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CHAPTER IV

PROJECT METHODOLOGY

Project Environment

This research study is conducted at Southwestern University, Aznar Road, Urgello, Cebu

City. The research study will focus particularly in the Human Resource Department.

During the research period in developing the system, the total number of non-teaching

and teaching employees of Southwestern University in the HR department is used as the total

population for statistical data gathering. In order for the system to be proper for all employees in

any case in their work, the usual and basic processes of the training management is the main

concern.

The research study provides the Human Resource Department an Training Management

System in order to tracks seminar, time and labor management, records data, for SWU

employees teaching and non-teaching that is qualified to attend a seminar.

The researchers use an organizational chart for the relationships and relative ranks of its

parts and positions/jobs and in order to guide them in the development of the project. Conducting

interviews with the Human Resource employees is done in order to meet their demands in the

proposed study and lists down the problems encountered using the manual system. After the

interview, the researchers recognized the disadvantages of using the manual system. A new

system is design as a solution to the problem. The researchers use Visual Basic 6.0 as

programming language and MYSQL as the database.

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SWU-HRD ORGANIZATIONAL STRUCTURE

SHELWIN BELCINIA VP-Administration

RICARDO DIOSO III ATTY. ETHEL S. MIEL

NSTP Coordinator./Admin Asst. OIC, HRMD

JANICE CAVALES Working Scholar (HR SHH)

MARIA ROWELA P. ALEO ROLITO M. CANENE ANNECY A. GUBAT HR Coordinator Compensation and Benefits Employee Relations Officer

officer

ARLINDA A. YAPAC MARIFEL M. ANDRADE REA C. ESGANA CARLO T. SAGUIN Payroll Staff Payroll Staff Payroll Staff Payroll

Staff (BIR in-charge) (Statutory benefits) (Payroll Encoder) (Statutory Benefit)

ROWEL DANDAN PHILIP SID D. VELASCO Working Scholar Working Scholar Payroll Payroll

LINDY M. PUJANTE HR STAFF(Information and

Working Scholar (HR) Working Scholar (HR) Working Scholar (HR)

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Data Mgt.) MARY JOY D. QUITORIANO MARY MAE A. LANUZA JASON COYOCA Requirements Specifications

Technical Non-Functional Requirements

Interoperability

The system is able to run at the Human Resource Department and only the staff

employees can access.

Maintainability

The machine will give five years of service if maintained properly.

Operational

The system would make use of Microsoft Visual Basic 6.0 as the programming language

and MySQL for the database manipulation.

Portability

For backing-up the database the system is designed manually.

Robustness

Their must be a back up files in MySQL Administrator incase the files in the database is

lost.

Scalability

The system must be able to accommodate a maximum of employee that are about to go a

seminar or training.

Traceability

The HR staff will be able to view all activities of the teaching and non-teaching user

session to know if they attended in that seminar or training.

Figure 5 The Organizational Chart

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Usability

The software must be easy to use to the non-teaching and teaching employee of the

Human Resource Department.

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Operational Feasibility

Fishbone Diagram

Figure 6 The Fishbone Diagram

Technical Feasibility

During the progress and arrangement phases, the system used several technologies. All

these technologies occur thus, the obtainability of this hardware, software and network

technologies make the system come into reality. Adding an event, sending SMS and email

notifications, identify the qualified employees that can attend the seminar or training all

attainable through the system. The user should only have a computer unit that can access the

Internet with the identified browsers as well as any type of mobile phone to receive the SMS

notification. With these basic technical requirements, all dealings are feasible by all users

To reduce the manual workload of HR Personnel

Machinery

Mother Nature Materials

Internet connection

Management

Inform administrator of an upcoming activity

Complete computer peripherals

Switch / HubPrints out certificates

Man Power

Operates the system

Operates the GSM phone

Southwestern University Human Resource Department Active Phone SIM

SIM Load

Generate reports

Methods

Send SMS and E-mail notification

Schedule a training or seminar

Inform administrator on system failures

Any Mobile Cellphone

Stores employee information

Update employee information

Suggests qualified employee

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Schedule Feasibility

Gantt Chart

The researchers of the system Southwestern University Human Resource Training

Management System use a Gantt chart for the project schedule in order to guide them in the

development of the project. This also helps the researchers in knowing when each task will take

place, how long will it take and its corresponding completion status.

