The system as such as it is designed is called Employee Management System (EMS). Employee Management System is documented using UML Diagrams very easy to understand. This Employee Management System is designed to Manage the Recruitment & new Employee Registration process and Manage each Employee data. Attendance Management System and Salary Management Systems are also embedded. UML Diagrams ( Use Case Diagram, Activity Diagram, State Chart Diagram or State Machine, Sequence Diagram, Class Diagram, Deployment Diagram, Component Diagram ) and text are for this documentation. NU,BCS NOTE: this is total documentation, You can also find this Documentation Related Presentation (.ppt) here: http://www.slideshare.net/mohammadkarim3785/employee-management-system-uml

1. Program: Group Practice on Analysis, Design & Documentation of Software
Development
Stage: 6th
Semester
Subject: Software Engineering
Project: Employee Management System
Lecturer & Supervisor: Engineer Mohammad Ismail Khattab
Due Date: Monday, June 01, 2015
Committee Members:
1. Mohammad Karim Shahbaz
2. Ehsanullah Omari
3. Sharifullah hodkhil

2. 1 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Acknowledgement
This short thesis is regarding to the development of an application which
combines a web application and a desktop application for the organization of
“Jawed Afghan Agricultural Machinery and Equipment Manufacturing
Company”.
We are highly grateful to our lecturer, Engineer Mohammad Ismail Khattab
who provided us the opportunity to learn from and work on a project under his
kind supervision in this semester. We are also grateful to all of our classmates
for their kind guidance and support during our thesis project.
I wish to extend our regarding to all employees especially lecturers whose
invaluable directions and advices had enabled us to achieve our aims during our
studies at this Semester.
We are highly obliged to the director of the organization Mr. Haji Tur Malang
for giving us the opportunity to work for their organization. We also thank to
our team leader Mr. Mohammad Karim for his valuable guidance’s, and we are
thankful to all of our team members each Mr. Ehsanullah, Mr. Sharifullah and
Mr. Mohammad Karim.
We are thankful to our friends with whom we spent our time and learned a lot.
And,
At last, but not least we are thankful to our parents and families who encourage
us to study and who support us financially and who gave us the opportunity to
spend our golden time in learning.
“Seek Knowledge From Cradle To Grave.”

3. 2 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Table of Contents
About the paper.....................................................................................................3
Abstract .................................................................................................................3
CHAPTER 1..................................................................
Introduction....................................................................................................4
Purpose.....................................................................................................4
Advantages of the system (EMS)..........................................................4
Problem Statement.................................................................................5
Project Description: ...............................................................................5
Basic Features: ........................................................................................5
CHAPTER 2..................................................................
Part I..............................................................................................................6
Scenario ...................................................................................................6
Part II............................................................................................................7
UML Models ........................................................................................7
1. Use Case Diagram....................................................................7
2. Activity Diagram.....................................................................8
3. State Chart Diagram..............................................................10
4. Sequence Diagram................................................................12
5. Class Diagram .......................................................................14
6. Component Diagram.............................................................15
7. Deployment Diagram............................................................17
CONCLUSIONS.................................................................................................18

4. 3 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
About the paper
Analysis and Design Process covers a major phase of software development life
cycle as shown in the following figure.
The Analysis and design phase is the recursive nature of requirements. Process
usually starts with knowing of customer existing systems, customer needs,
expectations, constraints and elicitation of requirements. In the analyzing process,
requirements’ conflicts are removed. These requirements are then used in the
design process to define the functionality of proposed system and to document
functionality and architecture of the system. So, this paper is all about the analysis
and design process, next steps are the work to be done in the future.
Abstract
The system as such as it will be developed is called Employee Management
System (EMS). It is designed to be developed from the combination of a web
application and a desktop application. The web part of the system is for online
advertising and employment. The desktop application will store and manage each
employee data. The purpose of developing this software project is to register each
employee in the system and then manage each employee data and fully automate
attendance and salary calculation and management system.
Key words: Online advertising, recruitments, employee registration, employee
data maintenance, attendance and salary processing.

