APPROVAL

This is to acknowledge that this work entitled Employee Record Management System has been
done under my supervision and is now ready for submission to the department of computer
science and information technology.

Signature …………………………………… Date: ………………………………

SSENYUNJA ISAAC

i
 DECLARATION
I the under signed, certify that the material contained in this report is my own finding and does
not contain unreferenced or unacknowledged material. The literature and citations from other
people’s work have been duly referenced and acknowledged in the text, footnotes and
bibliography. I also warrant that the above statement applies to all the attached project
implementation and all associated documentation.

Signature:……………………………………………..Date……./…......./………….

KATUMBA MIKE

ii
 DEDICATION
This report is dedicated to my parents Mr.Kiggundu Gerald and Mrs.Getrude Kiggundu who
have seen me through the tedious moments of working hard to accomplish this task. It is also
dedicated to my fellow students and relatives who support and pray for my success. May GOD
bless you abundantly!

Also to my Supervisors and at some point also my lecturers at Kampala University-Luwero

Campus who have been a great source of inspiration and courage throughout my years of study
and research, May the good Lord bless you and grant you your heartily desires.

iii
 LIST OF TERMINOLOGIES

EMS – Employee Management System

MSS – Management Self-Service

HRMS – Human Resource Management System

ERMS-Employee Record Management System

HOD – Head of Department

iv
 ACKNOWLEDGEMENT
I would like to thank the following people for the support and encouragement they have availed
during my study period. First and foremost, to my parents for the daily support and
encouragement to overcome accomplishment.

I am grateful to, the Heads of the School of Computer Science and Information Technology-KU
for their continued support and guidance during the study time.

Am indebted to my girlfriend Blessing who stood by me at the times of study, thanks for your
cooperation.

Not forgetting the Almighty GOD who has been there with me throughout my academic years at
Kampala University. He has given me good health all through the time of research and to the
completion of this training.

v
 LIST OF ACRONYMS
IT……………………………………..Information Technology

HRM………………………………..Human Resource Manager

ERP…………………………………Enterprise Resource Planning

IS……………………………………. Information System

AI …………………………………….. Artificial Intelligence

KU…………………………………….Kampala University

HOD…………………………………….Head Of Department

HRM……………………………………Human resource Manager

MYSQL…………………………………My structured Query Language

HTML…………………………………....Hyper Text Markup Language

CSS……………………………………….Cascading Style Sheets

PHP……………………………………….Hypertext Preprocessor

HR………………………………………..Human Resource

vi
 ABSTRACT

Employees are the backbone of any company therefore their management plays a major role in
deciding the success of an organization. Employees Management Software makes it easy for the
employer to keep track of all records. This software allows the administrator to edit employees,
add new employees, transfer/promote/terminate employees. Each employee in the database is
associated with a position can be added and edited when need arises. Employees can be
transferred between positions easily without having to retype back their information in the
database. You can check to see if there are duplicate positions/employees in the database. Most
of all, the employer can assign tasks to employees and assess their progress in order to keep track
of employee performance.

A flexible and easy to use Employee Management software solution for small and medium sized
companies provides modules for personnel information management thereby organization and
companies are able to manage the crucial organization asset – people. The combination of these
modules into one application assures the perfect platform for re-engineering and aligning Human
Resource processes along with the organizational goals. This system brings about an easy way of
maintaining the details of employees working in any organization.

It is simple to understand and can be used by anyone who is not even familiar with simple
employees system. It is user friendly and just asks the user to follow step by step operations by
giving easy to follow options. It is fast and can perform many operations for a company.

The goal of this project is to design and develop an employee management system to fill existing
gaps in the management of employees.

