NAME: GOITSEMODIMO NKONDO

STUDENT ID: SGB1201805

LECTURER: AMBILI THOMAS
SUBMISSION DATE: 5TH AUGUST 2016

PROJECT TITLE: IPELEGENG EMPLOYEES

MANAGEMENT SYSTEM

INTRODUCTION
Ipelegeng is a government programme which its mandate is to provide short
time employment support and relief whilst at the same time carrying some
important community development projects that have been identified by the
government of Botswana. This programme has been created to maximize
jobs of simple tools as well as machinery, semi-skilled and unskilled labour in
the maintenance of government facilities such as:

Maintaining primary schools and secondary school

Sweeping in the street
Clearing the bush and cutting of grass in some public areas
Fire breaks and debushing the road

The Ipelegeng programme is employing any citizen of Botswana who is 18

years and above. He/she is supposed to work and wait for three months
again so that he/she gives other a chance to work as well. The programme
has divided its employee with their groups or categories such as group A,
group B, group C. If group A has worked in month of January, it should wait
for three months to give other groups a chance to work and earn something
for living then after all groups have worked then group A will come back.
These groups are supervised by VDS (Village Development Supervisors).
They use papers to register the name of employees and use book as a
register to mark the employees who are present or absent manually.

PROBLEM STATEMENT

Since Ipeleng employees works in groups and work for a month and wait for
three months to give other groups a chance to work, it has reported that
some dont follow the procedure and also some are being favoured by their
supervisors since there is no system that can retrieve their data and to see
whether they are eligible or not. Also other employees have raised a query
that some employees works throughout the year without giving others a
chance to work they just want to cheat and enjoy the benefit alone and thus
making the programme that was initiated by the government to eradicate
poverty to fail its mission. Another problem is that during the payment time
many employees come to query that they were paid less than they were
supposed to be paid when they count their number of days they worked it
varies with that the numbers of days recorded in the register book because
some papers are lost and some could not be found during calculation
because they are paid looking at the number of day they worked, p25 per
day. So since they use paper works known as the manual system more errors
and problem have been reported.

PROPOSED SOLUTION
I am going to design a computerized system (website) that is going to be
used by Ipelegeng employers to keep track and records of their employees,
to update the names of their employees in the database. To create a
database that will store all the details of Ipelegeng workers as well as their
groups, the month they worked and when is their next month to work again. I
will create the schedule and the calendar for every group and the employee.
The system will also have an online register that will be updated daily when
the register book is handed in by the supervisors. The system will have a
database for calculating the number of days that the employees have
worked and the amount to be paid at the end of the month.

ETHICAL CONSIDERATION
I have to respect those people that are helping caring out my project so that
they cooperate well with me and give me relevant information. I have to
show them respect so that they provide me with more information about
their system, I have to pay attention to the participants when they raise a
query have to ensure the anonymity of the individuals .I should have
transparency and honesty in everything I do and also I should acknowledge
those who helped me and cooperate well with them so that they can provide
me with more information that I can use to put in my project.
AIM

To design a website that will be used to manage all the Ipelegeng

employees by keeping track of all the records needed for employees.

OBJECTIVES

To design a website to be used in place of old paper based user Employee Salary manage
process and attendance.

To use Php and SQL Server technology to create strong and secured database connectivity.

To incorporate the server software within the code.

To allow the employer to view all the names of the Ipelegeng workers
To allow the employer to query all the names in the database to see
whether he/she is eligible to work again.
To allow the employer to access the employees details remotely
To allow the employer to update the register daily
The employee to view the register

PROJECT SCOPE

The system is used by Ipelegeng workers to keep track all records of their
employees. This website is used to monitor everything about their workers,
all the details of their workers, the location and their supervisors names.
Also the employees can use to view their attendance in the register and to
see their work schedule.
The

below is how the system will work:

The employers can update, add, query the details of the employees
The system is going to query the names of employees in the database
The system will calculate the days that the employer worked, in the
same way will automatically calculate the amount to be paid to an
employee.
The attendance register will be automated as to keep track of the
number of days the employee worked

RELATED RESEARCH / LITERATURE REVIEW

Dr Happy (2012) stated that Ipelegeng programme is relevant to addressing

the plight to the poor but some take advantage on this programme whereby
they only employ the same people throughout the year without giving others
a chance. And said this has brought conflict between the supervisors and
employees.
Dr Fidzani (2012) also added that ipelegeng is an overwhelming 18%
respondents felt that the programme had helped them to improve their living
standard and 80% felt that the programme has not helped them at all. This is
due to lack of supervision and monitoring because the programme uses
paper work therefore there are no adequate information to monitor the
employees and some has taken advantage over this. Thereby a
computerized system has to be implemented to ensure the smooth flow of
the programme.
According to the 2013 Statistics Botswana, formal sector work brief, overall employment
improved by 2.5 percent (9865 persons) from 389 665 in September 2012 to 399 530 persons in
September 2013. Looking closer at the employment trends it indicates that local government
rules in terms of the most jobs formed, recording the highest increase of 9.6 percent. However,
unpacking the growing employment figures in the local government indicates a disturbing trend
that displays the main driver of such growth is Ipelegeng, the public works program.

