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SE Mini Project Report

On
EMPLOYEE MANAGEMENT SYSTEM
Submitted in partial fulfillment of the requirement of
University of Mumbai for the Degree of

Bachelor of Engineering
In
CSE IOT and Cyber Security including Blockchain

Submitted By
Shweta Shinde
Tanisha Singh
Alisha Pisal
Divya Sabane

Supervisor
Prof.Smita Wadekar

Department of CSE IOT (CSBT)

Smt. Indira Gandhi College of Engineering, Ghansoli – 400701
UNIVERSITY OF MUMBAI
Academic Year 2023– 24

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Department of CSE IOT and Cyber Security including Blockchain

SMT. INDIRA GANDHI COLLEGE OF ENGINEERING
GHANSOLI – 400701

CERTIFICATE
This is to certify that the requirements for the SE Mini Project report entitled ‘Employee
management system’ have been successfully completed by the following students:
Name Roll No.
Shweta Shinde 57
Tanisha Singh 61
Alisha Pisal 43
Divya Sabane 47
in partial fulfillment of Bachelor of Technology in the Department of CSE, IOT and Cyber
Security including Blockchain, Smt. Indira Gandhi College of Engineering, Ghansoli 401701
during the Academic Year 2023 – 2024.

_____________________
Supervisor
(prof.Smita Wadekar)

_____________________ _____________________
Head of Department Principal
(Dr. Madhu Nashipudimath) (Dr. Sunil Chavan)

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Department of CSE IOT and Cyber Security including Blockchain

SMT. INDIRA GANDHI COLLEGE OF ENGINEERING
GHANSOLI – 400701

REPORT APPROVAL
This SE Mini Project report entitled “Employee Management system” by Shweta Shinde,
Tanisha Singh, Alisha Pisal, and Divya Sabane is approved for the degree of Bachelor of
Engineering in CSE Internet of things, Smt. Indira Gandhi College of Engineering.

Examiners:

1. ________________

2. ________________

Supervisors:

1. ________________

2. ________________

Chairman:

1. ________________

Date:

Place:

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Declaration

We declare that this written submission for the SE Mini Project Report
Declaration entitled “Employee Management System” represents our ideas in our
own words and where others' ideas or words have been included. We have
adequately cited and referenced the original sources. We also declared that we have
adhered to all principles of academic honesty and integrity and have not
misrepresented or fabricated or falsified any ideas / data / fact / source in our
submission. We understand that any violation of the above will cause disciplinary
action by the institute and also evoke penal action from the sources which have thus
not been properly cited or from whom paper permission has not been taken when
needed.

Project Group Members:

Alisha Pisal
Sign: __________________________

Shweta Shinde
Sign: __________________________

Tanisha Singh
Sign: __________________________

Divya Sabane
Sign: __________________________

Date:

Place:
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LETTER OF ACCEPTANCE

I undersigned,Prof . Smita Wadekar working in CSE(IOT CSBT)

department, willing to guide the project titled Employee management system for
the mini project-I Semester IV for the academic year 2023-24. The names of
the students are:

1.Alisha Pisal
2.Divya Sabane
3.Shweta Shinde
4.Tanisha Singh

Prof. Smita Wadekar Dr. Umakant Gohatre. Dr.Madhu Nashipudimath

(Project Guide) (Mini Project Coordinator) (HOD CSE(AIML/IOT))

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Acknowledgement

As every project is never complete with the guidance of experts. So we would like to
take this opportunity to thank all those individuals who have contributed in
visualizing this project. We express our deepest gratitude to our project guide
prof.Smita Wadekar (CSE(IOT) Department, Smt. Indira Gandhi College of
Engineering, University of Mumbai) for her valuable guidance, moral support and
devotion bestowed on us throughout our work. We would also take this opportunity
to thank our project coordinator Prof. Umakant Gohatre for his guidance in selecting
this project and also for providing us all the details on proper presentation of this
project. We extend our sincere appreciation to our entire professors from Smt. Indira
Gandhi College of Engineering for their valuable inside and tip during the designing
the project. Their contributions have been valuable in many ways that we find it
difficult to acknowledge them individually. We are also grateful to our HOD Dr.
Madhu Nashipudimath for extending his help directly and indirectly through various
channels in our project. If I can say in words I must at the outset my intimacy for
receipt of affectionate care to Smt. Indira Gandhi College Of Engineering for
providing such a stimulating atmosphere and wonderful work environment.