vii
 Table of Contents
APPROVAL.................................................................................................................................................i
DECLARATION........................................................................................................................................ii
DEDICATION...........................................................................................................................................iii
LIST OF TERMINOLOGIES....................................................................................................................iv
ACKNOWLEDGEMENT...........................................................................................................................v
LIST OF ACRONYMS..............................................................................................................................vi
ABSTRACT..............................................................................................................................................vii
CHAPTER ONE..........................................................................................................................................1
1.1 Introduction.................................................................................................................................1
1.2 Background to the Study..............................................................................................................1
1.3 Statement of the Problem...................................................................................................................2
1.4 Objectives....................................................................................................................................2
1.4.1 Main Objective....................................................................................................................2
1.4.2 Specific Objectives..............................................................................................................2
1.5 Research Questions......................................................................................................................2
1.6 Scope of the Study.......................................................................................................................2
1.6.1 Geographical Scope........................................................................................................................2
1.6.2 Time Scope.....................................................................................................................................2
1.6.3 Content Scope.................................................................................................................................3
1.7 Significance of the Study.............................................................................................................3
CHAPTER TWO.........................................................................................................................................4
LITERATURE REVIEW........................................................................................................................4
2.1 INTRODUCTION.............................................................................................................................4
2.2 LITERATURE REVIEWS ON TOPICS RELATED TO THE PROJECT........................................4
2.3 REVIEWS ON SEVERAL SOFTWARE METHODOLOGIES.......................................................5
2.3.1 The Waterfall Model...................................................................................................................5
2.3.2 Reuse-oriented methodology......................................................................................................6
2.4 REVIEW OF POSSIBLE DEVELOPMENT TOOLS AND SOFTWARE TO BE USED................6
2.4.2 Database Management System MySQL.........................................................................................7
2.5 REVIEW OF SIMILAR SYSTEMS..................................................................................................8

viii
 2.6 SUMMARY......................................................................................................................................9
CHAPTER THREE...................................................................................................................................10
METHODOLOGY....................................................................................................................................10
3.0 Introduction.................................................................................................................................10
3.1 Study area........................................................................................................................................10
3.3 Sampling method and procedure..................................................................................................10
3.4 Data collection techniques...........................................................................................................10
3.5 System analysis............................................................................................................................11
3.6 System design..............................................................................................................................11
3.7 System testing and validation......................................................................................................11
3.7.1 White box testing......................................................................................................................11
3.7.3 Black box testing......................................................................................................................12
CHAPTER FOUR.....................................................................................................................................13
System Analysis, Design and Implementation...........................................................................................13
4.1 Introduction.....................................................................................................................................13
4.2 System study....................................................................................................................................13
4.3 Requirements and Analysis..............................................................................................................13
4.3.1 Problem of the existing System.................................................................................................13
4.3.2 Weakness of the current system................................................................................................13
4.3.3 Data analysis results..................................................................................................................13
4.4 Requirement Specification...........................................................................................................14
4.4.1 User Requirements....................................................................................................................14
4.4.2 Functional requirements............................................................................................................14
4.4.3 Non-functional requirements....................................................................................................14
4.4.4 System requirements.................................................................................................................15
4.5 System Design.............................................................................................................................16
4.5.1 Architectural design..................................................................................................................16
4.5.2 Entity Relationship diagram (ERD)..........................................................................................17
4.6 Presentation of Results/ Findings.................................................................................................18
4.7 Summary of Research results.......................................................................................................18
4.7.1 Results from Questionnaires, Interviews and Observation........................................................18
4.7.2 Results from the current system Design....................................................................................18
4.7.3 Results from implementation....................................................................................................18

ix
 4.8 The graphical user interfaces.......................................................................................................18
4.8.1 Welcome Screen.......................................................................................................................18
4.9 system testing and validation.......................................................................................................22
4.1.0 Strengths and weakness of the new system...............................................................................22
4.1.1 Strengths of the system.............................................................................................................22
4.1.2 Weakness of the new system....................................................................................................23
4.1.3 Results from testing and validating...........................................................................................23
CHAPTER FIVE.......................................................................................................................................24
Discussion, Conclusion and Recommendation..........................................................................................24
5.0 Discussion.......................................................................................................................................24
5.1 Conclusion.......................................................................................................................................24
5.2 Recommendations...........................................................................................................................25
REFERENCES..........................................................................................................................................26
APPENDICES.......................................................................................................................................28
Appendix: 1...........................................................................................................................................28
Appendix 2: Pseudo code......................................................................................................................29

x
xi
 CHAPTER ONE
1.1 Introduction

Employees are the backbone of any company, management of employee performance plays a
major role in deciding the success of the organization. The organization is situated in Masaka
and has a problem in management of employees. The current system running in the organization
is paper based. Kibinge Coffee Farmers’ Co-operative Society is still using cabinet files to store
records of stock and employee information. Useful data is scattered all over the place. In this
chapter, the researcher is going to discuss the solutions to the problems being caused by the
current system. The researcher will try to understand the manager’s expectations of the new
system which is to be developed for the organization.

