Software Design Document

For

Organizational HRMS
Version <1.0><Status: Approved>

Project Guide: Syed Mohamed [email protected]

Signature:

Aswathy V AM.EN.P3MCA11014 [email protected]

Jeena Daniel AM.EN.P3MCA11026 [email protected]

Sandhya S Pillai AM.EN.P3MCA11050 [email protected]

GTI Pvt. Limited 03 April 2014

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Table of Contents
Table of
Contents
Revision History
1. INTRODUCTION....................................................................................................1
1.1 Purpose..........................................................................................................1
1.2 Scope............................................................................................................1
1.3 Overview......................................................................................................1
1.4 Reference Material.......................................................................................1
1.5 Definitions and Acronyms...........................................................................1
2. SYSTEM OVERVIEW…....................................................................................2-4
3. SYSTEM ARCHITECTURE….............................................................................4
3.1 Architectural Design…................................................................................5
3.2 Decomposition Description…................................................................6-18
3.3 Design Rationale...................................................................................18-19
4. DATA DESIGN......................................................................................................19
4.1 Data Description…...............................................................................19-27
5. HUMAN INTERFACE DESIGN.........................................................................28
5.1 Overview of User Interface........................................................................28
5.2 Screen Images.......................................................................................28-31
5.3 Screen Objects and Actions.......................................................................31
6.OTHER DESIGN FEATURES.......................................................................32-37

Revision History
Name Date Reason For Changes Version Signature of
Guide
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1. INTRODUCTION
The Software Design Document is a document to provide documentation which will be used to
aid in Software development by providing the details for how the software should be built. The
SDD is performed in two stages. The first is a preliminary design in which the overall system
architecture and data architecture is defined. In the second stage, i.e. the detailed design stage,
more detailed data structures are defined and algorithms are developed for the defined
architecture.

1.1 Purpose
Through Software Design Document, we get an overview of the system and the software
that are used. i.e., Within the Software Design Document is narrative and graphical
documentation of the software design for the project. The intended readerships of the
document are the developers of the system

1.2 Scope

This document describes the detailed design of the “HRMS”, including the system
architecture, class diagrams, and data flow diagrams. Component design of the system will
be described as well. In addition, data design will be described, both in the system and in the
database. Finally, the design of the human interface will be described.

1.3 Overview

This document will discuss the system architecture, data design, component design and
human interface design.

1.4 Reference Material

[1] Michael Blaha, James Ram Baugh “Object Oriented Modelingand Design With UML”,
Prentice Hall; 2 Edition.
[2] Elmasri/Navathe, “Fundamentals of Database Systems”, Addison Wesley-3rd Edition.
[3] Ian Somerville “Software Engineering”, Addison Wesley; 7 edition (3 Jun 2004)
[4] Wikipedia – http://en.wikipedia.org/wiki/Human_resource_management_system.
[5] D.Freitag and A.McCallum. 1999. Information extraction with HMMs and shrinkage.
[6] IEEE Paper “Resume Information Extraction with Cascaded Hybrid Model”

1.5 Definitions and Acronyms

SDD – Software Design Document
HRMS – Human Resource Management System
HR – Human Resource
UML – Unified Modeling Language
Admin – Administrator.

2. SYSTEM OVERVIEW
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A Human Resources Management System (HRMS) is a software application that combines

human resources functions, including Administration, Employee Self Services, Payroll,
Attendance, Recruiting and Mailing system.

Main Modules:

Admin Module
The admin module is the central controller of the system where the HR manager or other
appointed personnel perform all system administrator tasks. This includes defining organization
structure, pay scale, maintaining schedule, recruiting and other information that serves as the
backbone for the rest of the system. Security issues are taken care of through this module as
well by defining user rights and permissions.

Features:
 Have an organized structure by defining company information.
 Organize employee job information by defining job titles, pay grades,
employment statuses.

 Manage the Work Scheduling.

 Manage the recruitment process.

 Manage the attendance.