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INDEX

Abstract. 7

1. Introduction 8

1.1 Problem Statement 9

1.2 Objectives 9

1.3 Scope 10

1.4 Report organization 11-12

2. Review of literature
2.1. Research paper Analysis 13
2.2 . Methodology
3. Planning and Formulation
13-17
3.1 Project development model
3.2 Advantage
3.3 Disadvantage
4 Requirement Analysis. 18-19
4.1 Hardware requirement
4.2 Software requirement
5. System Design 20-23

6. Algorithm 24-25

7. Conclusion 26

References 27

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List Of Abbreviations

● EMS-Employee management system

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Abstract
This report includes a development presentation of an information system for
managing the staff data within a small company or organization. The system
as such as it has been developed is called Employee Management
System. It consists of functionally related GUI (application program) and
database. The choice of the programming tools is individual and particular.

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1.INTRODUCTION

Employee Management System Project is designed to keep track of

employee information in any company. It stores data such as their
employees personal information, leave details and salary details.

The employee management system project gives managers a better idea of

their employees and helps them plan and manage their work hours to cut
costs and boost productivity. It gives appropriate directions and supervisions
for employees. It also secures and manages information that is important to
the employees including personal and work-related information.

Employee management system is developed to manage the data and

information of an employee in a company. It is developed to override the
problems prevailing in the practicing manual system.

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1.1. Problem Statement:

Due to too much data and paperwork that needed to record the employee data
could consume a lot of space in the filing cabinet. The retrieval of data can be time
consuming because it must be searched from the filing cabinet. This will cause
waste of resources in terms of time and money. In addition, it would also cause
inconvenience and ineffectiveness in daily work. Plus, the manager will face
difficulties when needing to update employee working schedules, reports and
leave requests.

From the employee point of view, when they need to request for leave, they need
to fill in a leave request form manually and submit to the manager personally and
wait for confirmation, this is time consuming. Other than that, if there are any
changes in the working schedule, the employee might have wrong information in
the working schedule because the schedule might not update immediately,
therefore the employee might not be satisfied with the working schedule.

1.2 Objective :

1. This project aims to simplify the task of maintaining records of the

employees of the company.
2. To develop a well-designed database to store employee information.
3. To add, update and delete the records of an employee.
4. To eliminate the need for disparate systems and manual record-keeping,
tracking, and communication.
5.Ensure accuracy and consistency in employee records, reducing errors
and discrepancies.

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1.3.Scope:
The scope of an Employee Management System (EMS) is expansive,
encompassing a comprehensive suite of functionalities aimed at optimizing
every aspect of workforce administration.

From the initial stages of recruitment and onboarding to ongoing tasks such
as scheduling, performance evaluation, and payroll processing, an EMS
offers a centralized platform to streamline and automate diverse HR
processes.

It facilitates efficient management of employee information, ensures

compliance with labor regulations and company policies, and fosters
transparent communication and collaboration among employees,
managers, and HR personnel.

Moreover, an EMS is designed to adapt to the evolving needs of an

organization, supporting scalability, security, and data privacy while
enhancing the overall employee experience.

By providing tools and resources to effectively manage personnel-related

tasks, an EMS empowers organizations to maximize productivity, drive
business growth, and maintain a competitive edge in today's dynamic
business environment.

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1.4 Report Organization:

➢ In Chapter 2,we will discuss about the research paper analysis

related to EMS and analyze the methodology of the project.

➢ In Chapter 3, named as ‘Planning And Formulation’, we will observe

the project development model along with studying it’s advantages and
disadvantages and future scope of this project.

➢ In Chapter 4, titled ‘Requirement Analysis’, we’ll be seeing the

hardware and software requirements of this projects.

➢ In Chapter 5, ‘System Design’ discusses about how the project

works.

➢ In Chapter 6, talk about the development of the algorithm and

algorithm flowchart.

➢ In Chapter 7, we conclude this discussion.

➢ In Chapter 8, include all the references used for making this project
as well as this report.

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2. Review of Literature

2.1. Research paper Analysis:

In a recent research paper analysis of an employee management system, several

key insights emerged regarding its efficacy in enhancing organizational efficiency
and employee satisfaction. The study delved into various aspects such as the
system's usability, functionality, and impact on overall productivity.One significant
finding highlighted the importance of user-friendly interfaces and intuitive design in
facilitating seamless adoption and utilization of the system by employees across
different levels of technical proficiency. Moreover, the integration of features like
task allocation, performance tracking, and communication tools was found to
streamline workflow processes and promote collaboration within
teams.Furthermore, the paper examined the system's ability to generate insightful
analytics and reports, providing management with valuable data-driven insights for
decision-making and strategic planning. By leveraging real-time data on employee
performance, attendance, and engagement, organizations can identify areas for
improvement and implement targeted interventions to optimize workforce
productivity and morale.

2.2.Methodology:

The methodology for employee engagement systems involves several steps:

1.The login is done by the admin or the manager.

2. We have to add the necessary employee details.

3. The employee details added quite earlier can be viewed.

4. The employee details can be modified .

5. The employee details if no longer needed can be removed.

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Planning And Formulation

3.1.Project Development Model

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3.2.Advantages:

1.Efficiency: These systems streamline administrative tasks such as payroll, attendance

tracking, and scheduling, reducing the time and effort required to manage these
processes manually.