1.2 Background to the Study

Employees are the backbone of any company therefore their management plays a major role in
deciding the success of an organization. Human Resource Management Software makes (HRMS)
it easy for the employer to keep track of all records. This software allows the administrator to
edit employees, add new employees as well as evaluate an employee’s performance. Employees
can be managed efficiently without having to retype back their information in the database. You
can check to see if there are duplicate positions/employees in the database.

A flexible and easy to use Employee Management software solution for small and medium sized
companies provides modules for personnel information management thereby organization and
companies are able to manage the crucial organization asset – people. The combination of these
modules into one application assures the perfect platform for re-engineering and aligning Human
Resource processes along with the organizational goals. This system brings about an easy way of
maintaining the details of employees working in any organization.

It is simple to understand and can be used by anyone who is not even familiar with simple
employees system. It is user friendly and just asks the user to follow step by step operations by
giving easy to follow options. It is fast and can perform many operations for a company.

1
1.3 Statement of the Problem

Manual handling of employee information poses a number of challenges. The use of paper work
in handling some of these processes could lead to human error, papers may end up in the wrong
hands and not forgetting the fact that this is time consuming. The fore mentioned problems can
be tackled by designing and implementing employee record management system. This system
will maintain employee information in a database by fully privacy and authority access. The
project is aimed at setting up employee information system about the status of the employee, the
educational background and the work experience in order to help monitor the performance and
achievements of the employee through a password protected system.

1.4 Objectives

1.4.1 Main Objective

To design an Employee Record Management System for Kibinge Coffee Farmers Co-operative
Society.

1.4.2 Specific Objectives

i. To design a database to store employee information.

ii. To design a user friendly front end for the user to interact with the system.
iii. To manage Employee Leave Sector.

1.5 Research Questions

i. How to design a database to store employee information?

ii. What are the challenges faced while designing a user friendly front end for the user to
interact with the system?
iii. How to manage employee leave sector?

1.6 Scope of the Study

1.6.1 Geographical Scope

The research will be conducted in Bukomansimbi district at the headquarters of Kibinge Coffee
Farmers’ Co-operative Society in Kyabiiri village where data was obtained from.

1.6.2 Time Scope

The research will be done in three months.

2
1.6.3 Content Scope

The research will majorly be on the development of the employee record management system.

1.7 Significance of the Study

 The study will intend to provide up to date literature for the academicians in the
Department of Information Technology of Kampala University plus other institutions and
the findings used as a basis for further research.

 The study will help Kibinge Coffee Co-operative society to solve issues related with
employee records.

3
 CHAPTER TWO
LITERATURE REVIEW

2.1 INTRODUCTION

This chapter summarizes the evaluation of the literature relevant to the Employee Record
Management System. It examines theories, concepts, approaches, methods and techniques
relevant to the project. Similar existing technologies relating to the development the EMS are
discussed.

2.2 LITERATURE REVIEWS ON TOPICS RELATED TO THE PROJECT

A HRMS refers to the systems and processes at the intersection between human resource
management (HRM) and information technology. It merges HRM as a discipline and in
particular it’s basic HR activities and processes with the information technology field whereas
the programming of data processing systems evolved into standardized routines and packages of
enterprise resource planning (ERP) software.

An organization or company with a very large number of employees manages a greater volume
of data. This activity can be daunting without a more sophisticated tool to store and retrieve data.
The various levels of sophistication can be examined by looking at the evolutionary aspects of
HR technology. These aspects can be characterized into four stages of development: Paper-based
systems, early personal computer (PC) technology, electronic databases, and Web-based
technology.

The benefits of automation are becoming widely known to HR and other areas of the business.
The focus has shifted to automating as many transactions as possible to achieve effectiveness and
efficiencies.

The technology of the future will be about speedy access to accurate current information, and
reliability to access this information via multiple systems will give organizations a strategic edge.
HR is expected to relinquish its role as sole owner of HR information, so that managers and
employees can use this information to solve their own problems using Web-based systems. This
new system will not necessarily mean reduction in HR staff. The new system will enable HR
professionals to focus on transforming information into knowledge that can be used by the
organization for decision making; it will be about HR and IT working together to leverage this

4
technology. A recent study by the Hackett Group, a business process advisory firm found that
high-performing organizations spend 25 percent less than their peers on HR because they use
technology effectively.

