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Project Report of Employee Management System

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 Bangladesh University of Business and Technology

Project Report of Employee Management System

Course name : System Analysis and Design Lab

Course code : CSE 318

Submitted To : Sabiha Firdaus

Assistant professor,
Dept. of Computer Science and Engineering

Submitted By:
Name Roll Intake Section
Asifur Rahman 22234103353 50 07
Ferdouse Hassan Nowrin 22234103237 50 07
Tammana Hossain Badhon 22234103253 50 07
Md Rasel Mamun 22234103126 50 07
Md Thaiabul Alam Chowdhury 22234103410 50 07

Submitted Day: 09.12.2024

 1

Table of Contents
Group Member List: ..................................................................................................................................... 2
Abstract ......................................................................................................................................................... 3
Acknowledgments......................................................................................................................................... 4
Chapter 1: Introduction ............................................................................................................................. 5
1.1 Problem Statement ........................................................................................................................ 5
1.2 Project Aim & Objectives ............................................................................................................. 6
Chapter 2: Technical Stack Overview ...................................................................................................... 7
2.1 Language ............................................................................................................................................. 7
2.2 Software .............................................................................................................................................. 7
2.3 Hardware ............................................................................................................................................. 7
Chapter 3: System Diagram ....................................................................................................................... 8
3.1 Diagram............................................................................................................................................... 8
3.2 Entity Relationship Diagram ............................................................................................................... 9
3.3 Relational Schema Diagram.............................................................................................................. 10
3.4 Data Flow Diagram ........................................................................................................................... 10
3.5 UML Use Case Diagram ................................................................................................................... 11
Chapter 4: Feasibility ............................................................................................................................... 12
4.1 Technical Feasibility ......................................................................................................................... 12
4.2 Economic Feasibility ........................................................................................................................ 12
4.3 Operational Feasibility ...................................................................................................................... 13
Chapter 5: Outcome ................................................................................................................................. 15
Chapter 6: Conclusion .............................................................................................................................. 16
 2

Group Member List:

1. Asifur Rahman
ID:22234103353
Intake: 50 Section: 07 Semester: Fall, 2024

2. Ferdouse Hassan Nowrin

ID:22234103237
Intake: 50 Section: 07 Semester: Fall, 2024

3. Tamanna Hossain Badhon

ID:22234103253
Intake: 50 Section: 07 Semester: Fall, 2024

4. MD Rasel Mamun
ID:22234103126
Intake: 50 Section: 07 Semester: Fall, 2024

5. MD Thiabul Alam Chowdhury

ID:22234103410
Intake: 50 Section: 07 Semester: Fall, 2024
 3

Abstract

The Employee Management System (EMS) is a Java-based desktop application developed us-
ing IntelliJ IDEA and MySQL, aimed at streamlining the management of employee records for
small businesses or academic projects. This system features role-based access with separate Ad-
min and User panels, offering functionalities tailored to their respective needs. Admins can per-
form CRUD (Create, Read, Update, Delete) operations on employee records, while users can
view limited information.
The EMS was designed following the Agile Development model, with a focus on reliability,
scalability, and user-friendliness. Key system components include an intuitive graphical user in-
terface (GUI), robust database management powered by MySQL, and modular architecture for
future enhancements. The project employs entity-relationship diagrams (ERDs), data flow dia-
grams (DFDs), and UML class diagrams to ensure systematic planning and implementation.
This report evaluates the system's technical feasibility, economic feasibility, and operational fea-
sibility, demonstrating its practicality and cost-effectiveness. The EMS reduces the complexity
of manual employee record management, enhances data accuracy, and supports efficient deci-
sion-making. Its adaptability and minimal hardware requirements make it an ideal solution for its
intended audience.
 4

Acknowledgments

First of all, we are thankful and expressing our gratefulness to Almighty Allah who offers us His
divine blessing, patience, mental and physical strength to complete this project work. We are
deeply indebted to our project supervisor, Sabiha Firdaus, Assistant Professor, Department of
Computer Science and Engineering (CSE), Bangladesh University of Business and Technology
(BUBT). Her scholarly guidance, important suggestions, work for going through our drafts and
correcting them, and generating courage from the beginning to the end of the project work has
made the completion of this report possible. A very special gratitude goes out to all our friends
for their support and help to implement our work. The discussions with them on various topics of
our works have been very helpful for us to enrich our knowledge and conception regarding the
work. Last but not least; we are highly grateful to our parents and family members for supporting
us spiritually throughout writing this report and our life in general.
 5

