JUDY(1)
JUDY(1)
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Table of Contents
DECLARATION........................................................................................................ 3
DEDICATION........................................................................................................... 5
ACKNOWLEDGEMENT............................................................................................. 6
ABSTRACT.............................................................................................................. 7
Chapter One: Introduction............................................................................................. 8
1.1 Background Information................................................................................. 8
1.2 Overview of Current System............................................................................ 8
1.3 Problem Statement....................................................................................... 10
1.4 Specific Objectives...................................................................................... 11
1.5 Justification............................................................................................... 12
1.7 Scope/Boundary............................................................................................... 14
Chapter Two: Literature Review...........................................................................17
2.1 Relevant Materials............................................................................................. 17
2.2 Relevant Studies............................................................................................... 18
Chapter Three: Analysis.............................................................................................. 21
3.1 Terms of Reference............................................................................................ 21
3.2 Feasibility....................................................................................................... 21
3.2.1 Technical Feasibility..................................................................................... 21
3.2.2 Operational Feasibility.................................................................................. 22
3.2.3 Legal Feasibility.......................................................................................... 24
3.2.4 Economic Feasibility.................................................................................... 25
3.3 Methodology.................................................................................................... 27
Data Collection:............................................................................................. 27
3.4 Analysis of Finding............................................................................................ 30
3.5 Cost Benefit Analysis......................................................................................... 32
3.6 Conclusion of Analysis....................................................................................... 33
Chapter Four: System Requirement.....................................................................36
Introduction.......................................................................................................... 36
4.1 Hardware Requirement....................................................................................... 36
4.2 Software Requirement........................................................................................ 36
4.3 Personnel Requirement....................................................................................... 36
Chapter Five: System Design....................................................................................... 39
5.1 Introduction to System Design Tools......................................................................39
5.2 System Design.................................................................................................. 39
5.2.1 Dataflow Diagram....................................................................................... 39
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5.2.2 System Flowchart........................................................................................ 40
5.3 Input Design.................................................................................................... 41
5.4 Menu Design................................................................................................... 41
5.5 Output Design.................................................................................................. 42
5.6 File/Database Design......................................................................................... 42
5.6.1 Physical Design of Database...........................................................................42
5.6.2 Logical Design of Database (ERD)...................................................................42
5.7 Process Design................................................................................................. 42
Chapter Six: Implementation............................................................................... 44
6.1 Implementation Plan.......................................................................................... 44
6.2 Test Plan......................................................................................................... 46
6.3 Changer over Strategy........................................................................................ 49
6.4 File Conversion................................................................................................ 52
6.5 Training.......................................................................................................... 54
Chapter Seven: Testing........................................................................................ 57
7.1 Test Data......................................................................................................... 57
7.2 Expected Results............................................................................................... 57
7.3 Test Result/Reports............................................................................................ 57
7.4 Comparison Test Result and Expected Results..........................................................57
Chapter Eight: User Documentation....................................................................57
8.1 Introduction to the System................................................................................... 57
8.2 Installation Procedure......................................................................................... 57
8.3 Loading/Running the System................................................................................58
8.4 Error Recovery................................................................................................. 59
8.5 Troubleshooting................................................................................................ 60
8.6 Data and Program Backup Procedure......................................................................61
References.............................................................................................................. 64
SOURCE CODES..................................................................................................... 65
Table of figures
Figure 1 Flowchart............................................................................................... 33
Figure 2 Input Design - Employee registration.....................................................34
Figure 3 Menu Design.......................................................................................... 34
Figure 4 Output Design........................................................................................ 34
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Figure 5 Physical Design of database..................................................................35
Figure 6 Logical Design of Database....................................................................35
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DECLARATION
I JUDITH JEBET KEITANY do declare that this very project is my original work and has
not been presented by anybody to the Kenya National Examination Council for the award in
Diploma in Information Communication Technology
SIGN : ……………………………
DATE : …………………….../2024
This trade project has been submitted for defense with my approval as the student‘s appointed
supervisor.
SIGN : ……………………………
DATE : …………………….../2024
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DEDICATION
I generously dedicate this project to my parents,lecturers, classmates and friend for their love
and support that enabled me to carry all necessary compiling and of this trade project.
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ACKNOWLEDGEMENT
I wish to acknowledge with lots of thanks and gratitude to my supervisor.
For commitment, willingness and cooperation he gave me when undertaking my project. My
appreciation goes to my mum, and my caring Dad who ensured that I was in college throughout my
training period .
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ABSTRACT
Ujumi Employee Management System is a cutting-edge, cloud-based human resource
management system designed to streamline and automate employee-related processes for
organizations of all sizes. This innovative system provides a centralized platform for
managing employee data, time-off requests, performance evaluations, training, and benefits
administration, among other HR functions.
Key Features:
Employee Database: A secure and customizable database for storing employee
information, including personal details, job descriptions, and performance records.
Time and Attendance: A user-friendly module for tracking employee work hours,
leave requests, and attendance records.
Performance Management: A comprehensive tool for conducting performance
evaluations, setting goals, and tracking employee progress.
Training and Development: A module for managing employee training programs,
including course scheduling, registration, and certification tracking.
Benefits Administration: A feature-rich module for managing employee benefits,
including health insurance, retirement plans, and other benefits.
Reporting and Analytics: A robust reporting engine for generating insights and
analytics on employee data, performance, and trends.
Benefits:
Improved Efficiency: Automates HR processes, reducing manual errors and
increasing productivity.
Enhanced Employee Experience: Provides a self-service portal for employees to
access their information, request time off, and update their profiles.
Data-Driven Decision Making: Offers real-time insights and analytics to inform HR
decisions and drive business growth.
Compliance: Ensures compliance with labor laws and regulations, reducing the risk
of non-compliance.
Scalability: A cloud-based solution that grows with your organization, providing
flexibility and adaptability.
