MIS 122: DATABASE SYSTEM DEVELOPMENT, SECTION A, D

Employee and Payroll Management System

Process and Data
Group: Overclocked
Jic Lim, Romwel Mina, Mikey Paras, Jason San Diego, Allen Tai 01/30/2009

PROCESS REQUIREMENTS & USER INTERFACE DESIGN Inputs and Outputs Design Specifications Employee and Payroll Management System Screen Specifications I. Narrative Overview Screen: Input New Employee Information Users: Auditor Functions: To take the data in the respective fields and put them into a database. Controls: The numerous textfields are meant for the user to type in specific data indicated by the label. The dropdown menus are mostly used for error-proofing, and are used for the dates and the job position. And the radio buttons are there for simple choosing of choices between gender and marital status. II. Sample Design

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Employee and Payroll Management System Reports Specifications I. Narrative Overview Report: View Employee Information Users: Retailer Description: The dropdown menu shows all the available employee numbers to choose from. Choosing one employee number and clicking on the generate button will generate the employee information in the text area. II. Sample Design

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Employee and Payroll Management System Screen Specifications I. Narrative Overview Screen: Input Employees Deductions Users: Team Leader Functions: Takes down the deductions made by employees and saves them in the database. Controls: The dropdown menus are for the date and employee number error-proofing, while the text field is for the amount the employee deduction is. Clicking the create button will save the deduction. II. Sample Design

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Employee and Payroll Management System Reports Specifications I. Narrative Overview Report: View Payroll Summary Users: Retailer Description: Choose the date desired from the dropdown menu and click generate. This will show the payroll summary of that date within the text area. II. Sample Design

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Use Cases CASE: Input Employee Information

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Input Employee Information Auditor The Auditor adds new employee and information to the employee database Press the Add Employee button on the Employee Database Page. 1. Employee forms must be at hand. 2. Auditor must be successfully logged in. 1. Employee database updated Actor System 1. Auditor presses the Add 2. Display form with empty fields Employee button on the to be filled out Employee Database Page 3. Fill up information fields 4. Press OK button 5. Update database 6. Close form with fields 7. Display employee database page Actor System

Alternative Flows: Notes and Issues:

CASE: Edit Employee Information

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Edit Employee Information Auditor The Auditor edits employee information in the employee database Press the Edit employee information button on the Employee Database Page. 3. Employee must already have information in the database.. 4. Auditor must be successfully logged in. 2. Employee information is edited and updated. 3. Employee database updated. Actor System 8. Auditor presses the edit 9. Display previously filled up employee information forms button on the Employee Database Page 10. Edit specified fields 11. Press OK button 12. Update database 13. Close form with fields 14. Display employee database page Actor System

Alternative Flows: Notes and

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Issues:

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CASE: Delete Employee Information

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Delete Employee Information Auditor The Auditor deletes employee information from the employee database Press the Delete Employee button on the Employee Database Page. 5. Employee must already have information in the database. 6. Auditor must be successfully logged in. 4. Employee information is deleted from the employee database. 5. Employee database updated. Actor System 15. Auditor presses the delete 16. Display list of employees in the employee information database button on the Employee Database Page 17. Chooses the name of 4. Ask for the confirmation for employee to be deleted deletion 18. Press OK button 19. Displays message that employee has been successfully deleted from the database 6. Press OK button 7. Update employee database. 8. Display employee database page Actor System

Alternative Flows: Notes and Issues:

CASE: Input Hours Worked

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Input Hours Worked Team Leader The Team Leader inputs the Hours Worked by employees for the day. Press the Input Employee Hours button. 7. Hours Worked must be updated. 8. Team Leader must be successfully logged in. 6. Hours Worked for employees are recorded 7. Hours Worked are sent to the gross salary computations Actor System 20. Team Leader presses the 21. Display form for inputting Input Employee Hours hours worked button. 22. Press OK button. 23. Display confirmation of having recorded the hours worked Actor System

Alternative Flows: Notes and

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Issues:

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CASE: Input Deductions

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Input Deductions Team Leader The Team Leader inputs the deductions incurred by employees for the day. Press the Deductions button. 9. Deductions report must be updated. 10. Team Leader must be successfully logged in. 8. Deductions for employees are recorded 9. Deductions are sent to the net salary computations Actor System 24. Team Leader presses the 25. Display form for inputting Deductions button. deductions 26. Press OK button. 27. Display confirmation of having recorded the deductions Actor System

Alternative Flows: Notes and Issues:

CASE: Print Employee Information

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Print Employee Information Retailer Retailer prints out a copy of an employees information. Press the Print button on employees information page. 11. Employee Records must be updated. 12. Retailer must be successfully logged in. 10. Employee Information printed Actor System 28. Retailer presses the Print 29. Display print set-up button on employees information page. 30. Press OK button. 31. Display data being formatted for printing 32. Display confirmation of having printed the employee information 33. Press OK button. 7. Printer prints out hard copy of an employees information Actor System

