A

Project Report on

Online Employee Management System

Submitted to

Savitribai Phule Pune University

In Partial Fulfillment of the requirement of the award of the degree of

Bachelor of Business Adminstration in Computer Application,
SYBBBA-CA, Sem IV
Academic Year 2024-25

Submitted by
Mr. Raj Atul Taru
Mr. Pranav Subhash Shendkar

Under the Guidance of

Prof. Shilpa Kolhe

Through

Alandi (D), Pune, 412105

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 Alandi (D) – Pune 412105

CERTIFICATE

Department of Computer Application

This is to certify that Mr. Raj Atul Taru and Mr. Pranav Subhash Shendkar, of SYBBA-CA,
Sem IV, Div-B2, Exam Seat No. [ , ], has successfully completed project work
entitled Online Employee Management System in the partial fulfillment of the requirement of the
degree of Bachelor of Business Adminstration in Computer Application for the Academic Year
2024-25.

Prof. Shilpa Kolhe Dr. Vikas Mahandule

(Project Guide) Head of Department

Internal Examiner External Examiner

2
 Acknowledgement

The words are not enough to express my thanks to Dr. B. B.

Waphare, Director, MIT Arts Commerce and Science College
Alandi (D) for providing me the opportunity to avail the excellent
facilities and infrastructure of the institute.
It is my proud privilege to express my profound gratitude to Dr.
Vikas Mahandule, HOD, Computer Application Department, for
his astute guidance, constant encouragement and sincere support
throughout my academic course.
I thanks to my honest gratitude to Prof. Shilpa Kolhe for her
inspiration, constructive suggestions and affectionate guidance in my
project work completion.
Last but not the least, I express my sincere thanks to all my dear
friends and family members for their constant motivation, moral
support and invariable direction throughout my life.

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 DECLARATION

We, Mr. Raj Atul Taru and Mr. Pranav Subhash Shendkar , hereby
declare that this project work entitled Online Employee Management
System submitted at MIT, Arts Commerce and Science College, Alandi(D),
Affiliated to Savitribai Phule Pune University is a record of original work
done by me under the supervision and guidance of Prof. Shilpa Kolhe
Department of Computer Application.

Name of Student 1: Raj Atul Taru Counter Signed by :

Exam Seat No.: Project Guide Name: Prof. Shilpa Kolhe

Signature :

Name of Student 2: Pranav Subhash Shendkar

Exam Seat No.:

Signature :

Place : Alandi (D), Pune

Date :

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 Index

Chapter No. Chapter Title Page No.

Chapter 1 INTRODUCTION 2
1.1 Problem Statement 3
1.2 Objective and Goals 4
1.3 Project Scope and Limitations 6
Chapter 2 SYSTEM ANALYSIS

2.1 Existing System 7

2.2 Project Perspective and Features 8
2.3 Functional Requirement 9
2.4 Hardware & Software Requirement 10
Chapter 3 SYSTEM DESIGN

3.1 Context level (0 level) DFD 11

3.2 1st Level DFD 12

3.3 2nd Level DFD 13

3.4 ER Diagram 14
Chapter 4 CONCLUSION & FUTURE SCOPE 15
Chapter 5 REFERENCES 17

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 Abstract

The Employee Management System (EMS) is a software application that

helps manage employee details, attendance, payroll, and performance in
an organized way. It replaces manual work with a computerized system,
making the processes faster, more accurate, and easier for HR teams.

The system eliminates the challenges of manual processes, such as

errors, delays, and data duplication, by providing an integrated solution.
With features like role-based access, secure data storage, and user-
friendly interfaces, EMS ensures data confidentiality and ease of use for
HR staff and employees alike.

This system also generates real-time reports, allowing management to

make informed decisions based on accurate data. By saving time and
reducing administrative overhead, EMS enhances productivity and
enables businesses to focus on core activities. It is scalable,
customizable, and suitable for small to medium-sized enterprises,
offering them a cost-effective solution for their HR needs.

1
 Introduction

The Employee Management System (EMS) is a software solution

designed to automate and streamline HR operations such as managing
employee records, tracking attendance, processing payroll, and
evaluating performance. Traditional methods of managing employees are
manual, time-consuming, and prone to errors, leading to inefficiencies
and employee dissatisfaction.