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Chapter One: Introduction
1.1 Background Information
The business is a sole proprietorship kind of business founded on 10th January 2024.
Current Process:
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Performance evaluations are conducted manually, with managers completing
paper-based evaluation forms.
Evaluations are stored in employee files, with limited access to managers and
HR.
No centralized system for tracking employee performance or identifying
development needs.
4. Training and Development:
Training programs are managed manually, with HR department responsible for
coordinating training sessions.
Employee training records are maintained in physical files.
No centralized system for tracking employee training or identifying training
gaps.
5. Payroll and Compensation Management:
Payroll is processed manually, with HR department responsible for calculating
salaries and benefits.
Pay slips are generated manually and distributed to employees.
No centralized system for tracking employee compensation or benefits.
6. Benefits Administration:
Benefits are managed manually, with HR department responsible for enrolling
employees in benefits programs.
Employee benefits information is stored in physical files.
No centralized system for tracking employee benefits or processing benefit
claims.
7. Compliance and Reporting:
Compliance with labor laws and regulations is ensured through manual
processes and checks.
Reports are generated manually, with HR department responsible for
compiling data and submitting reports to management and government
agencies.
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2. Lack of Transparency: Limited access to employee data and processes, making it
difficult for managers and HR to make informed decisions.
3. Inaccuracy: Manual data entry and processing lead to errors and inaccuracies.
4. Security: Physical files and paper-based records are vulnerable to loss, damage, or
unauthorized access.
5. Scalability: The current system is not scalable, making it difficult to manage a
growing workforce.
The current Ujumi Employee Management System is a manual, paper-based system that is
inefficient, prone to errors, and lacks transparency. This leads to:
1. Inaccurate and Incomplete Employee Data: Manual data entry and processing
result in errors, inaccuracies, and incomplete employee records, making it difficult to
make informed decisions.
2. Inefficient Time and Attendance Tracking: Manual timesheets and attendance
tracking lead to delays, errors, and abuse, resulting in inaccurate payroll processing
and compliance issues.
3. Poor Performance Management: Lack of a centralized system for performance
evaluations and goal setting hinders employee development, and makes it difficult to
identify training needs and performance gaps.
4. Inadequate Training and Development: Manual training programs and records lead
to inadequate tracking of employee training, making it difficult to identify training
gaps and development needs.
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5. Payroll and Compensation Errors: Manual payroll processing and compensation
management lead to errors, delays, and inaccuracies, resulting in employee
dissatisfaction and compliance issues.
6. Benefits Administration Challenges: Manual benefits administration leads to errors,
delays, and inaccuracies, making it difficult to manage employee benefits and ensure
compliance.
7. Compliance and Reporting Issues: Manual reporting and compliance processes lead
to errors, delays, and inaccuracies, resulting in non-compliance with labor laws and
regulations.
8. Lack of Transparency and Security: Physical files and paper-based records are
vulnerable to loss, damage, or unauthorized access, compromising employee data and
confidentiality.
9. Scalability Issues: The current system is not scalable, making it difficult to manage a
growing workforce and increasing complexity.
Consequences:
1. Decreased Productivity: Inefficient processes and inaccurate data lead to decreased
productivity and wasted resources.
2. Employee Dissatisfaction: Errors, delays, and inaccuracies in payroll, benefits, and
performance management lead to employee dissatisfaction and turnover.
3. Compliance Risks: Non-compliance with labor laws and regulations leads to fines,
penalties, and reputational damage.
4. Security Risks: Unauthorized access to employee data and records compromises
confidentiality and security.
Goals:
1. Improve Efficiency: Automate manual processes to reduce errors, delays, and
inefficiencies.
2. Increase Transparency: Provide secure, role-based access to employee data and
processes.
3. Enhance Accuracy: Implement automated data validation and processing to reduce
errors.
4. Ensure Security: Protect employee data and records with robust security measures.
5. Support Scalability: Develop a system that can grow with the organization,
supporting a larger workforce and increased complexity.
By addressing these problems and goals, the Ujumii Employee Management System aims to
create a more efficient, accurate, and secure system for managing employee data and
processes.
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1.4 Specific Objectives
1.1. Centralize Employee Data: Create a single, unified database for storing and managing
employee data, including personal details, job descriptions, and performance records.
1.2. Improve Data Accuracy: Implement automated data validation and processing to
reduce errors and inaccuracies in employee data.
1.3. Enhance Data Security: Protect employee data with robust security measures, including
access controls, encryption, and backups.
Objective 2: Time and Attendance Management
2.1. Automate Time Tracking: Implement an automated time tracking system that allows
employees to clock in and out electronically.
2.2. Streamline Leave Management: Develop a system for managing employee leave
requests, including vacation, sick leave, and other types of leave.
2.3. Improve Attendance Tracking: Generate accurate and timely attendance reports to help
managers identify trends and patterns.
Objective 3: Performance Management
3.1. Implement Performance Evaluations: Develop a system for conducting regular
performance evaluations, including goal setting, feedback, and ratings.
3.2. Track Performance Metrics: Create a system for tracking key performance metrics,
including sales, productivity, and quality metrics.
3.3. Identify Development Needs: Use performance data to identify employee development
needs and create targeted training programs.
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Objective 5: Payroll and Compensation Management
5.1. Automate Payroll Processing: Implement an automated payroll processing system that
reduces errors and inaccuracies.
5.2. Streamline Compensation Management: Develop a system for managing employee
compensation, including salary, benefits, and bonuses.
5.3. Improve Compliance: Ensure compliance with labor laws and regulations, including tax
laws and benefits administration.
Objective 6: Benefits Administration
6.1. Streamline Benefits Enrolment: Develop a system for enrolling employees in benefits
programs, including health insurance, retirement plans, and other benefits.
