SYSTEM ANALYSIS

DESIGN
BY
ROJO, AIYAN JUDE
DIZON, DEANNIE DONABELLE
LAGURA, CARLO
RAOLA, BERNARD E.
VILLAVERDE, SYRENE

(Under the Direction of Sir Val Quimno)

_________________
In Partial Fulfilment of the
Academic Requirements for the Subject
System Analysis Design (SAD)

August 25, 2015

CHAPTER 1 Introduction
In order to give a good service to the customers, a company must have a good service and
know how to deal with their employees itself. Employees are the ones who cater and accommodates the
customers needs, their works on how they treat the customers show how good the company in handling
them. And also the company has a big responsibility to their employees, to know them, to guide them in
their work, be connected to them enable to have a good relationship with them. Having a good
relationship in work produces a good product of hardships came from the employees, appreciate their
efforts for their works to make them more interested to work hard.
Workpool Manpower Services is the company that goals to give a fast and competent
service to their valued customer but they are having a hard time achieving this goal because of lacking of
organizing the information of their workers because they still use manual process of searching for it. In
order to achieve their goal which is to offer a good service to their customers, the company should first
organize their employees for an easy transaction of the company, and they would need a system that the
HR representatives can easily input a workers information and can easily search for it when it will be
needed.

1.1

ABCD Model
A Where are we now?
Giving fast and competent service to their valued customers is the main goal of
their business. Workpool Manpower Services is having a hard time performing their goal,
because as of now they are using manual processes on searching for information of
workers in their human resource making their work slow and unorganized.
B What do we want to achieve?

Workpool Manpower Services needs to be more organized and have an efficient

system through the help of modern technology. Creating a human resource management
system will be the solution to the problems. With this system, it will make the workers
personal information will become more organized and it will be computerized. Also, they
will be able to have a human resource management system that is user-friendly.
C How do we get there? (Strategies)
Human resource management system refers to the systems and processes at
the intersection between human resource management (HRM) and information
technology. It merges HRM as a discipline and in particular its basic HR activities and
processes with the information technology field by building this on the said agency that
will make their agency more competent and organized.

D What steps do we need to take?

Design a user friendly human resource management system that will make them
able to operate easily and not to complicate the functions so that they will not
be confused in using the system.

Develop the system using visual basic or web programming.

It should have a communication to the human resource that will be the one to
use this system. In addition, the feedback will be in the design of the user
interface.

Create a user manual of the system so that the user will not be confused when
using it.

1.2

Company Profile
Workpool Manpower Services is an innovative workforce solution creating and delivering

high-impact solutions that empower clients to achieve their business goals and enhance their
competitiveness. Workpool manpower has ten different connected companies in Mindanao. This
agency is locally located in Door 8, TMNT building Dona Vicenta Drive, Bajada Davao City it started
since year 2008 founded by the Jocom family and it is still operating today. The purpose of this
agency is to pay the remittances of the workers like their philhealth, SSS, GSIS, etc. based on the
company that are connected to this agency and also they are the updating the workers timeline
if they are contractual or regular employee of the companies.

1.3

Project Scope Definition

Feasible Alternatives
The problems or opportunities found with the use of the PIECES Analysis. The problems
or opportunities are about the storage of the files or data to be able to manage the information
easily. The following are the solutions that can deal or address the problem or opportunities:

Alternative Solutions
-

MS Excel
o

Its a Spreadsheet application of the Microsoft Corporation that is free to use and
commonly used by many individuals and also by big companies. It also features

calculations, graphing tools, pivot tables and also a Macro Programming language
called VBA (Visual Basic for Applications).

MS Sql Express (Local Database) or MS Sql Server

o

SQL Server Express provides many of the features of the paid, full versions of
Microsoft SQL Server database management system. However it has technical
restrictions that make it unsuitable for some large-scale deployments.

Microsoft SQL Server is a relational database management system developed by

Microsoft. As a database server, it is a software product with the primary function
of storing and retrieving data as requested by other software applications which
may run either on the same computer or on another computer across a network
(including the Internet).

Economic Feasibility
The agency has enough financial resources to buy necessary software equipment for the
alternatives given, that the upgrade wont be that big and that one necessary equipment at a time
like installing or upgrading a computer hardware and software in the store or inside the agency.
The agency will gain the convenience of manipulating data easily because when the upgrade is
done, the staff will only open the application; manipulate it by inserting some data by typing and
easy retrieval of data since all transactions are already recorded in it. The two alternatives are
easy to implement in this equipment since they dont need high specification of requirements and
the needed requirements are already built in the computer.