Table 1 The Gantt Chart

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Requirements Modeling

Figure 7 The Requirements Modeling

Data and Process Modeling

Context Diagram

Figure 8 The Context Diagram

Training/Seminar schedule

1.0

SWU Human Resource Training Management

System

Report request

HR PERSONNEL

EMPLOYEE

SMS and E-mail notification

Scheduled Activity List

Generated report

Trainings and Seminars

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Data Flow Diagram

Figure 9 The Data Flow Diagram

HR PERSONNEL

TRAININGS/SEMINARSEMPLOYEE

EMPLOYEES

1.0Validate

Data

1.1Process

Data

Employee data Validated data Processed data

Update employee

1.2Receive

Search Data

Search employee1.3

Process Search Data

Search data

Gathered dataSearch results

2.0Validate Schedule

2.1Process

Schedule

Training/Seminar schedule Validated schedule Processed schedule

2.2Send

Notification

Upcoming Training/SeminarSMS and E-mail

3.0Receive Request

Report request 3.1Process Request

RequestData for reports

Data for reports

Generated report

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Employees Program Flowchart

Figure 10 The Employees module Program Flowchart

Yes

if upda

te

Start

Activate Main Form

Display Main

Employee Form

EMPLOYEE

End

New data input

if valid

Yes

Update dataSave data

No No if searc

hYes

Input keyword

Process

if add

Yes

Data input

if valid

Yes

Process data

No No

Edit existing data

Display search result

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Report Program Flowchart

Select Report

Display Report EndEnd

Figure 11 The Report Program Flowchart

No

Start

Activate Main Form

Display Main

Report Form

if print

Process request

Display generated report

Printed Report

End

Yes

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Schedule Program Flowchart

Start

Activate Main Form

Display Main

Training/Seminar Form

if add

Yes

Input schedule

if valid

Process data

No

Save data

TRAINING/SEMINAR

Send SMS andE-mail

End

Figure 12 The Schedule Program Flowchart

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System Flowchart

YesInput Keyword

Start

Activate Main Form

Display Main

Employee Form if add

Yes

No

Data input

Yes Process data Save data Endif valid

if upda

te

YesNew data input

if valid

No

Yes Edit existing data

No

Update data End

No

if searc

h

Process Display search result End

Training/Seminar Form

if add

Yes Input schedule

Yes Process data Save data

End

if valid

No

Send SMS andE-mail

Report Form if print

Yes Process request Printed Report

End

No

Display generated report

EndEnd

No

No

Figure 10 The System Program Flowchart

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Cost-Benefit Analysis

The System will provide an easy and fast way of searching non-teaching and teaching employees to the Human Resource Department. Also, it will help the employees to improve and be superior in their academic standing.

The system will be beneficial to the HR Coordinator and staff of the SWU in terms of gathering updated information of the teaching and non-teaching employee.

Risk Assessment/Analysis

Events(Risk Elements)

Pro

bab

ilit

y

Mit

igat

ion

Imp

act

Con

tin

gen

cy

Ris

k

Red

uct

ion

Exp

osu

re

Risk# Consequences1. Incapable to

inform the employee about the seminar or training date.

M 0.5 L 0.2 L 0.2 L 0.2 L 0.361 0.04 0.321

2. Server hang-up

H 0.8 M 0.5 M 0.5 L 0.2 M 0.667 0.1 0.567

3. Security malfunction database will be susceptible to save attacks.

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

4. No internet connection

M 0.5 L 0.2 M 0.5 L 0.2 M 0.667 0.04 0.627

5. Incapable to connect database

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

6. Worst-case-situation all files in the database will

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

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be removed.7. Incapable to

trap user inputs and errors

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

8. User can edit the profile of other users

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

Table 2 The Risk Management Plan

Table 2 above illustrate the achievable risk that may take place during the deployment of

the system as well as the dependable consequences if the risk will happen. It is likewise included

in the table as the percentage the probability of the risk to take place and the mitigation

percentage that the researchers can lessen its probability of proceeding. If after the mitigation

plan, the risk will nonetheless happen, the above table also illustrate the percentage of the impact

and as well as the percentage of the contingency that the researcher can do to diminish the

influence of the risk. Furthermore, the reduction and the exposure are also shown in the table.

Events(Risk Elements)

Pro

bab

ilit

y

Mit

igat

ion

Imp

act

Con

tin

gen

cy

Ris

k

Red

uct

ion

Exp

osu

re

Risk# Consequences1. Unable to

notify the evaluators about the evaluation date.

M 0.5 L 0.2 L 0.2 L 0.2 L 0.361 0.04 0.321

2. Server hang-up

H 0.8 M 0.5 M 0.5 L 0.2 M 0.667 0.1 0.567

3. Security H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

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failure database will be vulnerable to save attacks.

4. No internet connection

M 0.5 L 0.2 M 0.5 L 0.2 M 0.667 0.04 0.627

5. Unable to connect database

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

6. Worst-case-scenario all files in the database will be deleted.

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

7. Unable to trap user inputs and errors

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

8. User can edit the profile of other users

H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571

Table 3 Risk Management with Mitigation Strategy and Contingency Strategy

Formula:Total Reduction = 1.48Average Total Reduction = 0.185

Total Exposure = 4.37Exposure = Risk – ReductionAverage Total Exposure = 0.54 = Medium

Interpretation: In the beginning the average total risk is 0.725 (High). After the management strategies to justify and contingency, the average total exposure is 0.54 (Medium). For this reason, the inclusive risk is reduced by 0.355 or 35.5%.

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Systems Specifications

The researchers will use the following specifications to develop the system:

HARDWARE

Hard Drive 40GB

Graphics 1GB DDR memory

Monitor Any type

Keyboard Any Type

Mouse Any Type

SOFTWARE

Operating System Microsoft Windows XP Home

Language Microsoft Visual Basic 6.0

Database Support MY SQL

Project Design

The development of the project requires the researchers to use the following tools: (1)

Entity Relationship Diagram which shows the relationship between entities and attributes in the

database. (2) Data Dictionary shows the field name, data type, data size, domain and description

for each field in the database.