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# Design and Implementation of Enterprise Office Management System Based on PHP

Yuan Hao, Laihong Lu, Yuping Zhou

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Yuan Hao, Laihong Lu, Yuping Zhou. Design and Implementation of Enterprise Office Management System Based on PHP. 13th Conference on e-Business, e-Services and e-Society (I3E), Nov 2014, Sanya, China. pp.70-78, 10.1007/978-3-662-45526-5_7 . hal-01342131

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Distributed under a Creative Commons Attribution 4.0 International License
Design and Implementation of Enterprise Office
Management System Based on PHP

Yuan Hao¹, Laihong Lu², Yuping Zhou³

¹S.A.S FRTAO, Marseille, France
yuan.hao@frtao.com

²Liaoyuan Coal Mine Machinery Manufacturing Co., Ltd. Liaoyuan, China
469843951@qq.com

³The Collage of Information Science and Technology, Hainan Normal University, Haikou,
China
zypnew@qq.com

**Abstract.** Using a network to manage enterprise office affairs is an important means of improving efficiency of the office management and achieving standardization for the enterprise business. The major technology about using PHP and MySQL to develop an enterprise office management system was illustrated in this paper. The contents including the realization of functional modules were discussed, such as: The foreground web page module used by employees, business management module, design of the database tables and web management technology of administrator. The system has features of full-featured, high-efficiency, advanced technology. The systems provide an important reference platform to help enterprise reduce management costs, improve internal management, and enhance competition in the market for comprehensive competitiveness.

**Keywords:** PHP, enterprise, office management, system design.

# 1 Introduction

This system was the enterprise office management system, with full function and good maneuverability. The system was divided into the foreground use part and background management part. Its main function was to manage enterprise's daily affairs, office data management and maintenance. The foreground part was used by employees, therefore its interface design should mainly be user-friendly operation, beautiful interface, efficient and practical. Background management part was used by the system administrator. The system administrator will complete data management and updates in the system in the background. The system mainly used PHP and MySQL as a development tool, and Apache as a server. The network technology was applied in the enterprise management. It was easy for the employee and enterprise managers to operate or use. It provided the convenient, fast and practical software for the enterprise's daily management.
PHP (Hypertext Preprocessor) is a server scripting language, which is designed specifically for the Web. PHP codes can be embedded in an HTML page, which were executed when the page was accessed in each time [1]. PHP has advantages in many aspects, such as: PHP is very fast, with high performance; PHP are open source software, with a very good development space and scalability, and it can also be effective to make horizontal extension for a large number of servers; PHP can be applied on all major operating systems, and its code can be run without any modification in different systems; PHP supports multiple databases, and it can be connected to any database providing ODBC driver; PHP is free, in which a lot of open source codes are available. If modifying or adding new features to the language, it can be free of charge, therefore the cost of using PHP is low [2]. The unique syntax of PHP is the mixture of C, Java, Perl and PHP own syntax [3].

MySQL is a relational database management system. The relational database is the most common type of database, because of its faster access, and more flexible for data expression. MySQL supports structured query language SQL, so data query is simple and quick. For medium-sized enterprises, MySQL function can be fully met. The advantages of MySQL are its small in size, fast, cross-platform, and open-source. It is especially the feature of the open-source that a lot of free resources can be obtained, which causes many small and medium sized websites to choose MySQL as a database support of website background, in order to reduce the overall cost of the website. MySQL is a true multi-user, multi-threaded SQL database server. MySQL is small and exquisite database server software, which is ideal for small application system [4].

Apache server is an open source Web server of Apache Software Foundation. Apache has a good cross-platform and can run on almost any computer platform widely used.

The system was developed with today's most popular PHP and MySQL softwares. Two functions of the foreground use and background management were considered in this system. The database of this system was built scientifically, and each module function was carefully designed. Furthermore, it was a full-featured office management system, with the nice interface and simple operation, in order to satisfy the demands of all aspects of daily office management.

In the era of information, office collaboration in different place and office business in the business trip were often required for the modern enterprise. The network framework of this system was based on the application mode of a wide area network. Therefore, this system can achieve cross-regional business processing [5]. This was also another utility of the system.

## 2 Study Background

According to the survey, the current many enterprises exist many problems in the office management, such as low office efficiency, big proportion of artificial management, manpower and resource waste, some works still finished in manual, but can be done automatically, etc. Although some companies have bought the office software, the office automation becomes a "stopping, frozen", and office level is still in a backward state due to the backward software version, complicated interface not easy to operate, and poor maneuverability, etc. factors. It was the common desire of
the people, and was also the main target of this system design to develop an office
software with the humanized interface, enterprise office management level
improved, the office efficiency of internal enterprise improved. The choice of
development tools was also considered carefully. At present, there are a lot of
development systems based on Web technology, but the three main kinds of
dynamic technology are PHP, JSP and ASP.NET, etc. [6], each technology has its
own characteristics.