5. 4 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
CHAPTER 1
Introduction
The entire System of Employee Management (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 is 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 EMS is to centralize the repository of staff data including recruitment,
attendance and salary. An effective Employee Management System helps to
generate accurate and timely employee information to fulfill the objectives.
EMS keeps the record 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 an employee
management system it is tedious to control employees.
Purpose:
The system is designed to satisfy employees by delivering services like salary
accurately, on time and quickly. Employees are managed easily. Employee
attendance and salary systems are automated. The system will store all staff data
and transactions.
When needed, it will take just a few seconds to find out the background of an
employee, his/her work status, services and responsibility to the organization.
It’ll also facilitate keeping records of employees, such as their date of hiring &
date of leaving. So all the information about an employee will be available in a
few seconds. It’ll also make it very easy to generate statistical data or custom
data, like finding a certain set of employees.
Advantages of the system (EMS):
1. Providing a comprehensive information picture.
2. Increasing the speed of information transactions.
3. Improving employee satisfactions by delivering services timely, more
quickly and accurate to them.

6. 5 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Problem Statement:
The problem definition for designing the system is to maintain data of
employee, to make easy controlling of employees, to divide jobs and
access control between employees, to use technology for accurate and
timely processing by fully privacy and fully authority access.
The objective of the project is to set up employee information system
about status of employee and attendance of employee and monthly
salary process and delivery.
To eliminate or reduce as much as possible the hardships of existing
system and avoid errors while entering data. No formal knowledge is
needed for user to use the system. Whole system is completely
protected.
Project Description:
The project is designed to fulfill requirements of employees, saving
and retrieving information, attendance and salary expectations
processing.
The system provides a recruiting committee part to process applicant
application, an admin part to register employees, a manager part to
manage staff data, an employee part to mark attendance or see his/her
details/status and a finance part to control payment of salary.
Basic Features:
1. Online advertising
2. Accepting applications
3. Registering new employees
4. Creating accounts and attendance for employees.
5. Employees can check their details/status and mark attendance.
6. Employee, Manager or administrator see their performances.
7. Calculating net salary and delivering according to attendance.

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CHAPTER 2
Part I
Scenario
Scenario according to dictionary: a written plan of the characters and events in
a play or film, taking about the way in which a situation may develop.
Scenario is an important issue in software engineering, it is like a story of
functions of the system and working with system. Scenario is better to explain
major parts and functions of the system. So, we have written the following
scenario for our project of Employee Management System:
 A jobless person follow advertisements on websites to find a job. At the
time of viewing websites he/she find a job advertised from Jawed Afghan
Agricultural Machinery Manufacturing Company. Then he/she click on
the link and see description of job then apply for job.
 Applicant application is analyzed by recruitment committee of the
company, if it was acceptable then schedule applications and inform each
applicant to get present at specified time and location related to company
for test and/or interview.
 Applicant get informed so he/she go to the specified place on time for
giving test and/or interview, if test and/or interview failed then inform
applicant from rejection.
 If applicant passed test and/or interview then he/she is registered in the
system as an employee by admin. Then create account and specify time
and days of work for employee.
 In Registration process the admin need employee’s personal information
like: name, date of birth, national identity no/ passport no, mobile, email,
dependents, educational information like: field of study, qualification,
experience and other related information such as health problems, more
responsibilities than this job and so on.
 After that, when time and days of work are specified then manger create
him/her attendance according to work time and dates then maintain it.
Manager can view or update employee details or status.
 Employee login to system each work day and mark attendance of current
date or view his/her own details.
 Manger calculate net salary at the end of each month for employees
according to attendance and it is viewed and approved by admin.
 When salary was approved by admin, then Finance is responsible to pay
salary approved by admin, payment is possible to send employee’s
account or giving a check.

