University of Mumbai

A
Project Report on
“Employee Management System”

Submitted By
Ms.Shilpa Maharana(38)
Ms.Priya Singh(76)
Ms.Swati Bhavikatti(09)
Ms.Riddhi Patil(53)

Under the coordination of

Prof. Moeenuddin Ansari

Department of Computer Engineering(AIML)

Theem College of Engineering
Boisar ,Chilar Road, Boisar(E),401501
(2024-25)
 DEPARTMENT OF CSE(AIML)
THEEM COLLEGE OF ENGINEERING
Boisar-chillar Road, Boisar(E),401501
(Approved By AICTE New Delhi,Government of Maharashtra & DTE ,
Affiliated To University of Mumbai & MSBTE)
Awarded B+ Grade by NAAC

CERTIFICATE

This is to certify that the project entitled “ Employee Management System” is a

bonafide work of Ms.Shilpa Maharana (38),Ms.Riddhi Patil(53), Ms.Swati
Bhavikatti(09),Ms.Priya Singh(76), submitted to the University of Mumbai in partial
fulfillment of the requirement for the award of the Degree of “Bachelor of Computer
Engineering(AIML)”.

Prof.Moeenuddin Ansari
(Project Coordinator)

Prof.K.N.Attarde
Dr.Riyazuddin Siddique
(HOD)
(Principle)
 Mini Project Report Approval for S.E.

The project entitled “Employee Management System” by Shilpa

Maharana(38),Priya Singh(76),Riddhi Patil(53),Swati Bhavikatti(09) is approved for
the degree of “Bachelor of Computer Science & Engineering (AIML)”.

Examiners

1.......................

2……………………….

Date:

Place:
 DECLARATION

We declare that this written submission represents our ideas in my own words and where
others' ideas or words have been included, we have adequately cited and referenced the
original sources. We also declare that we have adhered to all principles of academic honesty
and integrity and have not misrepresented or fabricated or falsified any
idea/data/fact/source in my submission. We understand that any violation of the above will
be cause for disciplinary action by the Institute and can also evoke penal action from the
sources which have thus not been properly cited or from whom proper permission has not
been taken when needed.

Ms.Shilpa Maharana(38)

Ms.Priya Singh(76)

Ms.Swati Bhavikatti(09)

Ms.Riddhi Patil(53)
 ACKNOWLEDGEMENT

First and foremost we thank God Almighty for blessing us immensely and empowering me
at times of difficulty like a beacon of light. Without His divine intervention I wouldn't have
accomplished this project without any hindrance.

We are also grateful to the Management of Theem College of Engineering for their kind
support. Moreover, we thank our beloved Principal Dr. Riyazuddin Siddiqui, Director, Dr.
N.K. Rana for their constant encouragement and valuable advice throughout the course.

We are profoundly indebted to Prof. K.N Attarde Head of the Department, Computer
Engineering(AIML) & Prof. Moeenuddin Ansari for helping us technically and giving valuable
advice and suggestions from time to time. They are always our source of inspiration.

We express our sincere gratitude to all Teaching/Non-Teaching staff members of our

department for their cooperation and support during this project

Ms.Shilpa Maharana(38)
Ms.Riddhi Patil(53)
Ms.Priya Singh(76)
Ms.Swati Bhavikatti(09)
Sr.no. Contents Page no:

1. Introduction

2. Abstract

3. System And Archiecture Design

4. Key Features and Functionality

6. Code

7. Output

8. Reference

9. Conclusion
 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 are 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.
General Overview of the Problem

Due too many data and paperwork that needed to record the employee data could
consume a lot of space in the filling cabinet. The retrieval of data can time consuming
because it must be searched from the filling cabinet. This will cause waste of resource
in term of time and money. In addition, it would also cause inconvenience and
ineffectiveness in daily work. Plus, the manger will face difficulties when need to
update employee working schedule, report and leave request.

