Project Report On

Employee management System

Submitted in fulfillment of the requirements of the degree of
Diploma in Information Technology

By:

Suchi Patel - 23171371115

Vedika Patel - 23171371118

Under the Guidance of

Prof. Alpa Rathod

Submitted to,
Department of Information Technology
B. S. Patel Polytechnic
Ganpat University, Ganpat Vidyanagar – 384012.
(Month - 2025)

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 CERTIFICATE

⮚ This is to certify that Project work of course Fundamental Of Software Design

(1CE2403) embodied in this semester entitled “Expense Tracking system ”
was carried out by following students studying at B. S. Patel Polytechnic,
Ganpat University for partial fulfillment of degree of Diploma Engineering in
Computer Engineering. This Project work has been carried out under my
supervision and is up to my satisfaction.
® Suchi Patel - 23171371115
® Vedika Patel - 23171371118

Examiners

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 Declaration

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

Date:

Place:

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 Acknowledgements

⮚ We would first like to thank my thesis Guide Asst. Prof. Alpa Rathod
Department of CE/IT at Institute of Technology, Ganpat University. The door
to Professor’s office was always open whenever we ran into a trouble spot or
had a question about my/our project or writing. He has always showed enough
gratitude and patience towards us. He consistently allowed this work to be our
own work, but steered us in the right direction whenever he thought we needed.

⮚ We would also like to thank the experts who were involved in the validation
survey for this project specially our HOD Prof. B N Patel and the experts who
participated. Without their passionate participation and validation, survey could
not have been successfully conducted. we are also thankful to B. S. Patel
Polytechnic, Ganpat University for providing us the platform to grow and
explores our knowledge without any hindrance.

⮚ Finally, We must express our very profound gratitude to our parents and
colleague for providing us with unfailing support and continuous
encouragement throughout our study and through the process of researching
and writing this report. This accomplishment would not have been possible
without them.

Suchi Patel - 23171371115

Vedika Patel - 23171371118

1. PROBLEM IDENTIFICATION, DEFINITION & PAGE

MODIFICATION No.

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 1.1 ABSTRACT OF PROJECT AND OVERVIEW OF PROBLEM

1.2 EXISTING SYSTEM

1.3 PROJECT PROFILE

1.4 TECHNOLOGY OVERVIEW

2. SYSTEM REQUIREMENT SPECIFICATION

2.1 REQUIREMENT GATHERING AND ANALYSIS

2.2 SOFTWARE REQUIREMENT SPECIFICATION

2.3 FESIBILITY STUDY

3. PROBLEM SOLUTION OUTLINE

3.1 MODULES DESCRIPTION

3.2 DATA DICTIONARY

3.3 ENTITY RELATIONSHIP DIAGRAM

3.4 FLOW CHART

3.5 DATAFLOW DIAGRAM

3.6 USECASE DIAGRAM

4. CONCLUSION FUTURE DEVELOPMENT

4.1 CONCLUSION

4.2 FUTURE DEVELOPMENT

5. REFERENCES
TABLE OF CONTENTS

Figure No. Title of Figure Page No.

Figure 2.1
Figure 2.2
Figure 3.1

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Figure 3.2
Figure 3.3
Figure 3.4
Figure 3.5
Figure 3.6
Figure 3.7
Figure 3.8
Figure 3.9
Figure 3.10
LIST OF FIGURES

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 Figure No. Title of Figure Page No.
Figure 2.1
Figure 2.2
Figure 3.1
Figure 3.2
Figure 3.3
Figure 3.4
Figure 3.5
Figure 3.6
Figure 3.7
Figure 3.8
Figure 3.9
Figure 3.10
LIST OF TABLES

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 CHAPTER: 1
PROBLEM IDENTIFICATION, DEFINATION &
MODIFICATION

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 1.1ABSTRACT
An Employee Management System (EMS) is an automated digital solution used
for managing the various human resource aspects of an organization. The system
plays a vital role in handling the employee details, tracking the attendance,
processing the payroll, performance appraisal, leave management, and all other
HR-related activities. By eliminating the conventional manual procedures with a
streamlined, software-based solution, EMS boosts productivity, accuracy, and
minimizes administrative costs.
The key aim of an EMS is to consolidate employee information, enabling HR
departments and management to retrieve real-time information at short notice. The
system generally has modules for managing employee records, tracking attendance
through biometric or RFID-based systems, salary calculation with tax and
deduction factors, leave and holiday management, and performance appraisal
processes. Further, sophisticated EMS solutions have analytics and reporting
features, offering insights into workforce efficiency, productivity trends, and labor
law compliance.
A properly designed EMS serves both employers and employees. Employers can
effectively manage human resources, minimize workforce underutilization, and
implement company policies uniformly. Employees benefit from clarity in payroll,
leave sanctions, and performance reviews. Contemporary EMS solutions typically
are integrated with cloud computing, mobile solutions, and artificial intelligence,
improving accessibility and automation levels.
Security is a key component of an EMS, as it contains sensitive employee
information, such as personal data, salaries, and performance reports. Thus, strong
data encryption, role-based access control, and adherence to data protection laws
are key functionalities.