2.Accuracy: Automation reduces the likelihood of human error in tasks like payroll
calculations and data entry, leading to more accurate records and payments.

3.Centralized Information: An employee management system provides a centralized

database for employee information, making it easier to access and update essential data
such as contact details, job roles, and performance evaluations.

4.Time-saving:An EMS significantly reduces the need for manual data entry.

5.Security:An EMS ensures that employee data is stored securely and centrally.

6.Tracking:Processes such as recruitment, onboarding, leave management, and

offboarding can be automated, simplified, and tracked within the system.

7.Scalability: As companies grow, employee management systems can easily scale to

accommodate increasing numbers of employees and more complex HR needs, ensuring
that administrative processes remain efficient and effective

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3.3.Disadvantages
1.Cost: Implementing and maintaining an employee management system can be costly,
especially for small businesses with limited budgets. This includes initial setup fees,
subscription costs, and ongoing maintenance expenses.

2.Learning Curve: Employees and managers may require training to use the system
effectively, which can take time and resources. Resistance to change or technological
challenges could slow down the adoption process.

3.Data Security Risks: Storing sensitive employee information in a digital system

increases the risk of data breaches or unauthorized access. Employers must implement
robust security measures to protect confidential data from cyber threats.

4.Technical Issues: Like any software, employee management systems may experience
technical glitches, downtime, or compatibility issues with other systems. These
disruptions can disrupt workflow and productivity if not promptly addressed.

3.4.Future Scope:
1.AI and Machine Learning Integration: Implementing artificial intelligence (AI) and
machine learning algorithms can enable employee management systems to
analyze large datasets for predictive analytics.

2.Advanced Analytics for Decision-Making: Future employee management

systems may offer more sophisticated analytics capabilities, allowing organizations
to gain deeper insights into workforce trends, engagement levels, and productivity
drivers.

3.Personalized Employee Experience: Employee management systems could

evolve to provide more personalized experiences tailored to individual employee
preferences and needs.

4.Remote Work Support: With the rise of remote and hybrid work models,
employee management systems will need to adapt to support distributed teams
effectively.

5.Blockchain for Data Security: Blockchain technology could be leveraged to

enhance the security and integrity of employee data stored within management
systems

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6.Enhanced Employee Feedback Mechanisms: Future employee management

systems may incorporate more advanced feedback mechanisms, including
real-time performance feedback, peer recognition features, and sentiment analysis
tools.

7.Integration with IoT Devices: Integration with Internet of Things (IoT) devices
could enable employee management systems to collect real-time data on
workplace conditions, employee activity levels, and environmental factors..

8.Virtual Reality (VR) Training: Employee management systems could integrate

virtual reality (VR) technology to provide immersive training experiences for
employees.

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4.Requirement Analysis

4.1.Hardware Requirement

The hardware requirements for running EMSare as follows:

1.Processor – Intel i5/i7 - Processors like Intel i5 or i7 are used for executing and
running computer programs. They handle tasks such as compiling code, running
algorithms, and handling various computations required by the software development
process. A powerful processor can significantly enhance the speed and efficiency of our
program.

2. HDD : 1 T or more - An HDD (Hard Disk Drive) with 1TB or more storage capacity
is commonly used for storing large codebases, project files, and other development-
related data. It provides ample space for saving code files, libraries, documentation,
and multimedia resources, allowing developers to organize and access their work
efficiently. Additionally, it can be useful for running virtual machines, storing
backups, and handling various data-intensive tasks in software development
.
3. Computer/ Laptop - A computer or laptop is essential in programming for writing,
testing, and running code. It provides a platform for coding environments, supports
the execution of programs, handles resource management, enables collaboration, and
serves as the central tool for software development tasks.

4. RAM : 8 GB or more - RAM of 8GB or more is useful in programming for efficient

code execution, smoother multitasking, faster compilation, handling large datasets,
and supporting resource-intensive tasks, enhancing the overall performance and
responsiveness of the development environment.

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4.2.Software Requirement:

The software elements required to build this program are as follows:

1.Operating System: Windows 10/11 - An operating system like Windows 10 or 11 is
crucial in programming as it provides a platform for:
Code Development: Offers an environment for coding, debugging, and testing software
applications.
File Management: Facilitates the organization and storage of code files, libraries, and
project resources.
Hardware Interaction: Manages communication between software and hardware
components, allowing programs to utilize system resources.
Multitasking: Enables concurrent execution of multiple applications, enhancing
productivity during coding and testing.
Peripheral Support: Provides drivers and support for various peripherals and devices
used in development, such as printers, scanners, and external storage.
Security: Implements security features to protect code and sensitive data from
unauthorized access.
Networking: Supports network functionality, allowing developers to create and test
software that interacts with the internet or other connected devices.
In short, the operating system serves as the foundation for software development,
offering essential tools and services that make programming tasks possible and efficient.

