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CHAPTER 1
BACKGROUND/INTRODUCTIONThe business environment has grown increasingly and fiercely competitive to meet the emerging challenges
and face the competence of the opposite team. The situation has forced companies to go for outsourcing
way and to concentrate on the core competency. However, there are certain activities that companies want
to keep with themselves as it is considered to be integral part of the company's existence. When it comes tothe maintenance and welfare of the employees, a company cannot take any risk and likes to have a
continuity perspective.
Keeping in mind the difficulty of tax calculation, various regulatory formalities and salary structure
variation, companies are looking for a whole sole payroll management system that can take care all of it.
Many companies have come forward to extend their lending hand in developing a payroll software
solution, suitable for all salary processing matters.
It provides you the state of art graphical user interface based Payroll Management System that are
especially designed to take over the monthly pressure of a company's personnel or finance department. The
system has entrusted people with more work and delegation to the work on important issues i.e. business of
the organization can be done quite easily through this system.
Through this system, a company can better manage its payroll system and makes this complicated function
a lot easier. The purpose of the software is to provide user-friendly, and other user-definable preferences
such as Salary Heads and Salary structures, huge library of periodical statutory reports required under PF &
ESI, TDS Law, Advance Register, Leave Register, flexible reporting and many such others.
The word "Payroll" signifies different meaning to different person. However, it includes every employee of
a company who receives a regular wage or other compensation. Some employees may receive a steadysalary while others are eligible for hourly based payments. Using the payroll management system, a
company can easily calculate gross salary for individual employee on different grounds.
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Objectives
Features
Tools Platform, Languages
Structures of Payroll Management
Analysis(DFD)
Designing
ModulesMasters
Transactions
Reports
Utilities
Data Structures
Coding
Process Logics
Report Types
Future Scope
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Objective
To assist and ease the works of the Retail Outlet of Any Type of Companies, in
particular, Payroll Management System is being developed. This would comprise
the features that can be operated easily. Payroll Management System would take
care of the day to day Attendance of All Employee. It covers activities fromkeeping the details of day to day In, Out ,OD etc.
The master and transaction activities are divided in modules so that
the activities can be operated easily. The regular backup to the data can be taken
and the backup data can be restored effectively.
So, the Payroll Management System assists the employees of Company in each andevery aspect of In and Out.
The Payroll Management System is customized software and developed according
to the needs of Any Type Company.
Features
1. Manage the daily attendance for the employ of the
company.
2. Date wise reports
3. Easily maintainable and updateable
4. Timing setter
5. Shift wise attendance manageable
6. Multi level attendance entry
7. Multi level Reports
8. One software deals with multi company attendance
management.
9. Easy to handle
10. And lastly secure and reliable
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Tools and Environment used
GUI Tools: C++ /Database / PHP / HTML.
Internet: Active X
Operating System: Window 7, window XP, Window 98
Data Flow DiagramA data flow diagram is a graphical technique that depicts, information flow and the transforms that are
applied as data move from input to output. The data flow may be partitioned into levels that representssoftware at any level of abstraction. In fact DFD may be partitioned into levels that represent increasing
information flow and functional detail. A level zero DFD called a context model, represent the entire
software element as a single bubble with input and output data indicated by incoming and outgoing arrows
respectively.
Each process represented at level is sub functions of the overall system depicted in the context
model. The data flow diagram is a graphical tool that can be very valuable during the software requirement
analysis. However the diagram can cause confusion if its function is confused with the flow chart. A DFD
depicts information flow without explicit representation of processed logic.A few simple guidelines can aide immensely during deviation of a data flow diagram:
1. The level zero DFD should depict the software as a single bubble.
2. Primary input and output should be carefully noted.
3. Refinement should begin isolating processes, data items stores to be represented the next level.
4. An arrow and bubble should be labeled with meaningful names.
5. One bubble at a time should be refined.
There is a natural tendency to over complicate the DFD. This occurs because the analyst attempts to show
too much detail too early or represents procedural aspects of the software in the information flow.The refinement of DFD continues until each bubble performs a simple function that is until the processes
represented by the bubbles perform a function that would be easily implemented as a program component.