1.2 EXISTING SYSTEM

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The conventional Employee Management System (EMS) mostly depends on
manual and semi-automated processes in processing employee records, attendance,
payroll, and other HR functions. Such systems, which are usually paper-based
records, spreadsheets, or simple database applications, have a number of
challenges that impact effectiveness and accuracy.

Key Features of the Existing System:

1. Manual Record Keeping:
ñ Employee details such as personal data, job responsibilities, and
compensation structures are usually stored in paper-based files or
spreadsheets.
ñ The process is susceptible to data loss, inaccuracies, and duplication.
2. Attendance and Leave Management:
ñ Employees record attendance by manual registers or punch cards,
potentially resulting in buddy punching and incorrect tracking of time.
ñ Leave applications are approved via emails or paper approvals, resulting
in delays and mismanagement.
3. Payroll Processing:
ñ Payroll computations are manually calculated or through basic software such
as Excel.
ñ The process is not automated, and salary calculations are time-consuming
and prone to errors, particularly when tax deductions and benefits are taken
into account.
Performance Evaluation:
ñ Employee performance appraisals are carried out through subjective
evaluation by managers, frequently without data-driven feedback.
ñ There is no centralized platform to monitor achievements, training programs,
or productivity trends.
Limited Integration and Reporting:
ñ The current systems are not very compatible with other HR capabilities,
resulting in fragmented information.
ñ Decision-making report generation involves manual intervention,
heightening the possibility of stale or incorrect information.

Problems with the Current System:

ñ Inefficiency and Time-Consumption: It takes a lot of time and effort to
manage large employee records manually.
ñ Data Inconsistency and Loss: Paper records and decentralized databases tend
to result in lost or redundant data.

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 ñ Incorrect Payroll and Compliance: Automated salary calculation reduces the
likelihood of errors and compliance issues in labor laws.
ñ Restricted Accessibility: It is difficult to access employee information from
various points, particularly in remote work setup.
ñ Inadequate Security: Confidential employee information kept in physical
records or unprotected online systems is at risk of theft.

Need for an Improved System

ñ With these constraints in mind, companies are moving toward cloud-based

and automated Employee Management Systems that provide real-time data
access, integration with biometric attendance, automated payroll, and AI-
based analytics. These cutting-edge solutions deal with inefficiencies in the
current system and maximize workforce productivity and compliance.

1.3 Project Profile

1. Project Title:

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Employee Management System (EMS)

2. Project Overview:

ñ The Employee Management System (EMS) is a comprehensive software

solution designed to streamline human resource management processes. It
automates various HR functions, including employee record maintenance,
attendance tracking, payroll processing, leave management, and
performance evaluation. The system aims to enhance efficiency, reduce
errors, and improve overall workforce management.

3. Objectives:
ñ To centralize and digitize employee records for easy access and
management.
ñ To automate attendance tracking using biometric or RFID systems.
ñ To streamline payroll processing, ensuring accurate salary calculations and
tax deductions.
ñ To improve leave and holiday management with an automated request and
approval system.
ñ To facilitate employee performance evaluation through data-driven insights.
ñ To enhance security and data privacy in HR processes.

4. Scope of the Project:

ñ Employee Records Management: Storing and managing employee
personal and professional details.
ñ Attendance Management: Automated tracking of work hours using
biometric, RFID, or online check-ins.
ñ Payroll Processing: Automatic salary calculation, tax deductions, and
payslip generation.
ñ Leave and Holiday Management: Online leave requests and approvals
with real-time tracking.
ñ Performance Evaluation: Monitoring employee performance,
achievements, and feedback.
ñ Report Generation: Generating reports on employee attendance, salary
details, and performance analytics.

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 ñ Security and Access Control: Implementing role-based access and data
encryption.

5. Technologies Used:
ñ Frontend: HTML, CSS, JavaScript, React.js
ñ Backend: Node.js, Python (Django/Flask), or PHP
ñ Database: MySQL, PostgreSQL, or MongoDB
ñ Authentication: JWT, OAuth for secure access
ñ Deployment: Cloud-based (AWS, Azure, or Firebase) or On-premise

6. User Roles and Responsibilities:

1. Administrator:
ñ Manages employee records and access controls.
ñ Approves or rejects leave requests.
ñ Oversees payroll and performance evaluations.