The primary purpose of the EMS is to centralize employee data,

automate repetitive tasks, and enhance decision-making through accurate
reporting and analytics. It focuses on providing a secure, user-friendly,
and scalable system tailored for small to medium-sized businesses.

By integrating features like role-based access, real-time data processing,

and customization options, the EMS addresses challenges like data
inconsistencies, delayed payroll, and administrative workload. This
system empowers HR managers to focus on strategic goals while
improving overall organizational productivity and employee satisfaction.

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 1. Motivation
Human Resource (HR) management is one of the most critical aspects of
any organization, involving tasks like maintaining employee records,
tracking attendance, calculating payroll, and evaluating performance.
Traditional manual methods are inefficient, prone to errors, and unable to
handle the growing complexity of modern businesses. For example,
manually calculating salaries can lead to inaccuracies, especially when
integrating overtime, deductions, and bonuses.
With the increasing adoption of digital solutions, there is a strong
motivation to develop an Employee Management System (EMS) that
automates these processes, saves time, and enhances productivity. The
EMS reduces administrative workload, allowing HR teams to focus on
strategic activities instead of repetitive tasks

2. Problem Statement
Managing employees manually poses significant challenges, especially
in scaling businesses. Some common problems include:

 Data Inconsistency: Employee records maintained manually or on

spreadsheets are prone to duplication, errors, and inconsistencies,
making it difficult to ensure data accuracy.
 Time Consumption: Manual tracking of attendance and payroll
processing takes significant time, delaying critical HR processes.
 Error-Prone Operations: Manual methods increase the chances of
miscalculations in payroll, leave balances, and tax deductions,
leading to employee dissatisfaction.
 Data Security Risks: Employee data stored in unsecured formats,
such as physical files or basic spreadsheets, is vulnerable to loss or
unauthorized access.
The EMS aims to solve these issues by providing a reliable.
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 3. Purpose

Purpose:
The purpose of the EMS is to design a comprehensive system that
simplifies employee management tasks while improving accuracy,
security, and efficiency. By automating routine HR operations, the
system ensures better organizational workflow and employee
satisfaction.

Objectives:

 Centralized Data Management: Provide a unified platform to

store and manage employee information such as personal details,
attendance, payroll, and performance.
 Automation: Automate repetitive tasks like salary calculations,
leave tracking, and attendance monitoring to save time and reduce
errors.
 Enhanced Reporting: Generate detailed reports (e.g., payroll
summaries, attendance logs, and performance evaluations) to assist
decision-making.
 Data Security: Use encryption and role-based access control to
ensure that only authorized users can access sensitive information.
 Accessibility: Enable employees and HR managers to access the
system from multiple devices, including desktops, laptops, and
mobile phones.

Goals:

 Improve organizational efficiency by streamlining HR operations.

 Create a scalable solution that grows with the organization’s needs.
 Increase employee satisfaction by ensuring timely and accurate
payroll and leave management.

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 4. Literature Survey

The development of the EMS draws insights from existing systems and
technological advancements. Research into current HR systems reveals
several limitations:

 Complexity for Small Businesses: Many existing systems are

designed for large enterprises and are too complex or expensive for
small to medium-sized organizations.
 Limited Customization: Most systems lack the flexibility to adapt
to specific business requirements.
 Security Flaws: Older systems often fail to implement advanced
security features, putting sensitive employee data at risk.
 Outdated Interfaces: Many systems have non-intuitive, outdated
user interfaces that are difficult for non-technical users to navigate.

Studies on modern HR solutions suggest that integrating cloud

technology, automation, and user-friendly design significantly improves
system efficiency and usability. These insights have guided the design of
the EMS, focusing on simplicity, security, and scalability.

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 5. Project Scope and Limitation

Scope:
The EMS is tailored for small and medium-sized businesses (SMEs) that
need an affordable, easy-to-use solution for managing employee-related
processes. Key features include:

 Storing and managing employee records.

 Automating attendance tracking, payroll calculations, and leave
management.
 Generating reports for payroll, attendance, and performance.
 Providing role-based access for employees, HR managers, and
administrators.
 Ensuring scalability, allowing the system to accommodate business
growth.

