1. INTRODUCTION

The Payroll System of company is to be automated for pay slip generation. In company

there are many models to handle inflow like details of employee, attendance of

employee & to generate pay slip. The processing has to be quick enough & also there

should be accuracy in generation of reports, pay slip, validation of employee’s

attendance & leave record and the details of each employee has to be maintained .

Hence for all this the purpose of automization is necessary.

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EXISTING SYSTEMWhen the employee is selected for a particular job his details are taken from

him, these details are entered in employee detail book .These details include his personal

information like name, address, telephone no., etc.

In other register book the details of employee like his date of joining of job , his

age , post & salary are maintained .this register book maintain the information of all

employees in the company. The book also maintains the record of loan if any taken by him.

The daily attendance of each employee has to be maintaining in the separate books.

Taking Records from this entire book and salary of each employee has to be

calculated & pay slip also has to be maintained in different books.

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ADVANTAGES OF MANUAL SYSTEM

1. The Manual system is flexible. If there is a particular entry which has to be

entered in particular form or document and if it is not available are present it does

not cause any problem. That particular entry can be entered later.

2. Paperwork is vigorous and at any time, validity can be provided to document by

the signature of the concerned authority

3. System can work without Electricity.

4. There is no offer of technological advancement in computer industry on an

organizational procedure.

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LIMITATION OF MANUAL SYSTEM

1. Since Existing system is manual there is slowness and unreliability in generation

of reports & pay Slip of Employee.

2. Inefficient in remembering all the details of employee.

3. Constant updating of the records and maintenance of these records is difficult.

4. The staff has to manually check the attendance of each employee, which staff

find it difficult to tally.

5. Due to lack of clarity in various records that are maintained and there is large

possibility of human error.

6. All the different records and details are noted down in various books hence there

is huge amount of paper work to done .

7. Important data can be damaged by termites if not maintained properly.

8. There is lack of accuracy in the calculation and no perfection in the job.

9. The documents that are maintained are not consistent.

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FUTURE OF PROPOSED SYSTEM

1. With the help of proposed system the various activities such as entering the

data, maintaining various records, documents etc. can be done at a faster

rate and more accurately.

2. User friendly screen with well arranged menus, proper messages/

guidelines/tips make it easily navigable for a person with minimum knowledge

of computers.

3. The problems of maintaining attendance records and calculation of salary are

solved by software itself and if there are any errors then warning/tips are

given to the user immediately.

4. It provides clarity in printing and documentation and high storage capability.

5. Integral part of the system such as back up is provided which helps in

recovery from any possible adversity.

6. High speed accuracy and reliability in generation of the reports, pay slip etc.

7. Reports are the backbone of the system and this system provides every

necessary report.

8. Multi-level security measures are provided.

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OBJECTIVE OF PROPOSED SYSTEM

The main objective of the system is that it should function as manual system.

Decision support system by making maximum use of the available resources.

The working of existing system involves a lot of money. The proposed system

should reduce the cost of existing system

The system should be able to provide the right time of information to right

person , at the right time and in right format which will help the system to be more

efficient and will help the staff in the showroom to do a perfect and better job .

The system should satisfy the need of the user. This will help in the growth of

organization.

System should be able to print standard as well as customize the report.

One of the important objective of proposed system is to work at a faster rate and

with better accuracy.

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LIMATATION OF THE PROPOSED SYSTEM

In manual system validity can be provided to the documents by the signature or

stamp of the concerned authority, but in case of the existing system the system

can’t provide validity to the system printed papers.

A system require certain amount of information to perform a particular operation,

if that information is not available currently then the system will not complete the

operation, creating inconvenience to the user.

The system require electricity to function, absence may result in chaotic situation

in the organizational procedures.

If the system is not protected from computer viruses , infection may result in

permanent data loss or total system failure which may cause extensive damage

to the organization.

Your system may become obsolete as in computer industries, technological

developments are very fast, creating problem in data exchange.

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FEASIBILTY STUDY

TECHNICAL FEASIBLITY:-

The technical aspect of feasibility is largely concerned with the answering the

questions why, Who, where, when, what and how much in the context of both existing

and proposed system. An investigation of present procedure is needed in order to

indentify the volumes, trends , frequencies that will specifically affects the design of any

computer based system .Based on finding of the investigation , we designed input

screens , output screens , table showing list of input fields with different possibilities of

validation and their acceptability to the user and correction is done wherever

necessary .

OPERATINAL FEASIBLILITY:-

The company already has computer trained staff. Our input screen are familiar

with the existing data processing environment as we have checked acceptability of

users for the input screen frequently. four to six hours of training is sufficient to train the

user of this system. As user is involved in the system development from the beginning

system operation will be very much easy for the user.

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ECONOMICAL FEASIBILITY:-

The computer can store the information regarding employee details , attendance

information etc. hence there is no need of maintaining different books. Other expensive

involve stationary for steps, reports etc.

So the company will definitely be benefited a lot directly or indirectly.

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FACT FINDING TECHNIQUES

I used four fact finding technique in our system analysis :

1. QUESTIONNNARIES 2. INTERVIEWS 3. RECORD REVIEWS4. OBSERVATION

1. QUESTIONARIES :-

I used this technique in the initial and final phase of our project. In the initial

phase

I prepared questionnaires to get some basic information about the current

system. I found out the work structure, the operation, the different activities and

procedures that are carried out in company. I found out the details about the

various information that are collected and written down in various register / books

In the final stage we used the questionnaires to get some numerical data that

was required or was missing after all the observations. Question asked were both

open ended and close ended.