2. HR Manager:
ñ Manages recruitment, promotions, and employee benefits.
ñ Conducts performance assessments and appraisals.
ñ Generates reports and analytics for workforce planning.

3. Employees:
ñ Can view personal details, attendance, and payslips.
ñ Request leave and track approval status.
ñ Receive notifications regarding company policies and updates.

7. Expected Outcomes:
ñ Improved efficiency by reducing manual work and automating HR
processes.
ñ Accurate and transparent payroll management to prevent salary disputes.

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 ñ Enhanced employee experience with self-service options for attendance
and leave tracking.
ñ Better decision-making through real-time data insights and reports.
ñ Secure and compliant employee data management with robust access
controls.

1.4 Technology overview

Technology Overview for Employee Management System

1. System Architecture:

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The EMS follows a three-tier architecture, consisting of:
ñ Presentation Layer (Frontend): User interface for employees, HR, and
administrators.
ñ Business Logic Layer (Backend): Processes requests, manages data, and
handles business logic.
ñ Database Layer: Stores and retrieves employee-related information.

2. Frontend Technologies:
ñ HTML5 & CSS3: Used for structuring and styling the user interface.
ñ JavaScript (JS): Adds interactivity to the system.
ñ React.js / Angular / Vue.js: Frameworks for creating a dynamic and
responsive UI.
ñ Bootstrap / Tailwind CSS: Ensures a responsive design and enhances the
UI components.

Key Features:
ñ Responsive design for mobile and desktop compatibility.
ñ Interactive dashboards for HR and employees.
ñ Form validation for accurate data entry.

3. Backend Technologies:

ñ Node.js (Express.js) / Django (Python) / Spring Boot (Java) / Laravel

(PHP): Frameworks that handle API requests, user authentication, and logic
processing.
ñ RESTful APIs / GraphQL: Enables seamless communication between the
frontend and backend.
ñ Authentication & Authorization:
ñ JWT (JSON Web Token) for secure user sessions.
ñ OAuth 2.0 for third-party integrations.

Key Features:

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 ñ Efficient data processing and API communication.
ñ Secure authentication and user management.
ñ Scalable and modular architecture for future enhancements.

4. Database Technologies:

A reliable database is crucial for storing and retrieving employee-related data

securely. The EMS supports both SQL and NoSQL databases, depending on
scalability needs.
ñ Relational Database (SQL-based):
ñ MySQL / PostgreSQL / MS SQL Server: Used for structured data storage
(employee records, payroll, attendance).
ñ NoSQL Database:
ñ MongoDB / Firebase Firestore: Used for handling unstructured and semi-
structured data like logs and notifications.

Key Features:
ñ ACID compliance for SQL databases to ensure data integrity.
ñ Fast querying capabilities with indexing and caching.
ñ Backup and recovery mechanisms for data safety.

5. Security Technologies:

Security is a critical aspect of the EMS to protect sensitive employee data. The
following security measures are implemented:
ñ Data Encryption:
ñ AES-256 encryption for stored employee records.
ñ SSL/TLS encryption for secure data transmission.
ñ Role-Based Access Control (RBAC):
ñ Restricts user access based on predefined roles (Admin, HR, Employee).
ñ Multi-Factor Authentication (MFA):
ñ Ensures additional layers of security for login processes.
ñ Data Compliance:

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 ñ Adherence to GDPR, ISO 27001, and HIPAA standards for data privacy.

6. Deployment & Cloud Integration:

The EMS can be deployed on on-premise servers or cloud platforms for better
scalability and accessibility.
ñ Cloud Platforms:
ñ AWS (Amazon Web Services): EC2 for hosting, S3 for file storage, RDS
for database management.
ñ Microsoft Azure / Google Cloud Platform (GCP): Alternative cloud
hosting solutions.
ñ CI/CD (Continuous Integration & Deployment):
ñ Jenkins / GitHub Actions / Docker for automated deployment.
ñ Serverless Computing (Optional):
ñ AWS Lambda or Firebase Functions for handling microservices efficiently.

Key Features:
ñ High availability and scalability.
ñ Automated backups and disaster recovery.
ñ Reduced infrastructure management costs.

7. Additional Technologies:

The EMS can integrate with other technologies to enhance functionality:

ñ Artificial Intelligence (AI) & Machine Learning (ML):
ñ Employee performance prediction and HR analytics.
ñ Chatbots for HR queries.
ñ Internet of Things (IoT):
ñ Biometric or RFID-based attendance tracking.
ñ Blockchain (Optional):
ñ Secure and tamper-proof payroll and contract management.

