PAYROLL MANAGEMENT SYSTEM 1.

INTRODUCTION
Definition: Payroll management system is important for payroll transaction. It is also equipped with the attendance/leave system that keeps log of each employee in the organization, it help them to track each employee attendance, based on this we can generate the salary. The software built to generate individual pay slip and summary of the payroll. It also has option to generate the report for Provident Fund and ESI. It reduces the manual work and replaces it with the more efficient timely processing of the salaries. Payroll management system also has the mechanism of keeping employee data , backup as well as history record for timely processing.

2. OBJECTIVE To eliminate manual system

The payroll system will help to reduce man-hours per job and reduce the risk of lost information. To provide support of efficient Payroll system It will help the payroll administrator to manage employee salary and increase work performance To provide automatic salary calculation It will automatically calculate overtime, allowances and deduction according to the data entered by the administrator. To improve time efficiency User can retrieve and view the record of employee detail by allowing searching capabilities and make the report. To provide user-friendly environment and paperless It will be more user friendly as windows based application. The system will eliminate time consuming and potentially inaccurate hand-written notes. To improve performance The payroll managers work performance will be improved and digitized way is less time consuming. To provide shorter time of retrieval Information retrieval will be much faster compared to manual retrieval

3. SYSTEM ANALYSIS

STAKEHOLDERS: Employees more transactional interests, including accuracy of payments and access to personal information. Managers similar to employees but also interested in what the reporting capabilities can tell them about their teams in relation to reward, performance and budget management. HR interests stem from the responsibilities for accurate record-keeping, statutory compliance, and also the training needs of employees in the use of the new software. Accounting & Payroll in-house payroll personnel will feel the most fundamental impact on their working lives as a shift to integrated payroll software both frees them from many manual administrative tasks but also places greater expectations on them. IT depending on the deployment option , IT will raise various technical advisory issues, including hardware/software conflicts, data security, and access. Procurement interests will listen back to the purchasing process and will be primarily procedural and budgetary; i.e. value for money. Customers although there is no direct effect on the end-users of the organizations products or services, any impact on the performance of the above groups can ultimately be felt by the customer and will therefore affect profitability and organizational performance.

ENTITIES 1. Active entities : Payroll Administrator The administrator plays a vital role in the payroll system. The administrator controls the entire database. The net salary calculations are calculated by the administrator itself. The main role of the administrator is to safeguard the database.

Employee/User The users can login/logout the database. She/he can view his/her personal details, monthly pay details, and company details. The user can just view the information whereas he/she could not make changes in the database.

2. Passive entities: Database Computer system

REQUIREMENT GATHERING TECHNIQUES There are many techniques to gather requirements; some of them are listed here. 1. Brainstorming: Used to identify possible solutions to problems, and clarify details of opportunities. Brainstorming casts a wide net, identifying many different possibilities. 2. Document Analysis: In an ideal world, we would even be reviewing therequirements that drove creation of the existing system a starting point for documenting current requirements. Nuggets of information are often buried in existing documents that help us ask questions as part of validating requirement completeness. 3. Focus group: A focus group is a gathering of people who are representative of the users or customers of a product to get feedback. The feedback can be gathered about needs / opportunities / problems to identify requirements, or can be gathered to validate and refine already elicited requirements. 4. Interface Analysis: Reviewing the touch points with other external systems is important to make sure we dontoverlook requirements that arent immediately visible to users. 5. Survey:When collecting information from many people too many to interview with budget and time constraints a survey or questionnaire can be used. The survey can force users to select from choices, rate something (Agree Strongly, Agree), or have open ended questions allowing free-form responses. Survey design is hard questions can bias the respondents. 6. Prototyping: Prototypes can be very effective at gathering feedback. Low fidelity prototypes can be used as an active listening tool. Often, when people cannot articulate a particular need in the abstract, they can quickly assess if a design approach would address the need.