The two most popular Web-based HR applications used today are self-service for employees and
self-service for managers. These applications have enabled companies to shift responsibility for
viewing and updating records onto individual employees and have fundamentally changed the
manner in which employees acquire information and relate to their HR departments.

2.3 REVIEWS ON SEVERAL SOFTWARE METHODOLOGIES

A software development methodology is a collection of procedures, techniques, tools, and

documentation aids which will help the systems developers in their efforts to implement a new
information system.

There are a number of software development methodology each of which are adopted based on a
number of factors relating to the project e.g. Time, cost, incorporation of requirement changes
during the development process, system complexity, communication between customers and
developers, software criticality, size of the development team. These generic models are not
definitive descriptions of software processes. Rather, they are abstractions of the process that can
be used to explain different approaches to software development. You can think of them as
process frameworks that may be extended and adapted to create more specific software
engineering processes. Below are a selected number of models:

2.3.1 The Waterfall Model

The waterfall model is a sequential design process, often used in software development
processes. It takes the fundamental process activities of specification, development, validation,
and evolution and represents them as separate process phases such as requirements specification,
software design, implementation, testing, and so on.

5
Figure 2.1 the Waterfall Model

2.3.2 Reuse-oriented methodology

This approach is based on the existence of a significant number of reusable components. The
system development process focuses on integrating these components into a system rather
than developing them from scratch.

Figure 2.2 Reuse-oriented software engineering

2.4 REVIEW OF POSSIBLE DEVELOPMENT TOOLS AND SOFTWARE TO BE USED

The following are various development tools and software that could be used for the system.

2.4.1 PHP

PHP (Hypertext Preprocessor) is an open source server side scripting language, it is platform
independent, meaning it can work on all major operating systems. PHP supports many types of
databases including MySQL and is supported by a large community of users and
developers. PHP is an excellent choice for developing web based systems because it’s an

6
open source technology and has a large community of users and developers, this makes PHP a
language that is easy to learn and understand, furthermore coding solutions and bugs are resolved
quickly. The fact that PHP is platform independent gives the developer the freedom to develop
an application without worrying about the operating system on a user’s machine. PHP has
the ability to integrate with most web technologies thus it can be used as middleware.

2.4.2 Database Management System MySQL

MySQL is an open source database that is platform independent and can easily interface with a
number of scripting languages, it works best with PHP though. The number of advantages
of using MySQL which include, the ability to handle stored procedures, triggers, SQL and User
Defined functions. It also offers a high-speed data load utility and support for various drivers
(ODBC, JDBC, .NET, PHP).

Deploying a MySQL database has proved to be cheap and easy as it doesn’t require
special hardware or software requirements, it can work well on any web server but most
professionals recommend the apache web server. MySQL is an excellent database to use when
developing web based applications because its platform independent and can easily interface
with a number of scripting languages.

MS SQL (Microsoft SQL Server)

Microsoft SQL Server is Microsoft’s relational web hosting database used to store website
information like user information, it’s mostly used on windows servers and it is not free. It has
advanced features such as buffer management, logging and transaction, concurrency and locking,
replication services, integration services, stored procedures and triggers. MS SQL databases
work well with ASP.NET and also integrate well with other Microsoft products. MS SQL
has been used to support large enterprise applications worldwide, its most common use to
store data for Customer Relationship Management(CRM) systems in large organization that
need to keep track of their customers data for example mobile phone service providers, this
database though is not platform independent and is also expensive to implement. A lot of web
based help desk systems around the world created using ASP.NET or C# are all supported by MS
SQL database.

7
2.5 REVIEW OF SIMILAR SYSTEMS

OrangeHRM

OrangeHRM is a powerhouse human resources tool that any small or midsize business can benefit
from using. With OrangeHRM, you have options: You can download and install the system on
your own hardware, or you can purchase a hosted solution. To get prices for the hosted solution,
you have to contact them from their Request a Quote page.

Waypoint HR

Waypoint is the HR software for any small or midsize company looking for a platform that
nearly any user, of any experience level, can use. Waypoint HR can manage employee data,
which include:

• Personal details

• Holiday/sickness/absence history

• Employment/contract/job/salary details

• Discipline and grievance records

• Performance appraisals

• Exit interviews and termination

• A five-step add employee wizard

• Export reports to PDF

• Multi-site facility layering

Waypoint HR also offers an active online support forum, a dedicated support website
(which includes developer support), as well as an on-demand solution (for those that do
not want to bother with the installation of Waypoint HR on a local machine). To get a
quote for the on demand solution, visit this page, fill out the questionnaire, and wait to
hear from Waypoint HR.