Limitations:
While the EMS is a powerful tool, it has some constraints:

 Customization: Larger organizations or businesses with unique

processes may require additional modules or customizations.
 Hardware Dependency: The system depends on basic hardware
compatibility and a stable network for efficient operation.
 Internet Dependency: Cloud-based features require consistent
internet connectivity, which could be a challenge in remote areas.
 Limited AI Features: Advanced features like predictive analytics
and AI-driven performance evaluation are beyond the initial scope
but could be added later.

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 System Analysis

6. Existing System
Existing employee management systems primarily include manual
methods or basic digital tools like spreadsheets. While spreadsheets offer
limited functionality, they are prone to data duplication, manual errors,
and inefficiencies. Larger organizations often use complex ERP systems
that are expensive and difficult to implement for small and medium-sized
businesses. These existing systems often lack real-time data processing,
automated payroll calculations, or integrated attendance tracking, leading
to delays and inaccuracies in HR operations.

7. Scope and Limitations of Existing System

 Scope:
Existing systems aim to help businesses manage HR processes such as
maintaining records, tracking attendance, and processing payroll.
Advanced systems also offer reporting and analytics.
 Limitations:

1. Lack of scalability for growing businesses.

2. Limited automation, requiring significant manual effort.
3. High chances of errors in payroll and leave management.
4. Poor integration with other tools like biometric devices.
5. Security vulnerabilities in data storage and access control.
6.

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 8. Project Perspective and Features

The EMS is designed to bridge the gap between simple tools and
expensive ERP systems by providing an affordable, scalable, and
efficient solution. Key features include:

 Employee Data Management: A centralized database to store and

retrieve employee information easily.
 Attendance Tracking: Automated attendance monitoring through
integrations like biometric systems.
 Payroll Processing: Automatic calculations of salaries, bonuses,
deductions, and taxes.
 Performance Evaluation: Tools to track and assess employee
performance periodically.
 Real-time Reporting: Generate accurate and detailed reports for
payroll, attendance, and other HR metrics.
 Role-based Access Control: Ensures that sensitive data is
accessible only to authorized users.

9. Stakeholder

The primary stakeholders involved in the EMS are:

 HR Managers: Use the system to manage employee records, track

attendance, and process payroll.
 Employees: Access the system to view personal information, apply
for leave, and check salary details.
 Administrators: Configure the system, assign roles, and manage
security.
 Management: Use reports generated by the system to make
strategic decisions and evaluate organizational performance.
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 10. Requirement Analysis

The success of the EMS depends on clearly defining the requirements:

 Functional Requirements:
o Store and manage employee details (name, ID, department,
salary, etc.).
o Automate payroll and attendance processes.
o Provide role-based dashboards for employees, HR, and
management.
 Performance Requirements:
o Handle multiple users simultaneously without delays.
o Generate real-time reports quickly.
 Security Requirements:
o Use data encryption for sensitive information.
o Ensure secure authentication methods like passwords or
biometric access.
 Usability Requirements:
o Provide a user-friendly interface for both technical and non-
technical users.
 Integration Requirements:
o Support integration with existing tools like biometric devices
or accounting software.

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 Implementation Details

1. Software Specifications:
o Language: Java or Python.
o Framework: Spring Boot or Django.
o Database: MySQL or PostgreSQL.

2. Hardware Specifications:
o Server with at least 8 GB RAM and 500 GB storage.
o Desktop or laptop with basic configurations for HR use.
o Reliable internet connection for backups and online reports.
o Printer for generating hard copies of reports if needed.

Outputs and Reports

 Generates reports like employee attendance, salary slips, and

performance summaries.

Testing

1. Test Plan:
o Ensure the system works as expected for all tasks.
2. Testing Methods:
o Black Box Testing: Check if the system gives correct outputs
for inputs.
o White Box Testing: Test internal code for errors.

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 System Design

CLD / 0 level DFD

Employee Attendance &

Details Leaves Report

0.0
Admin/ Admin/
HR HR
Online
Employee
Management
System

Employee Employee

Attendance &
Attendance & Leaves Report
Leaves Info.