REQUIREMENT ELICITATION It includes ask the customers , the users, and others what the objectives for the system or product are , what is to be accomplished, how the system fits into the needs of the business , and finally how the system is to be used on a day-to-day basis. Some problems are encountered while eliciting the requirements like problems of scope, problems of understanding and problems of volatility. To help overcome these problems, you must approach requirements gathering in an organized manner.

REQUIREMENT SPECIFICATIONS 1. User Requirements Functional requirements The system should record all the details of the employees and administrator. The system should display search results if the user searches for the details in lucid form The system should allow creating an account for new employee The system should assign password to the users The system should have functions to print slip and create reports. The system should keep history record and backup of data. Non-functional requirement
A. Costs

The costs of creating and maintaining a new system are common nonfunctional issues that have an impact on the creation and development of a payroll program. Most firms have budgets, and project costs must be within the budgeting constraints. This means that some of the functional requirements may be too expensive to become reality, while others may be delayed in implementation. Costs of upgrading and maintaining a program must be reasonable, or alternatives must be sought to meet the needs -- such as buying a ready-made system that is 80 percent done, while only 20 percent may need to be customized.

B.

Network Bandwidth

You can have the best payroll program, but unless you have proper bandwidth, the system will not work well. Depending on how many people access the system at the same time and on functions the program offers, it can become a burden to the existing network, slowing down processes to a halt. Bandwidth is different from storage -you may have enough storage in your hard drive, yet the communications between the server and payroll users may not be sufficient. Ensure you document your existing bandwidth and verify if you need to add to it, which could be costly. Note that documentation in itself is considered to be a nonfunctional requirement.

C.

Flexibility

A payroll system must be nimble enough to allow for easy changes. Flexibility is an important nonfunctional requirement of a payroll program. As laws and regulations change, the system must be updated as well. For example, tax withholdings may change from one calendar year to the next, and these items should be modified in the system quickly. Firms may institute new benefits or modify existing ones; the payroll system must allow for these

updates to be made without much fuss. Without a high level of flexibility, the payroll program will become obsolete, and a new one will need to be purchased or created, which is usually not in the plans.

D.

Reliability

Users expect the payroll system to be reliable, a common nonfunctional requirement for most systems. Information entered yesterday in the system should be there today. Accuracy is part of the sense of reliability -- payroll checks and reports must be mathematically correct, including calculations involving cents. Another issue related to reliability is security. Users assume that the system will be secured and the information will be kept safe. A tricky part of security for payroll systems is the process of backup, which should be done often and be extremely secure, not allowing nonauthorized personnel access to the data. You don't want individuals changing data in payroll, creating havoc.

2. System Requirements Hardware Requirements Pentium IV 2GHz and Above 1 GB RAM 15 Color Monitor Keyboard Mouse Software Requirements Operating System Front End Software Back End Software Network Requirements This software work stand alone system as well as network based system. : : : Windows XP Visual Basic 6 MS Access

REQUIREMENT VALIDATION: Requirements validation examines the specification to ensure that all software requirements have been stated unambiguously; that inconsistencies, omissions and errors have been detected and corrected; and that the work products conform to the standards established for the process, the project, and the product. RMS requirements are validated and all are unambiguously stated.

Process model: For our project we have chosen the prototype model A prototype is the sample implementation of the system that shows limited and main functional capabilities of the proposed system. After a prototype is built, it is delivered to the customer for the evaluation. The prototype helps the customer determine how the feature will function in the final software. The customer provides suggestion and improvements on the prototype. The development team implements the suggestion in the new prototype, which is again evaluated by the customer. The process continues until the customer and the development team understands the exact requirement of the proposed system. When the final prototype is developed, the requirement is considered to be frozen. The prototyping approach is used in the requirement gathering and in the analysis phase to capture the exact requirement of the proposed system. After the requirements are frozen, the remaining phases of the development process needs to be executed to complete the development of the software system.