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2. INTERVIEWS :-

I use this technique frequently in the system analysis after questionnaires .the

interviews were unstructured. I spoke to staff members, the finance executives

and manager of the company. I interviewed them many times. They provided lot

of information to me, which help me to understand all the activities performed in

the company.

3. RECORD VIEW :-

This is the most beneficial technique for me. I studied various record entered in

different books, and various documents generated in company. For every

individual piece of information in these register I tried to identify its significance,

need , relation with other data item and any other features. This process

contributed the most, in getting the data in first normal form.

4. OBSERVATION:-

While finding the fact I paid attention to the transactions, usage of register,

documents, the record keeping and the handling of queries in the existing system

.observation helped in finding out actual way of functioning apart from the ideal

way.

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ER DIAGRAMS

1 M

1 M M

1 M 1 1

1

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To

Employee

Pay Slip

Records Records

Payroll

ChecksFrom

Gives

Gives

DATA FLOW DIAGRAM

Gives Details

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0.0

Employee Payroll System

Management

EmployeeEmployee

Management

First Level

Employee Details

Employee Details

Employee

Details

Second Level

Employee Details

Employee Details

Employee

Details

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1.0

Employee Entry

Employee

1.1

Add Employee Details

Employee

Employee Details

Updated Employee Details

Employee

Employee Details

Updated Employee Details

Employee

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1.2

Modify Employee

Details

Employee

1.3

Delete Employee

Details

Employee

Employee Code

Employee Code Details

Employee Employee

Modified Employee Details

Updated Employee Details

Employee

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1.2.2

Modify Employee

Details

Employee

1.2.1

Get Employee Code

Employee

Second Level:- for Rules Entry

Employee

Employee Details Payment Details

Payment

Second Level for Rules Entry

Employee

Employee Details Payment Details

Payment

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2.0

Rules Entry

2.1

DA Entry

Second Level for Rules Entry

Employee

Employee Details Payment Details

Payment

Second Level for Rules Entry

Employee

Employee Details Payment Details

Payment

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2.2

HRA Entry

2.3

CA Entry

Payment Details

Deduction Details

Payment Details

Second Level for Deduction Entry

Deduction Details Deduction Details

Payment

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3.0

Payment EntryEmployee

3.1

Deduction Entry

Employee

Employee

Third Level :- for Deduction Entry

Employee Code

Employee Details

Employee

Payment

Payment Details

Payment Deduction Details

Payment

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3.1.1

Get Employee Code

Employee

3.2

Pay Calculation

Third Level :- for Deduction Entry

Payment Details

Salary Slip Details

Payment Details

Salary Details

Salary Slip

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4.0

Pay Report

Employee

Data Dictionary

TABLE NAME EMPLOYEE

DESCRIPTION

The table is use % store information about Employee:- Field Type Size Description Key

Eno Number Integer Employee Number Primary

Ename Text 25 Employee Name

Eaddress Text 25 Employee Address

Joining Date Text Date Employee Joining Date

Designation Text 25 Employee Designation

Salary Number Float Employee Salary

Loan Number Float Loan Amount

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PROCESS SPECIALIZATION

Process 1.0:-

Process Name: - Accept Information about Employee

Description: - This process accepts information such as Name, Emp No., Address,

joining date, salary etc.

Input: - Employee Details

Output: - New Employee is addition and employee file is updated.

Logical summary: - Store all information about Employee.

PROCESS 2.0: -

Process Name: - Accept Rules

Description: - This process accepts payment rules

Input: - This process accepts information such as DA, HA, CA.

Output: - Update the payment file.

Logical summary: - Store all information about payment

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PROCESS 3.0: -

Process Name: - Payment entry process.

Description: - This process accepts payment details.

Input: - Payment details.

Output: - Pay slip is generated.

Logical summary: - Store all information about pay slip .

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Functional Decomposition Diagram

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Main Menu

Records

Display Records

Add Records

Modify Records

Display Records

RecordsAdd Records

Delete Records

Records

Search Records

INPUT OUTPUT SCREENS

SCREEN :- MAIN SCREEN

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SCREEN :- ADDITION OF NEW EMPLOYEE RECORD

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SCREEN :- DISPLAY OF RECORD

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SCREEN :- DISPLAY OF RECORD

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SCREEN :- LIST OF EMPLOYEE

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SCREEN :- SALARY SLIP

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SCREEN :- SALARY SLIP

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SCRREN :-EMPLOYEE EDIT RECORD MENU

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SCREEN :- MODIFICATION OF RECORD

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Conclusion

Project has been an attempt to successfully remove the redundancy in the existing system. Our system has overcome the constraint of the time consumption, which still prevails in the existing employee system. The three basic aspects, which are required in any system such as Addition, modification, deletion, and retrieval of employee records have been fulfilled efficiently.

Overall this project makes the employee payroll system smooth and reliable process, which is very beneficial to the company. I tried my best to incorporate important features of the employee system.

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BIBLIOGRAPHY

During the development of the system following books were very helpful to me :

1) Programming in ANSI C - E Balaguruswamy.

2) System analysis, design and Introduction to Software Engineering- S parthsarathi- B w khalkar

3) System analysis and Design - S Award.

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