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CHAPTER I

Software Project Abstract

The main purpose of this proposed project is to design and implement a computerized payroll

system. A computerized payroll system will be developed for handling the payroll system of JS Mega

Phil. Manpower Agency for Cinderella Marketing Corp.

In a computerized payroll system, the computer stores data such as an employees name,

address, social security number, marital status, number of withholding allowances, pay rate, and

voluntary deductions. At the end of each pay period, the admin user enters all payroll transactions data,

such as regular and overtime hours for each employee into the computer. The computer calculates all

withholding taxes and other deductions.

The payroll system keeps accurate data stored in an easily accessible database. The system has

the ability to update, and maintain employee information. Data on the current pay period is entered

into the system and verified. This data is used to update the employees salary information withappropriate additions, changes or deduction. The system also generates output by printing pay slips for

the employees

In existing system we, the developers adding up with a login/logout process for the admin user

and client for security purpose. And for the security of the system, we decided to separate the admin

side and employee side, Admin side can edit all the employee information while the Employee side can

only view or checked their own information but they cannot edit or update. If there some error or

update in their information, they can only approach the admin user to change or update the data.The software that will be using to make the system is the Microsoft Visual Studio 2010 and the

database their will using is the SQL Server Management Studio.


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CHAPTER II

Project Schedule

A.

ACTIVITIES MILESTONE

Proposal Letter January 30, 2013

Start making the documentation February 4, 2013

Testing the Program February 6, 2013

Debugging the program February 11, 2013

Debugging the program February 15, 2013

Documentation February 27, 2013

Documentation March 10, 2013

Debugging the program March 12, 2013

Testing the Program March 15, 2013Documentation March 16, 2013

B. Cost

I. Hardware

Mouse 100.00

Laptop (MSI FX400) 27,000.00

Printer (Epson C90) 4,000.00

II. Software

SQL Server Management Studio 3,750.00

Microsoft Visual Studio 2010 10,299.00

III. Developer

Team Member Salaries and Wages for Project

System Analyst (5000x3months) 15,000.00

System Designer (8000x3months) 24,000.00

Programmer (10000x3months) 30,000.00


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CHAPTER III

Requirements Analysis

A. Function /Module

B. Hierarchical plus Input Process Output

1.0

SPLASH SCREEN

2.0

LOGIN

2.1

FILE

2.2

PAYROLL

2.3

PRINT

2.4

USER MANAGER

2.1

FILE

2.1.1

EMPLOYEE

2.1.2

LOGOUT

2.1.3

EXIT


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2.1.1.1

SEARCH

2.1.1.2

VIEW

2.1.1.4

ADD

2.1.1.5

DELETE

2.1.1.6

REFRESH

2.1.1

EMPLOYEE

2.1.1.1.1

FIRST NAME

2.1.1.1.2

LAST NAME

2.1.1.2.1

PROFILE

2.1.1.3.1

UPDATE

2.1.1.3.2

CANCEL

2.1.1.4.1

SAVE

2.1.1.4.2

CANCEL

2.1.1.3

EDIT

2.2.1

CREATE PAYROLL

2.2

PAYROLL

2.2.2

EDIT PAYROLL


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2.2.1

CREATE PAYROLL

2.2.1.1

DATE FROM

2.2.1.2

DATE TO

2.2.1.4

PROCESS PAYROLL

2.2.1.5

CANCEL

2.2.1.3

GO

2.2.2

EDIT PAYROLL

2.2.2.1

DATE FROM

2.2.2.2

DATE TO

2.2.2.4

UPDATE PAYROLL

2.2.2.5

CANCEL

2.2.2.3

GO

2.3

PRINT

2.4

USER MANAGER

2.3.1

PAYSLIP

2.4.1

USER ACCOUNT

2.4.2

ABOUT..

1.0

SPLASH SCREEN

2.0

LOGIN


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COMPUTERIZED PAYROLL SYSTEM

PROCESSINPUT OUTPUT

The user logs into the

system. The user name and

password and goes through

the registration table to gain

access to the system.

The user can start to input

the employees information.

The information/data goes

through three tables. Table

employee information, table

employee and table

employee deduction.

The user can input data/

information into payroll

form.

The user input the total

hours worked and overtime.

Accumulate

hours worked.

Update changes.

Calculate each

employees gross pay.

Calculate

withholdings.