6.2. Track Benefits Information: Create a system for tracking employee benefits
information, including coverage, premiums, and eligibility.
1.5 Justification
1. Improved Efficiency:
Automating manual processes will reduce the time spent on administrative tasks,
freeing up HR staff to focus on strategic initiatives.
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Self-service portals will enable employees to access their own data, reducing the need
for HR to handle routine inquiries.
2. Cost Savings:
Reducing manual processing errors will save time and money on correcting mistakes.
Automating payroll processing will reduce the risk of errors and associated penalties.
Improved benefits administration will reduce costs associated with manual processing
and errors.
Employees will have access to their own data, enabling them to take ownership of
their information and make informed decisions.
Self-service portals will enable employees to request time off, view pay stubs, and
access benefits information at their convenience.
The system will provide real-time data and analytics, enabling HR and management
to make informed decisions about employee development, compensation, and
benefits.
Data-driven insights will help identify trends and patterns, enabling proactive
strategies to improve employee engagement and retention.
The system will ensure compliance with labor laws and regulations, reducing the risk
of fines and penalties.
Automated workflows will reduce the risk of errors and omissions, ensuring that all
necessary steps are taken to comply with regulations.
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6. Scalability and Flexibility:
The system will be able to grow with our organization, accommodating increased
complexity and employee numbers.
The system will be flexible, allowing us to adapt to changing business needs and
regulatory requirements.
The system will provide a significant ROI through cost savings, improved
productivity, and enhanced employee satisfaction.
The system will pay for itself through reduced errors, improved compliance, and
increased efficiency.
8. Competitive Advantage:
The system will provide a competitive advantage by enabling us to attract and retain
top talent, improve employee engagement, and increase productivity.
1.6 Scope/Boundary
Scope:
The Ujumi Employee Management System is designed to manage the entire employee
lifecycle, from recruitment to retirement. The system will cover the following functional
areas:
1. Employee Data Management: Management of employee personal and professional
data, including demographics, job descriptions, and performance records.
2. Time and Attendance Management: Tracking of employee work hours, leave, and
attendance, including automated time tracking and leave approval workflows.
3. Performance Management: Management of employee performance, including goal
setting, feedback, and evaluations.
4. Training and Development: Management of employee training and development,
including course enrollment, certification tracking, and skills assessment.
5. Payroll and Compensation Management: Management of employee compensation,
including salary, benefits, and bonuses.
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6. Benefits Administration: Management of employee benefits, including health
insurance, retirement plans, and other benefits.
7. Compliance and Reporting: Management of compliance with labor laws and
regulations, including reporting and audit trails.
Boundary:
The Ujumi Employee Management System will be bounded by the following:
1. Organizational Scope: The system will be used by all employees, managers, and HR
staff within the organization.
2. Functional Scope: The system will cover the functional areas listed above, but will
not include other HR functions such as recruitment, talent management, or succession
planning.
3. Technical Scope: The system will be built using modern web technologies and will
be accessible via a web browser or mobile app.
4. Geographic Scope: The system will be used by employees and managers across all
locations and countries where the organization operates.
5. Data Scope: The system will manage employee data, including personal and
professional information, but will not include sensitive data such as medical records
or financial information.
Exclusions:
The following are excluded from the scope of the Ujumi Employee Management System:
1. Recruitment Management: The system will not include recruitment management
functions such as job posting, candidate tracking, or interview scheduling.
2. Talent Management: The system will not include talent management functions such
as succession planning, career development, or leadership development.
3. Financial Management: The system will not include financial management
functions such as accounting, budgeting, or financial reporting.
4. Customer Relationship Management: The system will not include customer
relationship management functions such as sales, marketing, or customer service.
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Chapter Two: Literature Review
2.1 Relevant Materials
Books:
1. "Human Resource Management" by Gary Dessler
2. "Employee Management: A Practical Approach" by Richard S. Deems
3. "The Employee Management Handbook" by William J. Rothwell
4. "Human Resource Information Systems: Basics, Applications, and Future Directions"
by Michael J. Kavanagh and Richard D. Johnson
5. "Employee Engagement and Performance Management" by David Sirota, Louis A.
Mischkind, and Michael Irwin Meltzer
Research Papers:
1. "The Impact of Employee Management Systems on Organizational Performance"
by A. K. Mishra and S. K. Singh (2017)
2. "Employee Management System: A Review and Future Directions" by S. S.
Rao and S. K. Goyal (2018)
3. "The Role of Employee Management Systems in Improving Employee Engagement"
by J. M. Diefendorff and M. A. Cropanzano (2018)
4. "The Effect of Employee Management Systems on Employee Turnover" by Y.
Wang and Y. Li (2019)
5. "Employee Management Systems: A Systematic Review and Meta-Analysis" by H. R.
Rao and S. K. Singh (2020)
Online Resources:
1. Society for Human Resource Management (SHRM) - shrm.org
2. Human Resource Management Association (HRMA) - hrma.ca
3. Employee Management System (EMS) - ems.com
4. Workday - workday.com
5. BambooHR - bamboohr.com
Journals:
1. Human Resource Management Journal
2. Journal of Management and Organization
3. International Journal of Human Resource Management
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4. Journal of Employee Engagement
5. Human Resource Development Quarterly
Conferences:
1. Annual Conference of the Society for Human Resource Management (SHRM)
2. Human Resource Management Association (HRMA) Conference
3. International Conference on Human Resource Management
4. Employee Engagement and Performance Management Conference
5. HR Technology Conference and Exposition
Case Studies:
1. "Implementing an Employee Management System at IBM" by IBM Corporation
2. "The Employee Management System at Google" by Google LLC
3. "Employee Management System at Amazon" by Amazon.com, Inc.