 Manage Interviews

Employee Self Service Module

Employee selfservice is a powerful tool providing employees of the company with the ability to
view relevant information such as personal information, updating personal information. The
functionality of this module spans through the entire system, making information available
anywhere, anytime.

Features:
 Allow employees to login to the system and update their personal information
independently.
 The ESS users will have limited access within the system as a security measure.
 The application comprises a leave application module and approval from their supervisor
can be performed from the system itself.
 Employee can view his attendance, leave and salary details.

Leave Management Module

Leave Management module enables you to apply for leave online, view leave balances and track
all your employee leave information from one central place. Employees' leave transactions are
accurately tracked and leave balances are automatically updated.
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 Leave management contains every employee's leave application, approval, cancellation

and rejection status at all times.
 Multiple leave policies and rules can be configured in one single system.
 Auto update on leave balance of all employees.
 Trace leave history and status
 Email reminders to remind you of upcoming staff leaves and holidays
 Managements Reports generated easily to know current leave balances, leave requests,
adjustments made and user information at the click of a button
 Allow employee to apply leave directly from the system and admin may approve or
reject the leave.

Payroll Module
Payroll is very simple, flexible and user-friendly management software that takes care of all
your requirements relating to accounting and management of employee payroll. Payroll stores
the complete record of the employees, generates pay-slips, computes all allowances and
deductions and generates all statutory reports.

Features:
 Manage employee information efficiently.
 Creates salary structure.
 Generate pay-slip.
 Generate and manage the payroll processes according to the salary structure assigned to
the employee.

Time Attendance Module

The time attendance management system is a web application development tool which will be
used across the organization to track the Employee attendance and its information. RFID Based
Attendance System is used for daily employee attendance in companies.
Features:
 The attendance of the employee will be taken by RFID tags and will automatically get
stored in the database.
 Employee can view his attendance.
 Employees can view published schedules from their own login.
 Admin can manage the schedules.
 The system records details such as arrival and departure of employees besides
maintaining information regarding their personal and official profiles.

Recruitment Module
Recruitment management system is a comprehensive system to manage the entire recruitment
processes of an organization. It facilitates the information flow of a company within HR
departments. It helps recruiters to easily manage the candidate resumes, posts jobs, shortlist
eligible candidates and manage candidate interview.

Features:
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 Creates forms for different categories of applicants.

 Creates vacancy notice online
 Search applications on the basis of given criteria, sort, display in easy-to-use format;
convert to spreadsheet or PDF format.
 One time registration leads to Automatic Profile creation.
 Resume parser allows extracting candidate information from resumes.

Mailing System Module

The mailing module is to provide a quick, flexible and secure means of communication among
the employees of an organization. The main aim of the system is to send and receive mails
spontaneously without requiring the parties be available at the same time. Since the system aims
at secure communication, the employees need to acquire a unique email address by registering
with the admin via the organization’s website.

Features:
 Provides Intranet email facility among employees of the organization.
 Works as a standalone application without requiring any external resources from the
internet.
 Featured access to organizational resources.
 Offers secured authentication schemes for the access to mail accounts.
 Effective communication management via quick and accurate transfer of mails.

3. SYSTEM ARCHITECTURE
This section will describe the system architecture in terms of the architectural design,
decomposition description and design rationale.

3.1 Architectural Design

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3.2 Decomposition Description

LEVEL 1 DFD Login System

LEVEL 2 DFD Login System

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LEVEL 1 DFD Personal Information Management

LEVEL 1 DFD Recruitment System

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LEVEL 2 DFD Recruitment System

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LEVEL 3 DFD Recruitment System

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LEVEL 1 DFD Time Attendance System

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LEVEL 2 Time Attendance System

LEVEL 1 DFD Leave Management System

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LEVEL 2 DFD Leave Management System

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LEVEL 1 DFD Payroll System

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LEVEL 1 DFD Mailing System

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CLASS DIAGRAMS

Time Attendance
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Recruitment System
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Mailing System
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3.3 Design Rationale

The 3tier architecture was selected for the following reasons:

 Separation of functionality from presentation and database: this gives better
understanding and control of the code.
 Change Management: it's much easier to manage changes in the architecture.
 Maintainability: each layer can be maintained without affecting other layers.
 Extensibility: it's easier to extend the system in this architecture because boundaries
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between layers are clear, and so adding new functionalities requires modifying
the corresponding layers only.
 Reusability: we can reuse the application layer, for example, in other similar
applications.
 Performance: better performance since the load is less on the client.

