INJIBARA UNIVRSITY

COLLOGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF SOFTWARE ENGINEERING

Human Resource Management System Project

Group Members
Name ID
1. Bewket mengie 1500671
2. Yibeltal Yitayew 1501189
3. Enyew Getnet 1500778
4. Daniel Desalew 1500709
5. Amanual Ayalew 1500558
6. Solomon Tesfa 0788

Advisor: amsalu tesema injibara, westGojam Ethiopia jannuary 2025

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Table of Contents

Abbreviations and Acronyms ..................................................... 1

Executive Summary ................................................................. 2

Chapter One

Introduction .......................................................…………………... 3
1.1 Background of the Organization .......................................... 3
1.2 Statement of the Problem ................................................... 4
1.3 Objective of the Project ....................................................... 5
1.3.1 General Objective ....................................................... 5
1.3.2 Specific Objectives ..................................................... 5
1.4 Scope of the Project ............................................................ 6
1.5 Limitations ................................................................. 7
1.6 System Development Methodology ................................... 8
1.6.1 System Development Process Model .......................... 8
1.6.2 System Development Approach ................................ 9
1.6.3 System Development Tools ..................................... 9
1.7 Significance of the Project .................................................. 10
1.8 Beneficiaries of the Project ............................................... 10
1.9 Feasibility Study ............................................................. 11
1.9.1 Economic Feasibility ................................................ 11
1.9.2 Operational Feasibility ............................................ 12
1.9.3 Technical Feasibility ................................................ 13
1.9.4 Time Feasibility ....................................................... 13
1.9.5 Legal Feasibility ....................................................... 14
1.10 Project Schedule .......................................................... 15
1.11 Work Breakdown .......................................................... 16
1.12 Projet Budget ............................................................. 17
1.12.1 Hardware Costs .................................................... 17

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 1.12.2 Software costs ....................................................... 17
1.12.3 Other Team Issue Costs .......................................... 18

CHAPTER TWO

REQUIREMENT ANALYSIS ...............................………………............ 19

2.1 Curent system Description ...................................................... 19
2.1.1 Major Functions of Current System .................................... 20
2.1.2 Organizational Structure .................................................... 21
2.1.3 Problems of Existing System .............................................. 22

2.2 Requirement Gathering ............................................................ 23

2.2.1 Requirement Gathering Methods ....................................... 23
2.2.2 Business Rules ................................................................. 24

2.3 Proposed System Description .................................................. 25

2.3.1 Overview ................................................................. 25
2.3.2 Fonctionnalité Requirements ................................................ 26
2.3.3 Non-Functional Requirements ......................................... 28
2.3.3.1 Performance .......................................................... 28
2.3.3.2 Scalability ............................................................ 29
2.3.3.3 Availability ............................................................ 30
2.3.3.4 Reliability ............................................................. 31
2.3.3.5 Maintainability ....................................................... 32
2.3.3.6 Security ................................................................. 33
2.3.3.7 Environmental ......................................................... 34
2.3.3.8 Usability ................................................................. 35

Chapter Three

System Model ....................................................... 35

3.1 System Modeling Overview ................................................... 36

3.1.2 System Modeling for HRMS ..................................................... 36

3.2 Use Case Model ................................................................. 37

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3.2.1 Identifying Actors .......................................................... 37

3.2.2 Identifying Use Cases .................................................... 38

3.2.3 Identifying Scenarios .................................................... 39

3.2.4 Identifying Relationships Among Actors and Use Cases ... 40

3.2.5 Use Case Diagram .......................................................... 41

3.2.6 Description of Use Case Diagram .................................... 42

3.3 Activity Diagram ............................................................... 43

HRMS Activity Diagram ......................................................... 43

Manage Payroll Activity Diagram ........................................... 44

3.4 Data Dictionary ................................................................. 45

3.4.1 User Entity Data Dictionary ................................................. 45

3.4.2 Departments Entity Data Dictionary .................................. 46

3.4.3 Positions Entity Data Dictionary ....................................... 47

3.4.4 Employees Record Entity Data Dictionary ........................ 48

3.4.5 Attendance Entity Data Dictionary .................................... 49

3.4.5 Payroll Entity Data Dictionary ........................................... 50

3.5 Séquence Dia gram ............................................................ 51

3.5.1 User Log in Séquence Dia gram ............................................. 51

3.5.2 Manage Employee Information Sequence Diagram ............ 52

3.6 User Interface ................................................................. 53

3.7 User Interface Design ......................................................... 53

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CHAPTER FOUR
4. SYSTEM DESIGN ............................................................ 54
4.1 Introduction ............................................................ 53
4.2 Current Software Architecture ............................. 54
4.3 Proposed Software Architecture ....................…….. 55
4.3.1 System Decomposition ......................................... 56
4.3.2 Persistent Data Modeling ..................................... 58
4.3.3 Access Control and Security .................................. 60
4.3.4 Class Diagram ....................................................... 62
4.3.5 Pacage Dia gram .................................................... 63
4.3.6 Deployment ......................................................... 65

Chapter Five

5.1 Conclusion ............................................................................. 66

5.2 Challenges of Current HR System .......................................... 66

5.3 Proposed HRMS Features....................................................... 67

5.4 Project Methodology ............................................................. 68

5.5 Technologies Used ................................................................. 69

5.6 Feasibility Study .................................................................... 70

5.7 HRMS Benefits .........................................……................... 71

5.8 Future Prospects................................................................ 72

5.9 References ........................................................................... 73

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Abbreviations and acronyms

HRMS human management rosource mangement system.

HR human resource.
OOSD object oriented software development .
Vscode visual studio code
HTML Hyper text markup language
Css cascade style sheet
Js JavaScript

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This project aims to develop a Human Management Resource System
(HRMS) for Injibara university to replace the current manual labour
management processes. The new system will automate key HR functions ,
improving efficiency,accuracy, and strategic decision making .this new
HRMS will centralize employee data, automate payroll ,streamline
attendance tracking and recruitment, facilitate performance management
and provide comprehensive reporting. This transition involves analyzing
current processes, selecting appropriate HRMS software (either off-the-
shelf or custom-developed), migrating data, training staff and providing
ongoing support. Implementing the HRMS will modernize injibara
university’s HR operations, reducing administrative burden and enabling
more effective management of its human capital.

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 CHAPTER ONE

1. NTRODUCTION

Effective human resource management is fundamental to the success of

any organization , and Injibara university is no exception as a growing
institution dedicated to providing quality education and fostering research ,
the univesity recognizes the critical role its employees play in achieving its
mission. However, the university’s current HR operations rely heavily on
manual ,paper-based processes. These methods are inefficient, time-
consuming, prone to errors , and lack the scalability necessary to support
the university’s continued growth and evolving needs. This project
addresses these challenges by proposing the implementation of a
comprehensive Human Resources Management System. this system will
automate core HR function , centralize employee data,streamline
workflows, and provide data-driven insights to support strategic decision-
making related to the univesity’s human capital. The transition to a
modern HRMS will no t only improve operational efficiency and accuracy
but also empower Injibara University to better manage its most valuable
asset its people.

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 1.1 background of the organization
Injibara University is a relatively young institution located in the AWI Zone
of the Amhara National Regional State in Ethiopia. It was established in
2015 as part of the Ethiopian government’s initiative aimed to increase
access to education and combat poverty through knowledge and skill
development. It was officially established by the council of ministers on
November 4, 2015 , with its cornerstone laid earlier that year. This makes it
one of the newer universities in Ethiopia.the university is suited in injibara
town, the administrative center of the Awi zone. It have its own mission to
providing quality education ,conduction problem -solving research and
engaging in community services. It aims to produce competent graduates
who can contribute to the socioeconomic development of the region and
the country.it places importance on integrating its teaching, research , and
community service activities with natural resource conservation, utilization ,
and the advancement of green initiatives.since its establishment Injibara
university has been steadily growing in terms of student enrollment,
academic programs , and infrastructure development.it has expanded its
colleges and departments, and is working towards launching postgraduate
programs in various fields.it plays crucial role in providing higher education
opportunities to the local community and contributing to the overall
development of the reign.

