Attendance System Using Fingerprint

The project entitled “ATTENDANCE SYSTEM USING FINGERPRINT” is to provide an authentified attendance system for Roots Industries Limited. This software provides various information, which is useful for user as well as administrator. This software can be used as a whole in organization, or can partly used as separate modules, whenever needed.

The project deals with capturing the thumb impression of the employee through the thumb scanner and authenticates with the already registered impression. Attendance will be marked for the matched employee. With the in-time and out-time, the total hours worked by the employee in a day and days worked for the month is calculated. The salary is calculated from loss of pay, basic pay, allowances, and deductions.

One of the main advantages of this software is its user friendliness and validation can be done for each and every employee entered. New entries can be registered very easily and if not needed then it can be deleted from the software.

The environments being used are VB.NET as front end and SQL Server as back end. This project is developed in the Operating System, Microsoft Windows XP.

CHAPTER I

INTRODUCTION

This chapter contains the problem definition, about the system environment and the organization profile which gives details about the company.

PROBLEM DEFINITION

OBJECTIVE AND SCOPE

The main objective of this project is to do the following operations

• Thumb impression Comparisons
• Attendance Calculation
• Payroll Calculation

The scope of the project is to capture and verify the thumb impression of the employee. And also provide effective means to calculate attendance and payroll for the employee by using thumb impression.

This project would greatly help in simplifying the manual attendance calculation and payroll calculation.

PROBLEM DESCRIPTION

This project makes use of fingerprint to authenticate the employee. This project makes use of the physical hardware device, the thumb scanner to capture the thumb impression of the employee.

The Administrator registers the details of new workers. He also registers the unique thumb code of the employee generated by the Thumb scanner. This thumb code is generally an alphanumeric code and it is stored in the database.

The employee uses the thumb scanner when he enters and leaves the work place for attendance marking. The generated code is matched with the stored thumb code in the database.

The attendance is marked for the corresponding employee where thumb code matches with the generated ones. If there is no match with the thumb code then the administrator will take in charge to check whether the person is a new employee or not.

The time duration between intime and outtime is calculated and it is stored as hours worked by the employee. Each time when the outtime is marked the duration is calculated and hours worked (field) is updated.

The employee may take leave. The leave taken by the employee is calculated as loss of pay for him. It will be used to calculate net pay for the employee in the payroll calculation.

During salary calculation the monthly attendance of the employee, loss of pay, the allowance such as HRA, DA and deductions such as PF, LIC are considered.

1.2 SYSTEM ENVIRONMENT

HARDWARE REQUIREMENT

Processor : Intel Pentium 4

Scanner : Thumb scanner

Hard disk : 40 GB

RAM : 224 MB

CD-Drive : 48x with R/RW

Floppy disk : 1.44 MB

Display type : SVGA color monitor

Keyboard : Standard 104 Keys

Mouse : Logitech.

SOFTWARE REQUIREMENT

Platform : Windows XP

Front End : VB.NET

Back End : SQL Server

1.3 ORGANIZATION PROFILE

Park Solutions is emerging as one of the leaders in the field of software development by delivering comprehensive financial business solutions software and services. With state of the art facilities our software development centre caters to many diversified software requirements. Here challenging projects are undertaken by bright and enthusiastic teams using high-end software solutions and cutting edge technologies.

MISSION

Will to win in the competitive world by exceeding expectations.

Achieving the hallmark of success, a platform to attract customers.

Treating every goal/target as a challenge.

Creating value at every angle/turn in each of the business units.

Motivation through team work.

VISION

Innovation: Striving to be the best through being the first in all services and solutions.

Quality Service: Always setting a target to exceed expectations.

Diversity: Stamping the quality mark on a diversified community.

Global View: Focus on the world market for constant improvement.

Customer Satisfaction: Setting a chain reaction of satisfaction in each customer and creating reliability.

FOCUS

Serving the community for an improved and better life through its multi commitments in health care and other services.

Providing means to the society for quality-oriented services.

Opening new opportunities in the diversified business units.

Keeping ahead with competitors in the market with services exceeding expectations.

Conscientious contribution to the society through free health care services.

CHAPTER II

ANALYSIS

This chapter contains the detailed description about the existing system and its disadvantages, the need for the proposed system and its advantages. The requirements specification is followed by the system analysis model. The system analysis model gives a clear representation of both the Entity Relationship diagram and the Data Flow diagram.

2.1 THE EXISTING SYSTEM

The system currently used in the organization is manual work. The main drawbacks of the existing system is,

It is time consuming process.

There is a possibility for loss of records.

Tedious paper work.

Manual calculations may be wrong.

2.2 THE PROPOSED SYSTEM

The proposed system will overcome all the difficulties of the existing system. The advantages of the proposed system is,

The proposed system will provide best security than the existing system.

Less time consuming.