Personal Salary
Details Slip

Input Output 11
 1st Level DFD

1.1
Employee Info. Employee Info.
Manage
Document Info. Employee Confirmed Info.
Information

1.2
Time In Time In
& Out Info. & Out Info.
Check
Time-In
& Out Update Attendance
Attendance Info.

Employee Company
Admin
1.3

Manage
Leave Info. Employee Leave Info.
Leave
Leave Report Record Leave

1.4
Send Salary
Slip Generate Salary Report
Salary
Slip Send Salary
Send
Confirmation Slip Copy

1.5

Monitor
Working Days Working Working Days
& Hours Report Days & Hours & Hours Report
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 2nd Level DFD

2.1
Employee Info. Employee Info.

Document Info. Manage Confirmed Info.

Employee
Information
Employee Time in &
Database out database
base
Time In Time In
& Out Info. 2.2
& Out Info.
Info.
Check Update Attendance
Attendance Info. Time-In
& Out Order Details

Employee Company
Admin

2.3

Leave Info. Leave Info.

Manage
Employee
Leave Report Record Leave
Leave
Leave Leave
Info Report

Employee Leave
2.4 Database
Send Salary
Slip Salary Report
Generate
Salary Send Salary
Send Slip Slip Copy
Confirmation

Employee Salary
Database

2.5

Monitor
Working Days Working Working Days
& Hours Report Days & Hours & Hours Report

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 ER-Diagram

Login_role_id
Login _id Login_username

User_id
Login_password
LOGIN Role_id
User_name
User_mob
1 Role_name

1 M
USER HAS ROLES
Role_desc
User_email User_add M
1 Per_id Per_role_id
Emp_pass
fwPer_module
1 M
EMPLOYEE MANAGE PERMISSION

Sal_emp_id Per_name
Emp_add Sal_id 1
Att_emp_id Att_id
Sal_type SALARY
Emp_id
ATTENDANCE
1
Emp_mob
Emp_name
Sal_desc Att_stud_id
HAS
Emp_email
M Sal_amt
Att_desc
HOLIDAYS

Att_type

Holi_id Holi_date Holi_desc

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 Conclusion and Recommendations
 EMS is a useful tool for managing employees efficiently. It saves
time, reduces errors, and is easy to use. Future updates could
include mobile app access and AI-based features.

Future Scope

1. Integration with AI and Automation

 Implement AI-driven analytics for employee performance

evaluation.
 Automate payroll calculations, tax deductions, and leave
approvals using machine learning.

2. Cloud-Based Implementation

 Deploy the system on the cloud for better accessibility and

scalability.
 Enable remote access for employees and HR managers from
any location.

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3. Mobile Application Development

 Develop an Android and iOS app for easy employee

attendance tracking, leave applications, and payroll
management.

4. Data Analytics and Reporting

 Provide advanced analytics dashboards to generate insights

on employee productivity, retention rates, and workload
distribution.
 Use predictive analytics for workforce planning and
optimization.

5. Employee Self-Service Portal

 Improve employee experience by allowing them to update

personal details, download salary slips, and apply for
reimbursements.
 This future scope ensures the Employee Management System
remains scalable, efficient, and adaptable to evolving
business needs.

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 References

 Resources, websites, and tools used during project

development.

1. Books:

 Pressman, R. S. (2014). Software Engineering: A Practitioner’s

Approach – Used for understanding system development methods.

 Sommerville, I. (2015). Software Engineering (10th Edition) –

Helped in designing system architecture and requirements.

 Korth, H. F., & Silberschatz, A. (2019). Database System Concepts

– Used for database design and management.

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2. Research Papers and Standards:

 IEEE 830-1998: Guidelines for Software Requirements

Specification.

 Yourdon, E. (1989). Modern Structured Analysis – Provided

insights on system analysis and DFD creation.

3. Online Websites:

 GeeksforGeeks (www.geeksforgeeks.org) – For learning database

and system design concepts.

 W3Schools (www.w3schools.com) – Used for learning front-end

and back-end technologies.

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  Stack Overflow (www.stackoverflow.com) – Helped in solving
technical issues related to development.

4. Project Documentation References:

 Various open-source Employee Management System projects

available on GitHub and academic websites were reviewed.

 Sample projects from college libraries and online repositories.

This reference page lists all the sources that helped in creating the
Employee Management System project, making it easier to
understand and develop.

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