PAYROLL MANAGEMENT SYSTEM
By [BHAVIK PATEL 06-CEG-31] [BHAVIN PATEL 06-CEG-27]
DEPARTMENT OF COMPUTER ENGINEERING SVIT, Vasad 388306 SARDAR VALLABHABHAI PATEL INSTITUTE OF TECHNOLOGY VASAD- 388306 DEPARTMENT OF COMPUTER ENGINEERING
CERTIFICATE This This is to cert certif ify y that that the the proj projec ectt enti entitl tled ed “PAYROLL MANAGMENT SYSTEM” has
been carried out by BHAVIK PATEL(06-CEG31) and BHAVIN PATEL(06-CEG-27) under my guidance in partial fulfillment of the degree of Bach achelo elor of Engi Engine neeering ring in Comp Comput uter er Engineering of Gujarat University, Ahemdabad the academic year 2008-2009. To the best of my know knowle ledg dgee and and beli belief ef this this work work has has not not been submitted elsewhere for the award of any other degree.
Mrs. Neha Soni
Internal Guide of the Department Prof. B. J. Talati Comp. Engg. Dept.
Head
PAGE INDEX
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TOPIC INTRODUCTION TO PROJECT/SYSTEM 1. 1 DOMAIN DE DESCRIPTION 1. 2 OBJECTIVES 1. 3 LIMITATIONS OF EXISTING SYSTEM FEASIBILITY ANALYSIS 2. 1 TECHNICAL FE FEASIBILITY 2. 2 OPERATIONAL FEASIBILITY 2. 3 ECONOMIC FEASIBILITY 2. 4 SCHEDULE FEASIBILITY DEVELOPMENT MODEL PROJECT PLAN 4. 1 TIMELINE CHART REQUIREMENT STUDY/ANALYSIS 5. 1 SYSTEM REQUIREMENTS 5.1.1 FUNCTIONAL REQUIREMENT 5.1.2 NON-FUNCTIONAL REQUIREMENT 5. 2 USER REQUIREMENTS AND USE CASES SYSTEM DESIGN 6. 1 DESIGN METHODOLOGY 6. 2 ACTIVITY DIAGRAM 6. 3 SEQUENCE DIAGRAM 6. 4 STATE CHART DIAGRAM 6. 5 E-R DIAGRAM 6. 6 DATA FLOW DIAGRAM STANDARD USED FOR CODING TESTING IMPLEMENTATION SCOPE FOR FUTURE ENHANCEMENT ANNEXURE GLOSSARY
BIBLIOGRAPHY
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FIGURE INDEX
FIGURE 1 2 3 4
ACTIVITY DIAGRAM SEQUENCE DIAGRAM E-R DIAGRAM DATA FLOW DIAGRAM
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PREFACE
It gives us great pleasure in placing in the hands of our esteemed Faculties this individual report, which, we believe, will go through the documentation of the project work done by us. The objective of this report is to provide both a conceptual understanding of the system as well as working guide. Surely no other Science as Computer Science is proven as the driving force of the Nation. Computer Science not only decides the present but also the future. The need for software development today is a competence in a G.U.I based front-end tool as far as the database programming is concerned. A typical scenario today involves an application consisting of a visual front end for presenting data and reporting options to the enterprise users, and a connection to a database for piping data to controls such as text boxes, tables, and list boxes. These applications typically feature reporting functions to provide documentation to teachers and administrative. As a student of B. E. (3rd Year) when we acquire all the theoretical knowledge, it is both necessary and advisable to acquaint the students with the real situation through, well planned project in relevant fields. Using all the theoretical knowledge and applying into the real application we learns to develop efficient real world application at the time of project training. So, the project training is very important for the student for selfdevelopment and self-confident. Also student learns organizational structure, rules and regulations and management in a real sense, which helps student to get discipline in all aspects of life. Aimed for providing the reader with easier and in-depth knowledge of all the basic as well as important aspects related to the systems having the functionality's of there
respective fields in form of report. The report contains the literature of almost all the things, which I have gone through from the point of view of any system development life cycle.