PROJECT PLANNING: Goal is to establish a pragmatic strategy for controlling, tracking, and monitoring a complex technical project Must deal with: Project complexity: has a strong effect but is heavily influenced by past practitioner experience Project size: as size increases the interdependency of elements also grows. Watch out for scope creep (when customers change requirements mid-cycle) The degree of structural uncertainty: the degree to which requirements are solidified and the ease of functional decomposition The purpose of project planning is to ensure that the end result is completed on time, within budget, and exhibits quality.

SCHEDULING: The Schedule connects the scope, work estimates and deadline into a network of SE tasks Must Manage: Parallelism (tasks can be undertaken simultaneously) Dependency (task has an effect on subsequent tasks) TOOLS AND TECHNIQUES: PERT Program Evaluation and Review Technique: Program Evaluation and Review Technique (PERT) AKA Critical Path Method (CPM) is a project scheduling method that determines: o o o o o o o Critical Path (the chain of tasks that determine the duration of the project) Earliest Time that a task can begin if all preceding tasks are completed in the shortest possible time Latest Time for task initiation that will not delay the project Latest and Earliest Finish for the overall project Total Float (the maximum slippage without overall delay)

Work Breakdown Structure (WBS) What has to be done to complete the project All the tasks in the Divide and conquer of the Problem Granularity equals level of WBS First level, high level tasks Second level are those task that complete the first level Very similar to Outline for a paper

Gantt chart :

A Gantt chart provides a graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project A Gantt chart is constructed with a horizontal axis representing the total time span of the project broken down into increments (for example, days, weeks, or months) and a vertical axis representing the tasks that make up the project

SYSTEM DESIGN AND DIAGRAMS: ARCHITECTURAL DESIGN:

From the design picture above, it is clear that the software is meant to accept employee data, i.e., the identification number, name, union membership status and pension plan. It should store these data in a XML file. The software computes the employee payroll depending on the rate and deductions that have been specified for the employee. New employees can always be added to the list of existing employees. There is no limit to the number of employees that the list holds. An employee's data can be modified as well as deleted from the list. Each employee has a link to a pay data in the payroll records module. From the design diagram, we can see that a new payroll data can be added to the employee's list of existing pay data. The payroll calculates the employee's pay depending on the hours worked, the employee's rates and deductions that include pension dues, union membership dues and taxes. Each pay data is stored according to the month and year is calculated.

ABSTRACT SPECIFICATION: Payroll Management system is to provide an option to generate the salary automatically every month. This software also equipped with to enter the attendance of each employee in the organization, it help them to track each employee attendance, based on this we can generate the salary. The software built to generate individual pay slip and summary of the payroll. It also has option to generate the report for Provident Fund and ESI. So they can take the print out of Provident Fund and ESI to submit to the department.

Existing System Presently salary calculation is done manually, it take so much of time to compose salary of all employees. It also takes very long time to make salary slip ready. Due to manual process some time it takes very long time, in turn it delays the salary distribution. This is a big problem to manage when salary is not generated in time. The other main problem is errors, even with double cross check here or there some errors will happen, this again

create large problem. To solve all this organization requires very good software to take care of all these.

Proposed System The proposed software will solve all the problems they are facing now. This software is designed such way that it will generate the salary automatically every month in time. So there not much worries. This software also equipped with to enter the attendance of each employee in the organization, it help them to track each employee attendance, based on this we can generate the salary. The software built to generate individual pay slip and summary of the payroll. It also has option to generate the report for Provident Fund and ESI. So they can take the print out of Provident Fund and ESI to submit to the department.

INTERFACE DESIGN:

This shows general interface design layout of the payroll system it is a generic view. As shown various modules of the payroll system are laid out in the interface to ease the use. It increases simplicity and makes the interface simple. Now from this menu we can select a specific field and the detailed expert view will be shown.

The above class diagram shows various modules in a payroll management system. And how they are linked with each other is also clearly visible. Relationship types are shown and cardinality of the relationships is also mentioned.