8
2.6 SUMMARY

The literature review in this chapter has looked at a brief overview of existing HR and employee
management systems and what procedures have to be followed when executing these HR tasks.
Various front and back end technologies were also reviewed highlighting the advantages and
disadvantages of their use, lastly the chapter looked at the importance of security over the
Internet and suggested ways in which a web application can be made secure. The next chapter
will take a look at the system analysis of the developed system.

9
 CHAPTER THREE

METHODOLOGY
3.0 Introduction

This chapter shows the different fact finding techniques. That will be used such as research
design, study area, population of the study, sample techniques, system analysis and system
development.

3.1 Study area

The study was conducted at the headquarters of Kibinge Coffee Farmers’ Co-operative Society
in Kyabiiri village; the study involved workers, HRM and staff at Kibinge Coffee Farmers’ Co-
operative Society.

3.2 Study population

The study comprised of 40 elements. These were selected depending on the work they perform at
the project.

3.3 Sampling method and procedure

Stratified sampling was used to determine the sample size. Respondents were grouped into strata
depending on their respective departments and sampling was used on the top most level staff. In
this sampling, is where sample elements was selected by the researcher depending on the roles
played at the organization for the case of the director, accountant, HRM, casual workers and staff
from different departments.

3.4 Data collection techniques

3.4.1 Interview

Interview technique was used on the board of directors and more importantly the HRM. This
involved an interviewer and a respondent. The collected data was inspected, transformed, and
modeled with the goal of high lighting useful information, suggesting conclusions, and
supporting decision in making a system requirements specification document that will be used as
input in designing the system.

10
3.4.2 Written documents

This method included the use of manual files of the organization such as reports, forms, memos,
organizational chart, which provided information about the existing system and other
information about the existing employee management information systems on the internet.

3.5 System analysis

In analysis, the current system was studied in details, its loopholes identified and different data
was collected in order to come up with a system that covers these loopholes.

Here, data collection techniques such as interview and written documents were used. Data
collection techniques looked at analysis and comparison of other working systems and critique of
the current method by reviewing the possible requirements.

3.6 System design

In the design phase, the informational, functional, and network requirements identified during
the initiation and planning phases were converted into unified design specifications which were
used to script programs during the implementation phase. The design tools used were entity
relationship diagram and dataflow diagram and the following tools were also used;

MYSQL to design a database and PHP, HTML and CSS as interface tools for forms.

3.7 System testing and validation

The system was tested, implemented and validated to ensure the accuracy of the programmed
code and ensure that the system meets organizational and end-user requirements.

3.7.1 White box testing

This is a verification technique for software developers used to examine if their code work as
expected. This method was used to detect errors during software development. This made it easy
to test the product using different data and their responses to the system.

3.7.2 Usability testing

This is a technique used to evaluate the quality of the software. This is where random users are
used to test the product using different data and their response to the system is put into
consideration.

11
3.7.3 Black box testing

It is also known as functional testing. This technique was used to test the complete system. Black
box testing ignores all the whole system components and focuses only on the outputs generated
for a particular input.

Different data was used for each function to check if the right output is gotten. This was to check
the behavior of the system as per different input data.

12
 CHAPTER FOUR

System Analysis, Design and Implementation

4.1 Introduction

This chapter describes the design issues, structural layout of the data flow, software analysis
requirements specification, design and implementation of the system.

4.2 System study

During the research study, the researcher interviewed, observed and administered questionnaires
to some of the KCFCS administrators more so Human Resource Manager and found out that
they get hard time when it comes to store, manage and retrieving information of employees.

Their representative’s people of the current system being slow and the number of the Workers is
high compared to the working rate of the Human Resource Manager.

4.3 Requirements and Analysis

4.3.1 Problem of the existing System

A lot of time is wasted in the whole process of recording, maintaining, managing leave sector,
and retrieving data and sorting of the employee details.

4.3.2 Weakness of the current system

The current system does not allow the HR manager to sort, generate a report and update employee
details automatically because everything is done on paper.

