UNIVERSITY OF GONDAR

COLLEGE OF INFORMATICS
DEPARTMENT OF INFORMATION TECHNOLOGY
TITEL: EMPLOYEE ATTENDANCE MANAGEMENT SYSTEM FOR GONDAR CITY
ADMINISTRATION ROADS AUTHORITY
INDUSTRIAL PROJECT I

A PROJECT SUBMITTED TO THE DEPARTMENT OF INFORMATION TECHNOLOGY,

COLLEGE OF INFORMATICS, UNIVERSITY OF GONDAR, IN MEETING THE PRELIMINARY
PROJECT REQUIREMENT FOR PARTIAL FULFILLMENT OF THE AWARD OF BACHELOR OF
SCIENCE DEGREE IN INFORMATION TECHNOLOGY.

NAME OF STUDENTS ID

1. Endale Aychew……………………………….02229/12

2. Mathiyas H/Mariam…………………………02104/12

3. Yaschalew Bekele…………………………….00421/12

4. Hanan Heru………………………….……….00299/12

5. Amanuel Hailu ……………………………….00064/12

6. Yirga Gashaye ………………………….........00552/12

Project Advisor: Mr. Amare Tesfaw

April 24/08/2015
GONDAR, ETHIOPIA
Declaration
Our team declare that, this project is done by us under the supervision of Mr. Amare T,
department of information technology Gondar University in partial fulfillment of the requirement
for the degree of bachelor of information technology, we are declaring that this project is not
allowed elsewhere for the award of bachelor of any degree :
Name signature

Endale Aychew _____________________________

Mathiyas H/Mariam _____________________________

Yaschelew Bekele _____________________________

Hanan Hiru _____________________________

Amanuel Hayilu _____________________________

Yirga Gashaye _____________________________

Advisor:

Name Signature Date____________________

Examination Board:

Name Signature Date_____________________

Name Signature Date_____________________

Chairman:

Name Signature Date

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Acknowledgment

We would like to express our deepest gratitude to everyone who has contributed to the successful
completion of our final project, the Biometric Fingerprint Employee Attendance Management
System (BF-EAMS).

Firstly, we would like to thank our project advisor Mr. Amare Tesfaw for their unwavering support,
guidance, and expertise throughout the entire project. Their mentorship and encouragement have
been instrumental in helping us navigate through the challenges and achieve our goals.

We also extend our heartfelt appreciation to our project coordinator Mr. Yegezu Agonafir, whose
organizational skills and attention to detail have been essential in ensuring the project's timely
completion. Their unwavering dedication and commitment to the project have been truly inspiring.

Furthermore, we would like to acknowledge the hard work and collaboration of our fellow team
members. Each of us has contributed to the project's success, bringing our unique skills and
perspectives to the table. We are proud of what we have accomplished together, and we are
confident that this project will serve as a strong foundation for our future endeavors.

Finally, we would like to thank the university administration specifically department of

information technology for providing us with the resources and opportunities to undertake this
project. This project has given us valuable hands-on experience in software development and
project management, which will undoubtedly serve us well in our future careers.

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Abstract

The Biometric Fingerprint Employee Attendance Management System (BF-EAMS) is a software

solution that uses biometric identification technology to track employee attendance, while also
requiring employees to connect to the organization's Wi-Fi network using their phone. The system
records employee attendance using fingerprint recognition technology and matches the
fingerprints stored on an employee's phone to verify their identity. This ensures that only
authorized employees can register their attendance, reducing the risk of errors and fraud.

The system provides accurate and reliable attendance data in real-time, along with the feature of
reporting capabilities which helps in allowing employers to manage their workforce more
efficiently. The requirement for employees to connect to the organization's Wi-Fi network using
their phone adds an extra layer of security to the attendance tracking process, as it ensures that
employees are physically present at the location where attendance is being registered.

The BF-EAMS is easy to use and can be accessed through a mobile app, making it accessible for
employees on the go. The system can also be integrated with other HR management systems,
allowing for seamless data transfer and streamlined workflows. Overall, the BF-EAMS is a
powerful tool that helps organizations optimize their workforce management, increase
productivity, and reduce costs, while ensuring the security and accuracy of attendance tracking
through the use of biometric identification technology and smartphone connectivity.