8. Conclusion:

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 ñ The Employee Management System leverages a combination of modern
web technologies, cloud computing, and security protocols to ensure
efficiency, scalability, and data protection. By utilizing frontend
frameworks (React.js, Angular), backend technologies (Node.js,
Django), secure databases (MySQL, MongoDB), and cloud
infrastructure (AWS, Azure), the EMS provides a robust solution for
managing HR operations in a streamlined manner.

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 CHAPTER: 2
SYSTEM REQUIREMENT SPECIFICATION

2.1 REQUIREMENT GATHERING AND ANALYSIS

1. Introduction

The Employee Management System (EMS) is designed to streamline HR operations by

automating employee record management, attendance tracking, payroll processing, leave
management, and performance evaluation. Before developing the system, it is essential to gather
and analyze requirements to ensure that the system meets the needs of all stakeholders.

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2. Stakeholder Identification

ñ HR Managers – Manage employee records, payroll, leave requests, and performance

evaluations.
ñ Administrators – Handle system access control and overall configuration.
ñ Employees – Access their attendance, salary slips, and leave details.
ñ Finance Department – Handles payroll processing and taxation.
ñ IT Department – Maintains system security and updates.

3. Functional Requirements

ñ Functional requirements define the system’s core features and functionalities.

3.1 Employee Records Management

ñ Add, update, delete, and retrieve employee information.

ñ Store employee personal details, job roles, and salary structure.
ñ Maintain history of promotions, transfers, and resignations.

3.2 Attendance Management

ñ Integration with biometric/RFID attendance systems.

ñ Real-time tracking of employee check-in and check-out.
ñ Generate monthly attendance reports.

3.3 Payroll Management

ñ Automated salary calculation with tax deductions.

ñ Payslip generation and distribution.
ñ Integration with banks for direct salary deposits.

3.4 Leave and Holiday Management

ñ Employees can apply for leave online.

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 ñ HR can approve/reject leave requests.
ñ Track leave balance and holiday calendar.

3.5 Performance Evaluation

ñ Set and track employee performance goals.

ñ Manager feedback and peer reviews.
ñ Generate performance reports for appraisals.

3.6 Reporting and Analytics

ñ Generate reports on attendance, salary, and performance.

ñ Data visualization for HR insights.
ñ Export reports in PDF and Excel formats.

3.7 User Roles and Access Control

ñ Role-based access for employees, HR, and admins.

ñ Secure login with multi-factor authentication.
ñ Log tracking for user activity.

4. Non-Functional Requirements

These define the quality attributes of the system.

4.1 Security

ñ Encryption of sensitive employee data.

ñ Role-based access control (RBAC).
ñ Compliance with GDPR and data protection laws.

4.2 Scalability

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 ñ Ability to handle a growing number of employees.
ñ Cloud-based deployment for remote access.

4.3 Performance

ñ Fast response time for user queries.

ñ Optimized database queries for high efficiency.

4.4 Availability & Reliability

ñ 99.9% uptime guarantee.

ñ Automated data backups for disaster recovery.

4.5 Usability

ñ User-friendly dashboard with an intuitive UI.

ñ Mobile-friendly design for accessibility.

5. Requirement Analysis

5.1 Feasibility Study

ñ Technical Feasibility: Uses modern web and cloud technologies.

ñ Economic Feasibility: Cost-effective with cloud hosting and automation.
ñ Operational Feasibility: Reduces HR workload and improves accuracy.

5.2 Risk Analysis

ñ Data Breach Risk: Implement encryption and access controls.

ñ System Downtime: Deploy on cloud with load balancing.
ñ User Adoption Issues: Provide training and user guides.

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6. Conclusion

ñ The Requirement Gathering and Analysis phase ensures that the EMS is well-planned
and meets the needs of all stakeholders. By defining functional and non-functional
requirements, analyzing feasibility, and identifying risks, we can develop a system
that is efficient, secure, and scalable for modern HR operations.

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 Chapter – 3

PROBLEM SOLUTION OUTLINE

3.1 MODULES DESCRIPTION

1. Employee Information Management

This module handles all the personal and professional data of employees. It
includes details such as:
ñ Employee ID
ñ Name, contact information
ñ Date of joining, designation
ñ Department, manager
ñ Employment status (active/resigned)
It allows administrators to add, update, or delete employee records.