4.3.3 Data analysis results

From the interviews conducted by the researcher, it was confirmed that the existing system had
some loop holes which prompted for an Employee Record Management System. According to
the results of data analysis by using Microsoft Office Excel, 69% of the respondents supported
the idea of developing the system, 21% were neutral while 10% criticized the idea of developing
the system because they were not used to computers.

13
4.4 Requirement Specification

4.4.1 User Requirements

These are requirements that the user of the proposed system want to accomplish and they are
expressed in the user terminology and perspective. The intended user of the system is the HR
manager and he/she only needs to have minimum computer and a printer and no need of
specialized technical knowledge is needed to use the system. The users’ requirements include a
system that is user friendly to extent that it enables the Admin to perform all tasks efficiently.

4.4.2 Functional requirements

These describes what the system should do, and the functionalities it should provide. Therefore,
an Employee record management system is expected to do the following:

i. The system should store, retrieve employee details from the database.
ii. The system should enable the administrator to input data (employee details) into the
system.
iii. The system should enable the administrator to manage Leave sector and service credits.

4.4.3 Non-functional requirements

This includes constraints that must be adhered to during the system development for example
operational costs, performance, reliability and others.

i. User friendly usages such as the interfaces with good colors are easy for the users to learn
and understand so as to effectively use the system.
ii. The system should have permissible information flows. Unauthorized users are denied
access to system information because there are limitation rights to certain users.
iii. The system should allow the system administrator to modify or delete data where and
when required.
iv. The system should be easy to maintain and allow functionalities to be added if need be to
enhance its operations.
v. The system should offer fast and efficient work to accomplish all the voting process.
vi. The system should restrict access to system information by unauthorized users.
vii. The system should track all users who try to login/logout of the system.

14
4.4.4 System requirements
The purpose of this section is to highlight on the implementation environment of the system.
This covers the hardware and software environments for the implementation phase of the system
design and development. A top-down design approach was used in structuring the program. The
system consists of modules and sub-modules which are linked up to facilitate easy flow of data
and control.

H/W System Requirement

Hardware Minimum system Requirement Optimal requirement

Processor Intel,Pentium,AMD,Intel Celeron Intel Pentium 4

Memory 512MB RAM 1 GB RAM
Disk Space 40GB 80GB
Bandwidth 10Mbps 100Mbps

S/W System Requirement

Software Minimum system requirement

Operating system Windows XP, Windows 7,8 and 10
15
 Web server Wamp server
Web browser Mozilla Firefox, Chrome or Opera
Scripts JavaScript and CSS
Database Management System MYSQL

4.5 System Design

This section describes the system design that is concerned with how the system functionalities
are provided by different system components. System design tools such as DFDs, ERDs, Context
Diagrams (Level 0 and Level 1 Diagrams) were used in the development of the system and its
Data Base respectively.

4.5.1 Architectural design

This involves decomposition of the system into various sub-systems as illustrated in the figure
below. It illustrates how the Database, ERMS, and the graphical user interfaces communicate
with each other.

Registers Employees
SYSTEM ERMS
ADMINISTRATOR DATABASE

4.5.2 Entity Relationship diagram (ERD)

An Entity Relationship (ER) diagram is used to visualize the system and represent the user’s
requirements. The ER diagram is used to represent entities and how they relate to one another.
The ER diagram in figure below shows the relationships between the entities, their occurrences
(multiplicities) and attribute

16
4.6 Presentation of Results/ Findings
This section discusses and establishes the presentation from the results and findings collected by
the data collection techniques, system implementation, testing and validation.

17
4.7 Summary of Research results

4.7.1 Results from Questionnaires, Interviews and Observation

From Questionnaires, interviews and observation conducted at KCFCS, the researcher found out
that current ERMS is manual, slow in nature, expensive and not perfect at all.

4.7.2 Results from the current system Design

In order to design the ERMS, relationship modeling was used and DFDs. DFDs were used to
examine data inputs, processes, outputs, and storage while showing how data moves in the
system. ERDs were used to find the entities, their attributes, and relationship between those
entities; this helped in the design of the system Data Base from these relations.

4.7.3 Results from implementation

Implementing the ERMS, many technologies were employed to bring the system requirements
and design into realization. This included mainly the use of PHP, Java scripts and MySQL for
the Database side.