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Table of contents

Acknowledgment ....................................................................................................................... ii
Abstract .................................................................................................................................... iii
CHAPTER ONE .........................................................................................................................1
Introduction ................................................................................................................................1
1. Introduction ......................................................................................................................1
1.1 Background of the organization .........................................................................................1
1.2 Background of the study ....................................................................................................2
1.3 Statement of the problem ...................................................................................................2
1.4 Objective of the project .....................................................................................................3
1.4.1 General objective ........................................................................................................3
1.4.2 Specific objective .......................................................................................................3
1.5 Methodology of the Projects ..............................................................................................3
1.5.1 Data Collection Methodology .....................................................................................3
1.5.2 System Development Approach ..................................................................................4
1.6 Development Tools ...........................................................................................................5
1.7 Scope of the project ...........................................................................................................6
1.8 Delimitation and limitations of the project.....................................................................6
1.8.1 Delimitations ..............................................................................................................6
1.8.2 Limitations .................................................................................................................7
1.9 Constraints ........................................................................................................................7
1.10 Alternative Solution .........................................................................................................7
1.11 Feasibility analysis ..........................................................................................................7
1.11.1 Operational feasibility ...............................................................................................8
1.11.2 Economic feasibility .................................................................................................8
1.11.3 Technical feasibility ..................................................................................................8
1.11.4 Organizational feasibility ..........................................................................................8
1.12 Proposed Solution ............................................................................................................8
1.13 significance of the project ................................................................................................9
1.14 Beneficiary of the Project .............................................................................................. 10
1.15 Hardware and Software Tools ........................................................................................ 10

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 1.16 Cost/budget Estimation .................................................................................................. 11
1.16.1 Hardware Cost ........................................................................................................ 11
1.16.2 Software cost .......................................................................................................... 11
1.16.3 Transport Cost ........................................................................................................ 12
1.16.4 Communication ...................................................................................................... 12
1.17 Time Schedule ............................................................................................................... 12
CHAPTER TWO ...................................................................................................................... 13
System analysis ......................................................................................................................... 13
2.1 Introduction ..................................................................................................................... 13
2.2 Description of the existing system ................................................................................... 13
2.3 overview of the new system ............................................................................................. 13
2.4 inputs and outputs of the system ...................................................................................... 14
2.4.1 Inputs of the system .................................................................................................. 14
2.4.2 Outputs of the system ............................................................................................... 14
2.5 Requirement analysis of the new system .......................................................................... 15
2.5.1 Functional requirement ............................................................................................. 15
2.5.2 Non-functional requirement ...................................................................................... 15
2.6 System architecture diagram ............................................................................................ 17
2.7 System Use Case Diagram ............................................................................................... 18
2.8 Use Case Narrative .......................................................................................................... 19
2.9 Activity Diagram ............................................................................................................. 24
2.10 Sequence diagram .......................................................................................................... 30
2.11 Class diagram ................................................................................................................ 36
CHAPTER THREE................................................................................................................... 37
System design ........................................................................................................................... 37
3.1 Introduction ................................................................................................................ 37
3.2 Process Modeling ............................................................................................................ 38
3.2.1 Collaboration Diagram.............................................................................................. 38
3.2.2 Persistence Modeling ................................................................................................ 45
3.2.3 Deployment diagram................................................................................................. 46
References ................................................................................................................................ 47

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 List of figures
Figure 1: Architecture diagram .................................................................................................. 17
Figure 2: Use case diagram ....................................................................................................... 19
Figure 3 Admin login activity diagram ...................................................................................... 24
Figure 4 Admin add employee activity diagram ........................................................................ 25
Figure 5 Admin update activity diagram .................................................................................... 26
Figure 6 Admin generate report activity diagram ....................................................................... 27
Figure 7 Employee login activity diagram ................................................................................ 28
Figure 8 Employee attendance record activity diagram .............................................................. 29
Figure 9 Admin login sequence diagram ................................................................................... 30
Figure 10 Admin employee register sequence diagram .............................................................. 31
Figure 11 Admin update sequence diagram ............................................................................... 32
Figure 12 Admin generate report sequence diagram .................................................................. 33
Figure 13 Employee login sequence diagram............................................................................. 34
Figure 14 Employee record attendance sequence diagram ......................................................... 35
Figure 15 Class diagram ............................................................................................................ 36
Figure 16 Admin login collaboration diagram ........................................................................... 39
Figure 17 Admin register employee collaboration diagram ........................................................ 40
Figure 18 Admin update employee collaboration diagram ......................................................... 41
Figure 19 Admin generate report collaboration diagram ........................................................... 42
Figure 20 Employee login collaboration diagram ...................................................................... 43
Figure 21 Employee record attendance collaboration diagram ................................................... 44
Figure 22 Persistence modeling diagram ................................................................................... 45
Figure 23 deployment diagram .................................................................................................. 46

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 List of tables

Table 1: Development tools .........................................................................................................5

Table 2 Hardware cost............................................................................................................... 11
Table 3 Software cost ................................................................................................................ 11
Table 4 Transport cost ............................................................................................................... 12
Table 5 Communication cost ..................................................................................................... 12
Table 6: Time schedule ............................................................................................................. 12
Table 7 Admin register employee narrative ............................................................................... 20
Table 8 Admin update employee narrative ................................................................................ 21
Table 9 Admin generate report narrative ................................................................................... 22
Table 10 Employee record attendance narrative......................................................................... 23