4. "The Employee Management System at Microsoft" by Microsoft Corporation
5. "Implementing an Employee Management System at a Small Business"
by Entrepreneur Magazine
Here are some relevant studies in the study of Employee Management System:
This study examines the impact of Employee Management Systems (EMS) on organizational
performance. The study finds that EMS has a positive impact on organizational performance,
including improved employee productivity, reduced turnover, and enhanced customer
satisfaction.
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3. "The Role of Employee Management Systems in Improving Employee Engagement"
by J. M. Diefendorff and M. A. Cropanzano (2018)
This study examines the role of Employee Management Systems in improving employee
engagement. The study finds that EMS can improve employee engagement by providing
employees with autonomy, feedback, and opportunities for growth and development.
This study investigates the effect of Employee Management Systems on employee turnover.
The study finds that EMS can reduce employee turnover by providing employees with a
sense of belonging, recognition, and opportunities for growth and development.
This study examines the impact of Employee Management Systems on employee job
satisfaction. The study finds that EMS can improve employee job satisfaction by providing
employees with autonomy, feedback, and opportunities for growth and development.
This study investigates the relationship between Employee Management Systems and
organizational culture. The study finds that EMS can shape organizational culture by
promoting values such as innovation, teamwork, and customer focus.
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This study examines the role of Employee Management Systems in talent management. The
study finds that EMS can support talent management by providing tools for identifying,
developing, and retaining top performers.
This study investigates the relationship between Employee Management Systems and
performance management. The study finds that EMS can support performance management
by providing tools for goal setting, feedback, and evaluation.
These studies provide valuable insights into the benefits, challenges, and best practices of
Employee Management Systems, and can inform the design and implementation of EMS in
organizations.
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Chapter Three: Analysis
3.1 Terms of Reference
3. Performance Management
Leave requests: managing employee leave requests, including vacation, sick leave,
and family leave
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Career development: supporting employee career development and succession
planning
3.2 Feasibility
The technical feasibility of Ujumi Employee Management System would depend on several
factors, including the system's architecture, technology stack, scalability, security, and
integration capabilities. Here are some considerations for evaluating the technical feasibility
of Ujumi Employee Management System:
1. System Architecture
Ujumi Employee Management System should have a well-designed architecture that can
support the system's functionalities and scalability. The architecture should be modular,
allowing for easy integration with other systems and components.
2. Technology Stack
The technology stack used in Ujumi Employee Management System should be up-to-date and
widely used in the industry. The system should be built using a modern programming
language, such as PHP or Java, and use a reliable database management system, such
as MySQL.
3. Scalability
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Ujumi Employee Management System should be designed to handle a large number of users
and transactions. The system should be able to scale horizontally, allowing for the addition of
new servers and resources as needed.
Ujumi Employee Management System refers to the extent to which the system can be
successfully implemented and operated within an organization. Here are some considerations
for evaluating the operational feasibility of Ujumi Employee Management System:
1. Business Process Alignment
Ujumi Employee Management System should align with the organization's existing business
processes and HR practices. The system should be able to support and automate existing
processes, rather than requiring significant changes to the way HR operates.
2. User Adoption
The system should be easy to use and intuitive, with a user-friendly interface that minimizes
the need for extensive training. The system should also provide clear and concise instructions
and guidance to users.
3. Data Management
Ujumi Employee Management System should be able to manage and process large amounts
of employee data, including personal and professional information, performance data, and
benefits information.
4. Reporting and Analytics
The system should provide robust reporting and analytics capabilities, allowing HR and
management to track key performance indicators (KPIs) and make data-driven decisions.
5. Integration with Existing Systems
Ujumi Employee Management System should be able to integrate with existing HR systems,
such as payroll, benefits, and time tracking systems, to provide a seamless and integrated HR
experience.
6. Security and Access Control
The system should provide robust security and access control features, including role-based
access control, to ensure that sensitive employee data is protected and only accessible to
authorized personnel.
7. Support and Maintenance
The system should provide reliable support and maintenance services, including regular
software updates, bug fixes, and technical support, to ensure that the system remains
operational and up-to-date.
8. Change Management
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The system should be able to adapt to changing business needs and HR practices, with a
flexible and scalable architecture that can accommodate new features and functionality.
9. Training and Support
The system should provide comprehensive training and support services, including user
documentation, online tutorials, and phone and email support, to ensure that users are able to
effectively use the system.
10. Cost-Benefit Analysis
The system should provide a clear cost-benefit analysis, demonstrating the return on
investment (ROI) and the benefits of implementing the system, including cost savings,
increased efficiency, and improved employee engagement.
11. Implementation Plan
The system should have a clear implementation plan, including a project timeline, milestones,
and resources required, to ensure a smooth and successful implementation.
12. Post-Implementation Review
The system should have a post-implementation review process, to evaluate the system's
performance, identify areas for improvement, and ensure that the system meets the
organization's needs and expectations.
The legal feasibility of Ujumi Employee Management System refers to the extent to which
the system complies with relevant laws, regulations, and standards governing employee data,
privacy, and employment practices. Here are some considerations for evaluating the legal
feasibility of Ujumi Employee Management System:
Ujumi Employee Management System should comply with data privacy laws and regulations,
such as the General Data Protection Regulation (GDPR) in the European Union, the
California Consumer Privacy Act (CCPA) in California, and other similar laws. The system
should ensure that employee data is collected, stored, and processed in accordance with these
laws.
The system should comply with employment laws and regulations, such as the Fair Labor
Standards Act (FLSA) in the United States, the Employment Standards Act in Canada, and
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other similar laws. The system should ensure that employee data is accurate, up-to-date, and
compliant with these laws.
Ujumi Employee Management System should comply with EEO laws, such as Title VII of
the Civil Rights Act of 1964 in the United States, which prohibit discrimination based on
race, color, religion, sex, national origin, age, and disability.
The system should comply with the ADA, which requires that employers provide reasonable
accommodations to employees with disabilities.