Calculate each

employees net pay.

Employees Gross

Pay

Employees Net Pay

EmployeesWithholdings.

PRINT

An input component collects inputs from one or more sources; a processing component makes

computations using these inputs; and an output component generates outputs to be written back to the

database and printed. A computerized payroll system takes employees records (input), then the

computer computes the payroll for each employee (process) and then prints the pay slips (output) for

each employee. An input component may read some data (input) from file or database check the

validity of that data and correct some errors (process), then queue the valid data for processing

(output). A processing component may take a transaction from a queue (input), perform some

computations on the data and create a new data record recording the results of the computation

(process), then queue this new record for printing (output). An output component may read records

from a queue (input), format these according to the output form (process), then send them to a printer

or write new records back to the database (output).


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C. Data Flow Diagram

Tbl registration

Cash

Pay

Secretary

Employee ManagerGives Timecard

Log In

Pay Slip

Register

New User Account

Tbl Employees

Information

Tbl Payroll

Print Payroll

Input Employee

Information

Tbl EmployeeDeduction

Tbl Employees

Create New

Employee Account

or Edit

GIVES TO EMPLOYEE

HAND OVER

PAY IN CASH

VALIDATE

EMPLOYEE RECIEVES PAYSLIP

INPUT PAYROLL

DATA

SELECT EMPLOYEE

FOR PRINT

INPUT NEW

EMPLOYEE PAYROLL DATA

INPUT EMPLOYEE

INFO

INPUT USERNAME & PASSWORD

FOR NEW USER

INPUT USER & PASS

PAYSLIP PRINTED

VALIDATE

The operation starts with the employee giving his/her timecard to the manager. And the

manager validates the timecard then forwards it to the secretary, then logs in to the system. The user

name and password and goes through the registration table to gain access to the system. The secretary

can start input the employees information from that time. The information/data then goes through

three tables. Table employee information, table employee and table employee deduction then the

secretary can input data/information into the payroll form. The data inputted into the payroll form then

goes through the table payroll. After the data goes to through the table payroll then the payroll will be

able to print. The output will be the pay slip. Then its given to the manager to validate and the manager

pays the employee base on what stated on the pay slip. Then the employee receives cash and pay slip

form.


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CHAPTER IV

System Design

A. Conceptual System Design

We, the developer created a system that can help our beneficiary lessen their work in

making a payroll for their employee. Instead of manual payroll, they will now using a Computerized

Payroll System. They will not more using a paper, pen and calculator for computing the salary of each

employee.

The user or admin will input the data of the employee such as the pay rate, pay period,

number of days work, overtime, deduction, and voluntary deduction. After the user input all the data,

the computer will process the computation of the payroll then it will print the pay slip of the employee.

While the employee can only view or check the information that admin inputted on their payroll

information.

B. Technical System Design

At first we study on how the manual payroll of the Agency works and what are the

processes they did. After gathering information, we found out how the system goes and how it will

process the payroll. We started analyzing our system by studying on what is the language and

software that we will be using to create the system. We used the language Visual Basic Studio 2010

to create a program. We connected it to SQL Manager which is our database stored. After doing and

finalizing all the codes we tested our system if its working.

The Computerized Payroll System will start on a flash screen, and then the login form

will appear. The user must login/register first to access the system but before logging in on the system,

you will see on the left side the 2 buttons which allows you to choose whether you are on the admin

side or on the employee side. If you are on the admin side just click the admin button and log-in

together with your account name and password. Inside this content, the admin can create the payroll,

or can edit, add the employees information. After the admin logged in, the main page will appear

where they can choose and navigate through the system. On the menu strip you will see the FILE,

PAYROLL, PRINT and USER MANAGER. When you click the employees Information here you can see all

the information of the employees are listed. User can also ADD, EDIT, DELETE and CANCEL by clicking

the buttons on the lower side of the form. By adding an employee click the add button and fill up all the

necessary information. For clicking the edit button the user can edit the existing information of the

employee. On a Payroll Form,the user input the starting date and end date then click the Go button to

appear all the list of employee. And after appearing all the listed data the user can easily input the

number of days work and overtime. By printing the pay slip, click first the Print on the menu bar. The

user can view the processed payroll. If the user want to print the payroll , just click the print button and

the pay slip form will appear. The Pay Slip Form can preview the output and computation. And if you

are on the Employees side, just click the Employee button and log-in also together with your account

name and password. Inside this content, employee can only view or check all the information that

he/she have regarding on his/her payroll.


