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Employee Affair System Student Name: Majed Faisal Qonq 426000906 Abdullah Fahad Al-Nassar 426000343 Mohammad Abdulrahman Al-Sohibani 426000609 Abdulaziz Mohammed Al-Onezi 5270043 Supervisor: Abdulrahman Al Otaibi AL-IMAM MUHAMMAD IBN SAUD ISLAMIC UNIVERSITY COLLEGE OF COMPUTER SCIENCES AND INFORMATION

Employee Affair System

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Page 1: Employee Affair System

Employee Affair System

Student Name:

Majed Faisal Qonq

426000906

Abdullah Fahad Al-Nassar

426000343

Mohammad Abdulrahman Al-Sohibani

426000609

Abdulaziz Mohammed Al-Onezi

5270043

Supervisor: Abdulrahman Al Otaibi

AL-IMAM MUHAMMAD IBN SAUD ISLAMIC UNIVERSITY

COLLEGE OF COMPUTER SCIENCES AND INFORMATION

INFORMATION SYSTEM DEPARTMENT

2010

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Employee Affair System

CHAPTER 1:

INTRODUCTION

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: تمهيد

ش هي ؤإدارة الموظفين في األقسام إحدىون العامة المهمة اإلدارة

البشرية ل .لموارد للمنشاة الفقري العمود إنها بل تشرعالتي فهي ،

و وتنشر في الممارسات اإلدارية . كلاإلجراءات اإلدارة وهذه شركة

مثل بها تقوم التي المهام من الكثير وحفظ لديها معلوماتال إنشاء

موظفي الشاملة أحد الشركة عن عن االستعالم طلب حال في وتوفيرها

. بت تقوم كما القدماء أو الحاليين الشركة تخطيط حديدمنسوبي و

البشرية الموارد با احتياجات تقوم بشأن كما األقسام رؤساء مع لتنسيق

ووضع للموظفين الوظيفي األداء تقارير الضوابط المعاييرإعداد لمنح و

, موظف لكل المناسب إلى التقدير إجراءات باإلضافة باستكمال القيام

واإلجازات والنقل أخيرا الترقيات .الرواتبدفع و والبدالت

: المقدمة

نظام إن هو الموظفين شئون مجموعة ي معلوماتينظام بمعالجة ختص

الضرورية اإلدارية اإلجراءات من تقسيم محددة ويمكننا للموظفين،

من إلى المستفيدين : النظام إما أساسيين مديروإما موظف نوعين

قسم.

األول ا الجانب فيساعد النظام المطالبات للموظف من إرسال

اإلجازات وطلبات القسم ،واالقتراحات عن ومدير الرد مسئول

. األسباب ذكر مع الرفض أو الثاني أما بالموافقة النظام الجانب من

ومراقبة الروتينية أعمالهم إتمام في األقسام مدراء مساعدة في فيتعلق

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كذلك و موظفيهم أو ئهم إعطاأداء التقدير . خطابات كما النظر لفت

. لألقسام الترقيات خطة إعداد في .يساعد

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Preface:

The management of employee affairs is an important function in every organization. The

department of Employee Affair (EA) is a fundamental division of Human Resources (HR)

General Directorate inside Saudi Telecom Company (STC). This department is responsible to

establish and enforce administrative processes and procedures in the companies. In addition,

EA has a lot of functions such as keeping full information about the staff in the company,

determining and planning the needs of the company's from human resources, paying the

salaries, and monitoring performance evaluation.

Introduction:

Employee affair system is a computerized system which will address and facilitate the

resolution of important problems and concerns of the employee. We can divide the system

into two major components (Employee and Department manager). The employee can send

claims, suggestions, and vacation requests to his manager who will respond to such requests

either with his approval or rejection. The second component is the department manager who

will be responsible to monitor his staff's performance. Then, he might propose promotion for

excellent employees or grant them appreciation letters. The manager also can send official

warning letter to the staff that has poor performance.

Project objectives :

The main objective of this project is to simplify and enhance some selected procedures to

increase employees loyalty and to ensure that the employees will put more effort and achieve

better performance.

The selected procedures in this project will limited to the following services:

The systems will provide a facility to apply and follow up their vacations.

The system will ensure the submission of claims to the designated department.

The system will keep the gained points for the employee which will help him to get

promotion.

The system will register all letter of thanks of the employee .