1.2 Statement of the problem

Injibara university’s current human resource management practices rely
heavily on manual ,paper-based processes. This reliance presents several
significant problems that hinder the university’s efficiency ,accuracy and
strategic development. These problems can be listed below:
 Inefficiency: time consuming and labour-intensive.
 Data inaccuracy: result in inacurate employee records.
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 Lack of centralization: difficult to access and retrieve information.
 Limited reporting and Analysis: limits the university’s ability to identify
trends make data driven decisions,and strategically manage human
capital.
 Scalability issues: difficult to scale the university grows.
 Security risks: loss, damage,and unauthorized access.
 Difficulty in tracking and monitoring: challenging to identify areas for
improvement .

1.3 Objective of the project

1.3.1 General objective
The general objective of this project is to enhance the efficiency and
effectiveness of human resource management at Injibara University by
implementing a comprehensive and integrated Human Management
System(HRMS).this will be achieved by transitioning from manual , paper-
based processes to an automated , digital system, there by improving data
accuracy, streamlining workflows, and supporting better decision-making
related to human capital.

1.3.2 SPECIFIC OBJECTIVES

The specific objective of this project includes:
 Develop a Centeralized Employee Database.
 Automated Recruitment and On boarding .
 Streamline Time and Attendance Management.
 Automated Payroll Processing.
 Implémentent performance Management tools.
 Manage training and development programs.
 Generate comprehensive HR reports.
 Improve employee self-service.
 Ensure data security and compliance.
 Provide user training and support .

1.4 scope of the project

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The project focuses on human resource management system for Injibara
university.
The scope of this project defines the boundaries and limitations of the
HRMS implementation at Injibara university .
This project supports the following functionalities :
 Centralized digital records for all employee data.
 Data entry, update, and retrieval functions.
 Digital document storage and management.
 Job posting and application management.
 Candidate screening and selection tools.
 Automated on boarding workflows.
 Employee time tracking .
 Leave request and approval workflows.
 Absence tracking and reporting.
 Automated salary calculations.
 Déduction management .
 Relectrice pay slip génération.
 Payroll reporting.
 Leave request submission and tracking .

1.5 Limitations

While a comprehensive HR management system could encompass areas

like strategist HR planning , succession planning and detailed benefits
administration , this project is limited to core HR functions: employee
information management , recruitment and on-boarding , attendance and
leave management , payroll performance management .other advanced HR
functionalities are outside the current scope due to project constraints.
 Gathering complete and detailed information about Injibara university’s
existing HR processes and data may be limited due to access constraints
or availability of personnel . this could impact the level of customization
and specific features that can be implemented. Further limited access
to reliable internet connectivity and specialized software tools within

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 the development environment may pose challenges in accessing online
resources , libraries, and advanced development tools.

 The time frame for this project is limited which restricts the depth and
complexity of certain features .
 As a student developers or practical experience in developing
enterprise level HRMS system is limited .

1.6 STYTEM DEVELOPMENT METHODOLOGY

1.6.1 Stytem development process model
The process model is used to develop the HRMS is the iterative and
incremental model. Iterative and incremental software development ,
particularly suitable for projects with evolving requirements limited
resources and the need for early feedback
We choose the iterative process because it enables:
 Flexibility and adaptability : it allows for adjustment to the system’s
features and design throughout the development life cycle .
 Easier incorporation of feedback : it facilitates the incorporation of
feedback from stakeholders .
 Improve team collaboration: it allows for the division of the project
into smaller , manageable increments.
 Highlighting user friendlines: it creates more user friendly and effective
system.
 Modular approach and early delivery: specifically mentioning modular
approach and early delivery of functional components.
1.6.2 System development approach

Our system development approach is object oriented

software development(OOSD). We choose OOSD for the
development of the HRMS because it provides an well
structured and modular way to represent and mange the
various entities and processes involved in human resource
management .
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We selected OOSD due to the following key advantages :

 Increased re usability : OOSD promotes code re usability

through concepts like inheritance and composition. This
allows us to reuse existing components for different HR
functions, reducing development time and effort.

 Enhanced maintainability and extensibility : the

modular nature of OOSD makes the system easier to
maintain and extend.
 Improved data modeling : OOSD allow for a more
natural and intuitive representation of real world HR
entities and their relationships.
 Alignment with modern development practices : OOSD
is a widely adopted and mature methodology,
supported by a rich ecosystem of tools frameworks and
best practices.
 Increase collaboration and understanding : the object
oriented approach facilitates better communication and
understanding between developers and stakeholders.

1.6.3 System Development Toos

As with any software project , both hardware and software

tools are essential for development .

Hard ware tools:

 Laptop: for
documentation,design,development,implement and
testing.
 Mobile phone: to refer the meaning of project words.

 Paper.

 Pen.

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Table 1. software tools

tool activities
Visual studio code Use to writing HTML, CSS, JavaScript
codes.
Html 5 To building the structure of the
project.
css To make the HTML code more
interactive an attractive user interface.
JavaScript To make the projects responsive.
bootstrap To make the JavaScript code more
interactive and also the CSS.
Media query To make the project responsive to all
devices.
php To build the back end of the project.
MYSQL To store the store metadata or data
management

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Microsoft word For document préparation
Edrawmax For preparation of the table

1.7 significance of the project

When the HRMS is developed
i. University Staff(Employees ) will be find it very easy to
access HR services and information. The system will
save their time and energy by avoiding unnecessary
visits to the HR office for routine requests like leave
ii. application, accessibility pay stubs or updating personal
information.

iii. the HR department will be able to carry out HR

operations more efficiency.

iv. The university administration can get reports on HR
processes in real time since data will be stored digitally
reports on employee demographics.

1.8 Beneficiaries of the project

The beneficiaries by this project includes :
 Employees.
 HR département.
 University.
 Students(indirectly): use improved services and support.
 Also we participate in this project working all we gain
knowledge how project is done.

1.9 Feasibility Study

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A feasibility study is an evaluation of a proposed project to
determine if it is technically, economically, legally, and
operationally viable. he study analyzes resources,
identifies potential risks and challenges, and explores
mitigation strategies. It involves data collection,
stakeholder input, and a comprehensive report
summarizing findings and recommendations. Ultimately, a
feasibility study helps decision-makers determine whether
to proceed with a project, minimizing potential losses and
maximizing the chances of success.

1.9.1 Economic feasibility

this system Reduced Paperwork Savings on paper printing,

storage, and administrative time spent managing physical
documents. reducing errors in payroll, benefits
administration, and other HR processes, leading to cost
savings from error correction and potential legal issues.
Increasing Automation of tasks like attendance tracking,
leave management, and performance reviews, freeing up
HR staff time for more strategic activities. accessing Better
data and reporting capabilities can lead to more informed
decisions about workforce planning, training, and resource
allocation. it Improves Employee Satisfaction, Streamlined
processes and self-service options for employees can
improve satisfaction and reduce HR-related inquiries.

1.9.2 operational feasibility

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This HRMS is operationally feasible as it addresses the
inefficient manual HR processes currently in place at
Injibara University. It will be user-friendly for HR staff,
managers, and employees, ensuring effective use after
implementation. The system will allow the university to
perform its HR operations more efficiently, such as
managing employee data, tracking attendance and leave,
and conducting performance reviews. Therefore, the new
system is expected to increase the performance of the
university by streamlining HR processes, improving data
accuracy, and empowering both staff and employees with
self-service capabilities, leading to more efficient service
delivery and improved overall HR management.