In 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 manager personally and wait for
confirmation, this is time consuming. Other than that, if there are any changes in
working schedule, employee might have wrong information in the working schedule
because the schedule might not update immediately, therefore the employee might
not satisfy with the working schedule.
 System And Architecture Design:

An Employee Management System (EMS) is a software application designed to manage

various tasks related to employees in an organization. This includes tracking employee
details, managing attendance, payroll, performance reviews, and more. Below is a system
design and architecture for such a system:

1. Requirements Overview
•User Management: Admin users should be able to add, update, delete, and view employee details.
•Employee Profiles: Store details such as personal information, job role, department, salary,
performance history, etc.
•Attendance Management: Track employee attendance, leaves, and work hours.
•Payroll System: Calculate salary, bonuses, deductions, and tax.
•Performance Management: Conduct performance reviews and store evaluation data.
•Report Generation: Generate reports like attendance, payroll, and performance reviews.
•Security and Access Control: Different user roles with varying levels of access (e.g., Admin, HR,
Employee).

2. High-Level Architecture
The system will follow a Client-Server Architecture with web-based access and
mobile apps as clients. The architecture consists of multiple components to manage
different business functions.
Components:
 Client Layer (UI/Frontend)
o Web (React.js, Angular) / Mobile (Flutter, React Native)
o Interacts with the backend to display data, collect user inputs, and
submit them.
 Server Layer (Backend)
o REST API (Node.js, Python, Java, Spring Boot)
o Handles all the business logic, database interaction, authentication, and
data processing.
 Database Layer
o Relational Database (MySQL, PostgreSQL) to store structured data like
employee records, payroll, attendance, etc.
o NoSQL Database (MongoDB) can be used for unstructured or semi-
structured data like performance reviews or logs
•Authentication & Authorization
OAuth 2.0 / JWT for secure login and role-based access control.
•External Services
Email/SMS Notification Service: For sending alerts, reminders, and notifications.
Third-party Integration: Integration with other services (e.g., accounting software for
payroll

3. Detailed System Design

3.1. User Roles and Permissions
 Admin: Full access to manage all employees, departments, payroll, and generate
reports.
 HR: Can manage employees, leave requests, and attendance records, and view
payroll data.
 Employee: Can view their profile, request leaves, view attendance, and review
payroll details.
Roles are defined with strict permission levels and restricted access to sensitive data.
3.2. Use Cases
1. Admin Panel:
o Manage employee records (CRUD operations).
o Generate reports (attendance, payroll, etc.).
o Approve/reject leave requests.
2. Employee Panel:
o View personal details.
o Submit leave requests.
o View attendance and payroll.
3. HR Panel:
o Approve leave requests.
o View and manage payroll.
o Track employee performance and goals.
4. Payroll Management:
o Employees will be paid based on attendance, performance, and salary
structure.
o Calculation of deductions, bonuses, and taxes.
o Integration with accounting systems.
5. Attendance Management:
o Record employee check-in/check-out.
o Handle holidays, leave requests, and overtime.
4. Technology Stack
Frontend (Client)
 Web App: React.js, Angular, or Vue.js for dynamic user interfaces.
 Mobile App: Flutter or React Native for building cross-platform apps.
 HTML, CSS, JavaScript for styling and client-side logic.
Backend (Server)
 Node.js with Express.js or Spring Boot (Java) for handling API requests.
 GraphQL for querying specific data based on user requirements.
 RESTful API for CRUD operations on employee data.
Database
 PostgreSQL/MySQL for storing structured data (employee records, attendance, payroll,
etc.).
 MongoDB (optional) for storing logs, performance data, or other unstructured data.
Authentication & Security
 JWT (JSON Web Tokens) for secure and scalable user authentication.
 OAuth 2.0 for third-party login systems.
 HTTPS for secure communication between frontend and backend.
Other Services
 AWS S3 or Google Cloud Storage for storing employee documents.
 Redis for caching frequently accessed data.
 SendGrid for email notifications.
 Twilio for SMS notifications.
 Entity Relationship Diagram:

This image is an Entity-Relationship Diagram (ERD) that represents an employee

management system. It consists of four main entities: Employee, Department,
Role, and Login. The Employee entity has attributes such as email, phone, and
name and is connected to other entities through "Has" relationships. An
Employee belongs to a Department, which has attributes name and description.
Similarly, an Employee is assigned a Role, which also has name and description
as attributes. Additionally, an Employee has Login credentials, consisting of
username and password. The relationships are represented by diamond-shaped
"Has" labels, showing how each entity is linked. The diagram effectively
illustrates the structure of an employee database, detailing how employees are
categorized, assigned roles, and authenticated within a system.
 Key features And Functionality

 An Employee Management System (EMS) is a comprehensive software solution

designed to streamline various tasks related to managing employees in an
organization. It allows for efficient management of employee profiles, tracking
personal information, job roles, departments, and employment history. This system
provides an easy-to-use platform for HR and managers to handle employee data,
onboard new employees, and maintain accurate records. With a centralized
employee database, EMS enhances data accessibility, security, and ease of
management, ensuring that important details such as contact information, job
status, and performance are always up-to-date.

 Attendance and leave management are key components of an EMS, enabling both
employees and managers to efficiently track work hours, overtime, absences, and
leave requests. Employees can submit leave requests, and HR or management can
approve or reject them based on business needs. The system ensures that employee
attendance is accurately recorded, including check-in/check-out times, and provides
detailed reports for managers to monitor overall attendance trends. Integration with
payroll ensures that leave balances are deducted from employee accounts,
maintaining an accurate reflection of their availability for work.

 Payroll management is another critical feature of an EMS, automating salary

calculations based on attendance, overtime, bonuses, and deductions. Employees
can easily access their payslips, track salary history, and view details of deductions or
incentives. The system helps ensure that payroll is accurate, timely, and compliant
with tax regulations. It can also integrate with banking systems for direct deposit and
offer reports for HR or finance teams to manage financial records, tax calculations,
and bonuses. The EMS can also provide valuable insights into compensation
patterns, helping organizations make data-driven decisions.

 Lastly, performance management is integrated into the EMS, allowing HR and

managers to track employee progress, set goals, and conduct performance
evaluations. The system facilitates 360-degree feedback, peer reviews, and goal-
setting, enabling employees to receive constructive feedback and understand their
strengths and areas for improvement. Reporting features offer detailed insights into
employee performance, helping organizations identify top performers and areas that
require attention. With secure access controls, notifications, and alerts, the system
ensures that employees and HR teams stay informed of important updates and
changes, promoting a more organized and transparent workflow across the
organization.
Code:
class Employee:
def __init__(self, emp_id, name, position, salary):
self.emp_id = emp_id
self.name = name
self.position = position
self.salary = salary

def __str__(self):
return f"ID: {self.emp_id}, Name: {self.name},
Position: {self.position}, Salary: {self.salary}"

class EmployeeManagementSystem:
def __init__(self):
self.employees = {}

def add_employee(self, emp_id, name, position,

salary):
if emp_id in self.employees:
print(f"Employee with ID {emp_id} already
exists.")
else:
employee = Employee(emp_id, name, position,
salary)
self.employees[emp_id] = employee
print(f"Employee {name} added successfully.")

def view_employee(self, emp_id):

if emp_id in self.employees:
print(self.employees[emp_id])
else:
print(f"No employee found with ID {emp_id}.")

def update_employee(self, emp_id, name=None,

position=None, salary=None):
if emp_id in self.employees:
if name:
self.employees[emp_id].name = name
if position:
self.employees[emp_id].position = position
if salary:
self.employees[emp_id].salary = salary
print(f"Employee {emp_id} updated successfully.")
else:
print(f"No employee found with ID {emp_id}.")