ACKNOWLEDGEMENT With great enthusiasm I present this project carried out as a part of Computer semester VI. I would like to take this opportunity to express my hearty thanks to all those who have guided, advised, inspired & supported me during the project work. This project work is an integrated effort of all those persons concerned, without whose co-operation and effective guidance I couldn’t have achieved its completion First I would like to thank for giving me the opportunity to work on this project. I would like to thank my faculty Mrs. Neha Soni for always assisting and helping me in compilation of the project work successfully. I am very grateful to I would also like to thank my head of the department Mrs. Bijal Talati for constantly sharing his knowledge and experience with me throughout the project work. I am very grateful to all others whose names might not appear in this formal acknowledgement but the sense of gratitude will always remain in my heart for them.
1.INTRODUCTION TO PROJECT 1.1 Domain Description Industry employs full-time and casual (contractual) academics. Employees in the Personnel Department will use the system to maintain employee information, manage leave, and make payments to the academics every fortnight. The Payroll system can add new employees and delete employees. It can manage annual and long-service leave as well as record any sick leave. The system must pay each academic the correct amount, on time, and by the payment method requested by an academic. Employees in the Personnel Department will access system via a Windows-based desktop interface. However, the system will also provide a web-based access (called Academic Kiosk)to full-time academics to view their payment details, leave balances, and personal information. Some of this information, such as personal details and payment method, can be updated by academics using the web-based interface. The Payroll system verifies if the total hours worked so far do not exceed the number of hours agreed in the contract. The contract information is maintained by another system called Contracts Management, however the Payroll system stores basic information about contracts, in particular hourly rate for each contract. The industry deducts standard tax rates from payments made to full-time academics. Casual academics can request receiving payment notifications by mail or by email. Fulltime academics employees do not receive payment notifications but they can use Academic Kiosk to query the system about fortnightly payments, total salaries received year-to-date, tax and other deductions, leave balances, etc. As mentioned, Academic Kiosk can be used to modify personal details and payment method.
The academics can choose the payment method. The payments can be mailed (as bank cheques) to academics to the postal address of their choice. Alternatively, the payments can be directly deposited into an academic’s bank account.
1.2 Objectives Employees are the backbone of any company; their management pays a major role in deciding the success of the organization. Employee information management helps in deciding the future management needs and any changes that has to be made for greater productivity. It keeps the records of the functions performed by the individual employee playing a vital role at the time of performance appraisal. Employee management software can carry out many functions like employee data analysis, employee monitoring, centralized employee database, management of the time sheet, etc.
The usage of payroll management system would ultimately reduce the overall management costs thus ensuring greater profits and reduced burdens. The system is very easy to use and can adjust into any business frame.
1.3 Limitations of the existing system
The institute doesn’t have any software application which maintains data of the employees. The record keeping is done manually. This leads to great difficulty when certain needs arrive of looking into employees’ past data.
The institute uses a payroll application which has limited features and doesn’t work efficiently and effectively. It doesn’t fulfill many requirement of the administrative department. The application just keeps very trivial information of the employees and doesn’t facilitate with any kind of analytical ability.
2.FEASIBILITY ANALYSIS
We have analyzed the feasibility of the system in terms of following spans: 1. Technical Feasibility 2. Operational Feasibility 3. Economical Feasibility 4. Scheduled Feasibility
2.1 Technical Feasibility: The development process of Payroll Management System
would be advantageous to the organization because we would make use of only the currently available resources of the organization. All the tools needed for the development are already available with the organization and the organization does not have to acquire any new resources. The technical feasibility is also attributed to the fact that the system does not make use of any additional or external third party components which can lead to increased load on the system.
2.2 Operational Feasibility: The Payroll Management System is intended to provide a
very user-friendly and easy to use interface which is beneficial for both the visitors as well as the operators who help in providing support for the system. This system would also be easily acceptable among the visitor and administrator, as there is no need of any special skill set for using the application. This system also benefits the users as they do not have to download anything on their terminals increasing their efficiency and ease of use.