1.9.3 Technical feasibility

The technical feasibility of this project can be
implemented using Injibara University's existing
equipment, software technology, and available technical
expertise. The system will require a setup of computer
facilities for HR staff and potentially other departments.
The technology required for this new HRMS, such as
database management systems, web servers, and
programming languages, already exists and is readily
available. The technical skills to develop, implement, and
maintain this system are also available, either within the
university's IT department or through readily accessible
external consultants.
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 1.9.4 Time feasibility
This project can be completed within the planned time
frames and based on the proposed project schedule which
includes phases for requirements gathering, system
development, testing, data migration, and implementation.
1.9.5 Legal feasibility
The HRMS to be developed for Injibara University is not in
conflict with any Ethiopian government orders or labor
laws, as it aims to provide HR services effectively and
efficiently. All relevant stakeholders within the university
have been consulted and are in agreement with the
development of the system. Therefore, the project
stakeholders at Injibara University will benefit, and the
system will be legally feasible. Our system is designed to
be responsible for keeping and storing sensitive employee
data safely, as each user HR staff, managers, and
employees will be required to sign in to the system using a
unique password for authentication and access control
mechanisms will be implemented based on roles.

1.10 project schedule

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id Task name Start date Duration in Completed
days date
1 Requirement engineering 1/5/2017 1 2/5/2017
2 Requirement analysis 1/5/2017 0.5 2/5/2017
3 Reuqirement 1/5/2017 1 2/5/2017
spécification
4 Requirement validation 2/5/2017 1.5 4/5/2017
5 System modeling 3/5/2017 2 5/5/2017
6 Context modeling 3/5/2017 2 5/5/2017
7 Interaction modeling 3/5/2017 1 4/5/2017
8 Structural modeling 4/5/2017 3 7/5/2017
9 System design 4/5/2017 4 8/5/2017
10 Archictural design 5/5/2017 4 9/5/2017
11 Batabse design 5/5/2017 5 10/5/2017
12 Interface design 6/5/2017 3 9/5/2017
13 Component design 6/5/2017 2 8/5/2017
14 implémentation 7/5/2017 4 11/5/2017
15 testing 8/5/2017 1 1/5/2017
16 Unit testing 8/5/2017 2 10/5/2017
17 Integration 8/5/2017 3 11/5/2017

Figure 1 poject schedule.

1.10 work breakdown

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Our team consists of 5 members and all the five are
participated in this project . the work breakdown in
shown below in the table

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No tasks Team members
1 gathering data enyew getinet
2 requirementanalysis Bewket mengie
3 documentation Daniel desalew
4 programming Amanual desalew
5 Project management Yibeltal yitayew

Figure 2 work breakdown

1.11 project Budget

Costs required to develop this project are:
 Hardware costs: like paper, pen….
 Software costs and
 Other team issue costs
1.12.1 Hardware costs
Individual team members providing desktop computers
and laptops, And additional hardware needed for the
project like flash drive, stationery,hard drive,printer etc..

1.12.2 software costs

All the software costs are freely . all they are covered
by the university.
1.12.3 other team issue costs

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 In the time of rest team members use tea,
coffee, transport, package buying cards.

Shown below table describes different types of

costs when in project developing
No Type of amount Price in description
materials birr
1 Paper 1/2 package 290 We use papers to writing
documentation
2 pen 2 40
3 transportions 50 To gathering information

CHAPTER TWO
2. REQUIREMENT ANALYSIS
2.1 current system description
In the current system, there are several ways HR-related
tasks are handled at Injibara University. These processes
are largely manual and paper-based. On Employee Data
Management Employee records, including personal
information, employment history, qualifications, and
performance reviews, are primarily stored in physical files
within the HR office. Access to these files is limited to

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authorized HR personnel. Updates to employee data
require manual form completion and filing. Payroll is
processed manually using spreadsheets or sometimes with
the aid of basic accounting software. Employee
attendance is recorded on paper time sheets. Salary
calculations, deductions, and tax with holdings are
performed manually. Payslips are printed and distributed
physically

2.1.1 major function of current system

 includes creating, updating, storing, and retrieving

employee information personal details, employment
history, qualifications
 encompasses all activities related to filling open
positions, from advertising vacancies to interviewing
and hiring candidates.
 calculating salaries, deductions, and taxes, as well as
generating payslips.
 conducting performance reviews, documenting
feedback, and maintaining performance records.
2.1.2 organizational structure

Injibara University has various staff categories that

contribute to its educational mission. These categories,
managed within the HRMS, include:

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 Administrators: Manage employee data, payroll,
attendance, performance reviews, and system access.
 Academic Staff: Track teaching load, research output,
and student feedback through the system.
 Administrative Staff: Utilize the system for HR processes
like recruitment, on boarding, and leave management.
 Technical Staff: Maintain records of their work and
manage maintenance schedules within the system.
 Researchers: Record research activities, publications,
and grant information.
 Support Staff: Track attendance and other relevant
information within the HRMS.

Figure 1 hierarchy structure of Injibara HRMS.

2.1.3 problem of existing system

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The current manual HR system at Injibara University likely
faces several challenges that a new HRMS aims to address.
These problems include:

 Location/Accessibility Restrictions: HR services and

information are likely confined to the physical HR office.
This creates inconvenience, especially for staff located
at remote campuses or during non-working hours.
 Time-Consuming Processes: Manual processes like
paperwork, filing, and data entry are extremely time-
consuming for both HR staff and employees. This leads
to delays in processing requests, generating reports,
and accessing information. Data Inaccuracy and
Inconsistency: Manual data entry increases the risk of
errors and inconsistencies in employee records. This
can lead to problems with payroll, benefits
administration, and reporting.
 Data Insecurity and Loss: Physical files are vulnerable to
damage (fire, water, pests), loss, and unauthorized
access. This poses a significant risk to confidential
employee data. There's no proper audit trail for
changes made to records.
 Cost and Resource Intensive: Maintaining a manual
system requires significant resources, including physical
storage space for files, stationery, and manpower for
manual tasks. This can be more expensive in the long
run compared to an automated system.
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 Lack of Self-Service for Employees: Employees have
limited access to their own HR information, such as
payslips, leave balances, and personal details. This
forces them to rely on HR staff for simple requests,
further increasing the workload on the HR department.
 Difficulty in Tracking Training and Development:
Manually tracking employee training records,
certifications, and professional development activities is
cumbersome and prone to errors.

2.2 requirement gathering

Requirement gathering for Injibara University's HRMS

focuses on defining what the new system should do and
how it should perform. This involves collecting information
on functional needs like employee data management,
payroll, and reporting, as well as non-functional
requirements such as usability, security, and scalability.
Various methods like interviews and document analysis
will be used to ensure the system meets stakeholder
needs and resolves current manual system problems.

2.2.1 requirement gathering methods

Requirement gathering for the Injibara University HRMS

will utilize both primary and secondary sources. Primary
methods include:

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 interviews with HR staff and employees to understand
their needs, and observation of current manual
processes .
 Secondary data will be gathered through document
analysis of existing HR records and policies.
 We gather the following information by asking the

Injibara HR staff manager . the information’s are

listed below:

1. What are the most time-consuming tasks in your

day-to-day HR operations?
2. What challenges or pain points do you face with
the current manual system?
3. How many employees are currently managed, and
how do you anticipate this number changing in
the next 5 years?
4. How do you currently handle employee
performance evaluations and appraisals?
5. Are there any existing systems (e.g., payroll,
attendance) that the HRMS needs to integrate
with?
6. What data migration requirements do you have
for moving from the manual system to the HRMS?
7. Who will be the primary users of the HRMS, and
what are their roles?
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8. Are there any compliance or regulatory
requirements that the HRMS needs to support?
9. What type of changes do you expect if the HRMS
changed into software system?
10. What kind of training and support will be
needed for the HR team to transition to the new
system?
11. What are your long-term goals for the HR
department, and how can the HRMS support
these goals?
12. What specific features or functionalities do you
expect from the new HRMS?