4.8 The graphical user interfaces

This is a feature that allows all users in three categories to interact with the system. It
authenticates users to gain access to the data is meant for them whenever they need it. The GUI
allows users log onto the system to perform tasks that are meant for them according to the access
rights each one has.

4.8.1 Welcome Screen

This is an interface that introduces the system (index) to the intended users and it directs them on
what to do next.

Login for Admin

18
Admin’s panel

Registration of Employees
19
Service credits

Employees

20
Personal information

Add Leave Form

21
4.9 system testing and validation
The process of checking input of data of a system to ensure that it’s complete, accurate and
reasonable using the sample data. A suitable combination of validation checks ensures that most
errors are detected. This was done by presenting the system to the end users to check whether the
system conforms to the system specifications.

After system validation, adjustments were done accordingly to make the system more user
friendly.

4.1.0 Strengths and weakness of the new system

4.1.1 Strengths of the system

i. The developed system is user friendly
ii. ERMS counts the number of times a user logs in and out of it.
iii. It groups Employees into departments
iv. Real time feedback to the end user.
v. Its compatible to all platforms

22
4.1.2 Weakness of the new system
i. ERMS is limited to the end users who are computer literate.

4.1.3 Results from testing and validating

a. System testing

Testing and validating of Employee Record Management System involved performing tests such
as; unit testing, regression testing, system testing were carried out using sample data to make
sure that different modules are functional even when integrated in relation to system constraints
for validation and input.

b. System Validation

The researcher presented the working prototype of an Employee Record Management System to
the users so that they could use it and provide feedback about its performance. The researchers
collected the feedback from the users by employing an interview method with the help of an
interview guide.

23
 CHAPTER FIVE

Discussion, Conclusion and Recommendation

5.0 Discussion
The system was designed using WAMP server thus it can accommodate sharing of resources through the
network. This helps the different sessions of the system to be integrated hence functioning as a whole.

The system provides better performance and reliability since it is well protected from unauthorized and
unexpected errors through error handling and recovery mechanisms. This has been achieved by the use of
programming languages and tools like PHP, Query and JavaScript which ensures that the user enters only
what the system requires.

The application software provides the security required by many users because its security constraints are
in built in the code. It does not require security configuration of the deployment server thus authentication
is provided to the users of the system. The usability actions are catered for in this software version with
good user interfaces, well equipped with navigation tools and menus.

Conclusively, the system has been able to achieve the objectives that were set by the researchers.

5.1 Conclusion
To conclude the description about the project: The project developed using PHP and MySQL is
based on the requirement specification of the user and the analysis of the existing system, with
flexibility for future enhancement.

The expanded functionality of today’s software requires an appropriate approach towards

software development. This employee management software is designed for managers who
manage various activities within the and hence there is a lot of strain on the person who are
running the hostel and software’s are not usually used in this context. This particular project
deals with the problems on managing a hostel and avoids the problems which occur when carried
manually.

Identification of the drawbacks of the existing system led to the designing of computerized
system that is compatible to the existing system with the system which is more users friendly and
more GUI oriented.

24
5.2 Recommendations
To avoid the system being compromised, the system administrator (human resource manager) should be
the one and only person to use the system because more than one person would jeopardize the security
and privacy of the system. This system is recommended to be installed on windows operating
system platform and the database management system must also be installed properly..

25
 REFERENCES

OrangeHRM Open Source, Retrieved: November 4, 2013. From:

http://www.orangehrm.com/open-source-product-features-pim.shtml

A.S.SyedNavaz, A.S.SyedFiaz, C.Prabhadevi, V.Sangeetha, S.Gopalakrishnan, “Human

Resource Management System”, IOSR Journal of Computer Engineering (IOSR-JCE),

Volume 8, Issue 4 (Jan. – Feb. 2013) Page 62-71.

Julie Bulmash, “Human Resource Management and Technology”, Chapter 3

TECH HRM (Human Resource Management System), Retrieved: November 4, 2013.

From: http://www.techjetsolutions.com/brochure/TECHHRM.pdf

Renae Broderick, John W. Boudreau, “Human resource management, information

technology, and the competitive edge”, Academy of Management Executive, 1992 Vol. 6
No. 2

Centralized Employee Information, Retrieved: July 8th, 2014. From:

https://www.zoho.com/people/employee-management-system.html

HR and Employee Management Software, Retrieved: July 8 th, 2014. From:

http://www.getapp.com/hr-employee-management-software

Ian Sommerville, “Software Engineering”, 9th Edition, Addison-Wesley, 2011.