No records will be lost.

Easy to maintain.

The proposed system is easy to access and user friendly.

No chance for duplication of thumb impression of employee.

2.3 SYSTEM REQUIREMENTS

FUNCTIONAL REQUIREMENTS

EMPLOYEE DETAIL MANAGEMENT

The administrator registers the details of new workers.

He also registers the unique thumb code of the employee.

The thumb code is generally an alphanumeric code.

FINGERPRINT RECOGNITION

The employee uses thumb scanner when he enters and leaves the work place

The thumb scanner will generate the thumb code for the received impression.

The generated code is matched with the stored thumb code in the database.

If there is no match for the generated code an error message will be displayed.

ATTENDANCE CALCULATION

The attendance is marked for the matched impressions.

The time duration between intime and outtime is calculated

The time duration is stored as hours worked by the employee.

Each time when the outtime is marked the duration is calculated and hours worked (field) is updated.

PAYROLL CALCULATION

The leave taken by the employee is calculated as loss of pay.

The loss of pay will be used to calculate net pay for the employee.

Salary calculation includes monthly attendance, loss of pay, the allowance such as HRA, DA and deductions such as PF, LIC.

NON-FUNCTIONAL REQUIREMENTS

Non functional are properties and qualities the software system must possess providing its intended functional requirements.

Operational Requirements: These requirements specify the environment in which the software will be running, including, hardware platforms, external interfaces and operating systems. This project is done using VB.NET and SQL Server in XP environment.

Performance Requirements: These requirements specify possibly lower and upper bounds on speed, calculation of time and storage characteristics of the software. The attendance and payroll calculation time is minimized.

Maintainability Requirements: These requirements specify the expected response time for dealing with various maintenance activities. The maintenance of the fingerprint attendance system is good.

Security Requirements: These requirements specify the levels and types of security mechanisms that need to be specified during the operations of the system. The attendance system is highly securable as we use thumb impression.

2.4 SYSTEM ANALYSIS MODEL

2.4.1 PROCESS MODEL

LEVEL 0: CONTEXT FLOW DIAGRAM

Fig 2.1 Context Flow Diagram

This Fig 2.1 represents the Context Flow Diagram of the Attendance System using Fingerprint.

The thumb impression of the employee is taken as input and the days worked by the employee are generated as output.

LEVEL 1: DATA FLOW DIAGRAM

Fig 2.2 Level 1 Data Flow Diagram

This Fig 2.2 represents the Level 1 Data Flow Diagram of the Attendance System using Fingerprint this diagram explains how the attendance is calculated.

The thumb code of the employee is taken as input and in-time or out-time of the employee is marked based on the entry or exit of the employee. From this, the days worked by the employee is calculated as output.

LEVEL 2: DATA FLOW DIAGRAM

Fig 2.3 Level 2 Data Flow Diagram

This Fig 2.3 represents the Level 2 Data Flow Diagram of the Attendance System using Fingerprint. This diagram explains how the salary is calculated from the number of days worked and loss of pay.

From the days worked the salary of the employee is calculated based on the basic pay, allowances and deductions.

2.4.2 DATA MODEL

ENTITY RELATIONSHIP DIAGRAM

Fig 2.4 Entity Relationship Diagram

This fig 2.4 represents the Entity Relationship Diagram for Attendance System using Fingerprint.

2.4.3 USE CASE DIAGRAM

Fig 2.5 Use Case Diagram

This Fig 2.5 represents the Use Case Diagram for the Attendance System using Fingerprint.

2.4.4 ACTIVITY DIAGRAM

Fig 2.6 Activity Diagram

This Fig 2.6 represents the Activity Diagram of the Attendance System using Fingerprint.

2.5 TEST PLAN

Test case no: 1

Description: Validating the administrator by providing Login Id and Password.

Expected result: If incorrect Login Id or password was given an error message “LOGIN INCORRECT” will be displayed.

Test case no: 2

Description: Validating the administrator by providing Login Id and Password.

Expected result: If correct Login Id and password was given “LOGIN CORRECT” message will be displayed and control is transferred to Administrator form.

Test case no: 3

Description: Capturing thumb impression of the employee.

Expected result: If there is no matching record for the current thumb impression then “No such employee” message will be displayed.

Test case no: 4

Description: Capturing thumb impression of the employee.

Expected result: If there is matching record for the current thumb impression then attendance is marked for that employee.

Test case no: 5

Description: Registering the new employee details.

Expected result: “Registered” message will be displayed.

CHAPTER III

SYSTEM DESIGN

This chapter includes various designs of the systems namely architectural design, database design, user interface design, module design and procedural design.

3.1 ARCHITECTURAL DESIGN

Attendance System Using Fingerprint

Employee Detail Management

Fingerprint Recognition

Attendance Calculation

Payroll Calculation

Fig 3.1 Architectural Design

This fig 3.1 represents the Architectural design of Attendance system using Fingerprint.

