5
GHANA TECHNOLOGY UNIVERSITY COLLEGE (GTUC)
FACULTY OF INFORMATICS
DEPARTMENT OF INFORMATION TECHNOLOGY
TITLE
EMPLOYEE REGISTRATION MANAGEMENT SYSTEM
A Project Work Submitted in Partial Fulfillment of the Requirement for the Degree of
Bachelor of Science in Information Technology
BY
Student names and their index number
B0202020202002
SUPERVISOR
September, 2016
TABLE OF CONTENT
Contents
TABLE OF CONTENT 2
ABSTRACT 3
CHAPTER ONE (Introduction) 5
1.1 Background of Study 5
1.2 Problem Statement 6
1.3 Aim 6
1.4 Objectives 6
1.5 Significance of Study 7
1.5.1 Additional benefits 7
1.6 Organization of the Study 7
CHAPTER TWO (Literature Review) 9
2.1 Introduction 9
2.2Review of literature on employee management 9
2.2.1Employee Management Issues 10
2.2.2 Review of related literature 10
2.2.3 Conclusion 13
2.3 Review of Related Applications 13
2.3.1OrangeHRM 13
2.3.2 Simple HRM 15
2.3.3 Waypoint HR 16
2.3.4 Sage HR Africa 17
2.4 SUMMARY 18
References 19
ABSTRACT
An Employee Registration Management System is a distributed application that will be developed to maintain the details of employees working in any organization. It would maintain the information about the personal details of employees, so that the human resource of the organization can easily know the details of all its employees. It would be simple to understand and can be used by anyone who is not even familiar with legacy employees system. It would be user friendly and just ask the user to follow step by step operations by giving him few options. It would be fast and can perform many operations of a company. This software package would be developed using the powerful coding tools of Visual Basic at the frontend with a Microsoft Access database at backend. For further enhancement or development of the package, the user's feedback will be considered. The Employees Registration Management Software would make it easy for the employer to keep track of all records. The combination of these modules into one application assures the perfect platform for re-engineering and aligning Human Resource processes along with the organizational goals. This proposed system would bring about an easy way of maintaining the details of employees working within any organization. The goal of this project is to design and develop an employee registration management system to fill existing gaps in the electronic management of employees.
CHAPTER ONE (Introduction)
1.1 Background of Study
Employees are the backbone of any company therefore their management plays a major role in deciding the success of an organization. Human Resource Management Software makes it easy for the employer to keep track of all records. The ever changing trend in technology brought the necessity for the automation of everything from paper-and-pen based to absolute computer domination. The overwhelming emergence of computers paved way to easier access of information that leads to increased production, efficiency and reliability.
Large and even small and medium sized companies have always implemented a system (whether electronically or manually) to be able to manage its employees effectively. The effective management of these records ensures sound decisions based on full, accurate and up-to-date information to be made. This also ensures that any decision made can be traced, scrutinized and justified if necessary. The Human Resource segment have long used such information to track employees' performance, incentives, problems etc. to streamline the company's input and consequently, maximize its productivity.
This need paved the way to the development of databases to store and retrieve important information. In the development of generic management systems, the organization of storage of data was prioritized. A typical database management system controls the creation, maintenance and use of the database storage structures of institutions.
A flexible and easy to use Employee Management software solution for small and medium sized companies provides modules for personnel information management which allows organizations and companies to manage the most crucial organization asset – people. The combination of these modules into one application assures the perfect platform for re-engineering and aligning Human Resource processes along with the organizational goals.
1.2 Problem Statement
Manual handling of employee information poses a number of challenges. This is evident in procedures such as leave management where an employee is required to fill in a form which may take several weeks or months to be approved. The use of paper work in handling some of these processes could lead to human error, papers may end up in the wrong hands and not forgetting the fact that this is time consuming. A number of current systems lack employee self-service meaning employees are not able to access and manage their personal information directly without having to go through their HR departments or their managers. Another challenge is that multi-national companies will have all the employee information stored at the headquarters of the company making it difficult to access the employee information from remote places when needed at short notice. The project is aimed at setting up an employee information system about the status of the employee, the educational background and the work experience in order to help monitor the performance and achievements of the employee through a password protected system.
1.3 Aim
To design an employee registration management system.
1.4 Objectives
Develop a well-designed database to store employee information.
A user friendly front-end for the user to interact with the system.
Easy retrieval of employee information.
Ability to sort employee queries by departments.
Remove details of employees no longer working in the organization.
1.5 Significance of Study
This system is expected to be user friendly and will offer easy access to data as well as services such as online leave management, e-recruitment, and timely report generation, monitoring employee trainings, task management, project management and employee tracking. Without an employee management system, it is very tedious for the human resource department to keep track of each and every employee and even harder for a project manager to assign tasks to the project team. The employee management system will be developed to provide information of employees and many other facilities at the click of a button.