2.2.2 Bussiness rules

Business rules define constraints and behaviors within a

business. For Injibara University's HRMS, examples include:

1. Salaries are paid monthly based on assigned grade

and position.
2. Employees accrue leave based on years of service and
employment type.
3. Performance reviews are conducted annually.
4. Employees must submit leave requests through the
HRMS.
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 5. Specific documentation is required for different leave
types (e.g., medical certificate for sick leave).
6. Promotions require meeting specific criteria and
approval from relevant committees.
7. New hires must complete on boarding within a
specified time frame.
8. Access to employee data is restricted based on user
roles.
9. Payroll deductions for taxes and other contributions
are calculated according to legal requirements.

2.3 proposed system description

The proposed HRMS for Injibara University, based on
gathered requirements, aims to rectify existing manual
system problems. It will provide an innovative, automated
solution to enhance HR services, improving efficiency, data
accuracy, and accessibility for both HR staff and university
employees.

2.3.1 overview

The proposed Injibara University HRMS is a fully

automated system designed to streamline HR processes. It
will provide features for employee data management,
payroll, attendance, recruitment, performance
management, and reporting. Employees will have self-
service access to their information, while HR staff will

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benefit from improved efficiency and data accuracy. The
system aims to address the limitations of the current
manual system, enhancing HR service delivery and
supporting data-driven decision-making within the
university.

2.3.2 Functional requirement

Functional requirements for the Injibara University HRMS

define the specific services the system should provide.
These include:

 Employée Management:

o FR1: The system shall allow HR staff to add,

update, and delete employee records.
o FR2: The system shall allow employees to view
and update their personal information (where
applicable).
o FR3: The system shall calculate salaries based on
predefined rules and deductions.

 Payroll management

o FR4: The system shall allow employees to submit

leave requests.
o FR5: The system shall generate payslips and
payroll reports.
o FR6: The system shall allow managers to approve
or reject leave requests.
o FR7: The system shall track employee
attendance and leave balances.
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 Recruitment and On boarding:

o FR8: The system shall allow HR staff to post job

openings.
o FR9: The system shall allow applicants to submit
applications online.
o FR10: The system shall facilitate the on boarding
process for new hires.

 Performance Management:

o FR11: The system shall allow managers to

conduct performance reviews.
o FR12: The system shall track employee training
and development activities.

o FR14: The system shall provide data analysis

tools.

 User Management:

o FR15: The system shall allow administrators to

manage user accounts and access permissions.

 Security:

o FR16: The system shall enforce user

authentication and authorization.

2.3.3 Non functional requirements

Non-functional requirements for the Injibara University

HRMS define how the system should perform. These
include usability easy navigation and interface,

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performance fast response times and efficient data
processing, security protection of sensitive data, reliability
consistent availability, scalability ability to handle future
growth, and maintainability ease of updates and
maintenance. These constraints ensure the system is
effective and dependable.

2.3.3.1 Performance

The project HRMS performance will be optimized for

speed and minimal memory usage through efficient
algorithms and appropriate hardware/software choices.
While actual performance depends on factors like server
load and network conditions, the system is designed for
efficient execution and responsiveness.

2.3.3.2 Scalability

This project is designed to scale with the university's

growth. It will handle increasing numbers of users and
data without performance degradation. This ensures
consistent service quality even as the user base expands.
The system architecture will support future growth and
maintain responsiveness.

2.3.3.3 Availability

The HRMS will prioritize high availability. Data redundancy

and backups will be implemented to prevent data loss. In
case of server or network issues, data will be recoverable
from backups. The system aims for continuous operation

32
and minimal downtime. Synchronization mechanisms will
ensure data consistency upon reconnections.

2.3.3.4 Reliability

Reliability of the project is a key concern. The system is

designed to operate reliably under normal conditions.
Consistent performance and data integrity are prioritized.
Regular backups and system maintenance will minimize
the risk of data loss or corruption. Error handling and
recovery mechanisms will be implemented. The system's
reliability is contingent on the stability of the underlying
infrastructure (servers, network). Monitoring and alerting
systems will be in place to detect and address potential
issues proactively. The goal is to provide a stable and
dependable HR management platform for the university.

2.3.3.5 Maintainability

This project will be designed for easy maintenance. A

modular architecture and well-documented code will
facilitate updates and modifications. The system will be
adaptable to new technologies and changing requirements.
Defect fixing and troubleshooting will be streamlined.
Regular maintenance procedures will be established. This
focus on maintainability will reduce long-term costs and
ensure system longevity.

2.3.3.6 Security

33
Security is paramount for the Injibara University HRMS,
protecting sensitive employee data. Multiple layers of
security will be implemented:

1. Authentication: Users will require unique usernames

and strong passwords for system access.

1. Authorization: Role-based access control will restrict

user privileges based on their responsibilities.
2. Data Encryption: Sensitive data both in transit and at
rest will be encrypted using robust encryption
algorithms.
3. Secure Data Storage: The database will be protected
with appropriate security measures, including access
controls and regular backups.
4. Regular Security Audits: Periodic security assessments
and penetration testing will be conducted to identify
and address vulnerabilities.
5. Input Validation: The system will validate user inputs
to prevent injection attacks and other security threats.
6. Access Logging and Monitoring: System activity will
be logged and monitored to detect suspicious behavior.
7. Se cure Communication Protocole: Se cure
communication protocole (e.g., HTTPS) will Be uses for
all data transmission.
8. Protection Against Common Attacks: Measures will
be taken to protect against common web application
attacks such as cross-site scripting (XSS) and SQL
injection.

34
9. Password Policies: Strong password policies will be
enforced, including minimum length, complexity, and
regular password changes.
10. Data Backup and Recovery: Secure backup and
recovery procedures will be in place to protect against
data loss.
11. Physical Security: Physical access to servers and
infrastructure will be restricted

2.3.3.7 Environmental

The project promotes a paperless environment by

digitizing HR processes. This reduces paper consumption,
minimizing the environmental impact associated with
printing and physical storage. The system's digital nature
contributes to a more sustainable and eco-friendly HR
operation.

2.3.3.8 Usability

This project will prioritize user-friendliness and ease of use.

The system interface will follow familiar design patterns
for intuitive navigation. Users will require minimal training
to effectively operate the system. Clear and concise
instructions and help documentation will be provided. The
system will be designed to be accessible to users with
varying levels of technical expertise. User feedback will be
incorporated during development to enhance usability.

35
The goal is to create a system that is easy to learn, use,
and navigate.

CHAPTER THREE

2. SYSTEM MODEL

3.1 System modeling overview

System modeling for this project will use UML diagrams

(use case, activity, class, sequence, and data flow diagrams)
to visualize the system's structure and behavior. These
models will serve as blueprints for development, improve
communication among stakeholders, and ensure the
system meets requirements.
3.2 Use case model
The use case model for the HRMS project will illustrate the
interactions between various users / actors and the system.
Each use case represents a specific goal a user wants to
achieve through the system, such as an employee
submitting a leave request, a manager approving leave, HR
staff generating payroll reports, or an administrator
managing user accounts. These use cases provide a clear
understanding of how users will interact with the system
to perform their tasks.