8. 7 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Part II
UML Models
Use Case Diagram:
Use Case Diagram is the combination of use cases of a system, a use case shows
a single function of the system. By looking at the use case diagram the
stakeholder will know what functionality the system have or will be included.
They will know exactly who will be interacting with system. And identify
which functionality is excluded. So, we have designed the following use case
diagram for our project:
Applicant/
Employee
Finance
EMS
Overtime, BonusStatus, Tax, Absentees
includeinclude
Pay Salary
CheckAdd to Account
extendsextends
Recruitment
Committee
Admin
Manager
See Advertisements
Apply For Job
Schedule Applications/ Inform
Test/ Interview
Inform Applicant (accept/ reject)
Register New Employee
Create Account for New EMP
Determine Work Time and Days
Create Attendance/ Maintain
Update Employee Details (status)
View Employee Details
Calculate Net Salary
Approve Net Salary
Mark Attendance
Figure 2.1 shows use case diagram for EMS
Figure 2.1 shows major functions of the system. System is designed to be interacting

9. 8 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
with five actors, Applicant/Employee, Recruitment committee, Admin, Manager and
finance. Applicant request for job, recruitment committee process it, if it was
acceptable then admin register him/her, manager create attendance and calculate
net salary and finally finance pay salary.
1.Activity Diagram
Activity diagram is combination of activities for a system. An activity is a
function performed by the system. Activity diagram are used to show overall
control flow of system. Our project need four activity diagrams because there
are different parts and flows of system. So, we have designed four activity
diagrams, first activity diagram for employee recruitment, 2nd
for employee
registration, 3rd
for attendance and 4th
for salary as show the following:
.
Applicant Recruiting
Committee
Following
Ads
Other
Sources
Informed About Jobs
Applying for Job Analyzing Application
Acceptable
Not
Acceptable
Schedule
Application
Inform
Applicant
Rejected Scheduled
View
Response
Test Interview
Informed
Applicant
Figure 2.2 shows Activity diagram for EMS Employee Recruiting part
Figure 2.2 describes employee recruitment flow of process. Here we have two actors

10. 9 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
interacting with system, Applicant and Recruitment committee. Applicant apply for
job, recruitment committee process it until applicant is accepted or rejected.
EMPLOYEE
Provide Requisites
Create
Attendance
ADMIN MANAGER
Register New Emp
Determine Work Time
and Days
Create Account
Figure 2.3 shows Activity diagram for EMS Employee Registration part
Login
True
False
View
Details
Log out
Mark
Attendance
Correct
Show Error
Message
incorrect
Remarking
Figure 2.4 shows Activity
diagram for EMS Employee
attendance part
Figure 2.3 shows employee registration process. We have three actors in it,

11. 10 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Employee, Admin and Manager. Applicant provide requirements, admin register him,
and manger create him attendance of working days.
Figure 2.4 shows Employee attendance marking flow. Just login to the system with
his/her account and mark attendance of current work day.
Show Basic
Salary
Overtime Absentees
DecreaseDecrease
Showing Net
Salary
MANAGER ADMIN FINANCE
Pay Salary
Approve Net
Salary
Figure 2.5 shows Activity diagram for EMS Salary Payment part
Figure 2.5 shows salary payment process, three actors are involved, Manager,
admin and finance. Manger calculate net salary, admin approve it and finance deliver
to employee.
3. State Chart Diagram
State Chart Diagram is also called State Machine. It describes the flow of
control from one state to another state. States are defined as a condition in
which an object exists and it changes when some event is triggered. So the most
important purpose of state char diagram is to model life time of an object from
creation to termination. As a result, state char diagram shows the possible states
of an object and the transitions that cause a change in state. We have designed
four state machines for our project. As state chart diagram is similar to activity
diagram so we will satisfy the following state machines:

12. 11 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Applicant Recruiting
Committee
Ads Other Sources
Informed About Jobs
Preparing Application Analyzing Application
Acceptable
Not
Acceptable
Schedule
Application
Rejected Scheduled
Viewing
Email
Test Interview
Informed
Applicant
Follow
Send to job organization
Inform applicant
Preparing
Result
Send to
applicant
Providing
Requirements
Go for test and interview
Apply
Figure 2.6 shows State Chart diagram for EMS, Employee Recruiting part
Show Basic
Salary
Overtime Absentees, Tax
DecreaseIncrease
Showing Net
Salary
MANAGER ADMIN FINANCE
Approve Net
Salary
Calculate Net Salary
Add to Basic Slary Decrease from Basic Salary
Pay
Salary
ApprovedRequest for approving
Figure 2.7 shows State Chart diagram for EMS, Employee Salary payment part

13. 12 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
4. Sequence Diagram
Sequence Diagram is an interaction diagram that shows how processes operate
with one another and in what order. It shows, as parallel vertical lines (lifelines),
different processes or objects that live simultaneously, and as horizontally
arrows, the message exchange between them in the order which they occur. It is
primarily used to show interaction between objects in the sequential order that
occur. Interaction means sending or receiving messages. So we have designed
the following Sequence diagram for recruitment portion:
Applicant
View the organization jobs
Jobs Recruiting Committee
Applicant Application not Accepted
Application was Accepted and Scheduled
Testing and Interview
Recruited
Test and Interview Passed
Test and Interview Failed
Applicant Passed Test/Interview and Informed
Figure 2.8 shows Sequence diagram for EMS, Employee Recruitment part
Informed/liked
Send Application
Manager Admin Finance
Approve Net Salary
Salary Paid
Pay Salary
Calculate Net Salary
Figure 2.9 shows Sequence diagram for EMS, Employee Salary Pament part
Figure 2.8 shows sequence of functions for employee recruitment. 4 Objects are
involved: Applicant see jobs then send application, recruitment committee analyze

14. 13 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
application and schedule it, applicant give test and/or interview, if passed then
informed from recruitment committee that he/she is recruited.
Figure 2.9 also show sequence of salary payment. Manager calculate net salary
admin approve and finance pay.
Employee
Provide Requisites
Admin Manager
Register new Employee
Determine Working tiem/days
Create Account for him/her
Attendance
Create Attendance
Figure 2.10 shows Sequence diagram for EMS, Employee Registration part
Employee
Login to System with his/her account
System Attendance/ Details
View Details
Mark Attendance
Logouted
Logout From System
Logout From System
Figure 2.11 shows Sequence diagram for EMS, Employee Registration part
Figure 2.10 Shows sequence of functions required to register an employee.

15. 14 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
Figure 2.11 shows sequence of jobs for employee to mark attendance or view
his/her details.
5. Class Diagram
Class diagram is a static diagram which represents the static view of an application.
Class diagram is not only used for visualizing, describing and documenting different
aspects of a system but also for constructing executable code of the software
application. The class diagram describes the attributes and operations of a class and
also the constraints imposed on the system. It shows a collection of classes, interfaces,
associations, collaborations and constraints. It is also known as a structural diagram.
The purpose of the class diagram is to model the static view of an application. So, we
have designed two class diagrams because the system have two part, a web part and a
desktop processing part:
+...()
+Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-...
Employee
+...()
+Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-...
Details
11
*
+...()
+UserName : string
-Password : string
-Phone : string
-...
Account
1
1
1
*
+...()
+Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-...
Admin
+...()
+Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-...
Manager
*
+...()
+Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-Date/Time : string
Attendance
1
*
1
+...()
-Basic_Salary : int
-Overtime : int
-Absentees : int
Net_Salary
1
*
Figure 2.13 shows Class diagram for EMS, Employee Data control part
Create
Calculate
Create
Has
Mark
1
+Net_Salary() : int
+Date() : string
+Ramaining() : int
+...()
+Name : string
-Address : string
-Phone : string
-...
Finance
1
*
Give Salary
Register_emp
View
1
*
View,Update
View
1
*
Figure 2.13 show Classes and some of basic attributes and functions for employee
data control.