RESEARCH METHODOLOGY
Observation: When the time of hiring time come, some supervisors favour some
people to work again even if its not their group and the hiring is done public
and I have seen other people complaining and having misunderstandings with
those are hiring them. Also during the payment time some employees will be
queuing at the Post Office where they are paid at and complaining that their
working days has been miscalculated due to some papers were lost during the
arrival time since they have no other back up this become a problem.
Interview: I have asked employers what kind of system they use to store the
details of their employees and they said they use paper work. Everything they
do is manually since the programme is this new they havent yet designed the
computerized system for their organization. So this manual system has brought
queries from the employees since some attendance registers dont reach at
them.
Questionnaire: I prepared the questions for Ipelegeng workers asking them the
problem they face with these paper work, what they dont like in their job, what
should be done to resolve their issues. On my questionnaire I found out that:
1.Employees are complaining about the miscalculation of their salary
2. During the payment time their names are not on the payment list
3. Some employees work throughout the year without giving others a chance to
work since there are no records to be kept and these has caused others to cheat
on them and being favoured
Literature review: A journalist Daniel K (2015) stated in Botswana Daily news
that since the introduction of this programme some has taken advantage for the
programme since its not properly supervised by the management because it
was initiated as a community based project thereby it was designed to be
supervised by the VDC supervisors and this has led to favouritism since some
the programme to benefit them alone without giving others a chance since the
employers keeps records manually only this is difficult to solve this problem
therefore a computerized system need to be designed.

RESOURCE REQUIREMENTS
Hardware requirements
Web server
2GB ram for a memory space
500 Hard drive for software storage

Software requirement
Php for creating web pages
Sql server 2008 for creating database
Dreamweaver for writing codes
Edraw for drawing network diagram
Windows 8 operating system to support software
FUNCTIONAL REQUIREMENTS/ NETWORK REQUIREMENTS
The system shall allow employers to update the attendance register
The system should print a salary report
The system should be able to calculate the salary for employees
The system should allow the other employers in other locations to access
the system remotely
NON-FUNCTIONAL REQUIREMENTS
It will allow employees to login and view their attendance register and the
month they are eligible to work
Add, Edit, delete employee salary details
Employers can query employees details and also see the employees that
are eligible to work through the website and update them
The system will allow employees to delete and add other new employees
PEFORMANCE REQUIREMENTS
The employers should enter the details of the employees on time
The system should valid user login as quick as possible

MODELING DIAGRAMS /NETWORK DIAGRAMS

Data flowchart
The below show how the login process and how the employer interact with the
system

Context diagram: The context diagram is a top-level view of an information system that
shows the boundaries and scope of the project. It explains the main objective of the
system and the entities involved in the project.

Employer

Ipelegeng
Manage info employees
management
system

Payslip report

Employee

Response
Emp info

System flow chart: The below system flowchart shows the login process and
how the system validate the data entered by the user.

Continues

PROJECT PLAN
Project Development approach method

Software Process Model: Waterfall Model.

Our Project Follows the Waterfall Model:
The Waterfall Model: The waterfall Model follows the following steps:
a) Requirement Definition.
b) System & Software Design.
c) Implementation.
d) Integration & System Testing.
e) Operation and Maintenance.
It has been discovered that there are some of the variations from the typical waterfall model for
this project lifecycle.
These are the two of them:

Some maintenance processes has been omitted from the current project.

Not all testing methods which are present in theoretical model can be implemented on
the project.

WEEK 1
TASK

DAY 1

THE ANALYSIS

project title
Discussing the
project
functionality with
project guide as
well as project
objectives.
WEEK 2
Create system Flow
Diagram.
Create Data Flow
Diagram.
WEEK 3
Identifying the
features and
functionality to be
added in the
system.

DAY 2

DAY 3

DAY 4

DAY 5

WEEK 4
DAY 1

TASK

DAY 2

DAY 3

DAY 4

DAY 5

DESIGN
Create home, login,
and logout forms.
Designing of
Statements related
pages.

WEEK 5

Designing Group
form for the
employees

WEEK 6
TASK
CODING

DAY 1

DAY 2

DAY 3

DAY 4

DAY 5

Code the home

page, login, and
logout forms in
the using php.
Code the
statements
related forms
WEEK 7
Coding of data
transfer forms.
Coding of the
forms for data
transferring
remotely.

WEEK 8
Coding the form
that I used for
changing the pin
value of the
Employee.
Mile
Stone
Coding has been
completed

WEEK 9
TASK
TESTING

DAY 1

DAY 2

DAY 3

DAY 4

DAY 5

Testing the
home, login, and
logout forms,
made changes in
the pin value .

Detailed Class diagram

This is a static diagram that is used in representing the static view of the
application. It is thereby used in the building the executable code of the application.
It describes the constraints used in the employee management system as well as
describing the attributes together with the operations of a class. Below I have
designed the class of a web part.

Sequence diagram

Interface sketch

ER diagram

ER diagram: This represents all the tables that are there in the database and
how they relate with each other

State chart

Component diagram

Object diagram

Storyboard
Screen shots (meeting one objective)

REFERENCE LIST
Hart, C. (1998). Doing a literature review: Releasing the social science research
imagination. London, Sage..

Hyland, K. (1999). Disciplinary discourses: Writer stance in research articles. In C.

Candlin & K. Hyland (eds) Writing: Texts, processes and practices. London: Longman.
Madsen, D. (1992). Successful dissertations and theses: A guide to graduate student
research from proposal to completion. San Francisco, Jossey-Bass.

Phillips, E., Pugh, D. (1996). How to get a PhD: A handbook for students and their
supervisors. Open University press, Buckingham.
Punch, K.F. (2000) Developing effective research proposals. London, Sage..
http://www.gov.bw/en/Ministries--Authorities/Ministries/Ministry-of-Local-GovernmentMLG1/Tools-and-Services/Services1/Ipelegeng-Project1/
http://www.sundaystandard.info/ipelegeng-distorts-botswana%E2%80%99semployment-figures