The system register and all letter of warning against any employee.

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Scope :

This project aims at creating a successful employee affair system for HR General

Directorate in STC. It will be completed in the period of 6 months from the beginning. And it

will cost about Ten Thousands Saudi Riyals .This project will focus on the most important

business processes for HR department such as claims processing, suggestions processing,

vacation requests processing, granting appreciation letters, granting warning letters, and

finally promotion processing.

moreover , our project will include and support the following functions:

Register all events ( vacation request, promotion, suggestion, etc..)

Categorize and classify events.

Log all actions against every events.

Support notification and escalation mechanisms.

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Problem Statement :

Claims process :-

Definition : It is the process where the employee raises complaint against his Direct manager.

Problem : The company uses paper forms for submission of claims, which may lead to

damage or lost these forms.

Solution : To send and follow the claims automatically.

 

Suggestion process :-

Definition : It is the process that allows employee to propose new ideas to contribute in the

development of the company.

Problem: The company does not have a process to capture those suggestions yet.  

Solution: Increase the role of employee in the company by allowing the employee to

recommend new initiatives.

Vacation Request process :-

Definition : It is the process to capture employee's vacations and to track absent days of the

employee.

Problems:

1- The company uses paper forms for vacation requests , which may lead to damage or

lost these forms.

2- The current business process for requesting leave is time consuming since the

processing is done manually.

3- Is the employee entitled for a leave?

Solution: To Submit and follow up vacation request automatically.

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Granting Appreciation Letter process :-

Definition: Appreciation letter is a certificate to be granted to the employee for his

outstanding performance.

Problems:

1 - The company does not have an automated process to motivate employees.

2 - How to keep certificates of appreciation. 

Solution: To issue the certificate of appreciation automatically in order to motivate employee

to perform more in work. Also, to keep track of such certificates.

Granting Warning Letters process :-

Definition: Warning Letter is a letter given to the employee for his negligence in work.

Problems:

1 - The company does not have warning letter to notify the employees for their poor

performance.

2 - How to keep a track of such warning letters.

Solution: To give the employee a warning letter and keep the history about it.

Promotion process :-

Definition: It is to upgrade the employee from his current grade to a superior one , which shall

improve his functional and financial conditions.

Problem: The Company does not have a solid system to promote employees.

Solution: To develop a new automated promotion process which will allow the employee who

has achieved the objectives to get promotion.

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Employee Affair System

CHAPTER 2:

STATE OF ARTS

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Overview:

In every corporate the term HR means employing people, developing their capacities,

utilizing, maintaining and compensating their services in tune with the job and organizational

requirement. Our project is to develop a software application which will be used in the

management of the most valued assets - the people working there who individually and

collectively contribute to the achievement of the objectives of the business. Our application

will be customized to satisfy employee certain needs such as request vacation or raise

suggestions to develop the business. In this chapter, we are going to present a world class

software packages that manage human resources processes.

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SAP

SAP ERP Human Capital Management (SAP ERP HCM) is a comprehensive,

integrated human resources management solution that delivers unmatched global capability.

SAP ERP HCM gives organizations in all industries worldwide the tools needed to manage

their most important asset: people. The solution helps executives, human resources (HR)

professionals, and line-of-business (LOB) leaders to forecast, plan, and hire the best talent, as

well as cultivate the skills of and train their workforce.

Using one HR software suite for all talent management processes, you can more readily

understand where your workforce's talents lie – and align the goals of your employees with

your organization's overarching business strategy. Using real-time insight into the workforce,

your organization can benefit fully from HR strategies and programs – and measure your

workforce's contributions to the bottom line.

Automation of core HR processes, such as employee administration, payroll, and legal

reporting, increases efficiency and supports compliance with changing global and local

regulations.

SAP ERP HCM helps organizations throughout the world to increase their performance by

helping to ensure an efficient, focused, and engaged workforce. With integrated building

blocks and an unmatched partner ecosystem, SAP ERP HCM supports shared services and

business process outsourcing – further reducing cost and risk for organizations like yours.

BUSINESS BENEFITS:

Consistently achieve corporate objectives

o Align your workforce with organizational objectives.

o Find the best people and leverage their talent in the right job at the right time.

o Ensure that every employee understands and acts upon appropriate business

objectives and can monitor their progress toward corporate goals.

