DESIGN AND IMPLEMENTATION OF STATE CIVIL

SERVICE PAYROLL ACCOUNTING SYSTEM

(A Case Study of Ondo State Civil Service Commission)
A Proposed B.Sc. Computer Science Research Project
By
ADELEYE OLAJIDE EBENEZER
MATRIC NO: NOU132312170
Introduction

Studies have shown that the workforce of a company is the most important part of any company
irrespective of its size and type of business they are into. Success ratio of a company is highly
influenced by the employee management. Companies who understand the importance of employee
management often use employee management system (EMS).
Companies are challenged daily by the need to manage and integrate data information needs of the
human resources, payroll, and accounting functions using the computerized employee
management system. This has necessitated the need to design and implement an employee
management system for Ondo State Civil Service Commission. The management system will
consist of an application program that communicates with a database which generates several
reports from queries that are issued by the user. It works on the same principle as manual system
only that the computer automates the process, so it is fast and more accurate; there is an assurance
of accurate and updated information in case the need of accessibility of an employee’s data is
required. It would be user friendly with aesthetic user interface design and would be intuitive. This
insures that the user or administrator would spend less time learning the system and hence increase
their efficiency.

Motivation

It has been observed in the Ondo State Civil Service Commission that the way the payroll system
is being managed (employee) using Microsoft Excel Application is not efective. This has been
observed to be inefficient and cumbersome thereby increasing loss time and reducing productivity
and sometimes lead to delay in salary payment due to discrepancies in the calculated figure. It is
the objective of this research work therefore to seek ways to improve the system and make it more
efficient by developing a specific application as mentioned in the introduction.

The followings are some of the identified shortcomings of using excel as a pall roll system

 Inconsistency in data entry, room for errors, mistaking information.

 Large ongoing staff training cost.
 System is dependent on good individuals.
 Reduction in sharing information and customer services.
 Time consuming and costly to produce reports.
  Lack of security of data.
 Duplication of data entry.

The proposed system uses C sharp (C#) programming language to write the code of the payroll
management system

Objective

The main objective of this research is the development of payroll management of the Ondo State
Civil Service Commission.

The designing of payroll system software to produce paychecks for the employees.

a) To handle all collections including deductions and account billings for the employees.

b) To provide access to employee profile.

c) To design and develop a computerized payroll management system

d) To implement the developed system and train end users on how to use the system

Methodology

The methodology focuses on the system structure and interactions. The proposed system is a
payroll system. It is created to be a desktop application or deployed on the web and is aimed at
providing application processing services for an insurance company. The proposed system uses
C sharp (C#) programming language to write the code of the payroll management system

System Requirement Specification

The system requirement specification is a structured document that collects

information which encompasses the requirements of a system. This section would focus
mainly on the functional requirements of the proposed system and these include:
i. The system should be able to validate all user input and respond to exceptions
appropriately.
 ii. The system should enforce the policy of non-multiple users of an account using
standard authentication processes.
iii. The system should allow users to create and maintain staff details and also be able to
delete staff from accessing the system.
iv. The system should allow for secure financial transactions as related to staff payment.
v. The system should be able to track insecure penetrations and prevent unauthorized
intrusions.

The system should also allow users to maintain an online profile.

Design Methodology
The researcher consulted the administration department of the company for which the system
is being developed. This consultation was for the purpose of studying the system in detail to
understand its functionality and requirement in the new system and probably introduce new
features that will establish an improved system. Various tables were designed showing the data to
be captured, the flow chart system for the program was developed. From this flow chart, the
software program for the data capture of each employee was developed and test run in order to
make sure it performs the function for which it was so developed.
The program was therefore critically analyzed and recommendations proffered for future research
and development.

Database Design
The relational database model was used in the design of the database for the EMS application.
According to Lit win P., “The basic idea behind the relational model is that a database
consists of a series of un-ordered tables (or relations) that can be manipulated using non –
procedural operations that return tables”. The benefits of a database that has been designed
according to the relational model are:

1. Data entry, updates and deletions will be efficient.

2. Data retrieval, summarization and reporting will also be efficient.

3. Since the database follows a well – formulated model, it behaves predictably.

4. Since much of the information is stored in the database rather than in the
application, the database is somewhat self – documenting.
 5. Changes to the database schema are easy to make.
Normalization was used to simplify the design of the database in order to bring it to optimum
structure

The calculations are based on the user provided employees details like basic pay, house rent
allowance, loan details and so on. Based on these user inputs the system automatically generates
pay slip, pay bills, all schedules for debit and credit payments

This application will help to calculate the staff Basic, Rent, Transport, Meal, Utility, Civil Service
Allowances automatically. This helps to administer of the financial record of staff salaries, wages,
bonuses, net pay, increment, conveyance, loan and deductions.

The main exiting feature of our application is that it will calculate the monthly salary automatically.
If the salary is payable in the month of any festival, application will automatically add the bonus
amount with the respective employee’s salary.

After every year, system will increment the salary of the employees depending on a predefined
rate or amount. Conveyance is also a part that will add with the salary considering particular
employee’s designation. Our developed system will also cover the loan of employee. If any
employee takes loan from the cooperative societies, the system will automatically deduct the
amount in a specific rate or in amount.

The proposed system uses C sharp (C#) programming language to write the code of the payroll
management system. The base of the proposed system is a database, which stores all the
information peculiar to an employee, this module is designed to automate the process of accounting
matters related to employee salary such as basic, housing allowance, transport, utility allowance
and to manage the payroll of the ministry. The accounting of employee salary related matters is
important as it constitutes the deductions and allowance that are to be made in the salary. The
result obtained from this will be finally reflected in the payroll.

This will basically help the payroll module to be faster and more reliable. The different
components of the payroll such as Senior Staff Club (S.S.C), Contribution etc. will be calculated
by this system. The payroll system will stay up to date with employee gross pay and deductions
(Kritika M. et al, 2015).
Figure 1. Shows the flow chart for the proposed system.

Analyze
current
system

Identify the challenge

Design the system

Develop a system

Test/ok

Stop
References

Kritika Mahajan, Shilpa Shukla, Nitasha Soni, A Review of Computerized Payroll System.
International Journal of Advanced Research in Computer and Communication Engineering Vol.
4, Issue 1, January 2015
Oxford Advanced. Leaners Dicttionary. Seventh Edition.
Poonamdeep Kaur, Dinesh Grover, Computer Based Payroll System Implementation For E-
Governance at Punjab Agricultural University, CSE Dept., Guru Nanak Dev Eng. College,
Ludhiana,International Journal of Engineering Research and Developmente-ISSN: 2278-067X, p-
ISSN : 2278-800X, www.ijerd.comVolume 5, Issue 3 (December 2012), PP. 55-60