PHP is a completely free, and the source code can be downloaded freely. It is a
development tool favored by a lot of programmers. PHP is a simple, efficient and
dynamic scripting language, with the advantages of cross-platform, powerful
database support [7]. As the PHP is independent on the platform, it can run in a
relatively high safety system platform [8]. Therefore, it has more advantages for
system background construction. PHP (Professional Hypertext Preprocessor)
technology and MySQL database have many advantages. Therefore, they are the
best combination to develop the dynamic website. There are many software
developed using them as a main tool.

PHP outstanding characteristics are fast in performance, a powerful CGI script
language, more efficient to use memory, which can take up less memory consumption.
PHP has good portability, and Web back-end CGI programs written in PHP can be
easily transplanted to different operating systems.

## 3 System Overall Design

The enterprise office management system is an office management system with a
collection of network and computer technology and full functions. It is mainly
composed of two parts of the foreground use and background management. The
overall structure of the system was shown in Figure 1. The use function module block
of the foreground included the notice information, file transfer, attendance, employee
information, salary information, online communication and user registration and other
parts. Background management function module included the section management,
notice management, document management, salary management, online
communication management, employee information management, system
management, attendance management, user management, system management, and
other parts.

<figure><img src="image_3.png" /><figcaption>**Figure 1.** Overall structure of enterprise office management system</figcaption></figure>
## 3.1 Foreground function design of the system

The notice information modules in the foreground function of the enterprise office management system can complete the notice query, notice release and news alerts, and other functions. The file transfer module can complete the file upload, file access and file deletion, etc. Functions. The employee information module can complete staff recruitment, information inquiry, staff training, and other functions. The business attendance module can complete the functions such as employee attendance, leave management and attendance report. The salary information module can complete the salary query, report and printing, etc. the online communication module can complete the user login and online communication, etc. The user registration module can complete the registration information, account setting and user logged off, etc. The foreground module of the system is the interface used by common users, and the access to the system was restricted. The foreground use function module of the enterprise office management system was shown in Figure 2.

<figure><img src="image_4.png" /><figcaption>**Figure 2.** The Function module of foreground use of enterprise office management system</figcaption></figure>

## 3.2 Background function design of the system

The background function in the enterprise office management system included all data information management involved in foreground functions, such as documents, employees, salary, and etc. information management. In addition, the section information management and system management were included. The management to the section can include the query, add, delete and modify, etc. to section information. The management work of the system background should be done by the system administrator. The system administrator was conferred the management function of the system, therefore, his access right was bigger than that of normal users. The background management function module in the enterprise office management system was shown in Figure 3.
<figure><img src="image_5.png" /><figcaption>**Figure 3.** Background management function module of enterprise office management system</figcaption></figure>

## 4 Design of the System Data Tables

The development and implementation of the enterprise office management system involves the analysis and design to the database and database tables, including the design of the data entities, attributes, entity relation, etc. Two kinds of operation permissions users were designed in this system: common users and administrators. According to the permission categories, the operating range for different users was limited [9]. System mainly involves the table structure design, the establishment of the link between tables, the establishment of the records in the table, etc. in the relational model. There were 31 table files involved in the database of the system. The structure of each table file table was carefully designed. On the premise of minimum redundancy guaranteed, links between tables were established scientifically to improve the efficiency of system running time, and take up less storage space. The table structure of employee basic information table (employee), department information table(dept), the announcement information table(notice), staff attendance sheet(sign), users of the system table(sysuser) and file information table (file) were given here, as shown in table 1 to table 6. The other table files involved in the system will not be illustrated here.