36
 3.2.1 Identifying Actors
Based on the context of an HRMS for Injibara University,
the following actors can be identified:
1. Employee
2. Manager/Département Head
3. HR Staff/HR Officer
4. System Administrator
5. University Administration/Finance Department
3.2.2 Identifying use cases
Based on the context of an HRMS, here's a list of potential
use cases:
1. Manage Employee Information (Add, Update,
Delete)
2. View Employee Information
3. Sublimité Leave Request
4. Approve/Reject Leave Request
5. View Leave Balance
6. Manage Payroll (Calculate Salary, Generate Payslips)
7. View Payslips
8. Generate Payroll Reports
9. Manage Recruitment (Post Job Openings, Manage
Applications)
10. Conduct Performance Review
11. Manage Training Records
12. Generate HR Reports (e.g., Employee Demographics,
Turnover)
13. Manage User Accounts(Create, Update, Delete)
37
 14. Manage System Settings
15. View Attendance Records
16. Update Personal Information

3.2.3 Identifying senarios

Here are some key scenarios for the Injibara University

HRMS, adapted to an HR context:
Manage Employee Information (Add Employee) Scenario:
 Scenario Name: Add New Employee
 Participating Actor Instance: Kebede: HR Staff
 Flow of Events:
1. Kebede navigates to the "Employee
Management" section.
2. Kebede selects "Add New Employee."
3. The system displays a form for employee details
(name, ID, department, etc.).
4. Kebede fills the form.
5. Kebede submits the form.
6. The system validates the data.
7. If valid, the system creates a new employee
record and confirms.
8. If invalid, the system displays error messages.
Submit Leave Request Scenario:
 Scenario Name: Submit Leave Request
 Participating Actor Instance: Abebe: Employee
 Flow of Events:
38
 1. Abebe logs into the HRMS.
2. Abebe navigates to "Leave Request."
3. The system displays a leave request form.
4. Abebe selects leave type, start/end dates, and
reason.
5. Abebe submits the request.
6. The system confirms submission and notifies the
manager.
Approve Leave Request Scénario:
 Scenario Name: Approve Leave Request
 Participating Actor Instance: Lemma: Manager
 Flow of Events:
1. Lemma logs in.
2. Lemma navigates to "Leave Requests."
3. The system displays pending requests.
4. Lemma selects Abebe's request.
5. Lemma reviews details and approves/rejects.
6. The system updates leave balances and notifies
Abebe.
Generate Payroll Report Scenario:
 Scenario Name: Generate Payroll Report
 Participating Actor Instance: Hirut: HR Staff
 Flow of Events:
1. Hirut logs in.
2. Hirut navigates to "Payroll Reports."
3. The system displays report options (e.g.,
monthly, summary).

39
 4. Hirut selects a report type and date range.
5. The system generates the report.
Conduct Performance Review Scenario:
 Scenario Name: Conduct Performance Review
 Participating Actor Instance: Lemma: Manager
 Flow of Events:
1. Lemma logs in.
2. Lemma navigates to "Performance Reviews."
3. Lemma selects an employee (e.g., Abebe).
4. The system displays the performance review
form.
5. Lemma completes the review.
6. Lemma submits the review.
7. The system saves the review and notifies the
employee.
3.2.4 Identifying Relationships among actors and use
cases

No actor Use cases

1  View Personal Information,
 Submit Leave Request,
 View Leave Balance,
Employee
2 1.Approve/Reject Leave Request,
Manager/Department 2.View Team Information,
Head 3.Conduct Performance Review
3 1. Manage Employée Information
(Add, Update, Delete), Manage
HR Staff/HR Officer Payroll,
2. Manage Recruitment,

40
 3. Generate HR Reports,
4 System Administrator 1.Manage User Accounts,
2.Manage System Settings
5 Finance Département View HR Reports

Table 4. relationships among actors and use cases

3.2.5 USCASE DIAGRAM

Figure 2 use case diagram

3.1.6 description of use case diagram

The Use Case Model Description for the HR Management

System (HRMS) outlines the interactions between actors
and the system's functionalities. Key actors
include Employees, who can view personal information,
submit leave requests, and check their leave

41
 balance; Managers/Department Heads, who approve or
reject leave requests, view team information, and conduct

performance reviews; and HR Staff/HR Officers,

responsible for managing employee records, payroll,
recruitment, and generating HR reports. The System
Administrator manages user accounts and system settings.

Use Case Name Manage Employee Information

dentifier HR 01
Actor HR Staff/HR Officer
Description Users will add, update, or delete employee records in the system.
Pre-condition Users will add, update, or delete employee records in the system.
1. User selects “Manage Employee” option.
2. System displays employee management options (Add, Update,
Delete).
3. User selects an action (Add, Update, or Delete).
4. If adding or updating, user fills out the employee information form.
5. User submits the form.
Basic Course of Action 6. System validates the input data.
7. If valid, system updates the employee record in the database.
8. System confirms the action (success message).
9. Use case ends.
- If required fields are missing, the system displays an error message
Alternative Course of highlighting the missing fields.
Action - If deleting an employee, the system prompts for confirmation
before proceeding with deletion.
Employee records are updated in the system as required.
Post-condition
Goal Users have successfully managed employee information in the HRMS.

Lastly, the Finance

Department accesses HR reports for financial planning.

42
 Table 5.HMRS use case table for injibara university

Use Case Name Manage Payroll

Identifier HR 02
Actor HR Staff/HR Officer
Description Users process payroll for employees.
Pre-condition Users must be signed in, and employee records must be up-to-date.
Basic Course of Action 1. User selects “Payroll.
2. System displays payroll management interface.
3. User selects pay period.
4. System retrieves employee records.
5. User reviews and adjusts details if needed.
6. User clicks “Process Payroll.”
7. System calculates salaries and deductions.
Alternative Course of Action I

f discrepancies exist, the system prompts for resolution before proceeding.

Post-condition Payroll is processed and updated in employee records.
Goal Successfully processed payroll for employees.

Table 6 Manage Payroll Use Case Documentation

Use Case Name View Team Information

Identifier Uc05
Actor Manager/Department Head
Description Manager views information about their team members (e.g., roles,
performance).
Pre-condition Manager is signed in to the system and has team members assigned under them
in the database.
Basic Course of Action 1. Manager selects "View Team Information" option.
2. System displays team members' details.
3. Use case ends.
Alternative Course of Action None
Post-condition The manager has viewed detailed information about their team members
successfully.
Goal To help managers monitor their team effectively.

Table 8. view team information Documentation

Use case diagram Manage employee information

identifier HR 05
actor HR staff/HR officer

43
description HR staff creates, updates, and deletes employee records in the system.
Pre condition The HR staff is authenticated and signed in to the system.
Basic course of action 1. User select Employée Management” option.
2. System displays list of employees with options to add, update, or delete
records.
3. User selects a desired option.
4. System processes the request and confirms action.
5. Use case ends.
Alternative course of action none
Post condition An employee record is created, updated, or deleted successfully in the system
goal To create, update, or delete employee records efficiently.

Table 9 employer management documentation

3.3 Activity diagram

Figure 3 HRMS activity diagram

44
Figure 4 manage payroll activity diagram

Figure 5 view team information use case diagram

45
 3.4 Data Dictionary

A Data Dictionary is a crucial document that serves as a

central repository for information about data elements
within a database, information system, or research project.
It provides a comprehensive overview of each data
element, including its name, definition, and attributes. This
information is essential for understanding the meaning
and purpose of data elements, ensuring consistent
interpretation and usage, and guiding their proper
application. By providing metadata about data elements,
the Data Dictionary assists in defining their scope,
characteristics, and usage rules.

This information is valuable for various stakeholders,

including data analysts, developers, and researchers, as it
facilitates clear communication, improves data quality,
and supports informed decision-making based on accurate
and reliable data.