2. Attendance Management

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This module tracks the attendance of employees, helping manage punctuality and
working hours. Features often include:
ñ Daily check-in/check-out tracking
ñ Leave requests and approvals
ñ Holiday management
ñ Reports on late arrivals, absences, or overtime

3. Payroll Management

Calculates employee salaries based on attendance, leave, and other factors. Key
functionalities:
ñ Salary generation
ñ Allowances, bonuses, and deductions
ñ Tax calculation
ñ Payslip generation and history

4. Leave Management

Enables employees to apply for leaves and track their leave balances. HR/Admin
can approve or reject requests. Features:
ñ Leave request application
ñ Leave type management (sick, casual, paid)
ñ Leave approval workflow
ñ Leave history tracking

5. Performance Management

Used for monitoring and evaluating employee performance over time. It can
include:
ñ Goal setting and tracking
ñ Performance reviews and ratings
ñ Feedback and comments
ñ Appraisal history

6. Recruitment & Onboarding

Manages the hiring and onboarding process. Features may include:

ñ Job posting and application tracking
ñ Resume management

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 ñ Interview scheduling
ñ Onboarding task checklists

7. Roles and Permissions

Controls access levels across the system. Each user (HR, manager, employee) has
role-based access. Includes:
ñ Admin panel for managing user roles
ñ Permission settings for various modules

8. Reports & Analytics

Generates useful reports for management decision-making. Types of reports:

ñ Attendance and leave summary
ñ Salary and payroll reports
ñ Employee performance analytics
ñ Department-wise workforce distribution

9. Notifications & Alerts

Sends alerts related to approvals, reminders, upcoming events, and more:

ñ Email and in-app notifications
ñ Birthday/anniversary reminders
ñ Leave approvals or payroll processing alerts

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 3.2Data Dictionary

1. Employees Table

Field Name Data Type Description Constraints

employee_id INT Unique ID for each Primary Key,
employee Auto-Increment
first_name VARCHAR(50) Employee’s first NOT NULL
name
last_name VARCHAR(50) Employee’s last NOT NULL
name
email VARCHAR(100) Official email ID UNIQUE, NOT
NULL
phone_number VARCHAR(15) Contact number NULLABLE
department_id INT Foreign key to Foreign Key
Department table
position VARCHAR(100) Job title/role NOT NULL
hire_date DATE Date of joining NOT NULL
status VARCHAR(20) Employment status DEFAULT
(active, resigned) ‘active’

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2. Departments Table

Field Name Data Type Description Constraints

department_id INT Unique ID for Primary Key,
each department Auto-Increment
department_nam VARCHAR(100) Name of the UNIQUE, NOT
e department NUL

3. Attendance Table

Field Name Data TypeDescription Constraints

attendance_id INT Unique Primary Key, Auto-
attendance entry Increment
employee_id INT Linked employee Foreign Key
date DATE Date of NOT NULL
attendance
check_in_time TIME Time of check-in NULLABLE
check_out_time TIME Time of check- NULLABLE
out
status VARCHAR(20) Present, Absent, DEFAULT ‘Present’
Leave

4. Leave_Requests Table

Field Name Data Type Description Constraints

leave_id INT Unique leave Primary Key, Auto-

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 request ID Increment
employee_id INT Employee Foreign Key
requesting leave
leave_type VARCHAR(50) Sick, Casual, Paid NOT NULL
start_date DATE Start date of leave NOT NULL
end_date DATE End date of leave NOT NULL
status VARCHAR(20) Pending, Approved, DEFAULT ‘Pending’
Rejected
reason TEXT Reason for leave NULLABLE

5. Payroll Table

Field Name Data Type Description Constraints

payroll_id INT Unique payroll Primary Key, Auto-
entry Increment
employee_id INT Employee ID Foreign Key
month VARCHAR(20) Month of payroll NOT NULL
basic_salary DECIMAL(10,2 Base salary NOT NULL
)
bonus DECIMAL(10,2 Bonus or DEFAULT 0.00
) incentive
deductions DECIMAL(10,2 Deductions (e.g., DEFAULT 0.00
) tax)
net_salary DECIMAL(10,2 Final payable NOT NULL
) amount

6. Users Table

Field Name Data Type Description Constraints

user_id INT Unique system user Primary Key,
ID Auto-Increment
username VARCHAR(50) Login username UNIQUE, NOT
NULL
password_hash VARCHAR(255) Hashed password NOT NULL
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role VARCHAR(20) Admin, Manager, NOT NULL
Employee
employee_id INT Linked to Foreign Key,
employee (if NULLABLE
applicable)

3.3Entity Relationships Diagram

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3.4Flowchart

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3.5Data Flow Diagram

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3.6Use-case Diagram

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