16. 15 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
+Emp_Recruiting() : object
+.....()
-Organization_name : string
-Organization_Type : string
-Organization_phone : string
-Organization_address : string
-...
Organization
+Total Ads() : object
+.....()
-Name : string
-Type : string
-No : string
-...
Advertisement
1 *
+.....()
-Name : string
-Age : string
-Sex : string
-Address : string
-Phone : string
-...
Applicant * 1
* *
+...()
-Recruitment_No : int
-Recruitment_type : string
-....
Recruitment_Commettee
1
1
*
1
View
Applyforjob
Publish
Has/ include
Give Test/
interview
Figure 2.12 shows Class diagram for EMS, Employee Recruitment part
Figure 2.12 shows class diagram for recruiting an applicant. Advertisements are
published by organization. Applicant view more advertisements. Many applicants
apply for one job. Organization has a committee for recruitment, and many
applicants give test/interview to recruitment committee.
6. Component Diagram
Component diagram is different in terms of nature and behavior. Component
diagram is used to model physical aspects of a system. Now the question is
what are these physical aspects? Physical aspects are the elements like
executable files, libraries, other files, documents etc. which resides in a node.
So component diagrams are used to visualize the organization and relationships
among components in a system. These diagrams are also used to make
executable systems. The purpose is also different from all other diagrams
discussed before. It does not describe the functionality of the system but it
describes the components used to make those functionalities. The following
Component diagram we have designed for our project:

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Employee_Recruiting
Organization.php
Recruitment.php
Applicant.php
Employee_data
Admin.java Manager.java
EMP_Details.java
Finance.jave Net_Salary.java
Attendance.java
DataBase.sql
Directory
Directory
Accounts.java
Figure 2.14 shows Component diagram for EMS
Ads.php
More_files
Directory
Emp.java
History,xml
Figure 2.14 shows important components of the system to be developed. As such as
the system has two parts web based and desktop based applications. So, we have
two directories, one for employee data control to place all desktop base files and one
for web base application to place web relate files. We want to develop web part
using PHP. And desktop application using java. In web application we will use
another directory to place some other needed files than .php like .xml, .jpg, .html,
.css, .javascript, gif….In desktop application we also need a database file to store
data and privileges in it.

18. 17 | P a g e E m p l o y e e M a n a g e m e n t S y s t e m J u n e 2 0 1 5
7. Deployment Diagram
Deployment diagrams are used to visualize the topology of the physical
components of a system where the software components are deployed.
Deployment diagrams consist of nodes and their relationships. Deployment
diagrams are used for describing the hardware components where software
components are deployed. Component diagrams and deployment diagrams are
closely related. Our project will satisfy the following major hardware source as
described under in the Diagram:
Internet
Server
Data Storage
Printer
Employee
Admin
Manager
Finance
Scanner
Applicant
Ethernet
Figure 2.15 shows Deployment diagram for EMS
Modem
Recruitment
Committee
Figure 2.15 describes the physical hardware requirements to run the application
in it. A LAN network is established to connect all sources to each other, Internet
is necessary and connected to the Ethernet through a modem that is accessible
to all users connected with Ethernet. Recruitment committee can post jobs on
the web, then applicant can see it and then apply using internet. A server is
needed to manage protect the system with policies like access control and
authority access to different users. Behind of the server a database file is placed
to warehouse all data and data transactions. A printer and a scanner is also
shared between users through the LAN network.

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CONCLUSIONS
This documents had shown that UML specification is an important specification
to ensure the completeness of an information system. And from the above work
and discussion it is concluded that the UML is a powerful modeling language to
solve scientific problems. In this paper a complete modeling of recruitment
process, registration, attendance and salary process has been done through the
UML and its results are shown in the form of graphs.
Mapping from design into implementation is an important process in software
development life cycle. This EMS shows an example of effective way to
organize staff details for an organization. The combination of all modules into
one application will ensure the perfect platform to manage employee data and
store for further use in the future.
REGARDS
Thank You