Chapter 1

Introduction
The proposed project “ Employee Attendance Management System”” has been developed to
overcome the problems faced in the practicing of manual system. This software is built to eliminate
and in some cases reduce the hardships faced by the existing system. More over this system is
designed for particular need of the company to carry out its operations in a smooth and effective
manner.

This web application is reduced as much as possible to avoid errors while entering data. It also
provides error message while entering invalid data. It is user-friendly as no formal knowledge is
required to use the system.
Human resource challenges are faced by every organization which has to be overcome by the
organization. Every organization has different employee and payroll management needs. Therefore
I have design exclusive Employee and payroll Management System that are adapted to the
organization’s Managerial Requirements.

Purpose

The purpose of this document is to describe the functionality and specifications of the design
of a web application for Managing Employees and their payroll. The expected audiences of this
document are the developers and the admin of the web application. Now with the help of this system
the admin has the information on his finger tips and can easily prepare a good record based on their
requirements.
Finally, we can say that this system will not only automate the process but save the valuable time of
the manager or the admin, which can be well utilized buy his institute. This will be an additional
advantage and management of power based on their free time from his normal duty.

1
 Chapter 2

2 FEASIBILITY STUDY

After identifying the scope of the project, the feasibility study is needed to be carried out. It is
basically keeping the following points in mind.

Building the software for meeting the scope:

This software has met the scope. As there is no data involved in the system, processing on the
file, and the behaviour of this project is already identified and bundled in quantitative manner.
The processing of this software is very simple as it has been designed in php and it has been
well divided into several functions according to the need.

2.1 Technically Feasible:

This software is very much technically feasible. This software is very much concerned with
specifying equipment and the software will successfully satisfy almost all the admin’s
requirements. The technical need for this system may vary considerably but might include:
a. The facility to produce output in a given time.
b. Response time under certain conditions.
c. Ability to process data at a particular speed.
Therefore, the basic input/output of data is identified. So, the project can easily be build up and it
will also be technically feasible.

State of Art: The project is very much within the state of art since the project is a WINDOWS based; it
uses very modern and common technique.
Beside it is very much modern and user friendly. It also works as middleware i.e. only in between
the user and the file. So, it is completely a state of art project.

Financially Feasible:

The project is very much financially feasible. The implementation and development cost of
this software under the reach of any college.
Moreover, it requires some training for the use. So, training cost can be neglected and the resources
of this software are very much available. It also reduces the labour and extra cost to be paid for
labour. So indeed, it is financially feasible.

2
2.2 PROJECT SCHEDULING AND COST ESTIMATION

Scheduling
An elementary Gantt chart or Timeline chart for the development plan is given below. The plan explains
the tasks versus the time (in weeks) they will take to complete.

▪ Cost Estimation

Software cost comprises a small percentage of overall computer-based system cost. There are a number of
factors, which are considered, that can affect the ultimate the software such as - human, technical, Hardware
and Software availability etc. The main point that was considered during the cost estimation of
Project was its sizing. In spite of complete software sizing, function point and approximate lines of code
were also used to "size" each element of the Software and their costing. The cost estimation done by me for
Project also depend upon the baseline metrics collected from past projects and these were used in conjunction
with estimation variables to develop cost and effort projections.

1)Effort Estimation –
This refers to the total man-hours required for the development of the project. It even includes the time
required for doing documentation and user manual.

3
 2)Hardware Required Estimation -
This includes the cost of the PCs and the hardware cost required for development of this project

2.3 Project Category: Web-Based Application

Available Technologies:

Languages: HTML, PHP, JavaScript

RDBMS: Online MySQL
Web Server: XAMP server
Development Platform: Adobe Dreamweaver

Tools Used:

Editor Used: Dreamweaver for PHP, XAMP server for MySQL

Operating System: All Windows

Hardware Used:

Processor: core i5
RAM: 8GB
Hard Disk: 1GB

4
2.3 Dataflow Diagram, E-R Diagram:
DFD 0 LEVEL:

5
❖ DFD 1 Level :

Fig. DFD level 1 of employee attendance management system

6
❖ DFD 2 Level:

7
Use Case Diagram:

8
Sequence Diagram:

User Application Database

Open application Enter Login credentials

Successfully logged in

Select required option Request for required option

Required option selected successfully

Display required page

Insert the required details

Passes entered details

Details entered successfully

Display the details entered

Select record Request for Report

Display the Report Report

9
Entity Relationship Diagram (ERD)

10
 Chapter 3

3. Database Tables:
User Table Database Structure:

user_id(int) – Primary Key Id for the user.

user_name(varchar) Enter the name of the user.

password(varchar) Enter the password of the user.

email_id(varchar) Enter the email_id of the user.

usertype(varchar) Enter the type of user.