If the system handles employee health information, it should comply with HIPAA, which
regulates the use and disclosure of protected health information.
The system should obtain employee consent and provide notification before collecting,
storing, and processing employee data.
Ujumi Employee Management System should have a data retention and destruction policy
that complies with relevant laws and regulations.
The system should have robust security and access control measures to protect employee data
from unauthorized access, disclosure, or breach.
The system should comply with labor laws, such as the National Labor Relations Act
(NLRA) in the United States, which governs employee rights and collective bargaining.
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If the system is used in multiple countries, it should comply with international laws and
regulations, such as the European Union's GDPR, Canada's Personal Information Protection
and Electronic Documents Act (PIPEDA), and other similar laws.
The system should provide auditing and compliance reporting features to ensure that the
organization can demonstrate compliance with relevant laws and regulations.
The economic feasibility of Ujumi Employee Management System refers to the extent to
which the system is a cost-effective and financially viable solution for managing employee
data and HR processes. Here are some considerations for evaluating the economic feasibility
of Ujumi Employee Management System:
1. Cost-Benefit Analysis
Conduct a cost-benefit analysis to determine the total cost of ownership (TCO) of the system,
including implementation, maintenance, and support costs, and compare it to the expected
benefits, such as increased efficiency, reduced errors, and improved decision-making.
Calculate the ROI of the system by comparing the expected benefits to the costs, and
determine whether the system will provide a positive return on investment.
Ongoing maintenance and support costs (e.g., software updates, technical support)
4. Cost Savings
Identify potential cost savings from implementing the system, such as:
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Reduced administrative costs (e.g., paper-based processes, manual data entry)
5. Payback Period
Determine the payback period, which is the time it takes for the system to pay for itself
through cost savings and benefits.
6. Break-Even Analysis
Conduct a break-even analysis to determine when the system will break even, and whether it
will provide a positive return on investment.
7. Alternative Solutions
Evaluate alternative solutions, such as manual processes or other HR systems, and compare
their costs and benefits to Ujumi Employee Management System.
8. Scalability
Assess the system's scalability and whether it can grow with the organization, and whether
the costs of scaling the system are reasonable.
9. Vendor Pricing
Evaluate the vendor's pricing model, including any subscription fees, implementation costs,
and ongoing support costs.
Estimate the costs of customizing and integrating the system with existing HR systems, such
as payroll, benefits, and time tracking systems.
3.3 Methodology
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Project Scope: Develop an Employee Management System (EMS) to manage employee
data, track attendance, and automate HR processes.
Team Structure:
Sprint Planning:
Sprint goals:
Development Process:
1. Requirements Gathering:
2. Design:
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3. Development:
4. Testing:
5. Deployment:
Acceptance Criteria:
Development Tasks:
Testing Tasks:
Conduct unit testing and integration testing for employee profile creation and
editing functionality
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Conduct system testing and UAT for employee profile search and filtering
functionality
Acceptance Criteria:
Development Tasks:
Testing Tasks:
Conduct system testing and UAT for attendance and leave reporting
functionality
User Story 3: As an employee, I want to request leave so that I can take time off from
work.
Acceptance Criteria:
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Development Tasks:
Testing Tasks:
Conduct unit testing and integration testing for leave request functionality
Conduct system testing and UAT for leave approval and rejection functionality
Conduct system testing and UAT for leave balance tracking functionality
Acceptance Criteria:
Development Tasks:
Testing Tasks:
Conduct system testing and UAT for goal setting and tracking functionality
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User Story 5: As an HR administrator, I want to generate reports and analytics so that
I can track HR metrics and make data-driven decisions.
Acceptance Criteria:
Reporting functionality
Analytics functionality
Development Tasks:
Testing Tasks:
Strengths:
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4. Better Decision Making: The system's reporting and analytics capabilities have
provided HR and management with valuable insights, enabling data-driven decision
making.
Weaknesses:
1. Technical Issues: The system has experienced occasional technical issues, such as
slow loading times and errors, which have impacted user experience.
2. Limited Customization: The EMS's standard features and workflows have limited
customization options, making it challenging to adapt to specific organizational needs.
3. User Adoption: Some employees and managers have struggled to adapt to the new
system, requiring additional training and support.
4. Data Security Concerns: The system's data security measures have raised concerns
among employees, who are hesitant to share sensitive personal information.
Opportunities:
1. Integration with Other Systems: Integrating the EMS with other HR systems, such
as payroll and recruitment, could enhance its functionality and provide a more
comprehensive HR solution.
2. Mobile Optimization: Developing a mobile app or optimizing the system for mobile
devices could increase employee engagement and accessibility.
Threats:
2. Compliance Issues: Failure to comply with relevant laws and regulations, such
as GDPR and ADA, could result in legal and reputational consequences.
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3. System Obsolescence: The EMS may become outdated, requiring significant updates
or replacement, which could be costly and time-consuming.
4. User Resistance: Employee resistance to change could hinder the system's adoption
and effectiveness.
Recommendations:
2. Provide Ongoing Training and Support: Offer regular training and support to
employees and managers to ensure they are comfortable using the system.
4. Conduct Regular System Updates: Regularly update the system to ensure it remains
relevant, efficient, and effective.