<table><caption>**Table 1.** Staff basic information table (employee)</caption><thead><tr><td>Field name</td><td>Data type</td><td>Length</td><td>Whether primary key</td><td>Description</td></tr></thead><tbody><tr><td>emplid</td><td>varchar</td><td>6</td><td>Yes</td><td>Working ID</td></tr><tr><td>name</td><td>varchar</td><td>16</td><td>No</td><td>Name</td></tr><tr><td>sex</td><td>varchar</td><td>6</td><td>No</td><td>Gender</td></tr><tr><td>age</td><td>int</td><td>4</td><td>No</td><td>Age</td></tr><tr><td>birthday</td><td>datetime</td><td>8</td><td>No</td><td>Date of birth</td></tr><tr><td>Birthplace</td><td>varchar</td><td>20</td><td>No</td><td>Native place</td></tr><tr><td>nation</td><td>varchar</td><td>16</td><td>No</td><td>nationality</td></tr><tr><td>maristatus</td><td>varchar</td><td>4</td><td>No</td><td>Marital status</td></tr><tr><td>eduback</td><td>varchar</td><td>20</td><td>No</td><td>Education background</td></tr></tbody></table>
<table><caption>**Table 2.** Sector information table (dept)</caption><tr><td>degree</td><td>varchar</td><td>12</td><td>No</td><td>Degree</td></tr><tr><td>eduschool</td><td>varchar</td><td>30</td><td>No</td><td>School of<br>graduation</td></tr><tr><td>title</td><td>varchar</td><td>10</td><td>No</td><td>title of a<br>technical post</td></tr><tr><td>position</td><td>varchar</td><td>20</td><td>No</td><td>Duty</td></tr><tr><td>wage</td><td>money</td><td>8</td><td>No</td><td>Basic salary</td></tr><tr><td>dept</td><td>varchar</td><td>30</td><td>No</td><td>Section</td></tr><tr><td>tel</td><td>varchar</td><td>20</td><td>No</td><td>Phone</td></tr><tr><td>address</td><td>varchar</td><td>80</td><td>No</td><td>Address</td></tr><tr><td>email</td><td>varchar</td><td>50</td><td>No</td><td>E-mail</td></tr><tr><td>onlinesta</td><td>varchar</td><td>4</td><td>No</td><td>Online status</td></tr><tr><td>image</td><td>Text</td><td>20</td><td>No</td><td>Photo path</td></tr></table>

<table><caption>**Table 3.** Notice information table (notice)</caption><thead><tr><td>Field name</td><td>Data types</td><td>Length</td><td>primary key or not</td><td>Description</td></tr></thead><tbody><tr><td>deptid</td><td>varchar</td><td>4</td><td>yes</td><td>Sector ID</td></tr><tr><td>deptname</td><td>varchar</td><td>30</td><td>No</td><td>Sector name</td></tr><tr><td>memo</td><td>Text</td><td>50</td><td>No</td><td>Sector description</td></tr></tbody></table>

<table><caption>**Table 4.** Attendance table (sign)</caption><thead><tr><td>Field name</td><td>Data types</td><td>Length</td><td>primary key or not</td><td>Description</td></tr></thead><tbody><tr><td>noticeid</td><td>varchar</td><td>6</td><td>yes</td><td>Notice ID</td></tr><tr><td>noticetitle</td><td>varchar</td><td>40</td><td>No</td><td>Notice title</td></tr><tr><td>noticetime</td><td>datetime</td><td>8</td><td>No</td><td>Notice time</td></tr><tr><td>noticeperson</td><td>varchar</td><td>20</td><td>No</td><td>Notice peopole</td></tr><tr><td>noticecontent</td><td>Text</td><td>50</td><td>No</td><td>Notice contents</td></tr></tbody></table>

<table><thead><tr><td>Field name</td><td>Data types</td><td>Length</td><td>primary key or not</td><td>Description</td></tr></thead><tbody><tr><td>signid</td><td>varchar</td><td>6</td><td>yes</td><td>ID</td></tr><tr><td>datetime</td><td>datetime</td><td>8</td><td>No</td><td>Date and time</td></tr><tr><td>employee Name</td><td>varchar</td><td>20</td><td>No</td><td>Employee Name</td></tr><tr><td>late</td><td>varchar</td><td>4</td><td>No</td><td>Late or not</td></tr></tbody></table>
<table><caption>**Table 5.** System user table (sysuser)</caption><tr><td>quit</td><td>varchar</td><td>4</td><td>No</td><td>Leave early or not</td></tr></table>

<table><caption>**Table 6.** File information table (file)</caption><thead><tr><td>Field name</td><td>Data types</td><td>Length</td><td>primary key or not</td><td>Description</td></tr></thead><tbody><tr><td>userid</td><td>varchar</td><td>6</td><td>yes</td><td>ID</td></tr><tr><td>username</td><td>varchar</td><td>20</td><td>No</td><td>User name</td></tr><tr><td>userpwd</td><td>varchar</td><td>20</td><td>No</td><td>User password</td></tr><tr><td>logintime</td><td>datetime</td><td>8</td><td>No</td><td>Login Time System</td></tr><tr><td>system</td><td>varchar</td><td>4</td><td>No</td><td>Administrator or not</td></tr><tr><td>sign</td><td>varchar</td><td>4</td><td>No</td><td>Online Logo</td></tr></tbody></table>