1.5.1 Additional benefits
This system will reduce the complexity of employee management.
By using this system we can easily maintain all the records about" ON
EMPLOYEES" or "OFF EMPLOYEES".
It will reduce searching time.
It can be easily handled by the person who have elementary knowledge of computer because it provides a user friendly environment.
Its hardware and software configuration is not very costly that means, the hardware and software requirement for this software/project are not very costly.
1.6 Organization of the Study
There are essentially two aspects to this project's organization; the first being the project document or write-up and the other part is the system development. The write-up of the project is organized in the following Chapters:
Chapter One: This chapter comprises of the project's Introduction, Background of the Study, Problem Statement, Aims and Objectives, Significance of the study as well as the Organization of the Study.
Chapter Two: Talks about related works of the study (Literature Review). At this stage, critical examination is done with respect to other related works vis-à-vis the current project under development and current trends of the project under development. Evaluation is also done on previous systems or existing systems of similar nature enumerating possible features which the current project had identified.
Chapter Three: This chapter considers the methodology, system analysis and design, tools and techniques as well as description of the mechanism by which the system developer interface to attract user response and view. It also talks extensively about the blending of the ITERATIVE Methodology. Technical details such as Software Architecture, Use-Case Diagram, Class Diagram, and Sequence Diagram are captured over here.
Chapter Four: This chapter seeks to address the execution of the system itself. This is where the actual system development and implementation is discussed. This phase also analyses user's response as discussed in the third chapter, producing screenshots of the system interface and functionalities to address the system's prescribed requirements.
Chapter Five: It captures the conclusion of both the write-up and system development. The chapter summarizes the entire project, including the challenges encountered; personal experiences that pave way for the areas about the system that can be further researched and developed.
CHAPTER TWO (Literature Review)
2.1 Introduction
This section provides a brief introduction on the underlying concepts of this project; sufficient background knowledge based on relevant literature reviews of related works and thoughts with respect to the advancement of this project. At this stage, critical examination is done with respect to other related works vis-à-vis the current project under development and current trends of the project under development. Evaluation is also done on previous systems or existing systems of similar nature enumerating possible features which the current project had identified.
2.2 Review of literature on employee management
Management is not only about managing resources and controlling expenses. Although these are basic functions of management, there's more to management than just managing resources and controlling expenses. Another extremely important function of management is the ability to manage employees - especially since they are the lifeline of any business. Given the downturn in the economy, many businesses have not only been forced to lay off employees, but they've also been forced to close their doors due to a lack in demand. However, there are also businesses that have capitalized on the downturn of the economy to reduce overhead and increase employee productivity even if the need does not exist. This can certainly be a temporary fix, but squeezing everything out of employees does not appear to be the solution for long term business success. With that in mind, this project will dive into some of the common management issues that businesses and leaders face today such as; the effects of poor leadership, not motivating employees effectively, and not being able to manage conflict appropriately. Based on the study of these management issues, the study concludes that poor leadership can result in not providing proper direction and/or guidance to your employees to meet company goals, not motivating employees can result in a decrease in employee productivity, and not managing conflict can lead to low morale and even a belief of inequality among the workgroup if issues are not handled properly. Further research would be appropriate to explore solutions to these issues.
2.2.1 Employee Management Issues
Given the fact that every person and employee is different, managing employees effectively continues to be one of the most common management issues that businesses face in this demanding world of business. Businesses can certainly hire employees that have great credentials and impressive resumes. However, managing employees and addressing management issues effectively is just as important as hiring employees with the proper experience and education in order to establish a good employee base that will be instrumental for future success.
With the above in mind, this study will focus on several employee management issues such as the effects of (a) poor leadership, (b) not motivating employees effectively, and (c) not being able to manage conflict appropriately.
2.2.2 Review of related literature
Poor leadership
Employees not only need guidance from their managers or leaders, but they also need to know that they will be there to help them when they need them or to help put things back on the right track. Leadership need not imply that a leader is, by nature, wise, and inspirational. Darker forces sometimes drive leaders as well as their followers. Bad leadership is as ubiquitous as it is insidious (Kellerman, 2007, Pg. 17).
Kellerman (2007) further points out that, "Like good leaders, bad leaders are characterized by traits such as intelligence, high energy, strong drive for power and achievement, decisiveness, and determination. Bad leaders have a skill set that ranges from being good at communicating to being good decision making. Kellerman (2007) also describes bad leaders as, "incompetent, rigid, intemperate, callous, corrupt, insular, and evil" (Kellerman, 2007, Pg. 17). McGowan (2010) also notes, "Leadership can't lead if it can't see" (McGowan, 2010, Pg. 3).