def delete_employee(self, emp_id):

if emp_id in self.employees:
del self.employees[emp_id]
print(f"Employee {emp_id} deleted successfully.")
else:
print(f"No employee found with ID {emp_id}.")

def display_all_employees(self):
if self.employees:
for emp in self.employees.values():
print(emp)
else:
print("No employees found.")

def main():
system = EmployeeManagementSystem()

while True:
print("\nEmployee Management System")
print("1. Add Employee")
print("2. View Employee")
print("3. Update Employee")
print("4. Delete Employee")
print("5. View All Employees")
print("6. Exit")
choice = input("Enter your choice: ")
if choice == "1":
emp_id = int(input("Enter Employee ID: "))
name = input("Enter Employee Name: ")
position = input("Enter Employee Position: ")
salary = float(input("Enter Employee Salary: "))
system.add_employee(emp_id, name, position, salary)
elif choice == "2":
emp_id = int(input("Enter Employee ID: "))
system.view_employee(emp_id)
elif choice == "3":
emp_id = int(input("Enter Employee ID to update: "))
name = input("Enter new Name (leave blank to keep current): ")
position = input("Enter new Position (leave blank to keep current): ")
salary_input = input("Enter new Salary (leave blank to keep current): ")
salary = float(salary_input) if salary_input else None
system.update_employee(emp_id, name if name else None, position if position else
None, salary if salary is not None else None)
elif choice == "4":
emp_id = int(input("Enter Employee ID to delete: "))
system.delete_employee(emp_id)
elif choice == "5":
system.display_all_employees()
elif choice == "6":
print("Exiting system.")
break
else:
print("Invalid choice! Please try again.")
if __name__ == "__main__":
main()
OUTPUT
References

1. Fariza Hanim Rusly & Khairina Rosli payroll Management System

2. Anjuman-I-Islam’s Employee leave management system in metlife

Bangladesh. An internship report on Meltlife.

3. Rajib Mall, “Fundamentals of Software Engineering”, Fourth Edition.

4. Elmasri and Navathe, “Fundamentals of Database System”, Seventh

Edition.

. James R. Groff, Andrew J. Opped “SQL” Third Edition.

6. Zehra, A.B. (2014). Human Resources Management and Its Importance for

Todays Organization.

7. Mishal, R., Prity, S., Prachir C. and Arhant, C. (2017). Employee Leave

Management System. International Journal of Advance Research and

Innovative Ideas in Education.

 Conclusion

We have successfully designed and developed a webpage, which is demonstrated in a

way so that all the employee details are stored securely, employee can send the leave
easily and can generate the pay slip. The system was implemented using web-based
technologies which include CSS, JS, Bootstrap, HTML, MySQL, and PHP. The system
serves as improvement in employee management, maintain accuracy, transparency
and highlight the need to integrate advance technology in employee record. The
developed system enables the employees to request and track their leave at their own
convenient time in timely manner. Superior officers of the institution and
administrative department can create leave policies, check transparency and plan
activities ahead of time. Employee Leave Management System will provide an effective
way of managing the different employee leave requests. The system will eliminate all
the problems encountered in the manual method which will help the companies or
organization better improve their business operations.
LITERATURE REVIEW

Introduction

Employee management systems will ultimately allow you to better manage

resources. One of the main features in employee management system is time
tracking for employees. Effective time tracking mechanism saves both time and
money for the organization.

Employee management system: Rapporter Från MSI :

Methodology: Data were collected using a self-administered survey distributed through
the internet. Problems: It is difficult to add new module in employee management
system.

Employee Management System: A Decision Support System :

Methodology: Data were collected using a self-administered survey distributed through

the internet. Problems: Employee are not able to access and manage their personal
information directly.

Leave Management System- UNIVERSITI TEKNIKAL MALAYSIA MELAKA :

Methodology: Data were collected using a self-administered survey distributed

through the internet.

Problems: The HR cannot send notification on the approved application of the

employees leave.
Methodology:

Architecture Diagram:

Design Strategy for solution :