INTRODUCTION

The entire system of Employee Management System (EMS) is designed to remove problems
in existing system and the organization will meet its specific aims. One of the most
important aims from the system to provide detail profile of each employee. As a result, the
system is most important for improving other systems of organization like human resources
management.

The role of employee management system is to centralize the repository of staff data
including recruiting, attendance, and salary. And effective employee management system
helps to generate accurate and timely employee information to fulfil the objectives. EMS
keeps records of employee joining date, leaving date, assets provided. It manages salary of
employee according to the attendance. It also focuses on the capabilities and facilities
provided by the company. Without employee management system it is tedious to control
employees

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BRIEF BACKGROUND OF AN EMPLOYEE MANAGEMENT SYSTEM DATABASE

An employee management system is a platform where all work-related as well as important

personal details of an employee is stored and managed in a secure way. By using
this system, you can manage admin activities in an easier and quicker way.

It is a very simple and interactive system. This database consists of five tables: department
table, leave table, project table, salary table, and staff table. Each of these table are
connected using the one-to-many relationship using Microsoft Access.

PROJECT PROPOSAL

This project is geared towards getting and tracking records all of staffs performance through
the graduate program has been handled separately and disjointly by different staff members
based on what they oversee. However, as multiple aspects of the staff data must be shared
for various tasks, this data is often shared via email and stored redundantly in excel
spreadsheets across the department.

This manner of storage often leads to hardships with regrets to how the data will be
managed, update and shared. When data needs to be updated, all copies must be updated
manually with great care so that out of date information is not kept and recirculated through
the system. In addition, various governmental and provisional bodies request periodic
surveys to be done on the makeup of the staff body. Currently, this is done by sifting
through hundreds of papers for all the staffs and counting them manually. With a
centralized database system, it could potentially take a single query to count the staffs on a
moment notice.

PROBLEM STATEMENT

The problem definition for designing the system is to maintain data of employee, to make
easy controlling of employee, to divide jobs and access control between employees, to use
technology for accurate and timely processing by fully privacy and fully authority access.

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BASELINE PROJECT PLAN

The development of this system started on the 20 th March 2020 and lasted for four weeks
which ended on the 20th April 2020. Below is the project plan.

Week one:

 Analyze the situation

 Define problems and constraints of the system
 Define the objective of the database system
 Define the scope and boundaries of the system

Week two:

 Create the conceptual design of the database

 DBMS software selection: Microsoft Access
 Create the logical design of the database
 Create the physical design.

Week three:

 Create the database

 Test the database.

Week four:

 Revision of the whole assignment

PROJECT REQUIREMENTS STATEMENT:

In this group exercise, we are required to develop a simple employee management

database system. The database must display queries. Students are however required to
create a forms and linked queries to produce reports for management.

CONSTRAINTS:

 GUI is only in English.

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  Login and password are used for identification of user and there is no facility for
guest

PROJECT DESIGN SPECIFICATION DOCUMENT:

Below is the user interface of the tables use in the database:

Department table:

Field Name Data Type Description

Department ID Short Text Primary Key
Department Name Short Text
Budget Short Text

Leave Table:

Field Name Data Type Description

LeaveID Short Text Primary Key
Leave Type Short Text
Leave Status Short Text
employeeID Short Text Foreign Key
Leave Duration Short Text

ProJect Table:

Field Name Data Type Description

ProjectID Short Text Primary Key
ProjectName Short Text
DepartmentID Short Text Foreign Key
Project Duration Short Text

Salary Table:

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Field Name Data Type Description
SalaryPIN Short Text Primary Key
Hours worked Short Text
Rate/Hour Short Text
Bonus Short Text
EmployeeID Short Text Foreign Key

Staff Table

Field Name Data Type Description

EmployeeID Short Text Primary key
Last Name Short Text
First Name Short Text
Gender Short Text
Date of Birth Short Text
Job Description Short Text
departmentID Short Text Foreign Key