<table><thead><tr><td>Field name</td><td>Data type</td><td>Length</td><td>Whether primary key</td><td>Description</td></tr></thead><tbody><tr><td>fileID</td><td>int</td><td>4</td><td>yes</td><td>File ID</td></tr><tr><td>filename</td><td>varchar</td><td>30</td><td>no</td><td>File name</td></tr><tr><td>fileSender</td><td>varchar</td><td>20</td><td>no</td><td>Delivery man</td></tr><tr><td>filereceiver</td><td>varchar</td><td>20</td><td>no</td><td>Recipient</td></tr><tr><td>fileTitle</td><td>varchar</td><td>50</td><td>no</td><td>File header</td></tr><tr><td>fileTime</td><td>datetime</td><td>8</td><td>no</td><td>Delivery time</td></tr><tr><td>fileContent</td><td>Text</td><td>30</td><td>no</td><td>File discription</td></tr><tr><td>path</td><td>varchar</td><td>100</td><td>no</td><td>File path</td></tr><tr><td>recsta</td><td>varchar</td><td>10</td><td>no</td><td>Receiving state</td></tr></tbody></table>

The relation among the data tables in the system database was more complex, and more table files were involved, such that the employee information management involves the operation and run of many table. Its link establishment must be accurate to reduce the redundancy of database. Only when created, stored procedure was compiled. Afterwards, recompiling was not needed whenever executing the stored procedure. Therefore, the efficiency of database access can be improved when using the stored procedure [10].
# 5 Introduction to the System Realization Technology

In the PHP programm, there was a common inc.php file, in which some constants, configuration files, path of the session, host information, database information, global function, etc. were stored to ensure important information needed for the program at runtime [11]. In the development system, constants were defined and "$magic_QUOTES = get_magic_QUOTES_gpc ()" was used in order to increase the readability of the code and ease use. The automatic escape function was shut down, and self-defining functions escape was used. The database encoding and references to the parameters configuration page were completed by the program, therefore, the modularization of the program was realized, which is easy for maintenance and modification in the future.

The development of this system also involves image processing, encoding and decoding, compressed file processing, XML parsing, identity authentication of HTTP, POP3, SNMP, database processing, network interface application, security coding mechanism, and other functions. Using PHP + MySQL technology can solve these above problems well. API function supplied in MySQL in PHP can be used to operate the database. The database management, maintenance, and data retrieval and other various operations can be completed through the MySQL function library.

Much more module designs were involved in the system development, of which each module had personalized design in the design process. Such as: the main function of the background page design in the employee information management was to achieve the management and maintenance to the enterprise staff information, therefore, ordinary users can query, but can't modify. Only admin can modify operations. Next example: file transfer management page design was to save files uploaded and downloaded to the server. The path of transferring files in the server was saved to the database for the receiver to download again. All employees had permission to upload and download files. Online communication design was a complex link, because it was a web page on which the enterprise employee can transfer information online, make real-time communication, with more services demanded in the Web service, stronger required to the interactivity and instantaneity [12]. The attendance management page design was an important means for the enterprise to manage staff. It included signing in, signing out, taking a vacation, attendance statistics, etc. functions, which were used to compare and appraise staff. They were main indicators for the enterprise to evaluate staff performance. The design of the user password Settings page involves two levels of ordinary users and administrators super users. The user password settings page was for enterprise employees to reset the password, in order to ensure the safety of employees account. All employees in the enterprise can reset personal password, but the admin user had permissions to modify any employee's passwords. Employee salary management is an important part of the function, therefore, not only the real-time update should be considered, but also the security and confidentiality of data should be considered.

In short, a variety of different design technology, from hardware to software, was involved in the development and design process of the whole system, therefore, not
only the development of the system should be completed well, but also the later
system maintenance work should be considered.

6 Discussion and Implication

Today's advanced PHP + MySQL development tools were adopted in a PHP-based
enterprise office management system. The system provided more comprehensive
management functions, which enables the administrator and ordinary users to operate
and manage conveniently. It is a relatively ideal office management platform of the
enterprise. The system improves the work efficiency of the office management,
reduces the waste of resources, and gets rid of the nuisance manual operation. The
deficiency is that the system running speed will be slow down while the video
function of online communication was used, and user's personalized printing function
remains to be perfect. These will be further improved in the follow-up development
process of the system.

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