Chapter 1: Introduction

This Employee Management System Project application stores all the employee’s information in
a database. The entire system is designed to enhance a company’s operations and controls and
manages the information at all levels. It also allows employees to view information in real time
in order to increase productivity. Earlier systems were manual where there was no way of
properly storing information. Employee records were stored manually which led to errors. There
was no proper way of tracking employee records. It was very difficult and required a lot of pa-
perwork which made the application time consuming and not secure. There was no administrator
which could handle the records. In these circumstances, the updated system Employee manage-
ment system is an easy to use application which is created to manage the employee data. This re-
duces the dependency on the manual system which could create errors. It will keep records of the
company’s operations where data can be found very easily using search operation and also edited
and updated just in a second.
Employees are more than just labours or support operators for your thriving business. That’s why
we’ve established this system EMS which is an easy to use application that can manage the em-
ployee data and more operations of a company. This reduces the dependency on the manual sys-
tem which could create errors. Employee Management System reduces the burden on HR De-
partments and further assists the company to perform more securely. The EMS provides insights
for your business like no other. Workers can enjoy a timely payroll and will be more efficient, all
while the system regularly maintains employee attendance, working hours, tracking worker loca-
tion via GPS, and supports the payroll process for companies. The system can manage a remote
worker’s activities, and introduce reliable methods for attendance logs and entries to admin and
HR departments

1.1 Problem Statement

• Data redundancy problem
• Records are not properly stored
• Takes up too much time and space
• There is little reuse of assets between projects.
• Inconsistency in data entry, room for errors.
• Large ongoing staff training cost.
• Duplication of data entry.
• Reduction in sharing information and customer services.
• Time consuming and costly to produce reports.
• System is dependent on good individuals.
• Lack of security of data
 6

1.2 Project Aim & Objectives

The primary aim of the Employee Management System (EMS) is to design and develop a robust,
user-friendly desktop application that automates and simplifies the process of managing em-
ployee records. This system intends to enhance data security, reduce manual workload, and im-
prove overall efficiency for small businesses or academic projects requiring effective employee
data management.
Objectives are:
1. Develop a Secure and Efficient System:
Implement a role-based access control mechanism to ensure secure management of em-
ployee data, with distinct privileges for Admin and User panels.
2. Perform Comprehensive CRUD Operations:
Enable the Admin panel to perform Create, Read, Update, and Delete operations for man-
aging employee records effectively.
3. Provide a User-Friendly Interface:
Design an intuitive graphical user interface (GUI) using Java Swing to facilitate ease of
use and accessibility for both technical and non-technical users.
4. Leverage Open-Source Tools:
Utilize open-source technologies like Java, MySQL, and IntelliJ IDEA to ensure cost-ef-
fectiveness and accessibility for small-scale users.
5. Ensure System Scalability:
Build the system architecture to accommodate potential enhancements, such as additional
modules for payroll management or integration with web or mobile platforms.
6. Improve Data Accuracy and Integrity:
Incorporate validation mechanisms and error-handling techniques to minimize data in-
consistencies and human errors in employee records.
7. Facilitate Efficient Data Retrieval:
Enable efficient data retrieval through optimized queries and well-structured databases,
ensuring quick access to employee information.
8. Support Multi-User Functionality:
Design the system to handle multiple users simultaneously, with seamless interaction be-
tween the Admin and User panels.
By achieving these objectives, the Employee Management System aims to provide a practical
and efficient solution for managing employee data while being adaptable for various use cases.
 7

Chapter 2: Technical Stack Overview

2.1 Language
• Java: Java is a high-level, class-based, object-oriented programming language that is de-
signed to have as few implementation dependencies as possible. It is a general-purpose
programming language intended to let programmers write once, run anywhere (WORA),
meaning that compiled Java code can run on all platforms that support Java without the
need for recompilation.
• JFrame: JFrame is a top-level container that provides a window on the screen. A-frame
is actually a base window on which other components rely, namely the menu bar, panels,
labels, text fields, buttons, etc. Almost every other Swing application starts with the
JFrame window.

2.2 Software
• Intellij IDE: Intelij is an integrated development environment (IDE) for Java. It allows
applications to be developed from a set of modular software components called modules.
It runs on Windows, macOS, Linux, and Solaris. In addition to Java development, it has
extensions for other languages like PHP, C, C++, HTML5, and JavaScript
• XAMPP: XAMPP is a free and open-source cross-platform web server solution stack
package developed by Apache Friends, consisting mainly of the Apache HTTP Server,
MariaDB database, and interpreters for scripts written in the PHP and Perl programming
languages. Since most actual web server deployments use the same components as
XAMPP, it makes transitioning from a local test server to a live server possible.