2.3 Economic Feasibility: The Payroll Management System has a very low
development cost. The low cost is attributed to the usage of the existing resources of the organization. As the website is very user friendly and easy to use, there is no need to provide special training to the users of the website, thus saving valuable time and money.
2.4 Scheduled feasibility: Projects are always given deadlines. Every project is
completed in a specific duration. I was the only working on the project and I had the project duration of four months only. So i have tried our level best to fulfill each and every requirement. I had to complete the project in time and if it is not possible to complete the software in time then I would try our best to fulfill client requirements.
3.DEVELOPMENT MODEL The Payroll Management System is a database software application which is developed using a waterfall software developing model.
The waterfall model is a popular version of the systems development life cycle model for software engineering. Often considered the classic approach to the systems development life cycle, the waterfall model describes a development method that is linear and sequential. Waterfall development has distinct goals for each phase of development. Imagine a waterfall on the cliff of a steep mountain. Once the water has flowed over the edge of the cliff and has begun its journey down the side of the mountain, it cannot turn back. It is the same with waterfall development. Once a phase of development is completed, the development proceeds to the next phase and there is no turning back.
The advantage of waterfall development is that it allows for departmentalization and managerial control. A schedule can be set with deadlines for each stage of development and a product can proceed through the development process like a car in a carwash, and theoretically, be delivered on time. Development moves from concept, through design, implementation, testing, installation, troubleshooting, and ends up at operation and maintenance. Each phase of development proceeds in strict order, without any overlapping or iterative steps.
The disadvantage of waterfall development is that it does not allow for much reflection or revision. Once an application is in the testing stage, it is very difficult to go back and change something that was not well-thought out in the concept stage. Alternatives to the waterfall model include joint application development (JAD), rapid application development (RAD), synch and stabilize, build an d fix, and the spiral model. To follow the waterfall model, one proceeds from one phase to the next in a purely sequential manner. For example, one first completes requirements specification, which are set in stone. When the requirements are fully completed, one proceeds to design. The software in question is designed and a blueprint is drawn for implementers (coders) to follow — this design should be a plan for implementing the requirements given. When the design is fully completed, an implementation of that design is made by coders. Towards the later stages of this implementation phase, separate software components produced are combined to introduce new functionality and remove errors.
Thus the waterfall model maintains that one should move to a phase only when its preceding phase is completed and perfected. However, there are various modified waterfall models (including Royce's final model) that may include slight or major variations upon this process.
System Engineering Analysis
Design Code Testing Maintenance
4.PROJECT PLAN 4.1 TIME LINE CHART month task
january
february
march
april
1/1 8/1 15/1 22/ 5/2 12/2 19/2 26/2 5/3 12/3 19/3 26/3 2/4 9/4 16/
DOMAIN DISCRIPTION REQUIREMENT ANALYSIS DESIGN CODING TESTING DOCUMENTATION
4.2 TEAM ORGANISATION There are three types of team organizations: 1. DD: Democratic Decentralized 2. CD: Control Decentralized 3. CC: Control Centralized For our project the team organization is Control Decentralized because here we are having the lecturers as our guide. The problems are being recognized by them and are solved by us.
The software project team for
“Payroll Management System” consists of 2
member: Bhavin Patel and Bhavik Patel (S.V.I.T. – Computer department) The project was undertaken under the guidance of Mrs.Neha Soni, Mr. Milin Patel And Ms. Jignya Seth.
5.REQUIREMENT ANALYSIS Nowadays, the world is moving at a lightening swiftness and so is computer field. It is advancing each and every day. Initially the work of project management was done manually and the data was kept in files but now the technology is such that each employee who is part of project management team has all the projects, their phases, reports all at hand. Due to which user can quickly know regarding the status of any project and its progress. Such is the technology which is increasing at a very fast pace. This system has been made so, that user can work faster and in a much better environment.