11
 3.1 Employee Table Database

emp_id (int) – Primary Key Id of the employee.

emp_title (varchar) Enter the title of employee.

emp_name(varchar) Enter the name of employee.

emp_dob(date) Enter the date of birth of employee.

emp_doj(date) Enter the date of join of employee.

emp_address(varchar) Enter the address of the employee.

emp_city(varchar) Enter the city of the employee.

emp_pincode(int) Enter the pincode of the employee.

emp_mobile_no(int) Enter the mobile number of the employee.

emp_state(varchar) Enter the state of the employee.

emp_mail_id(varchar) Enter the mail id of the employee.

emp_pan_no(varchar) Enter the Pan number of the employee.

emp_upload_pan() Enter the pan card image of the employee.

12
3.2 Employee Grade Details Table Database Structure:

transaction_id(int)- Primary Key Unique transaction id.

emp_id(int) Employee id of employee.

emp_dept_id(int) Department Id of employee.

emp_grade_id(int) Grade Id of employee.

emp_from_date(date) Date of join of employee in a department.

emp_to_date(varchar) Last date of an employee in a department.

13
3.3 Employee Salary Details Table Database Structure:

transaction_id(int) -Primary Key Unique primary key.

emp_id(int) Employee Id of employee.

emp_salary_month(varchar) Employee Salary month.

emp_salary_year(varchar) Employee salary year.

emp_salary_eimbursment_date(datetime) The date and time when employee salary

was generated.

emp_dept_id(int) department Id of the employee.

emp_grade_id(int) grade id of the employee

emp_basic(int) Enter the amount of the basic.

emp_da(int) The amount of dearness Allowance.

emp_ta(int) The amount of travel allowance.

emp_hra(int) The amount of House Rent Allowance.

emp_ma(int) The amount of Medical Allowance.

emp_bonus(int) The amount of Bonus.

emp_pf(int) The amount of Provident Fund to be

deducted.

emp_pt(int) The amount of Professional Tax to be

deducted.

14
 Chapter 4

Roles & Responsibility

Modules:
Admin module
The Admin gets logged in by valid username and password. Admin can add new Employee, add
new Department, add new Pay Grade for the employees. Admin can set the ‘from’ and ‘to’ date
worked by an employee in a department with specific pay grade. The Admin can generate an
automated monthly salary of an employee. The admin can view all the past records of any recorded
employee.

Employee details module

The Employee Details module is a core component of the Employee Attendance Management
System (EAMS). It maintains and manages comprehensive records of all employees within the
organization. This module serves as the foundation for various other functionalities in the system,
such as attendance tracking, leave management, payroll integration, and reporting.

15
 Chapter 5

Testing

5.1 TESTING OF THE SOFTWARE:

Testing is the process in which the system is run on manually created input so that the system is correctly
working as desired or not. During systems testing, the system is used experimentally to ensure that the
software does not fail. In other words, we can say that it will run according to its specifications and in the
way users expect. Special test data are input for processing ,and the results examined.
A limited number of users may be allowed to use the system so that analyst can see whether they try to
use it in unforeseen ways. It is desirable to discover any surprises before the organization implements the
system and depends on it. Testing of a system is generally done in two phases –One is
Unit Testing which is done for each module independently on its completion and the other one is System
Testing which is done at the end of a project.

IMPORTANCE OF TESTING

During systems testing, the system is used experimentally to ensure that the software does not fail. In
other words, we can say that it will run according to its specifications and in the way users expect.
Special test data are input for processing ,and the results examined. The importance of system testing is that
the system is expected to run according to customer’s requirement before delivering it to the customer. The
System is tested on the basis of specification so that it does not fail on user site

16
 5.2 THE STEPS IN THE SOFTWARE TESTING

The steps involved during Unit testing are as follows:

a) Preparation of the test cases.
b) Preparation of the possible test data with all the validation checks.
c) Complete code review of the module.
d) Actual testing done manually.
e) Modifications done for the errors found during testing
f) Prepared the test result scripts.

The steps involved during System testing are as follows:

Integration of all the modules/forms in the system

Preparation of the test cases.
Preparation of the possible test data with all the validation checks.
Actual testing done manually.
Recording of all the reproduced errors.
Modifications done for the errors found during testing.

The unit testing done included the testing of the following items:

Functionality of the entire module

Validations for user input.
Checking of the Coding standards to be maintained during coding.
Testing the module with all the possible test data.
Testing of the functionality involving all type of calculations etc.
Commenting standard in the source files.