4. DATA DESIGN
4.1 Data Description
SNO Column Name Data Type Description
1 Empid Int Employee id
2SNO Fname
Column Name Varchar(50)
Data Type First Name
Description
31 Mname Varchar(50) Middle Name
4 Eid
Lname Int
Varchar(50) Identification
Last Name
5number Blood Varchar(20) Blood Group
62 Username
Nationality Varchar(50)
Varchar(20) User Name
Nationality
73 Password
Status Varchar(20)
Varchar(20) Password
Marital Status
8 Dob Date Date of Birth
9 Dlicense Varchar(20) Driving License Number
10 Gender Varchar(10) Gender
11 Profilepic Profile Picture
Login

Employee Basic Details

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Employee Contact Details

SNO Column Name Data Type Description
1 Eid Int Identification number
2 Address Varchar(30) Contact address
3 City Varchar(20) City
4 State Varchar(20) State
5 Zipcode Int Zip postal code
6 Country Varchar(30) Country Name
7 Homephone Int Home Telephone number
8 Mobile Int Mobile number
9 WorkTelephone Int Work telephone number
10 Email Varchar(30) PersonalEmail address

Employee Education Details

SNO Column Name Data Type Description

1 Eid Int User Identification number
2 Edlevel Varchar(50) Bachelor/UG/Master
3 Institute Varchar(50) Name of the College
4 Specialization Varchar(50) Major Subject
5 Eyear Int(4) Join year
6 GPA/Score Varchar(50) Score
7 Estartdate Date Course start date
8 Eenddate Date Course end date

Skills

SNO Column Name Data Type Description

1 SkillName Varchar(50) Skill Name
2 SkillInfo Varchar(50) Skill Information

Employee Skills

SNO Column Name Data Type Description

1 Eid Int Identification number
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2 Skillname Varchar(50) Skill Name

3 Year_exp Int(4) Years of experience
4 Comments Varchar(100) Personal comments

Employee Work Experience

SNO Column Name Data Type Description

1 Eid Int Identification number
2 Company_name Varchar(50) Company name
3 Job_Title Varchar(30) Designation
4 From_date Date Join date
5 To_date Date Resigned date
6 Location Varchar(20) Company Location
7 Reference Varchar(20) Reference Person name
8 Ref_number Int Reference person’s work
telephone number

Employee Commencement details

SNO Column Name Data Type Description

1 Eid Int Identification number
2 Join_date Date Join date
3 Probation_enddate Date End date of probation
4 Date_permanency Date Date of permanency

Salary Paygrade
SNO Column Name Data Type Description
1 Paygrade Varchar(20) Pay Grade
2 Minsal Number Minimum Salary
3 Maxsal Number Max Salary

Salary Components
SNO Column Name Data Type Description
1 Component_name Varchar(50)
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2 Type Varchar(1) Earning(E) or Deduction(D)

3 Value_type Varchar(1) Percentage(P) or
Amount(A)
4 Cost_to_company Varchar(1) Y/N

Job Titles

SNO Column Name Data Type Description

1 Job_title Varchar(50) Job designation
2 Job_description Varchar(200) Description
3 Job_specification Varbinary File
4 Pay_grade Varchar(20) Paygrade

Job Category
SNO Column Name Data Type Description
1 Job_categoryname Varchar(30) Job Category
2 Description Varchar(100) Job
Description

Employment Status
SNO Column Name Data Type Description
1 Status Varchar(30) Status
2 Info Varchar(100) Information