5.1 SYSTEM REQUIREMENTS
FUNCTIONAL REQUIREMENTS:
Function 1: Administration of the Application Function Purpose and Priority
Administrator can create new roles/rights/users and edit the existing roles/rights/users. Function Inputs
Create User: - User name, Full Name, Password.
Create Rights :- Give rights to the user Function Operations
Create User: - The admin fills the information about the user and selects rights to be given to the user clicks on the “Save” button. Function Outputs
Create User: - New user is created and assigned to the selected rights and then added in the database. Edit User: - Changes made to the user information are saved.
Function 2: Manage Employee Data
Function Purpose and Priority
It stores detailed employee profile including his/her personal information, qualification profile, experience profile and basic salary information. Function Inputs
Personal Details : Name , Address , Contact , Date of Birth , Sex etc. Qualification Profile : Qualification , Grade , Passing Year , Institute. Experience Profile : Worked As, Nos. Working Years, Working Category Basic Salary Information : Designation , Department , Scale , Date of Joining, Applicable allowances and deduction and bank information etc. Function Operations
The employee details can be added , edited and deleted by the users who have enough authority for the functions. Function Outputs
The user authentication is checked against the operation used by the user. If user is not allowed to access the asked operation he/she is reported by the application
Function 3: Designation History
Function Purpose and Priority
The past data of the employee designation and his/her progress throughout career is maintained. Function Inputs
Designation, Type, Date of Joining, Reason for new designation etc. Function Operations
The user fills the input details save. Function Outputs
The current designation is upgraded. New scale is assigned and joining date , month of increment is changed.
Function 4: Increment and Incentive Detail
Function Purpose and Priority
The functions allows to keep track of the increments/incentives given to the employee. Function Inputs
Date, Nos of increment/incentives, Reason. Function Operations
The user can add increment/incentives records. Function Outputs
The current basic is upgraded according to the given increment/incentives based on the employee’s scales.
Function 5: Scale Prediction
Function Purpose and Priority
This is the analytical tool which allows to generated data showing the normal progress of any employee in future
Function Inputs
Selects employee , Starting Date ( Joining date , Current date) , Ending date, The years after which the scales should be upgraded. Function Operations
Generates the data including year and basic of the employee according to the given inputs. Function Outputs
Shows graphical view of the generated prediction.
NON-FUNCTIONAL REQUIREMENTS: Hardware Requirements : 233 MHz Pentium processor or other compatible Intel Chipset Motherboard 512 MB SD-RAM 4 GB hard disk
Software Requirements : 1) Operating System -Windows 98 onwards 2) Application Software –Microsoft Visual Basic 6.0 3) Database Tool – Oracle
5.2 USE-CASE DIAGRAM: USER
Login
Registration Process Selection of different Categories
Diff. Depat
ADMINISTRATOR
View the Time & Date for Joinig
EMPLOYEE
View Reports
Exit
6.System Design 6.1 DESIGN METHODOLOGY The method that we have used for designing this system is “Structural Design”. In the structure-oriented approach, the problem is viewed as a sequence of things to be done. A number of functions are written to accomplish these tasks. The primary focus is on functions.
A typical program structure for structural programming is as follows:
Main Program
Function – 1
Function – 2
Function – 4
Function – 6
Function – 3
Function - 5
Function – 7
Function – 8
In a multi-function program, many important data items are placed as global so that they may be accessed by all the functions. Each function may have its own local data. Global data are more vulnerable to an inadvertent change by a function. This provides an opportunity for bugs to creep in. Another serious drawback with the structural approach is that it does not model real world problems very well. Along with the disadvantages the structural design has various advantageous features, which encouraged us to use the structural approach. Some of the striking features that encouraged us for using structural design are: 1. 2. 3. 4. 5. 6.
Emphasis is on doing things (algorithms). Large programs are divided into smaller programs known as functions. Most of the functions share global data. Data move openly around the system from functions to function. Functions transform data from one form to another. Employs top-down approach in program design.