Many leaders/managers are not successful due to their authoritative leadership styles, resulting in increased communication gap with their employees. Such leaders are unable to earn the respect and loyalty of their employees, who simply follow their orders because of their authority. Accordingly, there is a greater possibility of turnover and absenteeism by the valuable workforce (Ahmed, Shields, White, Â &Â Wilbert, 2010, Pg. 108). Fowlie & Wood (2009) further illustrate from one of their studies that, "bad leadership equates to a lack of self-management and relationship management competencies" (Fowlie & Wood, 2009, Pg. 568). Lack of communication and guidance from management simply exacerbates existing or potential problems. As a result, this could then leave the employees feeling like no one is listening and the relationship between employees and management starts deteriorating.
Poor motivation
Once the relationship between employees and management starts to deteriorate, this can then lead to motivational issues. Managers need to realize that every employee is different. Some employees prefer to work independently while others like the continued feedback and support from their leaders. As Lazenby (2008) notes, "a one-size-fits-all apprach to employee motivation doesn't work. Challenges that motivate one person might actually discourage another. Some individuals seem to have a high need for praise and recognition, even when their work is mediocre; others don't seem to care about those things" (Lazenby, 2008, Pg. 22).
As Lazenby (2008) further points out, "People are different, and we need to master the skills needed to motivate different people" (Lazenby, 2008, Pg. 23). While some employees might be motivated by monetary rewards, managers also need to be aware that motivation could also depend on the age of the employee. Although one might not think that age is a factor when it comes to motivating workers - it actually is. Younger employees tend to be more motivated by monetary rewards and older employees are generally motivated by other factors. As Kauffman (1987) points out, "aging, in itself, does not lead to mental impairment, such as memory loss or a breakdown in intellect. They [older workers] may no longer be striving for top pay; they may see the need for better balance between work life and home life; their children may be self-supporting and their monetary needs are no longer a driving force" (Kauffman, 1987, Pg. 43). Not motivating employees can then lead to inter-departmental or departmental conflict - especially if employees believe inequality exists.
Not managing conflict appropriately
Conflict in the workplace is not always a bad thing. However, conflict that's not managed properly can certainly lead to bigger problems. Occasional conflict, if managed appropriately, can lead to creativity, better decision-making, and improved results. However, too much conflict can lead to a decrease in performance and group cohesion (Sikes, Gulbro, & Shonesy, 2010, Pg. 48). Assael (1969) further notes that, "constructive conflict results in improved communications between organizations, allowing for legitimate differences of interests and beliefs to emerge" (Assael, 1969, Pg. 578). Culture wars can occur when the beliefs and habits of one cultural group come to dominate the norms of the workplace, making it difficult for members of other groups to be included, understood, and to attain success (Turner, 2007, Pg. 244).
If conflict is not managed properly the results can ultimately affect the company's bottom line. They "can substantially impact the vital organizational objective of serving customers (Tjosvold, Dann, & Wong, 1992, Pg. 1). It is generally agreed by the organization theorists that organizational conflict should be managed rather than resolved to enhance individual, group, and system wide effectiveness. The management of organizational conflict involves the diagnosis of and intervention in conflict at intrapersonal, interpersonal, intragroup, and intergroup levels (Rahim, Afzalur, Garrett, & Buntzman, 1992, Pg. 423-424). Rahim, Afzalur, Garrett, & Buntzman further point out that, "the difference between resolution and management of conflict is more than semantic. Conflict resolution implies reduction or elimination of conflict, whereas the management of conflict does not necessarily imply reduction or elimination of conflict (Rahim, Afzalur, Garrett, & Buntzman, 1992, Pgs. 423-424).
Conflict is almost certain to occur in work teams due to the fact that they are comprised of different people possessing different perceptions, personalities, and behaviors. Although incredibly effective, work teams may stumble upon barriers which must be overcome to allow for growth and continuation towards the common goals of the group. Unfortunately conflict can't be managed by walking away. You have to tackle the issue and, "the important takeaway is not necessarily knowing how to eliminate conflict all together, but to eliminate the problems before they begin or be prepared to deal with the conflict as it is presented" (Sikes, Gulbro, & Shonesy, 2010, Pg. 48).
2.2.3 Conclusion
Employee management issues can have adverse effects to any business and ultimately to their bottom line. Furthermore, unaddressed issues and/or poor leadership tend to have a rippling effect that can start with one employee and work its way through departments or even entire company's if not addressed accordingly. Not managing employees appropriately can also lead to reduced opportunities not only for the employee, but for the company. In summary, poor leadership can result in not providing proper direction and/or guidance to your employees to meet company goals, not motivating employees can result in a decrease in employee productivity, and not managing conflict can lead to low morale or even a belief of inequality among the workgroup if issues are not handled properly.