Employee Job details

SNO Column Name Data Type Description
1 Eid Int Employee id
2 Job_title Varchar(50) Job Title
3 Emp_status Varchar(30) Status
4 Job_category Varchar(30) Category
5 Location Varchar(30) Location
6 Sub_unit Varchar(30) Department
7 Effective_date Date Date of Permanency
8 Basic pay Int Basic Salary

Employee Salary details

SNO Column Name Data Type Description
1 Eid Int Employee id
2 Sal_component Varchar(30) Salary
Component
3 Amount Int Amount
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4 Effective_date Date Validity

Salary history
SNO Column Name Data Type Description
1 Eid Int Employee Id
2 Trans_date Date Transfer Date
3 Amount Int Amount
4 Account number Int(10) Bank No

Project Details

SNO Column Name Data Type Description

1 Pid Int Project ID
2 pname Varchar(50) Project Name
3 pinfo Varchar(2000) Project Information
4 P_manager Int Project Manager

Task Details

SNO Column Name Data Type Description

1 Taskname Varchar(30) Task Name
2 Pid Int Project Id
3 Startdate Date Start Date
4 Expect_enddate Date End Date
5 Supervisor Int Employee id

Shift Details
SNO Column Name Data Type Description
1 Shiftname Varchar(30) Shift Name
2 From Time Time From
3 To Time Time To
4 Hrs_perday Int Hours

Employee Assigned Task Details

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SNO Column Name Data Type Description

1 Eid Int Emp Id
2 Taskname Varchar(30) Task Name
3 Shiftname Varchar(30) Shift Name

Work week

SNO Column Name Data Type Description

1 Day Varchar(20) Dayname
2 Shiftname Varchar(30) Shiftname

Holidays

SNO Column Name Data Type Description

1 Holiday_name Varchar(30) Holiday
2 Start_date Date Start Date
3 End_date Date End Date
4 Full_half_day Varchar(1) Full(F) or Half(H)
5 Repeats_anualy Varchar(1) Y/N

Job Vacancy details

SNO Column Name Data Type Description
1 Job_title Varchar(50) Job Title
2 No_vacancy Int Number of Vacancies
3 Hiring_Manager Int Employee id
4 Status Varchar(1) Published(P) or
Not(N)
5 Effective date Date Date of expire
6 Location Varchar(20) Location
7 Subunit Varchar(20) Department

Interview details

SNO Column Name Data Type Description

1 Interview_id Int(Auto) Interview Id
2 Interview_name Varchar(30) Interview Name
3 Start_date Date Start Date
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4 End_date Date End Date

5 Time Time Time of Interview
6 Venue Varchar(50) Venue
7 Procedure Vaarchar(100) Interview Procedure

Assigned interviews
SNO Column Name Data Type Description
1 Job_vacancy_title Varchar(50) Vacancy Title
2 Interview_name Varchar(30) Interview Name

Candidate Registration
SNO Column Name Data Type Description
1 Can_email Varchar(255) Email id
2 Name Varchar(50) Candidate Name
3 Resume Varchar(255) Resume Path

Candidate Personal Details

SNO Column Name Data Type Description

1 Can_id Int(Auto Increment) User Identification number
2 Username Varchar(50) User Name (email id)
3 Password Varchar(30) Password
4 Name Varchar(50) Name
5 Gender Varchar(50) Gender
6 Address Varchar(50) Address
7 Zipcode Varchar(50) Zipcode
8 Mobile Varchar(50) Mobile No
9 Contact_Email Varchar(50) Email Id

Candidate Education Details

SNO Column Name Data Type Description

1 Can_Id Int User Identification
number
2 Username Varchar(50) User Name
3 SchoolName Varchar(50) Name of the
School(10th)
4 Institute_Name_bach Varchar(50) College
elor
5 Year_bachelor Int(4) Pass out year
6 Bachelor_in_sub Varchar(50) Specialization
7 Bachelor_score Int Score
8 Institute_Name_PG Varchar(50) College
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9 Year_PG Int(4) Pass out year