2.3 Hardware
• Processor: Intel core i7 8700K
• RAM: 8 GB DDR4
• Operating System: Windows 10 Pro 64 Bit
 8

Chapter 3: System Diagram

3.1 Diagram

Figure 1: Architecture Diagram

 9

3.2 Entity Relationship Diagram

Figure 2: ER Diagram
 10

3.3 Relational Schema Diagram

Figure 3: Relational Schema Diagram

3.4 Data Flow Diagram

Figure 4: Data Flow Diagram

 11

3.5 UML Use Case Diagram

Figure 5: UML Diagram

 12

Chapter 4: Feasibility

4.1 Technical Feasibility

The technical feasibility of the Employee Management System (EMS) was assessed based on the
following aspects:
1. Platform and Tools:
o The system uses Java, a versatile and robust programming language, which is
well-suited for developing desktop applications.
o The database is implemented with MySQL, a widely used relational database sys-
tem, ensuring scalability and security.
o IntelliJ IDEA serves as the integrated development environment (IDE), providing
a feature-rich, user-friendly interface for coding and debugging.
o XAMPP is utilized to manage MySQL for seamless local database hosting.
2. System Requirements:
o Hardware requirements: Any modern system with at least 4GB RAM, 500MB
free storage, and a dual-core processor can efficiently run the application.
o Software requirements: The system requires the Java Development Kit (JDK), In-
telliJ IDEA, and XAMPP installed.
3. Scalability:
The design accommodates the potential for future enhancements, such as adding modules
for payroll management or integrating with cloud-based databases.
4. Learning Curve:
The development team leveraged widely available documentation and tutorials for Java
and MySQL, ensuring minimal obstacles during development.

4.2 Economic Feasibility

The Employee Management System (EMS) was evaluated for its cost-effectiveness:
1. Development Costs:
o All tools and technologies used (Java, MySQL, IntelliJ IDEA, XAMPP) are free
or open-source, significantly reducing the project’s financial burden.
 13

o The primary investment involved is time and effort in development, testing, and
deployment.
2. Implementation Costs:
o Hardware requirements are minimal, meaning existing systems in small busi-
nesses or academic setups can support this application.
o No additional licensing fees or subscriptions are needed, as the system runs lo-
cally.
3. Return on Investment (ROI):
o By automating employee management, the system reduces manual labor and hu-
man errors, saving time and resources.
o Small businesses or institutions adopting this system can avoid outsourcing data
management tasks, further lowering operational costs.
4. Long-term Benefits:
o The system’s modular design makes it easy to maintain and extend, minimizing
future development costs.

4.3 Operational Feasibility

The operational feasibility of the Employee Management System (EMS) is ensured by its user-
centric design and functionality:
1. Ease of Use:
o The system provides an intuitive graphical user interface (GUI) for both admin
and user panels. Users with basic computer literacy can operate the system with-
out difficulty.
o Admins have access to CRUD functionalities, while regular users can view lim-
ited information, ensuring streamlined operations.
2. Training Requirements:
o Minimal training is required for admins and users to understand the basic opera-
tions of the system. A short tutorial or user manual can suffice.
3. Reliability:
o The system ensures accurate data handling, with robust validations and error-han-
dling mechanisms to avoid data inconsistencies.
 14

o Role-based access control enhances security, ensuring only authorized users can
modify sensitive data.
4. Adaptability:
o The system is tailored for small businesses or academic projects, but it can be eas-
ily adapted for larger organizations with minor modifications.
5. Maintenance:
o The use of modular code and well-documented classes simplifies troubleshooting
and future updates.
6. End-User Feedback:
o Initial tests with sample users indicated satisfaction with the application's speed,
responsiveness, and ease of navigation.
 15

Chapter 5: Outcome
 16

Chapter 6: Conclusion

The Employee Management System (EMS) was developed as a comprehensive desktop applica-
tion to address the challenges of manual employee management in small businesses and aca-
demic environments. By utilizing Java for the application logic and MySQL for database man-
agement, the system achieves a robust and efficient platform for managing employee records.
With role-based access via separate Admin and User panels, it ensures secure and streamlined
operations.
The system's implementation followed the structured Agile model, enabling a methodical ap-
proach to requirement analysis, system design, development, testing, and deployment. Detailed
system diagrams, including ERDs, DFDs, and UML class diagrams, provided a solid blueprint
for the project, ensuring clarity and organization during development.
The feasibility assessments confirmed that the EMS is technically sound, economically viable,
and operationally practical. It simplifies employee management tasks, reduces human error, and
provides a scalable foundation for potential future enhancements, such as payroll management or
integration with cloud-based systems.
In conclusion, the Employee Management System effectively applies system analysis and design
principles, offering a reliable and user-centric solution for managing employee data. This project
reflects the potential of combining programming expertise and structured design methodologies
to create practical software solutions for real-world challenges.

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