Operational Feasibility
The alternative solutions that the authors have given are very well known in managing
databases and computing and organizing data like the MS Excel and MS Sql Express. But since
most of the current staff of the agency is not computer literate, it is not guaranteed that they will
be able to catch up easily when it comes to being taught on how to manipulate the alternative
solutions. In the authors system, the GUI is very easy to manipulate and understand especially
when the system is made for the sake of the staff and that their capabilities are being considered.
MS Excel has the basic features of a spreadsheet. It has functions to answer statistical,
engineering and financial needs. It has a visual basic for applications, allowing users to use
different kinds of numerical methods. It also has a variety of interactive features that, for example,
allows user interface to completely hide spreadsheets from the user. Excel can automatically poll
external databases and measuring instruments using an update schedule, analyze the results,
make word reports or PowerPoint presentations, and can e-mail these files on a regular basis to
a list of participants.
MS Sql Express allows the user to create forms and reports. A form shows one record in
a user-designed format and allows the user to step through records one at a time. A report shows
selected records in a user-designed format, possibly grouped into sections with different kinds of
total (including sum, minimum, maximum, average). There are also facilities to use links between
tables which share a common field and to filter records according to certain criteria or search for
particular field values.
Human Resource Management System The function of the human resources department
involves tracking employee histories, skills, abilities, salary and their accomplishments. When an
organization takes care to reduce the manual workload an organization performs, they choose to
replace those processes with various levels of HRMS systems. Executives within a HR department

either rely on internal IT experts or third-party vendors to develop and implement an integrated
system.

Technical Feasibility
The WorkPool manpower agency does have a desktop computer to operate and store
data of the employees they have using and it is MS excel the problem is that they are not using
system to make their work convenient for them. But they are willing to improve what they are
doing in the current system. These alternative solutions do not require high-end specifications of
PC or laptop and the third solutions are applicable for their future upgrade.

WALA PA Tanan CHAPTER 2 . .

CHAPTER 2 Project Management Plan

2.1

Project Deliverables

2.2

Software Process

2.3

Project Organization

2.4

Material Process

2.5

Work Plan
2.5.1

Work Breakdown Structure

2.5.2

Project Schedule

2.6

2.7

Resources Needed
2.6.1

Software

2.6.2

Hardware

Budget Plan

CHAPTER 3 System Analysis

3.1 Problem Analysis
3.1.1 Workflow of the Current System
The agency WorkPool manpower is using a manual process to access their
employees information and to pay the insurances of their workers on monthly bases. This
agency do use Microsoft excel to list down their employees important information. They
also compile the data of the employees manually which is somewhat hard to find, because
this agency handle 10 different companies in Davao City which means they have plenty
of employees to cater. In some instances they also forget the date of the end of contract
of a specific person because they only use Microsoft Excel to list the information of their
workers so they will not know easily if that person is now end of contract.
Using this manual process of listing down and accessing the employees
information is very hard for this agency as we all know this generation all the companies
and small business are using a system that can make their work at ease. Manual process
can result to waste of time and slow performance in the side of agency.

Workpool Manpower Activity Diagram

Company Representative

HR personnel of the Agency

Accept Jobseekers

Gathered
information of
employees

Accepted
Jobseekers

Received Accepted
employees
information

Sort and Save the

information

Save important
information of the
employee to excel
Update the
information

Updated
information of the
employees

Check for some

errors and save

Figure 1.0 activity diagram of the current system

Check the information and pay the insurances

Human Resource of
Workpool Manpower
Services

Company
Representative

Qualified employee

Save general information of

the employee
Check for Reserve employees

Request an employee
Accepted Employees Information

0
Update employee information

Workpool Manpower
Agency

Received Qualified Employee

Received Accepted Employee Information

Confirm request employee

Send payment for insurance monthly base

Newly Accepted Employee

Figure 1.1 Context Level Data Flow Diagram of the Current System

Send payment for the insurance monthly

Company
Representive

Send Accepted Employee Information

Qualified employee

Request employee

1.0

Updated employee information

Save information of the employee
Update employee information

HR of the Agency

Human Resource
Management

Requirements of the employee

Received employee information

Search for qualified employee

Send qualified employee to the company

Figure 1.2 Level 0 Data Flow Diagram of the Current System

Files of the
employee

1.0
Accepted
employee
information

Received qualified employee information

Qualified employee information

Company

Update the information

HR of the
agency

1.1
Information
gathering

Sort the information

Updated information

Ready to save

Gathered qualified employee

Request for a extra employee

1.3
Request an
employee

Received qualified employee

1.2

Save information of the employee

Employee
Information
saved

Send the employee to the company

1.4
Qualified
employee

Figure 1.3 DFD Explosions (Current System)