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Acronym

ID………………………………………………. Identification

ADMIN…………………………………………...Administrator

APP………………………………………………Application

WI-FI……………………………………………..wireless fidelity

MYSql…………………………………………….MY structured query language

PHP……………………………………………… hypertext preprocessor

HTML……………………………………………. Hypertext markup language

CSS……………………………………………….cascade style sheet

HR…………………………………………………Human Resources

UML………………………………………………. unified modeling language

RAD……………………………………………….. Requirement analysis document

UC…………………………………………………..Use case

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 CHAPTER ONE

Introduction
1. Introduction
Employee attendance management system is the act of managing attendance or the presence of
employees in their working environment. Attendance management is the way to keep track of
employee and employer’s working hours. There are different attendance taking mechanisms.
Traditionally manual systems were used and are still in use. Manual employee attendance taking
mechanisms include signing an attendance sheet (paper), writing your name on a piece of paper
provided to you by a supervising authority. These kinds of attendance management system are
prone to different types of problems like wastage of paper and pen, time consuming (you have to
go to your supervisor’s office to sign the attendance sheet) and loss of record if not properly stored
which is the main problem of most organizations when it comes to paying salaries therefore
automated and modern attendance systems are required. Modern attendance management system
is a cloud-based HR tech tool that enables organizations to automate their attendance management
operations and keep track of employee working hours. It uses biometric sensors namely
fingerprint. We are proposing to use modern attendance management system which contains both
web-based and android features due to the smartness, reliability, easy access and management.
Our proposed system can be altered and used by other organizations that currently operate with
the manual systems mentioned above.

1.1 Background of the organization

The organization for which we developed the system is Gondar city administration road authority.
Gondar city administration road authority is one of the major road construction governmental
offices in Gondar established in 2006 E.C. being located in the city of Gondar around kebele 15
fasiledes secondary school. This company mainly consists of departments namely the design,
construction, finance, and HR department. In this departments are 86 employees working tirelessly
to provide the city with the best possible roads for the most reasonable prices with the appropriate
and efficient designs.

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1.2 Background of the study
Attendance is one of the key features of any organization that be a school, a small business, a large
corporate company etc..., it controls and validates whether the people who are needed to perform
a certain task in a particular environment are present to carry out their duties and responsibilities
because if a person required to carry out a certain task isn’t available to do so that is a major halt
to the overall work being done effectively or efficiently or being done at all. In this project we took
initiative to study the attendance management system of Gondar city administration roads
authority and provide them with a better attendance management system than the manual one that
they are accustomed to. Since its manual they have been facing problems of keeping attendance
records and getting a report of their employees’ attendance. Our proposed project is a hybrid
system between web-based and mobile app (android). The main focus is to make the attendance
taking system smart by obtaining data biometrically (that reduce loss of time due to manual
attendance systems) and secure by making files and data only visible and accessible to authorized
personnel only (the admin) which provides more protection.

1.3 Statement of the problem

Currently Gondar city administration roads authority is using a manual attendance management
system that has become very time consuming to register (sign the attendance), hard to keep track
of the employees that have been present to work, and get a report of those that are actually present
to work. It is also not secure in a sense if a supervisor isn’t around to check employees could sign
for their fellow employees as well, and can get salaries for the time that they weren’t present for
(didn’t work for) which is illegal. So, our system plans to eliminate these problems by devising a
method in which they have to be connected to the companies wi-fi and use the biometric sensors
(fingerprint) on their phones to get registered in to the company’s attendance record (attendance
management system database). This prevents them from signing for their fellow employee,
wasting valuable time (since they don’t have to go to a different office to sign the attendance and
this system is very fast),

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1.4 Objective of the project

1.4.1 General objective

The general objective of our project is to develop web-based and android employee attendance
management system for Gondar city administration roads authority.

1.4.2 Specific objective

The specific objective of the project is:

 To register attendance in a fast and efficient manner

 To save employee’s and human resources department’s time taken to register.
 To generate a usable attendance report.
 To have a simple and user-friendly interface
 Easily accessible to employees and the HR team

1.5 Methodology of the Projects

1.5.1 Data Collection Methodology
Data collection methods are the most important part of our project to find the main requirements
of system and how to understand the system is done.

Information is one of the major requirements to accomplish our project from different mechanisms.
To gather information, we preferred the following methods, as we think these helped us to collect
the major information.

1.5.1.1 Interview
To determine the objective and scope of the system we have interviewed employees, human
resource team for handling the attendance management system.

We have also used telephone interviews to gather more information about the specific questions
that we required to formulate this document as much as possible.

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1.5.1.2 Observation
We have physically observed that there is no computerized system in the Gondar city
administration road authority to manage attendance, the previously recorded attendances were not
readily available easily or not available at all.

We have observed how report is generated, stored and used manually and that it takes up to a day’s
work to generate a report from the manual attendance management system.

1.5.1.3 Document Analysis

This technique provides information on how the existing system works Therefore documents
related to the existing system of the organization were assessed. As we saw in the office, they used
pieces of paper to record the presence or absence of employees.