2.JAVA:Java is a widely used object-oriented programming language and software

platform that runs on billions of devices, including notebook computers, mobile devices,
gaming consoles, medical devices, and many others.

3.JAVA AWT- AWT (Abstract Window Toolkit) is a powerful set of classes and tools
provided by Java to create graphical user interfaces (GUI) for desktop applications.

4.JAVA SWING-Java Swing is a powerful framework for creating Graphical User

Interfaces (GUI) in Java. It is a part of the Java Foundation Classes (JFC) and is widely
used for developing desktop applications.

5.SQL – Database - SQL (Structured Query Language) is a domain-specific language

used for managing and manipulating relational databases. It provides commands to
interact with databases, allowing users to create, retrieve, update, and delete data. SQL
is essential for tasks such as defining database scheme, querying information ,etc.
.

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5.SYSTEM DESIGN

5.1.How It Works:

The login page where the employee and the admin can login with the help of
specific username and the password.

Fig 5.1.1 Login page admin or manager

After we login the page will be directed to the this particular page shown below
where we can see the three buttons:
1. Add employee
2. View employee
3.Remove employee
After clicking on the particular button we will be directed to the particular pages
which are discussed and shown below.
After clicking on the view employee button the page will be directed as shown
below which shows the data of the employee with the option search ,print,update

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and back .

Fig 5.1.2 main page

When clicked on the add employee button it will direct us to the following page
,where after filling the particular detail the employee data will be added which we
can later view .

Fig 5.1.3 add employee details

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After clicking on the view employee button the page will be directed as shown
below which shows the data of the employee with the option search ,print,update
and back .

Fig 5.1.4 view of the data stored in the database

If we want to change the details of the employee ,in the view page we saw an update
button. After clicking on the button we will be directed to the particular page where we
can update the details of the employee.

Fig 5.1.5 update form

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When the particular employee's data is not required after clicking on the remove
button we will be directed to the page shown as below .After the required
information is filled the particular employee will be removed.

Fig 5.1.6 remove form.

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6.Algorithm
Designing an algorithm for an employee management system involves several key steps
and functionalities to ensure efficient management of employee data. Below is a
high-level algorithm outline for such a system:

1. Initialization:
● Initialize the employee database or data structure to store employee records.
● Set up any necessary variables or configurations.

2. Main Menu:
● Display a main menu with options for different functionalities:
● View employee records
● Add new employee
● Delete employee
● Update employee information
● Search for employee
● Exit

3. View Employee Records:

● Allow users to navigate through the records if there are many.

4. Add New Employee:

● Prompt the user to enter details for the new employee:
● Name
● Employee ID
● Department
● Position
● Contact information, etc.
● Validate the input data.
● Add the new employee record to the database.

5. Delete Employee:
● Prompt the user to enter the employee ID or search for the employee to be
deleted.

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● Remove the employee record from the database.

6. Update Employee Information:

● Prompt the user to enter the employee ID or search for the employee whose
information needs to be updated.
● Display the current information and provide options to update specific fields.
● Update the employee record in the database.

7. Search for Employee:

● Allow users to search for employees by various criteria such as name, employee
ID, department, etc.
● Display matching employee records

8. Exit:
● Provide an option to exit the system.

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7.Conclusion

In conclusion, the implementation of an employee management system with

functionalities to view, add, and delete employee data offers significant benefits to
organizations in terms of efficiency, accuracy, and streamlined operations.

By providing a centralized platform for managing employee information,

such a system facilitates easy access to vital data, enabling HR personnel and
managers to make informed decisions promptly. The ability to view employee
details ensures transparency and enhances communication within the
organization, fostering a more cohesive work environment.

Moreover, the capability to add new employee records simplifies the

onboarding process, reducing manual paperwork and minimizing errors. This
feature not only saves time but also ensures that new hires are seamlessly
integrated into the system.

Additionally, the option to delete employee data when necessary ensures

compliance with privacy regulations and helps maintain data integrity. It enables
organizations to securely manage employee records throughout their lifecycle,
from onboarding to offboarding.

Overall, an employee management system with view, add, and delete

functionalities serves as a valuable tool for enhancing HR processes, fostering
organizational efficiency, and ultimately contributing to the overall success of the
company.

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8.References

The references used for this project are:

https://srmus.ac.in/view/governance/naac/1.3.4/Supporting%20Documents/MCA/Suchana%20Th
apa%2020IT103009.pdf

https://lnu.diva-portal.org/smash/get/diva2:204828/FULLTEXT01.pdf

https://www.geeksforgeeks.org/program-for-employee-management-system/

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