3.1.2 Problems and Opportunities

Table 1.0 Problem-Opportunity Definition Matrix
Problem

Opportunities

Cause(s)

Effect(s)

They cant easily

find and access the
information of the
employees

Design a database
that can list down
the information of
employees

File-based or
traditional way of
recording and
searching of
information.

Delayed response
of transaction or
request.

The information
was not recorded
well by the HR
personnel of the
agency.

A graphical user
interface that will
capture input from
the HR personnel.

Illegible
handwritings due
to hastiness.

It will lead to error

when delivering
and it will hassle
both parties. The
incorrect encoding
may lead to poor
transaction.

There is a risk of
tampering data in
the manual system
or using the
Microsoft Excel.
When updating the
information, they
are taking much
time and effort.

A system that has a

list of employees
general information.

HR personnel made
a mistake of
inputting the data.

It can cause
confusion in the
long run.

A System that the

user will input the
employees
information and can
do method CRUD.
Design a system
that will notify the
user if the specific
employee is
contract ended.

Manual way of
managing their
documents.

Tedious work.

The HR personnel
can create risk of
committing a
mistake because
she cant find the
employaees
information.

Decrease the
productivity in
terms of
transactions and
services.

Performance

Information

Economics

Control

Efficiency
They have
difficulties in
identifying the
person contract
when will be it
ended.
Service

3.2

CATWOE Analysis
In performance, the problem may occur in a scenario when HR personnel cant easily find

and access the information of the employees may lead to the opportunity of designing a database
that they can list down the information of employees this because of File-based or traditional way
of recording and searching of information and can delayed response of transaction or request.
In information, the problem that the authors have identified is that information was not
recorded well by the HR personnel of the agency; this will give an opportunity to create a graphical
user interface that will capture input from the HR personnel this cause by illegible handwritings
due to hastiness and It will lead to error when delivering and it will hassle both parties. The
incorrect encoding may lead to poor transaction.
In control, the problem found is that there is a risk of tampering data in the manual system
or using the Microsoft Excel this is a great chance to build a system that has a list of employees
general information, this problem is cause by HR personnel when she made a mistake of inputting
the data. The effect of this is confusion of the data.
In the efficiency the problem is that when updating the information, they are taking much
time and effort. The opportunity is that a System that the user will input the employees
information and can do method CRUD. This is because of Manual way of managing their
documents the effect of this is tedious work.
In service, the problem that the authors have identified is that they have difficulties in
identifying the person contract when will be it ended. And the author comes up of design a system
that will notify the user if the specific employee is contract ended. This is because the HR
personnel can create risk of committing a mistake because she cant find the employees
information and Decrease the productivity in terms of transactions and services.

3.3

Model of the Would-be-System

3.3.1

User Class
Identify the use cases needed based on the functional requirements. First,

construct the use case glossary. Then, draw the use case diagram. If applicable, you can
break down the functional requirements into more comprehensive use cases.
Table 1.1 Use Case Glossary

Use-Case Glossary

Use-Case Name

Use-Case Description

Participating Actors and Roles

Human Resource Management:

a. Accepted employee

The company will accept some Company Representative

employee

b. Information gathering

The company will gather the Company Representative

qualified
employee
information to be send in the
agency

c. Employee
save

Information The HR personnel of the said HR personnel

agency will be the one to
received and save the
information of the employee
from the company

d. Request an employee

The company will seek for Company Representative

employee and they will just
request to the agency to have
qualified employee for the job

e. Qualified employee

The Qualified employee will be HR personnel and Company

send to the company by the HR representative
personnel from the agency

3.3.2

Use Case Diagram

Accepted employee

Information gathering

Employee information to
save

HR of Workpool Manpower

Company Representative

Request an employee

Qualified employee

Figure 1.0 Use Case Diagram

3.4

Software Requirements Specifications Analysis

3.4.1

General Requirements
WALA PA

3.4.2

Functional Requirements

From the identified problems/opportunities found in the PIECES analysis, the agency does
not have their own system to provide their needs in the part of saving data of the employees they
have. The system will supposed to help the human resource management they have to easily sort
and store data and to have easy access in the data. This problem they have will cause them slow
transactions and delayed response to theirs client companies.