As Ahmed, Shields, White, & Wilbert (2010) point out, "Managers must have a mind-set to think beyond their job titles and focus more on developing and inspiring employees to accomplish organizational goals." After all, "The ultimate goal of an organization is to maximize shareholders' value and profitability, which is accomplished by integrating strong leadership with formal and informal communication networks" (Ahmed, Shields, White, & Wilbert, 2010, Pg. 119).
2.3 Review of Related Applications
We analyzed the biggest, most popular websites that let users review service-based businesses. Read on for a sense of the size and relative reach of each of these sites, as well as a look at the costs and benefits of becoming a member, and the policies that protect the site from spam and shield the business owner from abuse.
2.3.1 OrangeHRM
This is a powerhouse human resources tool that any small or midsize business can benefit from using. With Orange HRM, you have options: You can download and install the system on your own hardware, or you can purchase a hosted solution. To get prices for the hosted solution, you have to contact them from their "Request a Quote page".
OrangeHRM's features include: fully modular, add-ons (e.g., benefits, employee self
-service, training, budget, job and salary history, etc.) For purchase, all standard HR functions (employees, leave, benefits, performance, etc.), and more.
The installation is fairly straight-forward. With a self-extracting Windows installer or full-source installations for Windows, Mac, and Linux, you can get Orange HRM up and running on nearly every platform. If you don't have the hardware or the skills to set up Orange onsite, you can request a quote for a hosted instance of Orange HRM. You can also purchase support plans and customizations.
FIGURE 1. SNAPSHOT OF ORANGE HRM INTERFACE.
2.3.2 Simple HRM
Simple HRM, offers an open source version of its professional platform. This version offers time management, and it can be installed on either a WAMP (Windows Apache MySQL PHP) or LAMP (Linux Apache MySQL PHP) server.
Once installed, Simple HRM offers every feature you need to solidify your HRM department: employee information, leave management, travel management, expense management, benefit management, and task reporting. Simple HRM allows you to assign a CV to an employee and define eligibility for rehire. Each major module offers plenty of granular control, and the user interface is well laid out.
FIGURE 1.1 SNAPSHOT OF SIMPLE HRM INTERFACE.
2.3.3 Waypoint HR
Waypoint NHR is the HR software for any small or midsize company looking for a platform that nearly any user, of any experience level, can use. Waypoint HR can manage employee data, which include:
Personal details
Holiday/sickness/absence history
Employment/contract/job/salary details
Discipline and grievance records
Performance appraisals
Exit interviews and termination
A five-step add employee wizard
Export reports to PDF
Multi-site facility layering Waypoint HR also offers an active online support forum, a dedicated support website (which includes developer support), as well as an on-demand solution (for those that do not want to bother with the installation of Waypoint HR on a local machine). To get a quote for the on-demand solution, visit this page, fill out the questionnaire, and wait to hear from Waypoint HR
Waypoint HR also offers an active online support forum, dedicated support website (which includes developer support), as well as an on-demand solution (for those that do not want to bother with the installation of Waypoint HR on a local machine). To get a quote for the on-demand solution, visit this page, fill out the questionnaire, and wait to hear from Waypoint HR.
FIGURE 1.2 SNAPSHOT OF WAYPOINT HR INTERFACE.
2.3.4 Sage HR Africa
Sage HR Africa offers world-class HR and payroll software and services to the African
Continent. We have an African footprint of 35 countries that includes an extensive network of Strategic and Business Partners that can assist you with installation, training and anyone-site support that your business requires. We are committed to providing robust, innovative and easy-to-use
Human resource and software applications that will make your business life so much easier. We ensure statutory compliance with local authorities and with our software your business is always in line with country-specific payroll and HR rules and regulations.
Our HR and Payroll software is ideal for any size and type of business. Whether you are just starting out, or if you have an existing business that is growing, Sage HR Africa's software solutions aim to support the growth of your business and to develop an ongoing partnership with you, our potential customer, for the long-term.
2.4 SUMMARY
The literature review in this chapter has looked at a brief overview of existing HR and employee management systems and what procedures have to be followed when executing these HR tasks. Various front and back end technologies were also reviewed highlighting the advantages and disadvantages of their use, lastly the chapter looked at the importance of security over the Internet and suggested ways in which a web application can be made secure. The next chapter will take a look at the system analysis of the developed system.
References
SDLC - Iterative model (2016) Available at: https://www.tutorialspoint.com/sdlc/sdlc_iterative_model.htm (Accessed: 5 October 2016).
Nevogt, D. (2016) Employee management system: Why and how to start using One. Available at: http://blog.hubstaff.com/employee-management-system/ (Accessed: 5 October 2016).
Review of literature on employee management : (10/18/2016 ,10 :34am ) https://www.ukessays.com/essays/management/review-of-literature-on-employee-management-management-essay.php