1.5.2 System Development Approach

The spiral model is an iterative approach to software development that involves repeating cycles
of planning, risk analysis, prototyping, development, and testing. Here is an example of how the
spiral approach might be applied to the development of the biometric fingerprint employee
attendance management system:

Planning Phase:

Determine project objectives, constraints, and requirements.

Identify stakeholders and their needs.

Evaluate feasibility and define system scope.

Risk Analysis Phase:

Identify potential risks and assess their impact on the project.

Develop a risk management plan to mitigate or eliminate identified risks: [1]

 It is a better way to construct, and manage the objects that are implemented in our system.
 This approach is necessary for reuse concepts of inheritance
 Used to add new feature on the system.
 Used to decrease maintenance cost.

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1.6 Development Tools
To develop the proposed system the following tools will use during the various stage of the project
life cycle.

Software Tools: - This project uses the following system development tools for different activities

Tools Activities
MySQL, SQLite We used MySQL and SQLite as part of our database
management system
PHP We used PHP to develop a dynamic and interactive website
HTML CSS We used html and CSS for designing the web application
client side (forms and style sheet).
Android studio We Used Android studio to design and build the mobile app
Microsoft office For writing documentation.
Java script To validate the forms
Wondershare Edrawmax, For UML Diagram.
Microsoft version 2013
IE, Google Chrome, Opera Browser
notepad++ For editing code.
Table 1: Development tools

Hardware development tools

 Computer: Processor Intel(R) Core (TM) i3-4005U CPU @ 2.4GHz, 1700 MHz, 2 Core(s),
4 Logical Processor(s) installed memory RAM 4 GB
 Hard disk: to store files
 Flash disk: to share and store files
 Mouse

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1.7 Scope of the project
Project scope is a way to set boundaries on your project and define exactly what goals, deadlines,
and project deliverables you'll be working towards. The proposed system will cover this in the
form of in scope, out of scope and deliverables, which are as follows

 In scope

Our scope is limited to providing an employee attendance management system for the employees
present in Gondar city administration road authority since the requirements are having a smart
phone with a biometric sensor and connection to the organizations wi-fi network.

 Out of scope

As the reach of this project is only to the building-based employees it doesn’t include the ones on
field work. Since connection to the organizations wi-fi network is mandatory.

 Deliverables

The deliverables of this project include:

 Biometric registry of attendance to employees with smart phones

 A usable attendance report of employees

1.8 Delimitation and limitations of the project

1.8.1 Delimitations
 The main delimitation of our project is that it doesn’t register the attendance of employees
out on the field
 It uses or works in English Language only available for user who can only understand
English.
 It also doesn’t have a web-attendance registry for employees or desktop application
version.

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1.8.2 Limitations
 When it comes to our main constraint all employees might not have smart phones with
biometric sensors but we know most of them do.
 You can use your fellow employees’ phone to register an attendance if you completely
change your biometric data to his and give him/her your phone to take it to work.
 It doesn’t register the time at which the employee came in which means the employee can
come late and get registered as if he was there the whole day.
 It doesn’t currently have a grant for leave system in place at the moment
 Such common factors as power and internet connection hider the work flow of our project

1.9 Constraints
Constraint means anything that challenges the project not to see the light of day. We expect the
following constraints may be encountered while doing the project:

 High cost required to upgrade our computer RAM for this project
 Time crunch
 Stretched resources as all employees don’t have smartphones
 Lack of clarity

1.10 Alternative Solution

The alternative solution in case the proposed system faces some problem as crashing, getting stuck
or improperly recording data we highly advise or recommend using MS-excel to record and store
the data until our system is maintained. Another alternative solution might be reverting back to the
manual system but we do not recommend it.

1.11 Feasibility analysis

Feasibility Analysis is a way to evaluate whether or not a project plan could be successful. A
feasibility study evaluates the practicality of your project plan in order to judge whether or not
you’re able to move forward with the project. [2] Used to investigate the feasibility of proposed
system in multiple dimensions. It used to indicate whether the system is feasible or not. Our system
can be seen according to the following literals.

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1.11.1 Operational feasibility

Operational feasibility is the measure of how well a proposed system solves the problems, and
takes advantage of the opportunities identified during scope definition and how it satisfies the
requirements identified in the requirements analysis phase of system development. Our system is
operationally feasible since it is easy to administrate and maintain.

1.11.2 Economic feasibility

This assessment typically involves a cost/ benefits analysis of the project, helping organizations
determine the viability, cost, and benefits associated with a project before financial resources are
allocated. It is economically feasible because the employee’s own resource (smart phone) is used
instead of a high-end biometric sensor (device) that stores biometric data and uses a sophisticated
system that makes it hard to maintain.