Alternative Flows: Notes and Issues:

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CASE: Print Payroll Summary

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Print Payroll Summary Retailer Retailer prints out a copy of the payroll summary. Press the Print button on payroll summary page. 13. Payroll must be updated on a daily and/or hourly basis. 14. Retailer must be successfully logged in. 11. Payroll summary printed Actor System 34. Retailer presses the Print 35. Display print set-up button on payroll summary page. 36. Press OK button. 37. Display data being formatted for printing 38. Display confirmation of having printed the payroll summary 39. Press OK button. 7. Printer prints out hard copy of the payroll summary. Actor System

Alternative Flows: Notes and Issues:

CASE: Set System Settings

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Set System Settings Retailer Retailer sets the date and time settings or payroll settings of the system. Press the System Settings button on employees information page. 15. Retailer must be successfully logged in. 12. System settings are set accordingly. Actor System 40. Retailer presses the 41. Display system settings form, System Settings button with the current system on the home page. settings. 42. Retailer edits the settings that he or she would like to change. 43. Press OK button. 5. The system confirms the change with a pop-up message box. 6. Press OK button. Actor System

Alternative Flows: Notes and Issues:

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CASE: Generate System Alarm

Use Case Name: Actor/s: Description: Trigger: Preconditions: Postconditions: Normal Flow: Generate System Alarm Time The system generates an alarm, either birthday or contract expiration, and sends it to the Retailer. The date corresponds to either the date of a contract expiration of an employee or a birthday of an employee. 16. The system settings must be set. 17. The employee database must be updated. 18. Retailer must be successfully logged in. 13. Alarm is sent to the retailer. Actor System 44. The system detects a correspondence between dates. 45. The system determines whether its a contract expiration or birthday. 46. The system sends the alarm to the home screen as a reminder on the message box at the side of the home screen, after the retailer has logged-in. Actor System

Alternative Flows: Notes and Issues:

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DATABASE REQUIREMENTS Conceptual Data Model 1. Input New Employee Information

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2. Input Hours

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3. Input Deductions

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4. Input Bonus

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Overall

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DATABASE DESIGN Logical Data Model EMPLOYEE_PERSONAL Employee_Number | Last_Name | First_Name | Middle_Name | Email | Birthdate | Birthplace | Height | Weight | Religion | Marital_Status | Citizenship | Preferred_Language EMPLOYEE__CITY_RESIDENCE Employee_Number | City_Addres | City_Phone EMPLOYEE_PROVINCIAL_RESIDENCE Employee_Number | Provincial_Address | Provincial Phone EMPLOYEE_SPOUSE Employee_Number | Spouse_Name | Spouse_Address EMPLOYEE_FATHER Employee_Number | Father_Name | Father_Address | Father_Occupation EMPLOYEE_MOTHER Employee_Number | Mother_Name | Mother_Address | Mother_Occupation EMPLOYEE_PARENTS_RESIDENCE Employee_Number | Parent_Name | Parent_Address | Parent_Phone EMPLOYEE_ELEMENTARY Employee_Number | Elementar_Year_Attended EMPLOYEE_HIGHSCHOOL Employee_Number | HighSchool_Year_Attended Elementary_School_and_Address |

HighSchool_School_and_Address

EMPLOYEE_VOCATIONAL Employee_Number | Vocational_School_and_Address | Vocational_Degree_Received |Vocational_Year_Attended EMPLOYEE_COLLEGE Employee_Number | College_School_and_Address | College_Degree_Received | College_Year_Attended

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EMPLOYEE_RECORD Employee_Number | Company_Name | Company_Address | Company_Position | Company_Year EMPLOYEE_REFERENCE Employee_Number | Name | Address | Position | Phone_Number DEDUCTION Report Number | Employee_Number | Date | Amount | Reason | Witness WORK_HOURS Date | Employee_Number | Number_of_Hours BONUS Report_Number | Employee_Number | Date | Amount | Reason | Witness NET_PAY Employee_Number | Month | Year | Net_Pay Data Dictionary System: Employee and Date: Payroll Management System Overclocked Group EMPLOYEE Contains the personal, educational, work and reference information of an employee. Description Prima ry Key? Y N/A N N/A 4 digit integer 20 char
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January 29,2009

Analyzed By:

Entity/ Relationship Name: Entity/ Relationship Description: Attribute Name

Default Value

Possible Values

Can be Null ? No

Employee_Num ber Last_Name

Assigned number to an employee Last Name of

First_Name Middle_Name City_Address City_Phone

Provincial_Addr ess Provincial_Phon e

employee First Name of employee Middle Name of employee Employees address at a city Contact number at employees city residence Employees address at a province Contact number at employees provincial residence Email address of employee Date of birth of employee City/Municipalit y of birth of employee Height of employee Weight of employee Religion or denomination of employee Marital status of employee Citizenship of employee Name of employee's spouse