This system is divided into four modules. They are

Employee detail management

Fingerprint Recognition

Attendance calculation

Payroll calculation

EMPLOYEE DETAIL MANAGEMENT

The administrator registers the details of new workers.

He also registers the unique thumb code of the employee.

The thumb code is generally an alphanumeric code.

FINGERPRINT RECOGNITION

The employee uses thumb scanner when he enters and leaves the work place

The thumb scanner will generate the thumb code for the received impression.

The generated code is matched with the stored thumb code in the database.

If there is no match for the generated code an error message will be displayed.

ATTENDANCE CALCULATION

The attendance is marked for the matched impressions.

The time duration between in-time and out-time is calculated

The time duration is stored as hours worked by the employee.

Each time when the out-time is marked the duration is calculated and hours worked (field) is updated.

PAYROLL CALCULATION

The loss of pay will be used to calculate net pay for the employee.

Salary calculation includes monthly attendance, loss of pay, the allowance such as HRA, DA and deductions such as PF, LIC.

3.2 DATABASE DESIGN

TABLE NAME : EMPLOYEE

Table 3.1

Field Name

Data Type

Constraint

Description

E_Id

Int(4)

Primarykey

Id of the employee

E_Name

Varchar(20)

Notnull

Name of the employee

Dob

Datetime(8)

Notnull

Date of Birth

Sex

Varchar(6)

Notnull

Male/Female

t_code

Varchar(500)

ForeignKey

Thumb code of the emp

Address

Varchar(25)

Notnull

the employee address

Phno

Int(4)

Null

Contact Number

dateofjoin

Datetime(8)

Not null

Date Of Join

Mobileno

Int(4)

Null

Contact mobile number

Dept_name

Varchar(25)

Not null

Name of the department.

This Employee table includes the employee details of Attendance System Using Fingerprint.

TABLE NAME: THUMBSCANNER

Table 3.2

Field Name

Data Type

Constraint

Description

T_code

Varchar(25)

Primarykey

Thumb code of the employee

E_id

Int(4)

ForeignKey

Id of the employee

This thumb scanner table includes the thumb code and employee id of Attendance System Using Fingerprint.

TABLE NAME: ATTENDANCE

Table 3.3

Field Name

Data Type

Constraint

Description

t_code

Varchar(25)

Foreignkey

Thumb code of the employee

Intime

Datetime(8)

Null

User entry time

Outtime

Datetime(8)

Null

User outtime

Hrsworked

Int(4)

null

Difference between in and out time

Totaldays

Int(4)

Notnull

Days worked in a month

This attendance table includes the Hours worked field that is determined from the difference between the times. From the Hours worked field total days is calculated.

TABLE NAME: LEAVE

Table 3.4

Field Name

Data Type

Constraint

Description

E_Id

Int(4)

Foreign key

Id of the employee

Medicalleave

Int(4)

null

Remaining medical leave

Casualleave

Int(4)

null

Remaining casual leave

Leavetaken

Int(4)

null

Leaves taken in the month.

This leave table includes the leave taken by the employee for the month.

TABLE NAME: SALARY

Table 3.5

Field Name

Data Type

Constraint

Description

E_Id

Int(4)

Foreignkey

Id of the empoloyee

Basicpay

Float(8)

notnull

Basic pay of the employee

Pf

Float(8)

notnull

pf% for the employee

LIC

Float(8)

notnull

LIC% for the employee

Netpay

Float(8)

notnull

Salary for the employee

Lossofpay

Int(4)

null

Loss of pay for the employee

Grosspay

Float(8)

Notnull

Grosspay of the employee.

Hra

Float(8)

Notnull

Hra% for the employee.

da

Float(8)

Notnull

da% for the employee.

3.3 USER INTERFACE DESIGN

MAIN FORM

Screen 3.1

This Screen 3.1 is the main form of Attendance System using Fingerprint.

MAIN FORM SHOWING MENU OPTIONS

Screen 3.2

This Screen 3.2 is the main form of Attendance System using Fingerprint. In the main menu when employee is selected user and admin options will be shown.

ADMINISTRATOR LOGIN FORM

Screen 3.3

This Screen 3.3 represents the administrator login. Here the password and login should given by the administrator.

ADMIN FORM

Screen 3.4

This Screen 3.4 represents the administrator form. This form will be shown only when the password and login in the admin form is correct.

ADMIN FORM SHOWING SUBMENUS

Screen 3.5

This Screen 3.5 represents the administrator form. This form represents the choices in the main menu.

REGISTRATION FORM

Screen 3.6

This Screen 3.6 represents the registration form. Administrator gets the details from the new employee and stores it in the database.