What is Enterprise Resource Planning (ERP)? Webopedia. Retrieved: January 17, 2014,
from: http://www.webopedia.com

Avison, D. and Fitzgerald, G. (2003).Information systems Development

Methodologies, Techniques and Tools.3rd Edition. McGraw-Hill Education Limited

Bershire

Zhiming, L, July 2002 ,Object-Oriented Software Development with UML Retrieved:

July 16th 2010. From:

http://www.iist.unu.edu/www/docs/techreports/reports/report259.pdf

26
Juan Manuel Munoz Palacio, Information systems development methodologies for
Datadriven Decision Support Systems, 2010,

Deitel, PJ & Deitel, HM, 2008, Internet & World Wide Web How To Program,

Dorling Kindersley, India

Web design best practices checklist 2009. Retrieved: October 17, 2009, from:
http://terrymorris.net/bestpractices/

Connolly, T, Begg, C, 2005, Database Systems A Practical Approach to Design

Implementation and Management, 4th Edition, Dorling Kindersley, India

Avison, D. and Fitzgerald, G, 2003. Information systems Development Methodologies,

Techniques and Tools, 3rd Edition, McGraw-Hill Education Limited, Berkshire

27
 APPENDICES

Appendix: 1

ACTIVITY JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT
Feasibility study
Proposal writing
Validating/approva l

System design
System testing And
implementation

Dissertation
documentation

System Defending
submission

28
Appendix 2: Pseudo code

<?php include('dbcon.php');include('header.php');?>

<body>

<?php include('nav-top1.php'); ?>

<div class="wrapper">

</br>

</br>

</br>

</br>

</br>

</br>

</br>

<div id="element" class="hero-body-index">

<div class="alert alert-info">

<p><font color=""><h2>Login</h2></font></p>

Enter the details to login your account

</div>

<hr>

<form method="POST" >

<table>

29
 <tr><td><font color="">UserName:</font>&nbsp;&nbsp;</td><td><input
type="text" name="UserName" class="UserName_hover"></td></tr>

<tr><td>...<td></tr>

<tr><td><font color="">Password:</font>&nbsp;&nbsp;</td><td><input
type="Password" name="Password" class="Password_hover"></td></tr>

<tr><td>...<td></tr>

<tr><td></td><td> <button class="btn btn-primary btn-large"

name="Login"><i class="icon-ok-sign icon-
large"></i>&nbsp;Login</button></td></tr>

<tr><td>

</td><tr>

</form>

</table>

</br>

<div class="error">

<?php

if (isset($_POST['Login'])){

$UserName=$_POST['UserName'];

$Password=$_POST['Password'];

$login_query=mysql_query("select * from user where UserName='$UserName'

and Password='$Password' and User_Type='Admin'");

$count=mysql_num_rows($login_query);

30
$login_query1=mysql_query("select * from user where UserName='$UserName'
and Password='$Password' and User_Type='User'");

$count1=mysql_num_rows($login_query1);

$row1=mysql_fetch_array($login_query1);

$f=$row1['FirstName'];

$l=$row1['LastName'];

$row=mysql_fetch_array($login_query);

$f=$row['FirstName'];

$l=$row['LastName'];

if ($count1 == 1){

session_start();

$_SESSION['id']=$row1['User_id'];

$_SESSION['User_Type']=$row1['User_Type'];

$type=$row1['User_Type'];

mysql_query("INSERT INTO history (data,action,date,user)VALUES('$f $l',

'Login', NOW(),'$type')")or die(mysql_error());

header('location:home_user.php');

if ($count > 0){

session_start();

$_SESSION['id']=$row['User_id'];

$_SESSION['User_Type']=$row['User_Type'];

$type=$row['User_Type'];
31
mysql_query("INSERT INTO history (data,action,date,user)VALUES('$f $l',
'Login', NOW(),'$type')")or die(mysql_error());

header('location:home.php');

}else{

?>

<div class="alert alert-error">

<button class="close" data-dismiss="alert">×</button>

Please check your UserName and Password

</div>

<?php }

?>

</div>

</div>

</br>

</br>

</br>

</br>

</br>
32
</br>

</br>

<?php include('footer.php');?>

</div>

</body>

</html>

33