After completing the Unit testing of all the modules, the whole system is integrated with all its
dependencies in that module. While System Integration, We integrated the modules one by one and
tested the system at each step. This helped in reduction of errors at the time of the system testing.

The steps involved during System testing are as follows:

Integration of all the modules/forms in the system.

Preparation of the test cases.
Preparation of the possible test data with all the validation checks.
Actual testing done manually.
Recording of all the reproduced errors.
Modifications done for the errors found during testing.
Prepared the test result scripts after rectification of the errors

17
5.3 Software Testing Techniques

Available many of ways for testing software systems. Choosing one or more suitable methodologies can
be done system testing phase completed successfully.

Black box testing

A software testing method in which the internal structure, design, implementation of the 49 Item
being tested is not known to the tester. This test can be functional or non-functional, though usually
functional. Test design techniques include: Equivalence partitioning, Boundary Value Analysis, Cause
Effect Graphing

White box testing

A software testing method in which the internal structure/design/implementation of the item

being tested is known to the tester. Test design techniques include: Control flow testing, Data flow
testing, Branch testing, and Path testing.

Gray box testing

A software testing method which is a combination of Black Box Testing method and White Box
Testing method.

Agile testing
A method of software testing that follows the principles of agile software development.

5.4Types of Testing

Unit testing

18
 The unit testing is done by developer in between system developments. Objective of the unit testing
is check and verify the correctness of the module. Check the individual parts of the coding.

Integration Testing

After completed process of module testing integrated those modules as a group. A software
system consist with multiple modules. Different modules are developed by different developers.
Integration test is check after integration of modules is two modules are communicate with each other or
not System Testing The overall completed system is check before issue the software system as complete
product. System testing is first time end to end test before the launching.

Acceptance Testing

Acceptance testing is performed by clients. If the system meet up the clients requirements that
was agree. User acceptance testing is beta test of the product and evaluated by the system end users.
Validate end to end business flow in this testing

Regression Testing

Regressing testing is done by after the system modifications. The modifications of system,
component, group or related units verify and conform those modifications are works correctly without
damaging other

19
Test Case:
Test cases are create for testing process. Description, expected output and status are
consisted in test cases. As base using modules major reason for minimize the complexity of
the system testing procedure.

Test Result for System Login (User Management Module)

Description Steps to test Expected result

1 Validate user input Enter correct user Show message

details name Enter correct “Please wait…”
password Click on Login successful
login button
2 Validate user input Empty user name Show
details Empty password messag
Click on login e “Enter user
button name”
3 Validate user input Enter correct user Show
details name Empty messag
password Click on e “Enter password”
login button

20
Screenshots
Login Page

21
Welcome Page:

Employee Details page:

22
Employee Attendance:

23
 Grade Details Page:

Employee Salary Details:

24
Employee leaves Report:

25
 Chapter 6

Future Scope of Project

Future scope of project:

Predictive absenteeism: ML models analyze past behavior, holidays, weather, health trends, etc.,to forecast
when employees may be absent.

Productivity correlation: Attendance data tied to performance data to identify high-performers or burnout
risks.

Smart alerts: Notify managers if an employee is showing signs of disengagement (e.g., late frequently,
unusual patterns).

26
 Chapter 7

Bibliography

Conclusion:

The Employee Attendance Management System (EAMS) project successfully achieves its goal of
simplifying and automating the tracking of employee attendance within an organization. By replacing
traditional paper-based or manual entry systems with a digital solution, the system improves accuracy,
transparency, and efficiency in attendance management. Through the development and deployment of this
system, we addressed several key challenges commonly faced in HR and administrative departments. These
include issues like buddy punching, data inconsistency, manual calculation errors, and time-consuming report
generation. By automating the process, the system ensures real-time data collection and minimizes human
intervention, reducing the possibility of fraud or errors. From a development perspective, the project provided
valuable insights into system design, database architecture, user interface development, and full-stack
integration. It also involved rigorous testing procedures to ensure the system performs efficiently under
real-world conditions.
the Employee Attendance Management System represents a significant step toward digital transformation in
human resource management. It enhances organizational productivity by offering a centralized, user-friendly,
and dependable platform for attendance tracking. With potential for future enhancements such as mobile app
integration, biometric/facial recognition support, and advanced reporting dashboards, this system lays a solid
foundation for a more data-driven and accountable workforce management approach.

27
Reference:

Websites:
• www.w3schools.com
• www.tutorialspoint.com
• www.youtube.com

28
29
30