1.11.3 Technical feasibility

Technical feasibility focuses on the organization’s ability to pull off or carry out the techniques
that are needed to use the applications (will they apply it or not) of this project effectively and
efficiently .it is also involved in the assessment of the technical resources that are available to the
organization like hard wares, soft wares man power etc... And with the assessment we have made
we can say that they are capable in carrying out the above-mentioned tasks.

1.11.4 Organizational feasibility

Organizational feasibility aims to assess the prowess of management and sufficiency of resources
to bring a product or idea to market. It is conducted to determine whether a proposed business has
sufficient management expertise, organizational competence, and resources to successfully launch
its business. We can also say Gondar city administration roads agency has a great HR team capable
of organizational competence and also has sufficient management expertise.

1.12 Proposed Solution

Based on the bottlenecks and problems such as time wastage and an uncoordinated report
generation and lack of proper data storing mechanisms of the existing system our team has come
up with the aforementioned hybrid (web and mobile app based) system. In the proposed system
the employees are provided with a very quick attendance registry that only requires them to log in

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and enter their biometric data which will automatically register them. Our project solves the
mentioned solutions by: -

 Allow employees to register in the comfort of their own office.

 The proposed attendance system quicker than the manual one.
 It is easy to use and maintain
 Store information of all legally appointed employees in database and reduces data loss
inadvertently (meaning employee information)
 Generates a desirable report of attendance
 Allows employees and HR teams to save time which in turn allows them to smoothly and
calmly carry out their other duties

1.13 significance of the project

This web-based and android employee attendance management system designed for Gondar city
administration roads authority will be highly reliable, easy, fast, and consistent. Additionally, it
will generate a report and store data which will help the company immensely in knowing their
employees better

The significance of our system includes:

 To make the Attendance management System of Gondar city administration roads

authority automatic and easy to use.
 To reduce wastage of time
 To generate a tangible report
 It will simplify the Work load on the HR team by reducing their work load to calculating
attendance records by hand to an automated one
 To introduce the usage of your everyday device in a completely unexpected way which is
recording attendance

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1.14 Beneficiary of the Project
To the HR team

It benefits the HR team tremendously due to the fact that it generates report it is easy to see which
employees are present and which are not, it also helps in knowing the number of days that an
employee is present in order to calculate the right amount of salary based on the number of days
an employee is present.

To the employees

It can save employees time and energy for not going from office to office to sign attendance and
also take their work seriously and be present.

1.15 Hardware and Software Tools

Hardware tools required to use this website are:

 Laptops.
 Phones of the last decade.
 Flash drive
 Pen and paper

Software tools required to use this website are:

 browsers like chrome, fire fox, Microsoft edge

 Windows operating system.
 Android studio
 Xamp and wamp servers
 SQLite, MySQL

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1.16 Cost/budget Estimation
1.16.1 Hardware Cost
The costs of the hardware’s used include the following

Hardware Cost
Computer ram upgrade 3,500.00
Flash(64gb) 800.00
Paper and pen 250.00
Total 4550.00

Table 2 Hardware cost

1.16.2 Software cost

All software’s used for this project are as follows

Software Cost
WAMP server: Free
Microsoft word 2019 Free
Android studio Free
MYsql Free
Notepad++ Free
Browser (chrome) Free
Microsoft Power Point 2019 Free

Table 3 Software cost

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 1.16.3 Transport Cost
transportation was needed for carry out this project in order to interview and observe

Transport Cost
Taxi 50.00
Table 4 Transport cost

1.16.4 Communication
There are phone bills accounted to this as we have conducted many telephone interviews.

Communication Cost
Mobile card 200.00
Table 5 Communication cost

1.17 Time Schedule

All the team members expect that the project will be completed within the time frame stated, so
that the system will be feasible regarding schedule.

NO Task Start End Duration Yekatit Megabit Miyazya Ginbot sene

1 Information 07/06/2015 14/06/2015 8d
gathering
2 Project 15/06/2014 30/06/2015 16d
Information
and plan
3 Project 01/07/2014 25/07/2015 26d
Analysis
4 Project design 26/07/2014 18/08/2015 23d

5 Project 26/08/2014 20/10/2015 55d

implementation
Table 6: Time schedule

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 CHAPTER TWO
System analysis
2.1 Introduction
Systems analysis is "the process of studying a procedure or business to identify its goal and
purposes and create systems and procedures that will efficiently achieve them". Another view sees
system analysis as a problem-solving technique that breaks down a system into its component
pieces, and how well those parts work and interact to accomplish their purpose. [3]

The motive behind of system analysis is to study a procedure or that could be ideal (new or a non-
existing system) or an existing functioning system or business and identify (clearly understand) its
goal and objectives in order to create a better, efficient and effective way to achieve those goals or
objectives. Finally, this chapter contains the requirements of the system and the problem that we
are going to solve. This phase includes input output of the system, UML model of the system,
success criteria of the project, current system, proposed system, system requirements. [4]

2.2 Description of the existing system

The existing system of Gondar City Administration Roads Authority does have a manual employee
attendance management system where an employee goes to the manager’s office and signs the
attendance paper if the manager is available. If not, they don’t get to sign an attendance. They can
also sign for their fellow employees easily and waste the time they should be putting in their work.it
is also a record less and hard to keep track of the attendance data which will make very hard for
HR personnel to generate a report. This existing manual system is a nightmare for HR personnel.