Field Name Data Type Data Field Size Description

Format
user_id mediumint 8 Unique identifier 1

first_name varchar 20 First name of the Mihiret

user

last_name varchar 20 Last name of the Alene

user

46
 sex varchar 6 Gender of the user female

phone varchar 10 Contact number 0983354665

email varchar 40 Email address [email protected]

username varchar 15 Username assigned mercy

to the account

password varchar 255 Password for Mercy@9237

authentication

account_type varchar 20 Role in the system Employee

(e.g., Admin,
Employee)

account_status varchar 8 Status of the account active

(active/inactive)

Table 10. user entity data type dictionary

Field Name Data Type Data Format Field Size Description

Department id mediumint 8 Unique identifier 1

department_name varchar 50 Name of the department Computer Science

Head of department mediumint 8 User ID of head 3

Table 11 Departments entity data dictionary

Field Name Data Type Data Field Size Description

Format

position_id mediumint 8 Unique identifier 1

position_title varchar 50 Title of the position Lecturer

salary_range decimal Salary range for the 5000.00 - 10000.00

position

Table 12 . positions Entity data dictionary

Field Name Data Type Data Field Size Description

Format

employee_id mediumint 8 Unique identifier 101

user_id mediumint 8 Foreign key from users entity 1

department_id mediumint 8 Foreign key from departments entity 2

position_id mediumint 8 Foreign key from positions entity 1

hire_date date -dd-mm- - Date of hiring -12-01-2020

yyyy

employment_status -varchar -10 - Current status (active/terminated) - active

47
 Table 13 employees record entity data dictionary

Field Name -Data Type -Data Format -Field Size -Description

- attendance_id -mediumint -8 -Unique identifier -201

- employee_id -mediumint -8 -Foreign key from employee records entity -101

- date -date -dd-mm-yyyy -Date of attendance -01-02-2025

- status -varchar -10 -Attendance status (present/absent) - present

Table 14 attendance entity data dictionary

Field Name -Data Type -Data Format -Field Size -Description -Example

payroll_id -mediumint -8 -Unique identifier -301

- employee_id -mediumint -8 -Foreign key from employee records -101

entity

- pay_period_start -date -dd-mm-yyyy -Start date of pay period -01-01-2025

- pay_period_end -date -dd-mm-yyyy -End date of pay period -31-01-2025

- total_salary -decimal _ _Amount to be paid _8000.00

Table 15 payroll entity data dictionary

3.5 Séquencé dia gram

Sequence diagrams in UML are used to model the
interactions between actors and objects in a system,
showcasing how they communicate overtime.

48
Figure 6 user login sequence diagram

49
Figure 7 manage employee information

3.6 user interface

The user interface (UI) for the Human Resource Management System
(HRMS) at Injibara University will be designed to enhance usability and
streamline navigation for administrators, faculty, and students. The main
menu will feature categories such as Home, User Management, Course
Management, Attendance Management, Payroll Management, Reports,
and Settings. Each page will maintain a consistent layout with a responsive

50
design to ensure accessibility across devices. Key functionalities will include
a prominent search bar and notification alerts for pending actions. For
common tasks, such as adding a new user or marking attendance, users will
follow straightforward sequences that guide them through each step
efficiently. Visual elements like a professional color scheme and intuitive
icons will further enhance the user experience. Overall, this UI aims to
empower users by making interactions with the HRMS intuitive and
effective while reflecting the university's branding.

Figure 8 user interface design.

51
Figure 9 use case design

CHAPTER FOUR SYSTEM DESIGN

introduction
Transitioning from a manual HR system to a software-based
Human Resource Management System (HRMS) involves a
systematic approach to redesigning how HR processes are
managed. The design phase is crucial as it transforms the analysis
model into a functional system design model, providing a
roadmap for implementation.The primary objective of this design
is to ensure that the new HRMS meets the specific needs of the
organization while enhancing operational efficiency. A well-
structured design facilitates ease of updates and modifications
post-implementation, which is essential for adapting to evolving
organizational requirementsTo achieve high-quality system design,
it's vital to incorporate user feedback, ensure data integrity, and
align the system's functionalities with the organization's strategic
goals. A thoughtfully designed HRMS not only streamlines
processes but also positions the organization for future growth

52
and adaptability. Thus, investing time in effective design can
significantly reduce challenges during implementation and
subsequent updates.

Current Software Architecture

The current HR system at Injibara University is manual, meaning
there is no existing software architecture to describe. All HR
processes, such as employee data management, payroll,
recruitment, and performance tracking, are performed manually
using paper-based records or basic tools like spreadsheets. This
manual approach often leads to inefficiencies, increased errors,
and difficulty in accessing or updating information
promptly.Transitioning to a software-based HRMS will involve
designing a robust architecture that automates these processes
and ensures scalability, security, and ease of use.
Proposed Software Architecture
The proposed software architecture for the Human Resource
Management System (HRMS) at Injibara University will adopt a 3-
tier architecture model. This architecture is designed to enhance
modularity, scalability, and maintainability while ensuring efficient
data management and user interaction.
the following steps are recommended:
This model consists of three primary layers:
Database Server: This layer is responsible for data storage and
management. It handles all data-related operations, ensuring data
integrity and security.
Local Server: This middle layer processes business logic and acts
as an intermediary between the database server and the user
interface. It manages requests from the user browser, retrieves

53
necessary data from the database, and sends responses back to
the user.
User Browser: The front-end layer where users interact with the
system. It presents data to users in a user-friendly format and
captures user inputs for processing.

Figure 10 proposed software archtecture diagram

4.3.1 system decomposion

System decomposition involves the following key aspects:

Breaking Down Complexity: The primary goal is to reduce the
complexity of a system by dividing it into simpler parts that can be
more easily understood and managed. This is crucial in both
software development and systems engineering, where large
systems can become unwieldy if not properly organized
Hierarchical Structure: Decomposition typically follows a
hierarchical model, where a system is first divided into major
subsystems, which are then further broken down into smaller
components or modules. This iterative process continues until the

54
components are sufficiently detailed for analysis or
implementation.
Cohesion and Coupling: Effective decomposition aims for high
cohesion within components (where elements within a module
are closely related) and low coupling between them (minimizing
dependencies). This structure enhances maintainability and
scalability of the system.
Functional and Physical Domains: Decomposition can occur in
both functional (what the system does) and physical (how the
system is constructed) domains, allowing for flexibility in how
systems are designed and implemented.
Techniques and Paradigms: Various techniques exist for
decomposition, including algorithmic decomposition, object-
oriented decomposition, and modular decomposition, each suited
for different types of systems and design philosophies

Figure 11.Component diagram

55
4.3.2 persistent data modeling

System decomposition in the context of a Human Resource

Management System (HRMS) refers to breaking down the HRMS
into smaller, well-defined subsystems or modules to manage its
complexity and streamline its functionality. Each subsystem
focuses on specific HR processes, such as:
Employee Data Management: Handles personnel records, contact
details, and employment histories.
Payroll and Compensation: Manages salary processing, bonuses,
and tax calculations.
Recruitment: Supports job postings, application tracking, and
hiring workflows.
Performance Management: Automates evaluations, goal-setting,
and performance tracking.
Training and Development: Organizes training programs and
tracks employee skill development.

56
 Figure 12. Persistent data diagram

4.3.3. Access Control and Security

Role/Actor Add View Edit Generate Manage Delete

Employee Employee Employee Reports Payroll Records
Data Data

HR Manager ✓ ✓ ✓ ✓ ✓ ✓

HR Assistant - ✓ ✓ ✓ - -

Employee - ✓ (Own - - - -
Data Only)

IT Administrator - ✓ - - - -

Payroll Specialist - ✓ ✓ ✓ ✓ -

table 16 .Explanation of the Matrix

57
Subjects (Roles/Actors):
HR Manager: Has full access to all HRMS functionalities, including
adding, viewing, editing, generating reports, managing payroll,
and deleting records.
HR Assistant: Can view and edit employee data and generate
reports but cannot add employees or delete records.
Employee: Can only view their own data but cannot access or
modify other functionalities.
IT Administrator: Has limited access to view data for
troubleshooting purposes but cannot modify sensitive
information.
Payroll Specialist: Focused on payroll-related tasks with access to
view, edit, and manage payroll data.
Objects (Functions/Resources):
Functions such as adding employees, viewing/editing data,
generating reports, managing payroll, and deleting records are
mapped against the roles.
Permissions:
Permissions are denoted by a check-mark (✓) for allowed actions
and a dash (-) for restricted actions.