ADMIN FORM SHOWING MENU OPTIONS

Screen 3.7

This Screen 3.7 represents the administrator form. This form represents the subdivision in the main menu.

VIEW FORM

Screen 3.8

This Screen 3.8 represents the view form. 0Administrator will select the id from the combo box if he needed to know the details of the employee.

MAIN FORM SHOWING VIEW OPTIONS

Screen 3.9

This Screen 3.9 represents the main form of the attendance system using fingerprint.

LEAVE FORM

Screen 3.10

This Screen 3.10 represents the leave form. Here the employees have to select the date of leave.

SALARY FORM

Screen 3.11

This Screen 3.11 represents the salary form. The salary of the employee will be displayed with his name.

MAIN FORM SHOWING MENU OPTIONS

Screen 3.12

This Screen 3.12 is the main form of Attendance System using Fingerprint. In the main menu when employee is selected user and admin options will be shown.

ATTENDANCE FORM

Screen 3.13

This Screen 3.13 is the Attendance form of Attendance System using Fingerprint. This form displays the details of the employee when the current thumb impression matched with the impression stored in the database.

3.4 PROCEDURAL DESIGN

EMPLOYEE DETAIL MANAGEMENT

Start

Administrator gets new

employee details

Stores into database

Stop

Fig 3.2

This fig 3.2 represents the procedural design of employee detail management module of Attendance system using fingerprint.

FINGERPRINT RECOGNITION

Stop

Fig 3.3

This fig 3.3 represents the procedural design of fingerprint recognition module of Attendance system using fingerprint.

ATTENDANCE CALCULATION

Start

Recognize the employee

Marks in-time and out-time

Hours worked per day is calculated

Days worked is calculated

Stop

Fig 3.4

This fig 3.4 represents the procedural design of attendance calculation module of Attendance system using fingerprint.

PAYROLL CALCULATION

Start

Basic pay, hra, da, lic, pf are retrieved from

database

Loss of pay is calculated for leave taken by the employee

Net pay is calculated from allowances, deductions and loss of pay

Stop

Fig 3.5

This fig 3.5 represents the procedural design of payroll calculation module of Attendance system using fingerprint.

CHAPTER IV

TESTING AND IMPLEMENTATION

4.1 TEST REPORTS

Test case no

Description

Iteration

No

Expected

result

Actual

Result

Reasons for

Failure

1

Validating the administrator by providing Login

Id and Password.

1

Login

correct

Incorrect login

Login Id and Password are incorrect.

1

Validating the administrator by providing Login

Id and Password.

2

Login

correct

Correct

login

–

2

Capturing thumb impression of the employee

1

Submitted

Submitted

–

3

Registering the new employee details

1

Registered

Registered

–

4

Invalid person places the thumb impression

1

No matching record

No matching record

–

4.2 SYSTEM IMPLEMENTATION

STEP 1: Start the process.

STEP 2: Employee places the thumb on the thumb scanner.

STEP 3: The scanner generates thumb code corresponding to the thumb impression.

STEP 4: This code is matched with the already stored code in the database.

STEP 5: If there is a match, the employee ID and employee name is retrieved from the employee table and present time is marked as intime or outtime correspondingly to the entry or exit of the employee.

STEP 6: If no match occurs then “No Record for the Employee” message will be displayed.

STEP 7: The difference between intime and outtime is marked as hours worked and each time when the employee goes out the hours worked field is updated in the database.

STEP 8: According to the total no of hours worked by the employee ,attendance is marked (as half day or full day).

STEP 9: The total number of days worked in the month is calculated.

STEP 10: Accordingly no of leave taken by the employee is noted.

STEP 11: If the casual leave and medical leave taken by him is more than the allotted leave then it is considered to be the loss of pay.

STEP 12: The allowances such as HRA, DA are added and the deductions such as PF, LIC, loss of pay are deduced from the basic pay and thus the net pay is calculated.

STEP 13: To include a new employee the administrator has to be logged in using the login-id and password.

STEP 14: He registers the employee details such as employee-id, employee-name, date-of-birth, date-of-join, mobile-no, sex and address.

STEP 15: Stop the execution.

CHAPTER V

CONCLUSION

The use of computerized approach in employee recognition reduces lot of time and provides more security and accuracy. The system is very flexible and user friendly. Further enhancements can me made with less effort. Modification can be made to the system with out much difficulty.

The system is easy to access, understand and recognition of thumb impression enables the administration to do the attendance calculation work with less effort. There is a scope for enhancement of the project in terms of advanced technologies and uploading facilities.

FUTURE ENHANCEMENTS

The adopting of Object Oriented Design (OOD) methodology in handling the software development makes it easy to accommodate changes, maintain, enhancements in future and upgradeability.

The use of Database methods in this project enhances easy maintainability. As these mechanisms are reused, the development of newer modules and upgrading of the software to newer technology is effortless and straight forward.