2.3 overview of the new system

The new system that we are proposing is a smart system that registers attendance thorough an
employee’s mobile phone via biometric sensor from that smart phone and then registering it to a
database as an attending employee with the use of the company’s Wi-Fi network. The new system
is an HR’s dream for human resource management.

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2.4 inputs and outputs of the system
When a system is designed it requires an input in order to give an output. Our system is a smart
system making it require a few inputs and outputs.

2.4.1 Inputs of the system

Inputs, in simple terms are resources used in the project to implement it and deliver the intended
results. Here are the inputs that we are going to use for this particular project:

Employee registration form filled by the admin requires

Employee id

Employee’s first name

Employee’s last name

Sex (male or female)

Username (assigned by admin)

Password (assigned by admin)

Current phone number that is in use (is mandatory)

Attendance registry of the employee requires

A registered employee (with the above credentials filled by the admin)

An employee’s finger print

The admins information

The admin is provided a user name and password

2.4.2 Outputs of the system

Outputs, are the direct results associated with a project. They are what is produced from the entirety
of the project. The outputs are as follows

Attendance report (viewed by the admin only).

Different user-friendly messages.

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2.5 Requirement analysis of the new system
The purpose of a requirement analysis document (RAD) is to gather information about business
and technical requirements supporting a request, consolidating this information into a cohesive
document, and to assist stakeholders in prioritizing these needs and conditions. RAD is the
resulting document from requirements analysis activities as dictated by the chosen methodology.
Requirement analysis is a process of collecting factual data, understand the processes involved
identifying problems and recommending feasible suggestions for improving the system
functioning. Requirements must be documented, actionable, measurable, testable, related to
identified business needs or opportunities, and defined to a level of detail sufficient for the
design of a project.

2.5.1 Functional requirement

A functional requirement is statement that states what a system should do. It describes the main
features and the intended objective that is meant to be attained by the system. The proposed
attendance management system.

 The system should allow an administrator to login using his given username and password
 The system should allow an employee to login based on the password and username
provided to them by the administrator
 The system should allow the administrator to register employees
 The system should allow administrator to update employee information
 The system should allow employees to register their attendance biometrically
 The system should generate attendance report
 The system should allow only the admin to view this report

2.5.2 Non-functional requirement

Nonfunctional Requirements (also known as system qualities) define system attributes such as
security, reliability, performance, maintainability, scalability, and usability. They serve as
constraints or restrictions on the design of the system across the different backlogs. In general, this
system ensures the usability, efficiency and effectiveness of the entire system.

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Availability:

The system can function 24 hours a day and seven days a week when it necessary.

Efficiency:

This system must ensure allocation and use of services being requested for the users by using
minimum memory storage, cost, and time.

Scalability:

The system adding new features and new user without any problem.

Security: The user accesses the system using valid user name and password. The system use
encryption security mechanism to secure password.

Error handling: When a user interacts with the system errors may occur. To control this kind of
in accuracies our system will generate different user-friendly messages.

Performance:

The performance of the system should be reliable and the response time of the system should be
short.

Maintainability:

The system must be easily maintainable. In order to accommodate future demands of system users,
the system should be easy to understand and maintain.

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2.6 System architecture diagram
The purpose of designing is to show the direction as to how application is developed and to
obtain clear and enough information needed to derive the actual implementation of the
application. The work is based on the attendance provided in the internet to employee. Once the
system is available with each specific privilege to access, to receive, to visit site. The architecture
used for the system is a 3 tier Client, middle tier and Server Architecture where a client can use
mobile phone to access the android-based attendance management system within the Local area
network (Wi-Fi) of the company. It stores these data in the database management system. The
middle tier (web/application server) implements the business logic, controller logic and
presentation logic to control the interaction between the application’s clients and data. Business
rules enforced by the business logic dictate how clients can and cannot access application data and
how applications process data.

Figure 1: Architecture diagram

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2.7 System Use Case Diagram
A Use Case Diagram is a type of UML (Unified Modeling Language) diagram that is used to
describe the behavior of a system or application from the perspective of its users or actors. Use
Case Diagrams are used to visualize and describe the functional requirements of a system, and are
often used in the early stages of software development to help identify the features and
functionalities that the system needs to have. They can also be used to communicate the system’s
requirements to stakeholders, such as clients and developers, in a clear and concise way. [5]

A use case is a written description of how users will perform tasks on your website or mobile app.
It is a simplified, abstract, generalized flow that captures the intention of the user’s use of a
technological software. Use case models are used to document the behavioral (functional)
requirement of a system or the “what “of the system. It describes a sequence of action that provides
a measurable value to an actor and draw as a horizontal ellipse. An actor is a person, organization,
or external system that plays a role in one or more interactions with the system and draw as
stickman figure. Relationship between actors and use cases exists whenever an actor is involved
with an interaction described by a use case and modeled as a line connecting use cases and actors.