No N N N N/A N N/A N N/A N N/A 100 char +ZZ XXXXXXX (where Z is an integer digit of the area code X is an integer digit of the phone number) 45 char DD/MM/YY 15 char X X where X is int X lbs, where X is int 15 char Single, Married, Divorced/Separ ated 15 char 50 char Yes Yes 7 digit integer Yes 100 char Yes N/A N/A 30 char 20 char No No

Email Birthdate Birthplace Height Weight Religion Marital_Status Citizenship Spouse_Name

N N N

N/A 01/01/20 09 N/A

Yes No No No No No No No Y es

N N N

00 ft 0 lbs N/A

N Single N N N/A N/A

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Spouse_Address Residence address of employee's spouse Spouse_Occupa Occupation of tion employee's spouse Father_Name Name of employee's father Father_Address Residence address of employee's father Father_Occupati Occupation of on employee's father Mother_Name Name of employee's mother Mother_Address Residence address of employee's mother Mother_Occupat Occupation of ion employee's mother Parents_Addres Residence s address of employee's parents (If parents are not living together, choose one) Parents_Phone Residence phone number of employee's parents (If there are more than one, choose one; it should be the number to the given parents' address)

N N/A N N/A N N/A N N/A N N/A N N/A N N/A N N/A N 15 char No 100 char No 50 char No 15 char No 100 char No 50 char No 15 char 100 char es

Yes

Yes N/A 100 char

N Yes +ZZ XXXXXXX (where Z is an integer digit of the area code X is an integer digit of the phone number)

N/A

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Prefered_Langu age

Prefered N language or dialect of employee in writing and oral communication Work Hours

No N/A 15 char

Entity/ Relationship Name: Entity/ Relationship Description: Attribute Name Date

Contains number of hours worked by an employee

Description

Date of hours worked Employee_Numb Assigned number er to an employee Number_of_Hour Amount of hours s during the date Entity/ Relationship Name: Entity/ Relationship Description: Attribute Name Report_Number Deduction

Prima ry Key? Y Y N

Default Value 01/01/20 09 N/A 0

Possible Values DD/MM/YY 4 digit integer 2 digit integer

Can be Null? No N o No

Shows deductions incurred by an employee. Contains date, amount, reason and witness for deduction Description Prima ry Key? Y Y N N N Can be Null? No No No No No

Default Value N/A N/A 01/01/20 09 0.00 N/A

Possible Values 6 digit integer 4 digit integer DD/MM/YY YY 7 digit double 50 char

Assigned number to the deductions report Employee_Numb Assigned number er to an employee Date Date of hours worked Amount Amount deducted Reason Reason for

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Witness Entity/ Relationship Name: Entity/ Relationship Description: Attribute Name Report_Number

deduction Witness to the deduction Bonus

N/A

25 char

No

Shows the bonus pay an employee receives

Description

Assigned number to the bonus report Employee_Numb Assigned number er to an employee Date Date of hours worked Amount Bonus Amount Reason Witness Entity/ Relationship Name: Entity/ Relationship Description: Attribute Name Employee_Numb er Month Reason for bonus Witness to the bonus Net Pay

Prima ry Key? Y Y N N N N

Default Value N/A N/A 01/01/20 09 0.00 N/A N/A

Possible Values 6 digit integer 4 digit integer DD/MM/YY 7 digit double 50 char 25 char

Can be Null? No No No No No No

Shows the pay that is due to employees

Description Assigned number to an employee Month that net pay is due

Prima ry Key? Y N

Default Value N/A

Possible Values 4 digit integer Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec

Can be Null? No No

Jan

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Year Net_Pay

Year that net pay is due Amount of net pay due

N N

2000 0.00

4 digit integer 8 digit double

No No

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DATABASE TECHNOLOGY COMPONENTS Comparison of DBMS The teams attention and goal, in terms of the database management, is to provide the client given to proper database management to ease the access of data. And based on the teams research, businesses that use MS Access begin to look for an alternative database management system which allows better database performance, higher reliability, higher flexibility and yet inexpensive. Besides the fact that the team are introduced and being oriented with MySQL as a part of the course curriculum, MySQL's flexibility allows the client to install and organize it across various platforms, unlike MS Access where in it can only be deployed in MS Windows, and also allows multiple concurrent users, versus MS Access single user application. Storage Estimate Entity: Employee Sub-Total: 8072 bytes Work Hours Sub-Total: 48 bytes Deduction Sub-Total x2: 1456 bytes Bonus Sub-Total: 720 bytes Net Pay Sub-Total: 120 bytes Total: roughly 16240 bytes or 16.24Kb per employee 16240Kb x 50employees = 812000bytes or 812kb

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