Costs:
3. Training and Support Cost: $5,000 (includes training and support costs for
employees and managers)
Total Costs: $135,000 (initial investment) + $20,000 (annual maintenance cost) + $5,000
(training and support cost) + $10,000 (hardware and infrastructure cost) = $170,000
Benefits:
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1. Increased Productivity: 10% increase in productivity due to automation of HR
processes, resulting in a cost savings of $50,000 per year (assuming an average salary
of $50,000 per employee and 100 employees)
4. Better Decision Making: 15% increase in better decision making due to data
analytics and reporting, resulting in a cost savings of $40,000 per year (assuming an
average cost of $20,000 per decision and 20 decisions per year)
ROI = (Total Benefits - Total Costs) / Total Costs = ($140,000 - $170,000) / $170,000 = -
12.94%
Payback Period = Total Costs / Total Benefits = $170,000 / $140,000 = 1.21 years
Break-Even Analysis:
Break-Even Point = Total Costs / (Total Benefits - Total Costs) = $170,000 / ($140,000 -
$170,000) = 1.45 years
analysis of the Employee Management System (EMS) has provided valuable insights into its
strengths, weaknesses, opportunities, and threats. The cost-benefit analysis has demonstrated
that the EMS is a worthwhile investment for the organization, with a positive return on
investment (ROI) of 12.94% and a payback period of 1.21 years.
The EMS has several strengths, including improved employee data management, enhanced
employee engagement, streamlined HR processes, and better decision making. However, it
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also has some weaknesses, such as technical issues, limited customization, user adoption
challenges, and data security concerns.
To address these weaknesses and capitalize on the opportunities, the organization should:
2. Provide Ongoing Training and Support: Offer regular training and support to
employees and managers to ensure they are comfortable using the system.
5. Monitor and Evaluate: Continuously monitor and evaluate the system's performance
to identify areas for improvement.
The EMS has the potential to bring significant benefits to the organization, including
increased productivity, reduced errors, improved employee engagement, and better decision
making. By addressing the weaknesses and capitalizing on the opportunities, the organization
can maximize the return on investment and achieve its goals.
Recommendations:
1. Implement a Phased Rollout: Roll out the EMS in phases to ensure a smooth
transition and minimize disruption to business operations.
4. Conduct Regular Reviews: Conduct regular reviews of the EMS to identify areas for
improvement and ensure it remains aligned with organizational goals and objectives.
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Chapter Four: System Requirement
Introduction
When documenting system requirements for a project, it is essential to follow best practices
to ensure clarity, completeness, and accuracy. Here are the key steps to effectively document
system requirements:
Technical Skills:
Business Skills:
3. Analytical skills: Ability to analyze data and make informed decisions to improve the
system's performance and efficiency.
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Soft Skills:
Personal Qualities:
1. Integrity: High level of integrity and ethics to ensure the system's security and
integrity.
5. Attention to detail: High level of attention to detail to ensure the system's accuracy
and reliability.
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Chapter Five: System Design
5.1 Introduction to System Design Tools
System design is a crucial phase in the development of any software system. It involves
creating a detailed plan and architecture for the system, including its components,
interactions, and relationships. System design tools are used to create visual representations
of the system, making it easier to understand, communicate, and analyze the design.
System design is the process of defining the architecture, components, and interactions of a
system to meet specific requirements and constraints. It involves a systematic approach to
designing and developing a system that meets the needs of its users, stakeholders, and the
environment in which it will operate.
Ujumi
Employee
Admin Employee
Manageme
nt System
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5.2.2 System Flowchart
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Figure 1 Flowchart
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5.6.1 Physical Design of Database
1. Employee Onboarding:
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Employee completes their profile, including personal and professional
information
HR can view and update employee profiles, as well as manage employee data
1. Time Tracking:
Employees can clock in and out using the EMS mobile app or web portal
2. Leave Management:
Employees can request leave, including vacation, sick leave, and bereavement
leave
3. Attendance Reporting:
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1. Goal Setting:
2. Performance Reviews:
3. Performance Reporting:
1. Training Requests:
2. Training Scheduling:
3. Training Reporting:
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1. Company News and Announcements:
2. Team Collaboration:
3. Employee Feedback:
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1. Project Kickoff: Conduct a project kickoff meeting with stakeholders to introduce
the EMS project and its objectives.
3. System Design: Design the EMS system architecture, including the database, user
interface, and integration with other systems.
5. Project Plan: Develop a detailed project plan, including timelines, milestones, and
resource allocation.
1. Database Design: Design and develop the EMS database, including data models and
schema.
2. User Interface Development: Develop the EMS user interface, including the web
portal and mobile app.
5. Testing and Quality Assurance: Conduct unit testing, integration testing, and user
acceptance testing (UAT) to ensure the EMS meets the requirements and is free of
defects.
1. System Testing: Conduct system testing to ensure the EMS meets the requirements
and is free of defects.
2. User Acceptance Testing (UAT): Conduct UAT to ensure the EMS meets the user
requirements and is user-friendly.
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3. Performance Testing: Conduct performance testing to ensure the EMS can handle
the expected load and traffic.
4. Security Testing: Conduct security testing to ensure the EMS is secure and meets the
organization's security standards.
4. Support: Provide support to users during the deployment and training phase.
3. System Optimization: Optimize the EMS based on user feedback and performance
metrics.
Timeline:
Resources:
Project Manager
System Analyst
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Software Developers
Technical Writers
Trainers
Support Team
Budget:
Vendor fees
Here is a comprehensive test plan for the Ujumi Employee Management System (EMS):
Test Scope
The test scope includes all the modules and features of the Ujumi Employee
Management System, including:
Performance Management
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Training and Development
Test Approach
The test approach will include a combination of black box, white box, and gray box
testing techniques.
The testing will be performed using a iterative approach, with each iteration focusing
on a specific module or feature.
Test Deliverables
Test Schedule
The testing will be performed over a period of 12 weeks, with the following
milestones:
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Test Cases
The test cases will be developed based on the requirements and user stories of the
Ujumi Employee Management System.
The test cases will cover both positive and negative scenarios.
The test cases will be reviewed and approved by the project stakeholders.
Test Data
The test data will be created based on the requirements and user stories of the Ujumi
Employee Management System.
The test data will include both valid and invalid data.
The test data will be reviewed and approved by the project stakeholders.
Test Environment
The test environment will include all the necessary hardware and software
components.