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Figure 2: Use case diagram

2.8 Use Case Narrative

Use case description explains in detail the general flow of use case diagrams. System use case
model is composed of the system use case diagram and its corresponding documentation. The
Use Case documentation needs information like: use case names, pre-condition,
post condition, basic course of action, Alternative course of action.

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 Use Case UC-01
Number
Name Register employee

Actor Administrator

Summary The system administrator registers or adds new employee’s

Pre-Condition System is idle displaying add new employee

Basic Course of Action User Action System Response

1. The administrator 2. The system displays

select’s add employee registration
employee button. form.
3. The administrator 4. The system checks if the
fills out all the employee is already
details on the registered or not.
registration form 5. If the employee is not
then submits the already registered the
form. system registers the
employee in to the
database.

Alternative course of 6. If the employee is already registered the system will

action display a message employee already registered.
Post condition The administrator gets a message employee successfully
registered.
Table 7 Admin register employee narrative

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 Use Case UC-2
Number
Name Update employee

Actor Administrator

Summary The administrator deletes employee’s information

Pre-Condition The employee should be registered in the system

Basic Course of Action User Action System Response

1. The 2. The system displays delete

administrator employee form.
selects update 4. The system displays
button. employee deleted.
3. The
administrator
fills out the delete
form (employee
name, ID and
phone number)
and clicks delete.

Alternative course of If either the name, id or phone number doesn’t match the system
action displays employee not deleted.
Post condition The employee information will be deleted
Table 8 Admin update employee narrative

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 Use Case UC-3
Number

Name Generate report

Actor Administrator

Summary The administrator gets to view a report

Pre-Condition Employee must be registered and using the system

Basic Course of Action User Action System Response

1. The administrator 2 The system displays a

clicks a button generate report form.
generate report.
4. The system display the
3. The administrator fill
required reports.
the required
information like
(department and
date).

Alternative course of action If there is a problem with the system or excel spread sheet it
displays reports not ready.
Post condition The administrator views the attendance report

Table 9 Admin generate report narrative

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 Use Case UC-4
Number

Name Record attendance

Actor Employee

Summary The employee biometrically registers for attendance

Pre-Condition The employee must install the app on their phone that has a
biometric sensor
Basic Course of Action User Action System Response

1. Employee connects 3. The system scans the

to the company’s employee’s finger print.
Wi-Fi network. 4. The system displays a
2. Employee opens the message welcome to
app and insert work.
biometric data (scans
their finger print)

Alternative course of action If the biometric is wrong the system displays a message not in
attendance.
Post condition The employee is registered to attend work on that day.

Table 10 Employee record attendance narrative

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2.9 Activity Diagram
An activity diagram is an important behavioral diagram in UML used to describe dynamic
aspects of the system. Activity diagram is essentially an advanced version of flow chart that the
modeling flows from one activity to another activity. Activity diagram is basically a flowchart to
represent the flow from one activity to another activity. The activity can be described as an
operation of the system. The control flow is drawn from one operation to another. This flow can
be sequential, branched, or concurrent. [6] Activity diagrams deal with all type of flow control by
using different elements such as fork, join, etc.

Figure 3 Admin login activity diagram

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Figure 4 Admin add employee activity diagram

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Figure 5 Admin update activity diagram

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Figure 6 Admin generate report activity diagram

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Figure 7 Employee login activity diagram

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Figure 8 Employee attendance record activity diagram

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2.10 Sequence diagram
UML Sequence Diagrams are interaction diagrams that detail how operations are carried out. They
capture the interaction between objects in the context of a collaboration. Sequence Diagrams are
time focus and they show the order of the interaction visually by using the vertical axis of the
diagram to represent time what messages are sent and when. [6]

Figure 9 Admin login sequence diagram

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Figure 10 Admin employee register sequence diagram

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Figure 11 Admin update sequence diagram

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Figure 12 Admin generate report sequence diagram

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Figure 13 Employee login sequence diagram

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Figure 14 Employee record attendance sequence diagram

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2.11 Class diagram
Class diagrams are one of the most useful types of diagrams in UML as they clearly map out the
structure of a particular system by modeling its classes, attributes, operations, and relationships
between objects. [6] This guide will show you how to understand, plan, and create your own class
diagrams.

Figure 15 Class diagram

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 CHAPTER THREE
System design
3.1 Introduction
In system analysis and design, system design refers to the process of creating a blueprint or plan
for a new or modified system. It involves defining the system's components, modules, interfaces,
and data flows, and specifying how they will work together to achieve the system's objectives.