Retain your talent

o Provide your employees clearly defined career and development plans and

personalized learning opportunities.

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o Link employee performance to compensation programs, such as variable pay plans

and long-term incentives.

Proactively identify and fill talent gaps

o Identify, develop, and track high-potential employees.

o Ensure that future leaders can be effectively promoted from within – and that

successors are identified for key positions.

Lower costs of compliance and employee administration

o Reduce the cost and effort of complying with local regulations through unrivaled

features and functions, support structures, and expertise.

o Reduce HR costs by automating operational employee-related processes.

Improve decision making and manage human capital more effectively

o Give your executives, HR professionals, and line managers reporting and analysis

options that provide real-time insight into your workforce.

o Identify trends at an early stage and make well-informed decisions, so you can

manage your human capital more effectively, predict human-capital investment

demands, and track workforce costs and the return on investment for HR projects.

Reduce risk

o Adapt your processes quickly to changing business needs with a flexible, scalable

solution.

o Leverage local SAP help centers as well as the customer community of several

thousand organizations who are using the SAP® ERP Human Capital Management

solution.

Implement value-added activities

o Streamline all HCM processes.

o Free employees to concentrate on value-generating activities, rather than on routine

tasks.

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Turn HR into a strategic business advisor

o Align HR activities with organizational objectives

o Focus on leadership succession, workforce planning, and organizational change

o Make HR services transparent

o Lower HR costs and deliver better HR services – anywhere and anytime.

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ORACLE

Oracle Human Resources is an internet-based application that serves as a hub for all

your people-related activities, including communication, development, measurement, and

compensation. Whether you operate in the private or the public sector, Oracle HR allows you

to adopt structured approaches to attracting, retaining, developing and using the critical skills

and knowledge needed to optimize the workforce.

Integrate and Streamline HR Processes

Oracle Human Resources is part of the Oracle Human Resources family of applications, and

integrates seamlessly with Oracle E-Business Suite and other Human Resources applications

including Advanced Benefits, Learning Management, Payroll, and Compensation Workbench.

BENEFITS:

Automate Key Processes

Leverage workflow and internet-based processes to speed and optimize recruitment, hiring,

budgeting, compensation, termination, performance, skills, collective agreements, and more. Perform

rules-based HR budget control.

Get a Single Source of Truth

Maintain global HR data in a single instance for better availability and accuracy of

information, with a global single repository of employee data.

Manage Total Compensation

Attract and retain with the right combination of salary and benefits. Set limits and warnings.

Control budgets by department, position, or role. Deploy absence and termination policies.

Locate and Manage Talent Globally

Manage recruitment, hiring, and deployment on a global basis and address local country

requirements at the same time. Manage address information, currency, data formats, banking details,

and payment methods for any country. Conduct competency profiling and management.

Integrate Intelligence with HR Management

Integrate intelligence with HR management to align your workforce with corporate

objectives.

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ORANGE

Orange HRM offers a flexible and easy to use solution for small and medium sized companies free of

charge. By providing modules for personnel information management, employee self service, leave,

time & attendance‚ benefits and recruitment companies are able to manage the crucial organization

asset – people. The combination of these modules into one application assures the perfect platform for

re-engineering and aligning your HR processes along with the organizational goals.

The advantages of Orange HRM On-Demand:

Quick release cycles of the open source product that is rolled into hosted service, resulting in a

perpetual beta mode and an ever improving level of service

Large community of users of the open source product and the resulting brand would add to the

level of customer comfort.

Open data standards based on HR-XML

AJAX-based, rich user interface

Lightweight LAMP architecture that results in high response time

Fully optimized and maintained back end databases.

benefits for your company:

Easy and fast implementation: Deployment and installation of the system will be carried out

by Orange HRM team. It will be up and running for you within 24 hours after placing the

order.

No additional hardware and software, no hosting and maintenance capacity needed: Orange

HRM does not require any additional hardware and software; it can run over the existing

Internet access infrastructure.

Backed by professional support: The dedicated Orange HRM staff ensures that the system is

well backed by timely professional support.

Frequent automatic upgrades: No need to upgrade the software get the latest versions of the

Orange HRM automatically.

Flexible subscription fees: The monthly or annual subscription fee depends on the number of

company employees registered to use Orange HRM On-Demand.