4.3.4. Class Diagram

A class diagram is a type of UML (Unified Modeling Language)

diagram that represents the static structure of a system by
showing its classes, attributes, methods, and relationships.
Classes are depicted as rectangles divided into three sections:
name, attributes, and methods. Relationships like associations,

58
inheritance, and dependencies are illustrated using lines and
arrows. Class diagrams are widely used in object-oriented
programming to design and document systems effectively

Figure 13 .class diagram

A package diagram is a type of structural diagram in UML that

organizes and represents the arrangement of model elements
into packages. Each package groups related UML elements, such
as classes or diagrams, and illustrates their dependencies and
relationships. This diagram is particularly useful for managing
complex systems by simplifying class diagrams and depicting the
hierarchical structure of packages within a system
4.3.5. Package Diagram

59
Figure 14 package diagram

4.3.6. Deployment

Deploying a Human Resource Management System (HRMS)

involves several crucial steps to ensure a successful transition.
Here’s a concise overview of the deployment process:
Preparation and Planning: Assess current HR needs and define
clear objectives for the HRMS. Develop a detailed implementation
plan outlining timelines, roles, and resources required for
deployment.

60
Customization and Integration: Customize the HRMS to meet
specific business requirements, including configuring workflows
and integrating with existing systems. This step ensures that the
system aligns with organizational processes.
Training and Testing: Conduct comprehensive training sessions for
HR personnel and employees to familiarize them with the new
system. Implement user acceptance testing with pilot groups to
identify issues before full deployment.
Go Live and Support: Launch the HRMS and provide ongoing
support to address any technical issues. Monitor performance and
gather feedback to evaluate the system's effectiveness against the
defined objectives

Figure 15 .Deployment diaram

CHAPTER FIVE CONCLUSION

Injibara University, like many growing institutions, faces the
challenge of managing its human resources efficiently and

61
effectively. Currently, the university relies heavily on manual,
paper-based HR processes. This approach presents numerous
obstacles to streamlined operations and strategic human capital
management. The existing system is characterized by:

 Inefficiency: Time-consuming manual tasks, such as filing,

data entry, and report generation, consume valuable HR
staff time that could be better allocated to strategic
initiatives.
 Data Inaccuracy: Manual data entry increases the risk of
errors and inconsistencies in employee records, leading to
potential problems with payroll, benefits administration,
and reporting.
 Lack of Centralization: Scattered paper-based records make
it difficult to access, retrieve, and analyze employee
information, hindering effective decision-making.
 Limited Reporting and Analysis: The lack of a centralized
database and automated reporting tools limits the
university's ability to generate meaningful insights into
workforce trends, demographics, and performance, making
strategic human capital planning challenging.
 Scalability Issues: As Injibara University continues to grow,
the manual HR system will become increasingly strained,
making it difficult to manage a larger workforce efficiently.
 Security Risks: Physical files are vulnerable to damage, loss,
and unauthorized access, posing a significant threat to
sensitive employee data.
 Difficulty in Tracking and Monitoring: Manual tracking of HR
processes makes it challenging to identify bottlenecks,
measure performance, and implement improvements.

62
To overcome these challenges, this project proposes the
development and implementation of a comprehensive Human
Resource Management System (HRMS) for Injibara University.
This system will automate core HR functions, centralize employee
data in a secure digital database, streamline workflows, and
provide data-driven insights to support strategic decision-making.
The HRMS will encompass the following key functionalities:

 Employee Data Management: The system will allow HR staff

to efficiently add, update, and delete employee records,
ensuring data accuracy and consistency. Employees will also
have self-service access to view and update their personal
information where appropriate.
 Payroll Management: Automated payroll processing will
streamline salary calculations, deductions, tax withholdings,
and payslip generation. The system will also manage leave
requests, approvals, and tracking.
 Time and Attendance Management: Electronic time tracking
will replace manual timesheets, improving accuracy and
efficiency in tracking employee work hours and leave
balances.
 Recruitment and Onboarding: The HRMS will automate the
recruitment process, from job posting and application
management to candidate screening and selection. It will
also facilitate the onboarding of new hires.
 Performance Management: The system will provide tools for
conducting performance reviews, documenting feedback,
and tracking employee training and development activities.

63
  Reporting and Analytics: The HRMS will generate
comprehensive HR reports, providing valuable insights into
workforce demographics, trends, and performance.
 Employee Self-Service: Employees will have secure access to
their HR information, including payslips, leave balances, and
personal details, reducing the administrative burden on HR
staff.

The project will utilize an iterative and incremental software

development methodology, employing object-oriented software
development (OOSD) principles. This approach allows for
flexibility, facilitates the incorporation of stakeholder feedback,
promotes team collaboration, and enables the early delivery of
functional components. The development team will leverage a
range of modern technologies and tools, including Visual Studio
Code (VScode), HTML (Hyper Text Markup Language), CSS
(Cascade Style Sheet), JavaScript (JS), Bootstrap, Media Query,
PHP, and MySQL.

A thorough feasibility study has been conducted to assess the

project's viability. The study considered economic feasibility (cost
savings through reduced paperwork and errors), operational
feasibility (improved efficiency and streamlined processes),
technical feasibility (use of existing and readily available
technologies), time feasibility (project completion within the
planned timeframe), and legal feasibility (compliance with
relevant regulations).

Injibara University, like many growing institutions, faces the

challenge of managing its human resources efficiently and
effectively. Currently, the university relies heavily on manual,

64
paper-based HR processes. This approach presents numerous
obstacles to streamlined operations and strategic human capital
management. The existing system is characterized by:

 Inefficiency: Time-consuming manual tasks, such as filing,

data entry, and report generation, consume valuable HR
staff time that could be better allocated to strategic
initiatives.
 Data Inaccuracy: Manual data entry increases the risk of
errors and inconsistencies in employee records, leading to
potential problems with payroll, benefits administration,
and reporting.
 Lack of Centralization: Scattered paper-based records make
it difficult to access, retrieve, and analyze employee
information, hindering effective decision-making.
 Limited Reporting and Analysis: The lack of a centralized
database and automated reporting tools limits the
university's ability to generate meaningful insights into
workforce trends, demographics, and performance, making
strategic human capital planning challenging.
 Scalability Issues: As Injibara University continues to grow,
the manual HR system will become increasingly strained,
making it difficult to manage a larger workforce efficiently.
 Security Risks: Physical files are vulnerable to damage, loss,
and unauthorized access, posing a significant threat to
sensitive employee data.
 Difficulty in Tracking and Monitoring: Manual tracking of HR
processes makes it challenging to identify bottlenecks,
measure performance, and implement improvements.

65
To overcome these challenges, this project proposes the
development and implementation of a comprehensive Human
Resource Management System (HRMS) for Injibara University.
This system will automate core HR functions, centralize employee
data in a secure digital database, streamline workflows, and
provide data-driven insights to support strategic decision-making.
The HRMS will encompass the following key functionalities:

 Employee Data Management: The system will allow HR staff

to efficiently add, update, and delete employee records,
ensuring data accuracy and consistency. Employees will also
have self-service access to view and update their personal
information where appropriate.
 Payroll Management: Automated payroll processing will
streamline salary calculations, deductions, tax withholdings,
and payslip generation. The system will also manage leave
requests, approvals, and tracking.
 Time and Attendance Management: Electronic time tracking
will replace manual timesheets, improving accuracy and
efficiency in tracking employee work hours and leave
balances.
 Recruitment and Onboarding: The HRMS will automate the
recruitment process, from job posting and application
management to candidate screening and selection. It will
also facilitate the onboarding of new hires.
 Performance Management: The system will provide tools for
conducting performance reviews, documenting feedback,
and tracking employee training and development activities.

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  Reporting and Analytics: The HRMS will generate
comprehensive HR reports, providing valuable insights into
workforce demographics, trends, and performance.
 Employee Self-Service: Employees will have secure access to
their HR information, including payslips, leave balances, and
personal details, reducing the administrative burden on HR
staff.