6.2 ACTIVITY DIAGRAM MAIN FLOW
Diagrams For Each Operation : 1) Add Employee:
Check Access
[Not Allowed]
Return Error Message
[Allowed]
Add Employee Record
Return Success Message
2)Delete Employee:
Check Access
[Not Allowed]
Return Error Message
[Allowed]
Return Success Message
Delete Employee Record
3)Update Employee: Check Access
[Not Allowed]
Return Error Message
[Allowed]
Update Employee Record
Return Success Message
6.3 SEQUENCE DIAGRAM A sequence diagram in Unified Modelling Language (UML) is a kind of interaction diagram that shows how processes operate with one another and in what order. It is a construct of a Message Sequence Chart. Sequence diagrams are sometimes called Event-trace diagrams, event scenarios, and timing diagrams.
USER
USER DB
SERVER
Enter password
Verify password
Open admin screen
Password OK
User Functions Verify functions
Acknowledge functions
Perform functions
Display result
6.4 STSTE CHART DIAGRAM A state diagram is a type of diagram used to describe the behavior of systems. State diagrams require that the system described is composed of a finite number of states.State diagrams can describe the possible states of an object as events occur. Each diagram usually represents objects of a single class and track the different states of its objects through the system. machines
State diagrams can be used to graphically represent finite state
Login
Employee Data
Incentive/Increment
6.5 E-R DIAGRAM
Authentication
Backup/Restore
Scale Prediction
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CONTROL TYPE Checkbox
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Combo box,dropdown list box Command button Common Dialog Control Directory listbox Drive listbox Form Image Horizontal scroll bar Image combo Image list Label Line List box List view Menu Option button Picture box Rich text box Shape Timer Textbox Toolbar Treeview Vertical scroll bar
Cmb Cmd Dlg Ctr Dir Drv Frm Img Hsb Imgcbo Ils Lbl Lin Lst Lvw Mnu Opt Pic Rtf Shp Tmr Txt Tlb Tre Vsb
8.TESTING •
Testing plan is one of the modules of the system analysis and the design, which has greater importance. After system is ready it should go for testing. Testing is one of the critical phases. The system Developer has to undergo and which one should not avoid before final system implementation.
If testing is conducted successfully, it will never cover errors in the software.
•
Secondly, testing demonstrates that software functions appear to be working according to specification and that performance requirements appear to have been met. In addition, data collected as testing is conducted provides a good indication of software reliability and some indication of software quality as a whole. But there is one thing that testing cannot do: Testing cannot show the absence of defects, it can only show that software errors
•
are present. Testing should be planned before testing begins. Test planning can begin as soon as the coding phase is complete. During system testing the system is used experimentally to ensure that software
•
does not fail special test data are input and result examined and likewise corrections are done.
VARIOUS TESTING METHODS ARE:
•
Unit Testing
•
Integration Testing
•
System Testing
•
Acceptance Testing
Unit Testing Integration Testing System Testing Acceptance Testing
•
In Unit Testing, we tested individual components like each controls for their validations to ensure that they operate correctly.
•
The next level is called Integration Testing. In this many unit tested modules are combined into subsystems, which are then tested. The goal here is to see if the modules can be integrated properly. This testing activity can be considered testing the design.
•
In System Testing, we tested whether system elements have been properly integrated and perform allocated functions to detect the errors that may result from unanticipated interactions between sub-system and system components.
•
Finally, in Acceptance Testing, we tested whether the system is accepted for operational use or not.
In this employee management system I have used unit testing & integration Testing
TEST CASES:
Following test cases were carried out: Test Description: Testing for Login Module Action To Be Performed Expected Result Case 1: To Login Into Application
Double Click on the user.
Checks remember my name Check box
If username is valid then ask Checked and OK for password If it is checked already directly jump to password page.
Test Description: Testing for Authentication Module Action To Be Performed Expected Result Case 1: Operate functions in the Employee Form
Click on the function(e.g Add,Edit,Delete,Search).
Actual Result
Checked and OK
Actual Result
If the user have enough rights to perform function Take further action Checked and OK If user doesn’t assigned the rights to perform particular function show error message
Case 2: Change user rights
Click on the user menu
If the user is administrator then allow him to change user rights and information.