The agency would need a Human Resource Management System to organize, and to
access easily the information of the employees they may have. And also they must need functions
like create, read, update and delete in their system to manage the information well and organize
the information. The following functionalities for the system are listed below:
Human Resource Management:
I.

Profile of employees
a. The system should be able to record the Employees information by the HR
personnel of the Workpool Manpower Agency. It should be able to perform the
CRUD method which is Create, Read, Update and Delete in the employee
information.
b. The following data are necessary:
i. Name of the employee
ii. Philhealth number
iii. SSS number
iv. Pag-ibig number
v. Date employed
vi. End of contract date
3.4.3

Non-Functional Requirements

WALA PA

CHAPTER 4 System Design

3.4.1

System Architecture

Access the system

Retreived Data of employee in the
system

Human Resource of the WorkPool

Manpower Agency

system landing page

Agency Equipment for

Storing Data
Input the data in the system

Human Resource
System Database
store information to system database

generate graphical user interface

Retrived data on the system database

access the system

Human Resource
Management System
Login Page

HRMS Interface

Fig. 1.5 Preview of the System Architecture

This is the preview of the system architecture wherein it shows the process whenever the system is
being used.

3.4.2

System Interface Design

WALA PA..

3.4.3

Package Design
WALA PA..

3.4.4

Database Design

ERD

employee_info

company_assign

emp_id

PK

company_id

PK

FK

contract_id

FK

ja_id

FK

company_id

FK

emp_id

emp_name

comapany _name

emp_address

company_address

emp_gender
emp_bday

casual_contract

emp_age
contract_id

PK

emp_cont_num
FK

ja_id

contract_sd

contract_ed

joint_agency
ja_id

PK

salary_expense
se_id

PK

FK

se_id

FK

company_id

FK

emp_id

insurances
insurance_id

PK

agency_name
FK

emp_id

FK

emp_id

agency_address
se_amount

pagibig_num
sss_num
philhealth_num

Relational Schema

Data Dictionary
company_assign
FIELD NAME

DATA TYPE

DESCRIPTION

company_id
company_name

NUMBER
TEXT

Company id number
Name of the company

company_address

TEXT

Address of the company

ja_id(fk)
emp_id(fk)

Int

casual_contract
FIELD NAME

DATA TYPE

DESCRIPTION

contract_sd

DATE / TIME

Contact start to the company

contract_ed

DATE / TIME

Contact end to the company

ja_id(fk)
contract_id(fk)

employee_info
FIELD NAME

DATA TYPE

DESCRIPTION

emp_id
emp _name
emp_address
emp_gender
emp_dbay
emp_age
emp_cont_num
company_id(fk)
contract_id (fk)

varchar
Text
Text
int
varchar
int
int

Employee id
Name of the employee
Address of the employee
Gender of the employee
Birthdate of the employee
Age of the employee
Employee contact number

joint_agency
FIELD NAME

DATA TYPE

DESCRIPTION

ja_name
ja_address
se_id (fk)
company_id (fk)
emp_id (fk)

TEXT
MEMO

Name of the agency

Address of the agency

insurances
FIELD NAME

DATA TYPE

DESCRIPTION

pagibig_num
sss_num
philhealth_num
insurance_id (pk)
emp_id(fk)

varchar
NUMBER
NUMBER

PAG-IBIG id number
SSS id number
Phil. Health id number

salary_expense
FIELD NAME

DATA TYPE

DESCRIPTION

se_id (pk)

NUMBER

Salary expense of the month

se_amount
emp_id (fk)

Data Dictionary for the Entity Relationship Diagram

Entity
employee_info
salary_expense
insurances

company_assign
casual_contract
joint_agency

Business Definition
All employee need to fill up the employee sheet
Salary and wage amounts do not include other
forms of compensation, such as overtime
It is a form of risk management primarily used to
hedge against the risk of a contingent, uncertain
loss
Where the employee is assigned
Where the employee life bar or a will in a
company to the non-regular
Where the company have a partnership to an
agency

Functional Dependencies

3.4.5

CHAPTER 5 Test Plan

Prototypes and Storyboard