The system design document serves as a roadmap for the development team, guiding them in
building the system's software components and integrating them into the overall system
architecture. It also serves as a reference for the testing and quality assurance teams to ensure that
the system meets the user's requirements and works as intended. Overall, the system design phase
is critical in ensuring that the system is well-structured, efficient, and scalable, and that it meets
the user's needs and expectations. It sets the foundation for the development and implementation
phases, where the system is built, tested, and deployed. [7]

System design is the transformation of the analysis model into a system design model. System
design is the first part to get into the Solution domain in a software development. This document
describes the design issues of the overall system. It provides the complete architectural overview
of the proposed system. It is intended to capture and express the significant architectural
decisions which have been made on the system. The system design develops the architectural
detail required to build a system or product. The design phase is a transition from a user oriented
document to the programmers or database personnel. The project is designed in a manner that
solves the problems of the organization by minimizing the work load of the existing system and
employee. It provides more efficient, reliable and time saving system. [8]

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3.2 Process Modeling
Process modeling is the graphical representation of business processes or workflows. Like a flow
chart, individual steps of the process are drawn out so there is an end-to-end overview of the tasks
in the process within the context of the business environment. A process model allows
visualization of business processes so organizations can better understand their internal business
procedures so that they can be managed and made more efficient. This is usually an agile exercise
for continuous improvement. Process modeling is a vital component of process automation, as a
process model needs to be created first to define tasks and optimize the workflow before it is
automated. Process Modeling is another way of visually representing the process and operations
of a business. It can help managers make decisions about how to optimize their resources and
improve efficiency in their process through the development of a process model.

3.2.1 Collaboration Diagram

A collaboration diagram describes interactions among objects in terms of sequenced messages.
Collaboration diagrams represent a combination of information taken from class, sequence, and
use case diagrams describing both the static structure and dynamic behavior of a system. The
UML Collaboration diagram is used to model how objects involved in a scenario interact, with
each object instantiating a particular class in the system. Objects are connected by links, each
link representing an instance of an association between the respective classes involved. The link
shows messages sent between the objects, and the type of message passed. [9]

A collaboration diagram shows an interaction organized around the objects in the interaction and
their links to each other. Unlike a sequence diagram, a collaboration diagram shows the
relationships among the objects. On the other hand, a collaboration diagram does not show time
as a separate dimension, so sequence numbers determine the sequence of messages and the
concurrent threads.

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Figure 16 Admin login collaboration diagram

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Figure 17 Admin register employee collaboration diagram

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Figure 18 Admin update employee collaboration diagram

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Figure 19 Admin generate report collaboration diagram

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Figure 20 Employee login collaboration diagram

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Figure 21 Employee record attendance collaboration diagram

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3.2.2 Persistence Modeling
Persistence models in our system are used to communicate the design of database. This is
basically the entity relation in database application. The system that we design overall persistent
modeling is described at class modeling part. Moreover, storing data in a database enables the
system to perform complex queries on a large data set. [10] For complex queries over attributes
and large data set Microsoft SQL Server is implemented, which is a Relational Database
Management System.

Figure 22 Persistence modeling diagram

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3.2.3 Deployment diagram
A deployment diagram is a UML diagram type that shows the execution architecture of a system,
including nodes such as hardware or software execution environments, and the middleware
connecting them. Used to visualize the topology of the physical components of a system, where
the software components are deployed. Deployment diagrams are used to describe the static
deployment view of a system. It consist of nodes and their relationships and show the physical
arrangement of the nodes in a distributed system, the artifacts that are stored on each node, and
the components and other elements that the artifacts implement. [6]

Figure 23 deployment diagram

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References

[1] "ecomputernotes.com," [Online]. Available: https://ecomputernotes.com/mis/system-

development-approaches.

[2] "asana," [Online]. Available: https://asana.com/resources/feasibility-study.

[3] "wikipedia.," [Online]. Available: https://en.wikipedia.org/wiki/Systems_analysis.

[4] L. D. Bentley, "Systems Analysis and Design for the Global Enterprise," Irwin/McGraw-
Hill; 7th edition (January 1, 2007), January 1, 2007.

[5] "medium.com," [Online]. Available: https://medium.com/javarevisited/what-is-use-case-

diagram-7b67fa7b9b9c.

[6] "visual-paradigm," [Online]. Available: https://www.visual-paradigm.com/guide/uml-

unified-modeling-language/what-is-activity-diagram/.

[7] "tutorialspoint," [Online]. Available: "System Design Process" by Tutorialspoint:

https://www.tutorialspoint.com/system_analysis_and_design/system_design_process.htm.

[8] "smartsheet," [Online]. Available: https://www.smartsheet.com/content/system-design-

document-templates-requirements.

[9] "edrawmax," [Online]. Available: https://www.edrawmax.com/article/collaboration-

diagram-uml.html.

[10] "sciencedirect," [Online]. Available:

https://www.sciencedirect.com/topics/engineering/persistence-model.

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