Employee Feedback Management System
Employee Feedback Management System

Abstract

The purpose of the employee feedback management system is to automate the existing manual system. The goal is to computerize the entire system and introduce a full-fledged computer softer to do the same task. It will be time-saving, require fewer human resources, and be easy to use, secure, and recall data. This system will go a long way in helping the administration up their facilities and provide a better environment for their employees and customers.

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Introduction to Employee Feedback Management System

The employee feedback system has been developed and designed to override the problems in practicing the manual method. The system is created to support the eradication of the existing problems. However, this system is designed for a specific need of a company to carry out its operations smoothly and effectively.

The application is optimized as much as possible to avoid any errors that may occur while entering data. The system will also give the user an error message if he enters invalid data. The system is created in a very user-friendly manner; hence no prior knowledge is required to use the system. Therefore cutting training course. The employee management system will help users concentrate on their other activities rather than focus on record-keeping. Hence assisting the organization in better utilization of human resources.

The system is created keeping in mind the need for good HR qualities. Whether big or small, every organization has many challenges that it needs to overcome and manage the Information of feedback: employees, customers, and other members. Every employee feedback system has a different need.

Hence, we have designed an exclusive employee management system that is adapted to the organizational needs of your administrative requirements. This application is intended to help in assisting in strategic planning. It will ensure you that the organization is updated with the right level of Information and data for the accomplishments of the future goals.

For the users who are always on the go, our system also has an inbuilt remote access facility, which helps manage the workforce anytime. Our system will allow the user to control the resources better ultimately.

Objective of Project on Student Feedback System

The project’s main objective is to manage the details of the employees, feedback from employees, customers, feedback type, HR feedback, query, complaints, actions are taken, etc. It can manage all the information about the employee, administration, previous performances, positions, etc.

The entire project is built at the administrative end, and hence only the administrator has guaranteed access to the system. The project’s primary goal is to create an application to reduce or eliminate the entire manual work for managing Employee records. It can track all the feedback given by the employee, staff, and customers and categorize them.

The Functionalities Provided by The Employee Feedback Management System

  • The system provides searching facilities that are based on various factors. Such as employee feedback type, complaints, and action is taken.
  • The system also manages the HR details, employees who reached HR for specific problems, etc.
  • It also tracks feedback information etc.
  • It analytically shows Information.
  • Editing, adding, and updating records is made easy and provides proper data resource management.

Scope of The Projects

This project will help in collecting the perfect management data in detail. The collection will be apparent, straightforward, and sensible in a short time. It will help the user know what the previous year’s management did perfectly and vividly. This will also help manage the current works of all the employees, contractual kinds of stuff, etc. It will help in managing tracking and collecting feedback from employees. Feedback is the leading block that aids in course correction and provides a better environment for all workers and customers alike.

The project’s main scope is to provide a fully automatic environment for performing day-to-day activities.

Some of the aspects of automation are:

  • Filling up various forms and the number of copies needed to be filled is reduced and streamlined.
  • It is no longer necessary to create the manifest; instead, it can be printed, saving more time.
  • It helps in efficiently utilizing resources by increasing productivity.
  • It made it easier to recall any data that had been entered.
  • Feedback and any action taken can be tracked in a perfectly streamlined manner.
  • The system is expandable
  • User-friendly UI.
  •  Easy to operate.
  • Security, this system is secure from all types of tempering.
  • Can recommend solutions to the employee via previous encounters.

Modules Used in Employee Feedback Management System.

  • Employee Management Module: This module is used for managing employee details.
  • Customer Module: This module helps in storing the details of the customer.
  • Feedback module: This is one of the main modules of the project. This module helps in collecting the feedback of the employee and the customers.
  • Feedback type module: Helps categorize the types of feedback, positive, negative, needs attention, etc.
  • User Module: Stores User’s detail
  • Login Module: Stores User’s Login Details
  • Administration Module: Manages administrative access.

Software Requirement Specification

The software requirements specification is produced at the end of the analysis of the system. As part of system engineering, the function and performance allocated to the software are refined by establishing a complete information description, a detailed functional and behavioral description, an indicator of performance requirements and design constraints, appropriate validation criteria, and other data pertinent to needs.

System Design

In this Phase, a primary logical device is built that fulfills the given requirements. The design phase of software development deals with transforming the requirements into a logical working system. Usually, design is done in the following two steps:

Primary Phase and Secondary Phase.

Software Requirements

  • Operating system: Windows and Linux
  • Language: Java2 Runtime Environment.
  • Database: MySql
  • Browser: Mozilla or chrome.
  • Web Server: Tomcat 7

Hardware Requirements

  • Processor: Pentium III and above
  • RAM: 128GB
  • Hard Disk: 20GB expandable
  • Monitor
  • Keyboard.