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No internal IT resources required: Orange HRM On-Demand is ideal for the enterprises that

lack technical expertise and IT resources .

Conclusion:

Each of software packages has its own features and characteristics; every company

should consider the advantages and disadvantages before implanting the HR package.

The nature of the company and the area where it operates determines the proper

package for the company.

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Employee Affair System

CHAPTER 3:

SYSTEM ANALYSIS

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Overview:

In this chapter we will analyze the system (employee affair system) according to a standard

method and technique , including determine functional requirements , non-functional

requirements , draw Use Case Diagram , draw Class Diagram and draw Sequence Diagram.

The main objective of system analysts is to determine what the client needs.

Here, we define and clarify the methods used in the analysis of the system to understand

easily:

Functional requirement: it is one that specifies an action that the information system must be

able to perform.

Non-functional requirement: it is one that specifies properties of the information system

itself.

Use case diagram: an interaction between the information system itself and the users of that

system.

Class diagram: is a type of static structure diagram that describes the structure of a system by

showing the system's classes, their attributes, and the relationships between the classes.

Sequence diagram: is a kind of interaction diagram that shows how processes operate with

one another and in what order.

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System Requirements (Functional and Non-Functional)

Functional requirements:

There are number of processes that the system has to provide in order to be used and utilized.

Claims process: It is the process where the employee raises complaint against his direct

manager.

Suggestion process: It is the process that allows employee to propose new ideas to contribute

in the development of the company.

Vacation requests process: It is the process to capture employee's vacations and to track

absent days of the employee.

Granting Appreciation Letter process: Appreciation letter is a certificate to be granted to

the employee for his outstanding performance.

Granting Warning Letters process: Warning Letter is a letter given to the employee for his

negligence in work.

Promotion process: It is to upgrade the employee from his current grade to a superior one,

which shall improve his functional and financial conditions.

Non- Functional requirements:

There are number of non-functional requirement that the system has to provide in order to be

used and utilized.

Software Program language Java.

Hardware computer, server, internal network, printer.

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Use Case Diagram:

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Use case for claim processing:

Brief Description:

The claim processing use case enables employee to submit a claim to Human Resources (HR)

Management.

Step-by-step Description:

1. Employee submits a claim.

2. HR admin receive claim.

3. Employee can follow up the claim.

4. HR admin handle claim then close it.

5. HR admin log all activities (submit, receive, handle and close a claim).

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Use case for Suggestion processing:

Brief Description:

The suggestion processing use case enables employee to submit a suggest to Human Resources

(HR) Management.

Step-by-step Description:

1. Employee submits suggestion.

2. HR admin receive suggestion.

3. HR admin handle suggestion.

4. HR admin close suggestion.

5. HR admin log all activities (submit, receive, handle and close a suggestion).

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Use case for Vacation Request processing:

Brief Description:

The vacation request processing use case enables employee to submit a request a vacation to his

manager.

Step-by-step Description:

1. Employee submits a vacation request.

2. Manager and HR admin check employee balance vacation.

3. Employee can follow up a request.

4. If balance is enough, manager accepts a vacation.

5. HR admin log all activities (submit, follow up and accept a vacation request).

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Use case for Granting Appreciation letter:

Brief Description:

The Granting Appreciation letter use case enables manager to issue the certification of

appreciation.

Step-by-step Description:

1. Manager request appreciation letter.

2. HR admin verify request.

3. HR admin can approve or reject a request.

4. If HR admin approved, manager grant a certificate to employee.

5. HR admin log all activities (submit, verify, approve and reject a request and grant a

certificate).

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Use case for Granting Warning letter:

Brief Description:

The granting warning letter use case enables manager to give the employee a warning letter.

Step-by-step Description:

1. Manager request warning letter.

2. HR admin verify request.

3. HR admin can approve or reject a request.

4. If HR admin approved, manager give a warning letter to employee.

5. HR admin log all activities (submit, verify, approve and reject a request and grant a

certificate).

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Use case for Promotion processing:

Brief Description:

The promotion processing use case enables employee or manager to request a promotion.

Step-by-step Description:

1. Employee submits a promotion request or manager submits a promotion request for his

employee.

2. HR admin verify request.

3. HR admin handle promotion.

4. HR admin allow manager to grant promotion for employee.

5. HR admin log all activities (submit, verify and handle request and grant a promotion).

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Class Diagram:

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