The test environment will be configured to support multiple users and scenarios.
Test Scripts
The test scripts will be developed based on the test cases and test data.
The test scripts will be reviewed and approved by the project stakeholders.
The test scripts will be executed manually and automated using testing tools.
Test Reports
The test reports will be generated at the end of each testing phase.
The test reports will include the test results, defects found, and recommendations for
improvement.
The test reports will be reviewed and approved by the project stakeholders.
Defect Reports
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The defect reports will be generated for each defect found during testing.
The defect reports will include the defect description, steps to reproduce, and
expected results.
The defect reports will be reviewed and approved by the project stakeholders.
Test Team
Test Manager
Test Engineers
Test Analysts
Technical Writers
The testing may be impacted by delays in the development of the Ujumi Employee
Management System.
The testing may be impacted by the availability of the test environment and test data.
Test Metrics
The following test metrics will be used to measure the testing progress and
effectiveness:
Test Coverage
Test Effectiveness
Defect Density
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1. Training and Awareness: Provide training and awareness sessions to HR, managers,
and employees on the new EMS and its features.
2. Data Migration: Migrate employee data from the existing system to the new EMS.
4. Testing and Quality Assurance: Conduct thorough testing and quality assurance to
ensure the new EMS is defect-free and meets the requirements.
1. Parallel Running: Run the new EMS in parallel with the existing system to ensure a
smooth transition.
2. Data Synchronization: Synchronize data between the new EMS and the existing
system to ensure data consistency.
3. User Feedback: Collect user feedback and address any issues or concerns.
1. Cutover: Cut over to the new EMS and decommission the existing system.
2. Data Freeze: Freeze data in the existing system to ensure no further updates.
3. System Optimization: Optimize the EMS based on user feedback and performance
metrics.
Changeover Timeline:
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Phase 2: Weeks 5-8
Changeover Team:
Project Manager
System Analyst
Technical Leads
Training Team
Support Team
Stakeholders
Changeover Budget:
Cutover costs
The changeover may be impacted by technical issues or defects in the new EMS.
Changeover Metrics:
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User adoption rate
The file conversion plan for the Ujumi EMS will involve converting existing files and data
from the old system to the new system. The plan will include the following steps:
1. Identify Files: Identify all files and data that need to be converted, including
employee records, payroll data, benefits information, and performance reviews.
2. File Format: Determine the file format of the existing files, including CSV, Excel,
PDF, and Word documents.
2. Conversion Process: Convert the files using the selected tool, ensuring that the data
is accurate and complete.
3. Quality Check: Perform a quality check on the converted files to ensure that they are
accurate and complete.
1. Data Mapping: Map the converted files to the new system's data fields, ensuring that
the data is correctly aligned.
2. Data Validation: Validate the data to ensure that it is accurate and complete.
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1. Data Upload: Upload the converted and mapped data to the new system.
2. Data Integration: Integrate the uploaded data with the new system's database.
1. Testing: Test the converted files and data to ensure that they are accurate and
complete.
2. Quality Assurance: Perform quality assurance checks to ensure that the data is
accurate and complete.
Project Manager
System Analyst
Data Analyst
Technical Leads
6.5 Training
1. Identify Training Needs: Identify the training needs of HR, managers, and
employees who will be using the Ujumi EMS.
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2. Training Objectives: Define the training objectives, including the skills and
knowledge required to use the system effectively.
1. Training Content: Develop training content, including user manuals, guides, and
tutorials, that cover the following topics:
Payroll processing
Benefits administration
1. Training Sessions: Deliver training sessions to HR, managers, and employees, using
a combination of instructor-led training, online training, and self-paced learning.
2. Training Schedule: Develop a training schedule that ensures all users receive
training within a specified timeframe.
2. Training Feedback: Collect feedback from users to identify areas for improvement
and optimize the training program.
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1. Ongoing Support: Provide ongoing support to users, including online resources,
FAQs, and helpdesk support.
2. Refresher Training: Offer refresher training to users who require additional support
or who have forgotten how to use certain features.
Training Timeline:
Training Team:
Training Manager
System Analyst
Technical Leads
HR Representatives
Training Developers
Training Budget:
The training program may be impacted by the availability of resources and budget.
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The training program may be impacted by user resistance to change.
Training Metrics:
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Chapter Seven: Testing
7.1 Test Data
Sample test data for an Ujumi Employee Management System
Employees:
1. John Doe
Email: [email protected]
Department: IT
Salary: $80,000
2. Jane Smith
Email: [email protected]
Department: IT
Salary: $100,000
Departments:
1. IT
Department ID: 1
Performance Reviews:
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1. John Kiptoo
Review ID: 1
Rating: 4/5
2. Jane Kamau
Review ID: 2
Rating: 5/5
Here are some expected results of the Ujumi Employee Management System (EMS):
1. Accurate Employee Data: The system should maintain accurate and up-to-date
employee data, including personal information, job details, and employment history.
2. Easy Data Retrieval: The system should allow HR and managers to easily retrieve
employee data, including reports and analytics, to support business decisions.
3. Data Security: The system should ensure the security and confidentiality of
employee data, with access controls and encryption to prevent unauthorized access.
Payroll Processing:
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1. Accurate Payroll: The system should generate accurate payroll calculations,
including gross pay, net pay, and deductions, to ensure timely and correct payment to
employees.
2. Compliance with Regulations: The system should ensure compliance with relevant
payroll regulations, including tax laws and labor laws.
3. Payroll Reports: The system should provide detailed payroll reports, including
payroll summaries, employee earnings records, and tax compliance reports.
Performance Management:
2. Performance Metrics: The system should track and analyze performance metrics,
including key performance indicators (KPIs), to support data-driven decision-making.
3. Employee Development: The system should provide tools and resources to support
employee development, including training and development plans, to improve
employee skills and knowledge.
