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Submitted by:
Dinesh
EMPLOYEE INFORMATION SYSTEM
ABSTRACT
Employees are the most valuable and dynamic assets of an organization. The Employee Information System is an extensive and comprehensive system that maintains and tracks information pertaining to all the employees in an organization. This system has a wide range of masters, which provide high degree of customization and allow the user to setup the system as per the requirements of the organization. It captures comprehensive details pertaining to all the employees in the organization. It maintains the skill inventory of an organization. There is a provision for keeping track of various types of transfers, including inter-location, inter-circle and inter-company transfers; the workflow involved during the transfer process is also automated. The system also tracks exit of an employee from the company along with the reasons for the exit. The system also keeps track of appraisals and promotions. There is provision for leave and attendance maintenance. The system is fully integrated with Recruitment, Payroll and Training Systems. Extensive and effective reporting functions provide a snapshot of employee information.
PROJECT DESCRIPTION
Employees are the most valuable and dynamic assets of an organization. The Employee Information System is an extensive and comprehensive system that maintains and tracks information pertaining to all the employees in an organization. This system has a wide range of masters, which provide high degree of customization and allow the user to setup the system as per the requirements of the organization. It captures comprehensive details pertaining to all the employees in the organization. It maintains the skill inventory of an organization. There is a provision for keeping track of various types of transfers, including inter-location, inter-circle and inter-company transfers; the workflow involved during the transfer process is also automated. The system also tracks exit of an employee from the company along with the reasons for the exit. The system also keeps track of appraisals and promotions. There is provision for leave and attendance maintenance. The system is fully integrated with Recruitment, Payroll and Training Systems. Extensive and effective reporting functions provide a snapshot of employee information.
Modern businesses have been leveraging employee information systems (EIS) to manage, order, organize and manipulate the gigabytes and masses of information generated for various purposes. EIS helps businesses optimize business processes, address information needs of employees and various stakeholders and take informed strategic decisions. However, budget allocation and monitoring issues can affect the efficacy of EIS. It has its advantages and disadvantages depending on organizational deployment and usage.
Advantages
Employee information systems have changed the dynamics of running businesses efficiently. Decentralization is one of the biggest advantages; it allows monitoring of operations at low levels and frees up resources for departmental managers to devote time to strategic activities. Coordination of specialized projects and activities is much better and decision makers in the organization are aware of issues and problems in all departments. Another advantage of EIS is that it minimizes information overload, which can be quite common with conventional businesses in the modern era.
Better Planning and Control
EIS has to be designed and managed in such way that it aggregates information, monitors the company's activities and operations and enhances communication and collaboration among employees. This ensures better planning for all activities and better ways to measure performance, manage resources and facilitate compliance with industry and government regulations. Control helps in forecasting, preparing accurate budgets and providing the tools and vital information to employees, top management and business partners.
Aid Decision Making
The purpose of EIS is to generate synthesized and processed information from computerized/automated and certain manual systems. Information distribution to all levels of corporate managers, professionals and key executives becomes quite seamless with streamlined EIS. Managers are able to make quick, timely and informed decisions. Top management and board members can take strategic decisions, plan future growth and business expansion activities based on the data and information generated by EIS.
Disadvantages
Depending on organization deployment, usage and extraneous factors, some disadvantages related to Management Information Systems can come to the fore. Allocation of budgets for EIS upgrades, modifications and other revisions can be quite tricky at times. If budgets are not allocated uniformly or as per immediate requirements, key functionalities might get effected and benefits might not be realized consistently. Integration issues with legacy systems can affect the quality of output and vital business intelligence reports.
Constant Monitoring Issues
Change in management, exits or departures of department managers and other senior executives has a broad effect on the working and monitoring of certain organization practices including EIS systems. Since EIS is a critical component of an organization's risk management strategy and allied systems, constant monitoring is necessary to ensure its effectiveness. Quality of inputs into EIS needs to be monitored; otherwise consistency in the quality of data and information generated gets effected. Managers are not able to direct business, operational and decision-making activities with the requisite flexibility.
FEASIBILITY STUDY
A feasibility study is conducted to select the best system that meets performance requirements. Feasibility of the candidate project can be ascertained by weighing the cost and benefits of the computerized system.
Technical Feasibility:
Target machine is having the following configuration:
Hardware Requirement
The general specification which a common PC has to build Employee Information System.
Software Requirement
Windows
Turbo’C++’
Economic Feasibility:
After doing the feasibility study, we analyzed that Employee Information System would be the best option to develop the project as it gives benefits in terms of cost because C++ is the most general language to develop any project.
The applications created in C++ are robust and execute fast. Thus it is ensured that it would be economical feasible.
Behavioral Feasibility:
The candidate system is behaviorally feasible as it suited to all the persons whether they are student of the college or not. They can communicate with the system in a precise manner and can do general application. It suits to everyone in any sort of way. Thus it is behaviorally feasible.
Software Development Life Cycle:
For any system, the development process revolves around a life cycle that begins with the recognition of user needs. The key stages of the cycles are an evaluation of the present system information gathering, a cost/benefit analysis, a detailed design and the implementation of the system. The life cycle is not a procedure that deals with hardware and software. Instead, it deal with building computer based systems to help the users to operate a business or make decision effectively and manage an enterprise effectively. If all the people who are involved in the project understand and accept a life cycle model, it would help to improve project communication, project manageability, resource allocation cost control and system quality.
Seven phase of the development are:
• Conception
• Initiation
• Analysis
• Design
• Construction
• Testing
• Implementation and Maintenance
Phase1: Conception
This was the first phase which we have started. In this phase we understood the problem. We understood what the goals to be achieved are and what benefits will result from achieving the solution and mainly the scope of the project.
Phase2: Initiation
In this phase, we identified all the requirements a user can have, did Cost/Benefit analysis. We did it to ensure that the user will get an economic justification for the money to be invested in developing the project. Also we discussed about the time and effort required to develop the project. It also involved selecting and recommending the most appropriate solution among the alternatives considered.
Phase3: Analysis
In this phase we finalized the function that the system had to perform and prepared a document in which the following details were recorded:
• The outputs to be produced.
• The inputs must be received.
• The records to be retained.
• The procedures to get the outputs.
• The audit and the control requirements. These are required for the user to monitor the system to checks it’s functioning.
• System acceptance criteria: These lists the tests that the user would actually perform to check whether the system is accepted.
In addition to this, the Cost/Benefits analysis prepared during the Initiation phase was received for accuracy. Also the cost and estimate was reviewed.
Phase4: Design
In this phase the document that was prepared during the analysis phase was converted to a desired system. More stress was laid on system functionality instead of user requirement. That is, the emphasis changed from defining the user requirement to defining the system will work.
At this point again, the Cost/Benefit analysis and Cost/Time estimates were revised.
Phase5: Construction
In this phase we got into full-fledged construction. We developed all the modules that made up the entire application. We checked the programs and instruction for each module. Actually, we transformed the proposed system into the implemented one.
Phase6: Testing
All the modules that were developed by us were integrated in this phase and tested as a complete system. It was tested for stress, recovery from failure and usability.
Phase7: Implementation and Maintenance
In this phase the new system was made operational.
PROJECT SPECIFICATION
The Input and Output specifications of the program can be generalized by saying that it would take a request from any user and do the work just like any other editor Microsoft’s Notepad or Linux’s E-Macs. The module specific input and output requirement are specified in the module explanation page.
Input Specification:
The program takes as input the request from any user to develop applications which are generally used in offices like letter typing, records keeping, applications.
Output Specification:
It generally gives the same output results as our editors having the options like File, Edit, and Help etc and then they have sub option as well.