Checked and OK
If the user is encoder the menu should be disabled
Selects user
Display all the information of the selected user.
Checked and OK
Change user information
Update rights of the selected user.
Checked and OK
Test Description: Testing for Scale Prediction Module Action To Be Performed Expected Result
Enter inputs(Start Year,Ending Year,Scale change yrs)
Checks if the ending year is valid.If not then shows error.
Actual Result
Checked and OK
Checks if the selected employee is regular typed. Click Generate Scale
If not then show error message.
Checked and OK
If yes then generate scale records Test Description: Testing for Backup Restore Module Case 1: Backup Database Action To Be Performed Expected Result
Click on Database utility menu
Checks if the the user is allowed to take backup
Actual Result
Checked and OK
If not then show error message. Selects backup directory
Show directory viewer Copy database on the choosen Directory
Checked and OK
Click on start backup
Save log into database
Checked and OK
Show error report is file is not copied correctly Case 2: Restore Database
Click on Database utility menu
Checks if the the user is allowed to restore
Checked and OK
If not then show error message. Selects any previously taken Backup from log
Restore the database to the original path If there is something wrong
Checked and OK
with restoration show error message
9.IMPLEMENTATION
When a new system needs to be implemented in an organization, there are three different ways to adopt this new system: The big bang adoption, phased adoption and parallel adoption. •
Parallel adoption: The old and the new system are running parallel, so all the users can get used to the new system, and meanwhile do their work using the old system.
•
Phased adoption :The adoption will happen in several phases, so after each phase the system is a little nearer to be fully adopted.
•
Big bang adoption: The switch between using the old system and using the new system happens at one single date, the so called instant changeover of the system. Everybody starts to use the new system at the same date and the old system will not be used anymore from that moment on. Since our system is completely independent from the existing system and makes no
use of the existing system, the implementation method used is the Big Bang Adoption. User documentation does not need to be updated during the implementation process, because it happens in such a short period. There are no special interfaces needed to be able to get used to the new system, because the new system is all there is.
10.SCOPE OF THE FURTHER ENHANCEMENT
This application can be further enhanced to cover each aspect of the institutes. Employee management system will be extended towards a complete management package for the institute. It will really help to manage and organize the employees’ detail very efficiently and effectively. The application will prove itself as a powerful tool which enhance the working power of the administration department and can help in improving overall management of the institute.
The following are some of the important enhancement that can take place into the current working software application :
1) This includes management of employees salary , leave status and each kind of financial features which helps the institute as a financial tool. 2) In Our System an Administor easily Modify and Update the any Emplyee’s information. 3) Easily add new user in database.
ANNEXURE Process: A process done in the system is denoted by this symbol. For example prepare
1.
attendance report, pay slip, etc.
2.
External entity: A source or destination of data which is external to the system.
3.
A data flow: it is packet or data. It may be in the form of document or letter.
4.
Data store: Any store data but with no reference to the physical method of storing.
5.
Multiplicity: Use to represent one to many relationship between the entities
* 6.
Association: It represents the relationship between the entities
7.
State: It represents current state of system that is being designed.
GLOSSARY This part shows the terms used in my project.
Data Flow Diagram: a means of representing a system at any level of detail with a
graphic network of symbols showing data flows, data stores, data processes, and data sources/destination.
Data Table: the connection between the output of one object or process and The
Input to another.
Function: it describe in the statement of scope are evaluated and in some Cases
refined to provide more detail prior to the beginning of estimation.
Performance: Performance is measured by processing speed, response time, resource
consumption, throughput and efficiency.
Process: something that transfers the data value. It processes input d ata and generates
Requirement analysis: requirement analysis categorizes requirement and
organizes them into related subsets.
Requirement specification: it is the final work product produced by the system and
requirements engineer.
System: an organized collection of components that interact with each other.
System Design: the first stage of design, during which high-level decisions
are made about the overall structure of the system.