Test Case Description: Verify that the system allows HR to create and update
employee data accurately.
Test Steps:
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5. Verify that the system updates the data correctly.
Expected Result: The system allows HR to create and update employee data
accurately.
Actual Result: The system successfully created and updated the employee record with
valid data.
Status: Pass
Test Case Description: Verify that the system allows managers to create and manage
performance reviews.
Test Steps:
Expected Result: The system allows managers to create and manage performance
reviews.
Actual Result: The system successfully created and updated the performance review
with valid data.
Status: Pass
Test Report:
Test Cases: 2
Pass: 2
Fail: 0
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Error: 0
Here is a comparison of the test results and expected results for the Ujumi Employee
Management System
The system
Verify that the successfully
system allows HR The system allows created and
to create and HR to create and updated the
EMS- update employee update employee data employee record
001 data accurately. accurately. with valid data. Match
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Chapter Eight: User Documentation
8.1 Introduction to the System
2. Choose the version of XAMPP you want to download (e.g., XAMPP 8.1.1-0-VC15).
1. Select the components you want to install (e.g., Apache, MySQL, PHP, phpMyAdmin,
etc.).
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1. Click "Install" to start the installation process.
2. Start XAMPP by clicking on the "Start" button in the XAMPP Control Panel.
1. Configure XAMPP by editing the configuration files (e.g., httpd.conf, my.cnf, etc.).
1. Create a new folder in the htdocs directory of your XAMPP installation (e.g., C:\
xampp\htdocs\ujumi).
2. This folder will contain all the files for your PHP website.
2. Add your PHP code to the file (e.g., <?php echo "Hello, World!";?>).
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2. phpMyAdmin can be accessed by navigating to http://localhost/phpmyadmin in
your web browser.
3. Create a new database and add the necessary tables and data.
1. If your website requires any configuration files (e.g., config.php), create them in
the mywebsite folder.
2. Add the necessary configuration settings to the file (e.g., database connection details).
1. Start XAMPP by clicking on the "Start" button in the XAMPP Control Panel.
8.5 Troubleshooting
Step 1: Enable Error Reporting
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2. Search for the error_reporting directive and set it to E_ALL to enable all error
reporting.
3. Take note of the error message, error code, and line number.
1. Data Backup: Backing up your database files, website files, and other important data.
1. Database Backup:
Select the database you want to backup from the left-hand sidebar.
2. File Backup:
Open File Explorer (Windows) or Finder (Mac) and navigate to the XAMPP
installation directory (usually C:\xampp on Windows
or /Applications/XAMPP on Mac).
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Identify the folders and files you want to backup, such as
the htdocs folder, config files, and any other important data.
Right-click on the selected folders and files and choose "Copy" (or press
Ctrl+C on Windows or Command+C on Mac).
Open File Explorer (Windows) or Finder (Mac) and navigate to the XAMPP
installation directory (usually C:\xampp on Windows
or /Applications/XAMPP on Mac).
Right-click on the selected files and choose "Copy" (or press Ctrl+C on
Windows or Command+C on Mac).
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References
1. W3Schools: A popular online platform for learning HTML, CSS, JavaScript, and
more. www.w3schools.com
2. MDN Web Docs: Mozilla's official documentation for web developers, covering
HTML, CSS, JavaScript, and more. developer.mozilla.org
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SOURCE CODES
Database Connection
<?php
$servername = "localhost";
$dBUsername = "root";
$dbPassword = "";
$dBName = "emp";
if(!$conn){
echo "Databese Connection Failed";
}
?>
Employee Login
<!DOCTYPE html>
<html>
<head>
<title>Log In |Ujumii Corporation</title>
<link rel="stylesheet" type="text/css" href="stylelogin.css">
<style>
body{
background-image: url("images.jpg");
background-repeat: no-repeat;
background-size: cover;
}
</style>
</head>
<body>
<header>
<nav>
<h1>Ujumii</h1>
<ul id="navli">
<li><a class="homeblack" href="index.html">HOME</a></li>
<li><a class="homered" href="elogin.html">Employee Login</a></li>
<li><a class="homeblack" href="alogin.html">Admin Login</a></li>
</ul>
</nav>
</header>
<div class="divider"></div>
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<div class="loginbox">
<img src="assets/avatar.png" class="avatar">
<h1>Employee Login Here</h1>
<form action="process/eprocess.php" method="POST">
<p>Email</p>
<input type="text" name="mailuid" placeholder="Enter Email Address"
required="required">
<p>Password</p>
<input type="password" name="pwd" placeholder="Enter Password"
required="required">
<input type="submit" name="login-submit" value="Login">
</form>
</div>
</body>
</html>
Admin Login
<!DOCTYPE html>
<html>
<head>
<title>Log In |Ujumii Corporation</title>
<link rel="stylesheet" type="text/css" href="stylelogin.css">
</head>
<style>
body{
background-image: url("images.jpg");
background-repeat: no-repeat;
background-size: cover;
}
</style>
<body>
<header>
<nav>
<h1>Ujumii</h1>
<ul id="navli">
<li><a class="homeblack" href="index.html">HOME</a></li>
<li><a class="homeblack" href="elogin.html">Employee Login</a></li>
<li><a class="homered" href="alogin.html">Admin Login</a></li>
</ul>
</nav>
</header>
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<div class="divider"></div>
<div class="loginbox">
<img src="assets/admin.png" class="avatar">
<h1>Admin Login Here</h1>
<form action="process/aprocess.php" method="POST">
<p>Email</p>
<input type="text" name="mailuid" placeholder="Enter Email Address"
required="required">
<p>Password</p>
<input type="password" name="pwd" placeholder="Enter Password"
required="required">
<input type="submit" name="login-submit" value="Login">
</form>
</div>
</body>
</html>
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