10 PG_in Varchar(50) Master Degree
11 PG_Score Int Score

Candidate Experience Details

SNO Column Name Data Type Description
1 Can_Id Int User Identification number
2 Username Varchar(50) User Name
3 Company Varchar(50) Company name
4 Location Varchar(20) Company Location
5 Year Year Join date
6 Skills Varchar(100) Skills

Candidate Job Application

SNO Column Name Data Type Description

1 Id Int User Identification number
2 Username Varchar(50) User Name
3 Post_applied_for Varchar(50) Applied Job Post
4 Date_of_apply Varchar(50) Date of Apply
5 Status Varchar(50) Status
6 Resume_path Varchar(50) Resume Path

Shortlist

SNO Column Name Data Type Description

1 Can_id Int Candidate Id
2 Job_post_title Varchar(50) Job Title
3 Shortlist_date Date Shortlist Date
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Leave Types

SNO Column Name Data Type Description

1 Ltype Varchar(20) Leave Type
2 Ldesc Varchar(50) Leave Description

Leave Entitlements
SNO Column Name Data Type Description
1 Leave_type Varchar(20) LeaveType
2 Valid_from_date Date From Date
3 Valid_to_date Date To Date
4 No_days int No of Days
5 With_or_without_pay Varchar(1) Y/N
6 Supervisor Int Employee id

Leave Rules
SNO Column Name Data Type Description
1 Leave_type Varchar(20) Leave Type
2 Eid Int Eid

Employee Leave

SNO Column Name Data Type Description

1 Ltype Varchar(20) Leave Type
2 Empid Varchar(20) Employee ID
3 Lbegdate Date Leave Begin Date
4 Lenddate Date Leave End Date
5 Balance_leave Int Balance days
6 Status Varchar(20) Approved/Rejected/Pe
nding
7 Reason Varchar(100) Reason to take leave
8 Leave_rqst_date Date Request issued date

Mails

SNO Column Name Data Type Description

1 Eusername Varchar(50) Employee id
2 Email_local_id varchar(20) Employee intranet email id
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SNO Column Name Data Type Description

1 id Int(Auto Increment) User Identification number
2 efrom varchar(20) Email from
3 eto varchar(20) Email to
4 esub nvarchar(50) Email Subject
5 emessage nvarchar(MAX) Email Message
6 Eattachment Varbinary(MAX) Email Attachment
7 isInbox bit Is Inbox
8 isOutbox bit Is Outbox
9 isDraft Bit Is Draft
10 isTrash bit Is Trash
11 username varchar(50) User name
12 edate Datetime Email Date

Organization info
SNO Column Name Data Type Description
1 SubUnit Varchar(50) Department
2 Location Varchar(50) Location
3 Address Varchar(255) Address
4 Pincode Int(10) Pincode
5 Phno Int(20) Phone Number

5. HUMAN INTERFACE DESIGN

5.1 Overview of User Interface
“Organizational HRMS” is a webbased system. The application will be accessed over the
Internet. All features will accessible through the web site.The dialogues to be established
must be simple and easily understandable. The language to be used in the system is English.

 Step-By-Step interfaces will be provided to user for the HRMS process.

 The interface will be visual and in case of errors and bugs in any of the communicative
tasks the interface must provide information to the user through messages in rich text
box or through message box.
 It will be multitasking window oriented interface. Interface must be less typographic and
should be instructive.
 Proper shortcut keys in the main screen must be given.
 Process successful and completion messages will be provided.
 Exit, Cancel, Next, Start and Finish buttons will be provided.
 It will allow the user to interact with the product using mouse and keyboard
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5.2 Screen Images

Login Page
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Add Employee Page

Employee List Page

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Reports Page
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5.3 Screen Objects and Actions

For each actor in the system, there is a corresponding interface class. These classes will
implement the required methods for controlling the interaction between the user and the
interface.
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6. OTHER DESIGN FEATURES

Activity Diagram

Recruitment System
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Mailing System
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Time Attendance
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Leave Management System