The project will utilize an iterative and incremental software

development methodology, employing object-oriented software
development (OOSD) principles. This approach allows for
flexibility, facilitates the incorporation of stakeholder feedback,
promotes team collaboration, and enables the early delivery of
functional components. The development team will leverage a
range of modern technologies and tools, including Visual Studio
Code (VScode), HTML (Hyper Text Markup Language), CSS
(Cascade Style Sheet), JavaScript (JS), Bootstrap, Media Query,
PHP, and MySQL.

A thorough feasibility study has been conducted to assess the

project's viability. The study considered economic feasibility (cost
savings through reduced paperwork and errors), operational
feasibility (improved efficiency and streamlined processes),
technical feasibility (use of existing and readily available
technologies), time feasibility (project completion within the
planned timeframe), and legal feasibility (compliance with
relevant regulations).

Injibara University, established in 2015, is a growing institution in

Ethiopia committed to providing quality education, conducting
research, and engaging in community service. However, its

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current HR operations, which rely heavily on manual processes,
are inadequate for supporting its expanding needs. These manual
processes are characterized by inefficiency, time-consuming
procedures, data inaccuracy, a lack of centralized information,
limited reporting capabilities, scalability issues, security
vulnerabilities, and difficulties in tracking and monitoring key HR
functions. These challenges hinder effective human resource
management and impede the university's strategic development.

This project proposes the design and implementation of a

comprehensive HRMS to address these shortcomings. The HRMS
will automate core HR functions, centralize employee data,
streamline workflows, and provide data-driven insights for
improved decision-making. The system's scope includes:

 Employee Data Management: Centralized digital records for

all employee information, with functionalities for data entry,
updates, retrieval, and digital document storage.
 Recruitment and Onboarding: Automated job posting,
application management, candidate screening, selection
tools, and streamlined onboarding workflows.
 Time and Attendance Management: Electronic time tracking,
leave request and approval workflows, absence tracking,
and reporting.
 Payroll Processing: Automated salary calculations, deduction
management, electronic payslip generation, and payroll
reporting.
 Performance Management: Tools for conducting
performance reviews, tracking employee training and
development, and managing related programs.

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  Reporting and Analytics: Generation of comprehensive HR
reports for informed decision-making.
 Employee Self-Service: Empowering employees with access
to their HR information, such as payslips, leave balances,
and personal details.

The project will follow an iterative and incremental development

methodology using object-oriented software development (OOSD)
principles. This approach emphasizes flexibility, incorporates
stakeholder feedback, facilitates team collaboration, and allows
for early delivery of functional components. The development
team will utilize various tools and technologies, including Visual
Studio Code (VScode), HTML (Hyper Text Markup Language), CSS
(Cascading Style Sheet), JavaScript (JS), Bootstrap, Media Query,
PHP, and MySQL.

The system model will utilize UML diagrams (use case, activity,
class, sequence, and data flow diagrams) to visualize the system's
structure and behavior. Use case diagrams will illustrate user
interactions with the system, identifying actors (Employee,
Manager/Department Head, HR Staff/HR Officer, System
Administrator, Finance Department) and their corresponding use
cases (Manage Employee Information, Submit Leave Request,
Approve Leave Request, Manage Payroll, etc.). Activity diagrams
will depict the flow of activities within specific use cases. A data
dictionary will define the data elements used within the system.
Sequence diagrams will model interactions between actors and
objects. The user interface will be designed for intuitive
navigation and ease of use.

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The proposed software architecture will follow a 3-tier model: a
database server for data storage, a local server for business logic
processing, and user browsers for interaction. System
decomposition will break down the HRMS into functional modules
(Employee Data Management, Payroll and Compensation,
Recruitment, Performance Management, Training and
Development). Access control and security will be implemented
through role-based permissions, ensuring data confidentiality.
Class and package diagrams will further define the system's
structure and organization. Deployment will involve planning,
customization, integration, training, testing, and ongoing support.

Conclusion:

The Injibara University HRMS project is a strategic initiative that

will significantly enhance the university's human resource
management capabilities. By transitioning from a cumbersome
manual system to a modern, automated HRMS, Injibara University
will realize numerous benefits. These include:

 Increased Efficiency: Automation of HR processes will free

up HR staff time, allowing them to focus on more strategic
activities.
 Improved Data Accuracy: A centralized digital database will
ensure data accuracy and consistency, reducing errors and
improving the reliability of HR information.

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  Enhanced Security: The HRMS will implement robust
security measures to protect sensitive employee data from
unauthorized access.
 Better Decision-Making: Comprehensive reporting and
analytics tools will provide valuable insights into workforce
trends and performance, enabling data-driven decision-
making.
 Improved Employee Satisfaction: Employee self-service
capabilities will empower employees to access and manage
their HR information, increasing transparency and
convenience.
 Enhanced Scalability: The HRMS will be able to handle future
growth in the university's workforce, ensuring efficient HR
management as the institution expands.

The Injibara University HRMS project is a strategic initiative that

will significantly enhance the university's human resource
management capabilities. By transitioning from a cumbersome
manual system to a modern, automated HRMS, Injibara University
will realize numerous benefits. These include:

 Increased Efficiency: Automation of HR processes will free

up HR staff time, allowing them to focus on more strategic
activities.
 Improved Data Accuracy: A centralized digital database will
ensure data accuracy and consistency, reducing errors and
improving the reliability of HR information.
 Enhanced Security: The HRMS will implement robust
security measures to protect sensitive employee data from
unauthorized access.

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  Better Decision-Making: Comprehensive reporting and
analytics tools will provide valuable insights into workforce
trends and performance, enabling data-driven decision-
making.
 Improved Employee Satisfaction: Employee self-service
capabilities will empower employees to access and manage
their HR information, increasing transparency and
convenience.
 Enhanced Scalability: The HRMS will be able to handle future
growth in the university's workforce, ensuring efficient HR
management as the institution expands.

The implementation of the Injibara University HRMS is a strategic

initiative that will significantly transform the university's human
resource management capabilities. By transitioning from
outdated manual processes to a modern, automated, and
integrated system, Injibara University will achieve substantial
improvements in efficiency, accuracy, security, and decision-
making. The HRMS will:

 Streamline HR Operations: Automating key functions will

free up HR staff to focus on strategic initiatives rather than
time-consuming administrative tasks.
 Enhance Data Integrity: A centralized digital database will
ensure data accuracy and consistency, eliminating errors
associated with manual data entry.
 Strengthen Security: Robust security measures will protect
sensitive employee data from unauthorized access and
potential breaches.

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 Facilitate Data-Driven Decisions: Comprehensive reporting
and analytic tools will provide valuable insights into
workforce trends, performance, and demographics, enabling
informed decision-making.
 Improve Employee Satisfaction: Employee self-service
capabilities will empower employees to manage their HR
information, increasing transparency and convenience.
 Support Scalability and Growth: The HRMS will be designed
to accommodate the university's future growth, ensuring
efficient HR management as the institution expands.

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REFERENCES:

 Human Resource Information Systems: Basics, Applications,

and Future Directions" by Michael Havana and Mohegan
Thine.
 Research papers from journals like International Journal of
Human Resource Management or Journal of Human
Resource Management.
 University Case Studies: Look for similar implementations in
universities, for example:
 How universities such as MIT, Harvard, or other regional
universities have integrated HRMS systems.
 Case studies from software providers like SAP, Oracle, or
People Soft, which have extensive HRMS modules used in
higher education.
 Government and NGO Guidelines: You can also refer to
guidelines or frameworks from educational governance
bodies on how HRMS should be implemented in universities,
especially for things like compliance and data security.
 Reports on HRMS in Education:
 Reports from consulting companies like Gardner, Forester, or
McKinney often provide market analyses, trends, and
insights into how HRMS systems are being used in
educational institutions and organizations.

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