SNAP SHOTS

LEAVE TABLE FORM

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SALARY TABLE FORM

PROJECT TABLE FORM

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STAFF TABLE FORM

DEPARTMENT TABLE FORM

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ENTITY RELATIONSHIP DIAGRAM

Department

Crow’s foot model

assign

Staff
handles Project belongs
Department

takes
Staff

Leave Is/isn’t paid Salary

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EMPLOYEE MANAGEMANT SYSTEM DATABASE DICTONARY

TABLE ATTRIBUTES CONTENT DATA TYPE FORMAT RANGE REQUIRED P FK

NAME K REFER
Or ENCE
FK TABLE
Department Department_ID Department_ CHAR (5) 9999 90000- Y PK
Table ID 99999
Department_N Departmen_t VCHAR(20) xxxxxxx Y
ame Name
Budget Budget VCHAR(20) xxxxxxxx Y

Leave Table Leave_ID Leave_ID CHAR (4) 9999 Y PK

Leave_Type Leave_Type VCHAR(20) xxxxxxx Y
Leave_Status Leave_Status VCHAR(20) xxxxxxx Y
Employee_ID Employee_ID VCHAR(15) xxxxxxx

Project Table Project_ID Project_ID CHAR (4) 9999 Y PK

Project_Name Project_Nam VCHAR(20) xxxxxxx Y
e
Department_ID Department- VCHAR(20) xxxxxxx Y
ID
Project_Durati Project_Dura VCHAR(15) xxxxxxx
on tion

Salary Table Salary_Pin Salary_Pin CHAR (4) 9999 Y PK

Hrs_Worked Hrs_Worked VCHAR(20) xxxxxxx Y

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 Rate/Hour Rate/Hour VCHAR(20) xxxxxxx Y
Bonus Bonus VCHAR(15) xxxxxxx
Employee_ID Employee_ID
Staff Table Employee_ID Employee_ID CHAR (4) 9999 Y PK
Employee Employee_N VCHAR(20) xxxxxxx Y
Name ame
Date_of_Birth Date_of_Birt VCHAR(20) xxxxxxx Y
h
Job Description Job VCHAR(15) xxxxxxx
Description
Department_ID Department_
ID

PK = Primary Key

FK = Foreign Key

CHAR = Character

VCHAR = Varchar which will be consist of both numbers and letters

PROBLEMS FACED:

During the development of the Employee Management System Database system, we were
faced with so many challenges and difficulties. Below are some of the problems faced during
the process.

 Problem in analyzing the whole situation.

 Problem in defining the scope and boundaries of the system.
 Problem in the conceptual design of the database

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  Problem in choosing a unique attribute name
 Problem in creating relationship between tables
 Problem in designing a form.

LESSONS LEARNED:

After the completion of the development of the database, we were able to be understood so
many lessons and techniques below are some of the lessons we were able to learned during
the process.

 We learned that; one cannot develop a well deigned database without having a well
baseline project plan.
 We also learned how to create tables and how to design it using the table design
tool bar
 We also learned how to create relationship between tables
 We also learned how to create queries for different tables
 We learned how to create forms and how to design them.
 We were able to be learnt also how to validate data in the table.
 Lastly, we also learned how to create report using the report design.

CONCLUSION

Overall, the system is useful for all the users to maintain information at various levels. It
connects admin and employee and thus easy to maintain. Now admin can easily set the task
or any notifications to the respective employees without having a person to send to
employees and employees can apply for leave or reply with task.

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 BIBLIOGRAPHY

1. Michael Halvorson, Microsoft Visual Basic 6.0 Professional, Second Edition,

Microsoft Press.

2. Gary Haggard, Wade Hutschan, Introduction to Visual Basic 6.0, Tata McGraw
Hill Edition.

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3. Mike Smart, Learn Access 2003 VBA with the Smart Method, The Smart Method
Ltd.

REFERENCES
1. www.wikipedia.com
2. www.slideshare.com

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