Functional Requirements

Functional requirement describes the function of a system or its different component, the function is described as a specification or behavior between outputs and inputs into the system. Function requirements may involve:

  • Calculation.
  • Technical details.
  • Data manipulation and processing.
  • Other specific functionality defines what a system is supposed to accomplish.

A functional requirement is supported by a non-functional requirement, which imposes constraints on the design or implementation.

In this application, the employees need to register themselves. However, to keep their identity secret for feedback purposes and guest mode has also been added. At the same time, the administrator will only register themselves once and will only be re-assigned as per the needs of the management. This application will help employees check their complaint status, feedback, actions taken, HR assigned, and update their profiles. However, the login details will be provided by the administration.

Non Functional Requirements

This application will run on the standard browser. Users will not be able to change the fonts, colors, or any other application customization. Any changes made have been going through proper procedure. Administrators and employees will be able to access the application through their usernames and password, and no one will access administrative functions. The Database servers that have the confidential Data which must meet the account access protocol, password requirements, and privilege configurations.

The system creates separate accounts for the system to run automated tasks (backups, replication, etc.) that do not allow direct logins. Administrators must not use these accounts for other jobs. Use strong passwords for all performances. This application will run on a 24/7 monitoring system.

Use Case Diagram

The Use case module of any system represents different ways the user can use the system. One of the ways to find all the use cases is to ask a simple question, “What can a user do with the system?”. The use case module divides the system’s character into transactions so that each unit of the transaction so performed are all practical actions. All these are accomplished from the user’s view.

The purpose of the use case is to define a coherent behavior without revealing the system’s internal structure. It typically represents a sequence of interactions between the user and the design. A simple line drawing can define these use cases. In the use case diagram, each use case is represented by an ellipse with the name written inside the ellipse. All the eclipses are enclosed inside a rectangle called a boundary.

Use Case Diagram of Employee Feedback Management System
Use Case Diagram of Employee Feedback Management System

Data Flow Diagram

A DFD is a graphical representation of data flow through a system. It can also be used to visualize the data processing. The data flow diagram is the first step in the design phase, and it functionally decomposes the requirements specification. In the DFD, some bubbles are connected by lines. Each bubble represents data transformation, and each line represents data flow. A DFD shows what data flow rather than how data flows.

Data Flow Diagram of Employee Feedback Management System
Data Flow Diagram of Employee Feedback Management System

Entity Relation Diagram or ERD

E-R model or entity relation model is a high-level conceptual data model. This model and its variants are mainly used for the conceptual design of database applications and tool design. The E-R diagram helps create the database for any project, and it is represented in the form of tables. An ER diagram is only used for sound systems.

Entity Relation Diagram or ERD of Employee Feedback Management System
Entity Relation Diagram or ERD of Employee Feedback Management System

Implementation Methodology

The model view controller, also known as MVC, is a popular software design pattern for developing web-based applications. The MVC is comprised of the following three parts:

  • Model: It is the lowest level of the pattern essential to keeping and managing the database.
  • View: This level is responsible for displaying the portion of the data to the user. Or the data that the user wants to view.
  • Controller: This level deals with the code which controls the interaction between the model and the view.

One of the main reasons to use MVC is that it separates the application logic from the user’s interface and supports the separation of concerns. In this method, the controller receives all the requests for the application and then works with the other two modules to prepare any data needed by the view. The view then uses this data created by the controller to generate the final presentable response.

Advantages and Disadvantages of The Employee Feedback Management System

Though the system has been built to a specific need of the administrator, the system is not only restricted to that, but it also has many features, and there are plans to add more. We have already discussed the many advantages of the system above; one of the main advantages that we would like to add at the end is that it is user-friendly. Doesn’t need much upkeep. The database is designed so that feedback and other records are kept systematically.

The system is well featured to analyze feedback and categorize it in the sections like Positive, negative, and required urgent attention. Hence confirming a prompt action by the management towards any issue that their employees may raise.

One of the significant disadvantages of the proposed project is that no matter how much we tried, there is always the question of privacy.

As we have seen, people would like to keep their feedback private, which is creating a hurdle in managing a proper database. However, there are no such problems related to those employees who wish to use their credentials to provide feedback or complaint. We have also worked to reduce the cost taken by the company in keeping physical records. There are many suggestions regarding the issue, and we are working towards fulfilling the same in a time-bound manner.

Conclusion

We have tried to streamline one of the significant issues related to any organization taking feedback. It is one of the most essential, yet people don’t seem to be much interested in the same. Hence, we have developed the solution by making the process entirely online and easy to use. We have given much importance to the privacy of those who want to give feedback without disclosing their names. This system is fully packed with features that will surely help HR maintain a healthy environment. Happy employees make happy customers.