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C. Prototype System Design

Flash Screen

Start Up Pagethe user needs to wait to finish the progress bar to go to the login page.

Login Page - the user will input the username and password, if not registered, the user

must register first by clicking the register button.


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Main page- is the page where you can choose and navigate through the system. Here

at the menu strip you will the FILE, PAYROLL, PRINT and USER MANAGER.

Employees Information - where all the information of the employees are listed. User can

also ADD, EDIT, DELETE and CANCEL by clicking the buttons on the lower side of the

form.


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ADD Employee- the user can add employee information and fill up all the necessary

information.


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Edit Employeeby clicking the Edit button the user can edit the existing information of

the employee.

Payroll Formthe user input the starting time and end time then click the Go button to

appear all the list of employee. And after appearing all the listed data the user can

easily input the number of days work and overtime.


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Print Pay slip Form - the user can view the processed payroll. If the user want to print

the payroll , just click the print button and the pay slip form will appear.


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Pay Slip Form - preview of the output and computation.


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Print-PreviewPreview of the pay-slip on paper, able to choose the printer and print

the pay-slip.


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CHAPTER V

Program and System Testing

A. Messages

Login Form

FileEmployee -ADD

FileEmployee -Update


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FileEmployee -Refresh

FileEmployee -Delete

PayrollCreate Payroll -Process


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PayrollCreate PayrollPayroll Process

PayrollEdit PayrollUpdate Payroll

PayrollEdit PayrollUpdate Payroll Process

User Manager - User AccountCreate New Account


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User Manager - User AccountChange User Name

User Manager - User AccountChange Password

User Manager - User AccountDelete Account


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B. Error messages

Login Form

Before you can edit, select first a record.

Before you can Delete, select first a record.


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The Account already exists.

User ManagerUser AccountChange User Name

Select first an existing User before clicking the change Password


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The Password youve been typed do not match.

The Password youve been typed is incorrect.

Select first a username you want to delete.


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CHAPTER VI

System Delivery and Maintenance

A. Training

To access the system:

- Open the software and input username and password to the Login

form. If user does not have account, click the register button on

lower left portion of the interface to register.

- If username and password is correct, the user will have full access

to the main page of the system.

After you have been granted you will see the menu strip which user can choose File,

Payroll, Print, and User Manager.

Under file tab:

- File tab wherein the user can create/add employee, Logout or Exit to the

System.

To employee

o Click the new employee menu strip or simply press the ctrl + N and it will

enable you to add a new employee.

To Logout User

o Click the logout at the menu strip and it will log you out.

To Exit

o Click the exit at the menu strip and it will allow you to exit on the system.


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Under employee tab:

- Employee tab wherein the user can add, update, delete or cancel.

To add employee

o Click the add button on the lower side portion, and then it will enable you

to add employee.

To Update

o Click the Employee you want to update then click the update button and it

allow you to edit the information of the employee.

To Delete

o Click the Employee you want to delete then click the delete button and it

allow you to delete the information of the employee.

To Cancel

o Click the cancel button then the employee tab will close and it will back to

the main menu strip.

Under payroll tab:

- Payroll tab wherein the user can CREATE PAYROLL and EDIT PAYROLL.

To Create payroll

o Click the Create Payroll menu strip then it will appear a form where you

can choose the date of the start and end of the work days for the

payroll.

o Click Go button, then at the data grid the list of employees will appear


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User Manager

- User Manager tab wherein the user can access the User Account and About

To User account

After clicking the user account tab the blank information that you need to fill

up will appear, where the choices are SAVE, UPDATE, DELETE and

CANCEL

To Save new account

o Filled up all necessary information needed.

o Then click save button when you finished filling up the information.

To Update the account

o Input the existing user name you want to update

o Then edit what you want to update

o Then click Update button

To Delete account

o Input the existing user name you want to delete

o Then click Delete button

To Cancel

o Click Cancel then the window will close then it will back to the main menu

strip.


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B. Maintenance

For the computerized payroll system, the maintenance is on the list

below;

Maintain the fully-functioning of the component for the users.

Our system need to update the SQL database every 3 times a year.

Every cut-off, the employees information should be update.

In case the system is down, the beneficiary should report it to the

developer.

Documents

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