Chapter 3: System design

System design Creating system components Three primary components – designing data structure and content – create software – select hardware DB to S/W to H/W input: process: output

System Design process DB design process – Development of drafts specifications based on numerous meetings, discussions, reviews, and analysis – This specifications consider reference for system design – Its include definitions, criteria, limits, formats and procedures

DB design process Defining the DB DB take basic responsibilities of the HR department, its include list of subjects Developing DB require consideration of several factors such: – Data organization : categorize data according to type of files – Number and scope of records – Data elements – Field type and size – Input method – Coding – Edit and validation rules

Data sources – From existing systems – Data from applicants employees and hr – From external resources – From other departments

Data flow the team must focus on how data will flow through the system – Transaction flow analysis – Algorithms routines and macros – Updates – Historical data

Transaction flow analysis – Transaction flow analysis :process to make sure that the changes occur on an authorized bases – Where data come from, processed, output from considering triggering events such as: Salary change, leave of absence

Algorithms routines and macros Set of instructions to manipulate data Transaction processing, calculations, screen layout, table maintenance and many other activities Algorithms :rules and mathematical calculations e.g payroll routines :complex set of instructions including calculations and input output functions; it use auxiliary functions macros :complicated routines e.g. monthly actions

Data Updates To remain current, The DB must be updated by authorized users Using transaction codes consists of 2-4 characters e.g. job information change (jIC)

Historical data Related to data updates Some records need to be retained of the updated data When update such fields system sends the replaced data to a history segment Some types of data updates trigger distribution of the outdated data to more than one history segment

Screens Screens and menus are to guide users through choices of activities and data Attractive screen layout maximize the ease, speed consistency of user access to data base Menus are special types of screen

Reports End product of the HRMS some issues should be addressed for each report – Content (including detail or summary information) – Type (tabular, text, graphics) – Design (layout, type style, headers, and so forth) – Frequency (monthly, quarterly, and so forth) – Means of generation (automatic, as needed ; printed electronic ) – Distribution (means, quantity) The attributes of quality information must be considered

Attributes of effective information retrieval systems Field and constant comparisons Search parameters equals, not equal, greater than, less than) Arithmetic functions (addition, subtraction, multiplication, division) Summaries and totals Sequence levels Variable page formatting Table decode /explosion Multiple detail lines Search on multiple parameters (and /or logic) If /then/else logic Report cataloging and scheduling

Data control Data control: insure that only authorized persons have access to data and only authorized procedures take place Team should identify data security needs establish data security measures and procedures – Legal aspects of data privacy – Determining data security needs – Limit data access

Data control Legal aspects of data privacy – HRMS must protect privacy rights of individuals – Determine what data can be viewed Determining data security needs HRMS must limits access to personnel data And protection of information to be authorized access (security)

Limit data access – Access controls and codes play an important role in data security – Designers must develop access controls, and managers must maintain them after implementation – Gaining access required a written request that had to be evaluated and approved – some systems place sensitive data in a separate file or program that is accessible only to individuals having certain passwords.

HRMS specifications – DB size – Data elements – Coding structure – DB structure – Tables – Transaction flow – Screen design – Report design – data control – Linkages among various modules