction PrivateSub Button1_Click(sender AsSystem.Object, e AsSystem.EventArgs) Handles Button1.Click txtFname.Clear() txtsname.Clear() txtDepartment.Clear() txtLevel.Clear() txtEmployeeDetails.Clear() btnOk.Visible = True btnUpdate.Visible = False pnlEdit.BringToFront() EndSub PrivateSubbtnUpdate_Click(sender AsSystem.Object, e AsSystem.EventArgs) HandlesbtnUpdate.Click Cursor = Cursors.WaitCursor Ifcheck() Then Dimfname, sname, department, empdetailsAsString DimdatejoinedAsDate Dim level, id AsInteger fname = txtFname.Text sname = txtsname.Text department = txtDepartment.Text empdetails = txtEmployeeDetails.Text datejoined = txtDate.Text level = txtLevel.Text id = lblID2.Text DimrowsaffAsShort = Employee_RecordsTableAdapter.UpdateEmployee(fname, sname, department, level, empdetails, id) 26

Ifrowsaff = 1Then MsgBox("Employee record successfully Updated") Else MsgBox("Sorry, updating failed") EndIf txtFname.Clear() txtsname.Clear() txtDepartment.Clear() txtLevel.Clear() txtEmployeeDetails.Clear() Employee_RecordsTableAdapter.Fill(HR_ManagementDataSet.Employee_Records) pnlEmployees.BringToFront() EndIf Cursor = Cursors.Default EndSub PrivateSub Button3_Click(sender AsSystem.Object, e AsSystem.EventArgs) Handles Button3.Click Cursor = Cursors.WaitCursor IflblID.Text<>""Then Dim id AsInteger = lblID.Text Dim result AsDialogResult = MessageBox.Show("Are you sure you want to delete record with ID = "& id &"?", "Continue Deleting?", MessageBoxButtons.YesNo) If result = Windows.Forms.DialogResult.YesThen DimrowsaffAsInteger = Employee_RecordsTableAdapter.DeleteEmployee(id) Ifrowsaff = 1Then MsgBox("Record successfully deleted") Employee_RecordsTableAdapter.Fill(HR_ManagementDataSet.Employee_Records) EndIf Else MsgBox("You haven't selected any acount for deleting") EndIf EndIf Cursor = Cursors.Default EndSub PrivateSub Button2_Click(sender AsSystem.Object, e AsSystem.EventArgs) Handles Button2.Click Cursor = Cursors.WaitCursor IflblID.Text<>""Then Dim id AsInteger = lblID.Text Employee_RecordsTableAdapter.FillByID(HR_ManagementDataSet.Employee_Records, id) btnOk.Visible = False btnUpdate.Visible = True pnlEdit.BringToFront() Else MsgBox("You haven't selected any acount for editing") EndIf Cursor = Cursors.Default EndSub PrivateSub Button4_Click_1(sender AsSystem.Object, e AsSystem.EventArgs) Handles Button4.Click 27

Dim search AsString = txtSearch.Text If search = ""Then MsgBox("You haven't provided the search name") Else Employee_RecordsTableAdapter.FillSearch(HR_ManagementDataSet.Employee_Records, search) EndIf EndSub EndClass

This is the project of human resource and the above is the code of this system.

I want to thank all of those who helped me with this to come to pass. Actually it is a dream that has finally come to pass.

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