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Data flow diagrams for the various Modules
DFD for the Register Employee.
Employee Data
DFD for the Edit Employee Data
Employee Table
Employee
PROCESS
REQUEST
REPORT
UPDATION
ISSUE OF
CardREPORT
EmployeeID
PROCESS
REQUEST
REPORT
UPDATION
ISSUE OF
CardREPORT
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DFD for the Register a Employee Live
Table
DFD for the Edit a Employee Live
Table
Employee
PROCESS
REQUEST
Record retrival
ISSUE
TABLE
REPORT
Live Table
UPDATION
Employee
PROCESS
REQUEST
Record retrival
ISSUE
TABLE
REPORT
Live Table
UPDATION
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DFD for the Details or Search of a Employee
Employeeble
EmployeeID RECORDPROCESS
REQUEST
Record retrivalRESULT
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CHAPTER 2
Complete System Analysis and Design
From the inception of an idea for a software system, until it is implemented and delivered to a customer,
and even after that, the system undergoes gradual development and evolution. The software is said to havea life cycle composed of several phases. In
Traditional Waterfall model each phases has well-defined starting and ending points, with clearly
identifiable deliverables to the next phase. Here for the project being submitted I have followed Waterfall
Model. The Waterfall Model consists of following phases.
1. Requirements analysis and specification:Requirements analysis is usually the first phase of large-scale software development project. It is
undertaken after a feasibility study has been performed to define the precise costs and benefits of a software
system. The purpose of this phase is to identify and document the exact requirements for the system. The
customer, the developer, a marketing organization or any combination of the three may perform such study.
In cases where the requirements are not clear e.g., for a system that is never been defined, more interactionis required between the user and the developer. The requirements at this stage are in end-user terms.
2. Design and specification:Once the requirements for a system have been documented, software engineers design a software
system to meet them. This phase is sometime split into two sub-phases: architectural or high-level design.
High-level design deals with overall module structure and organization, rather than the details of the
modules. The high level design is refined by designing each module in detail. Separating the requirements
and analysis phase from the design phase is instance of fundamental what/how dichotomy that we
Encounter quite often in computer science. The general principle involves makings a clear distinction
between what the problem is and how to solve the problem. In this case, the requirement phase attempts tospecify what the problem is. There are usually many ways that the requirements may be met, including
some solutions that do not involve the use of computers at all. The purpose of the design phase is tospecify a particular software system that will meet the stated requirements. Again there are usually many
ways to build the specified system. In the coding phase, which follows the design phase, a particular
system is coded to meet the design specification.
3. Coding and module testing:This is the phase that produces the actual code that will be delivered to the customer as the
running system. The other phases of the life cycle may also develop code, such as prototypes, tests, and
test drivers, but these are for use by the developer. Individual modules developed in this phase are also
tested before being delivered to the next phase.
Integration and system testing: All the modules that have been developed and tested
individually are put together integrated-in this phase and tested as a whole system. Delivery and maintenance: Once the system passes the entire test, is delivered to the
customer and enters the maintenance phase. Any modifications made to the system after initial
deliveries are usually attributed to this phase.
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Waterfall Model of Software life Cycle
Requirements
Analysis and
specification
Design and
specification
Coding and
Module
Integration and
System testing
Delivery and
maintenance
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Analysis of existing system for retail petroleum products
Introduction:Retail Outlet of Any Type Companies are common in GhanaContext. It can be seen everywhere
in Ghana either towns or rural areas. Till date working system of most outlets are manual in nature.
Employees maintain account and book keeping on registers. It is cumbersome and time consuming and
always there is possibility of errors. Also employees can make wrong entries in register and can take away
money easily.
Calculating profit or losses is a time consuming process and for checking purpose all registershave to keep in safe custody. Thus we can say that there is huge possibility for change.
Advantages of existing system:The advantages of the current system are as follows:
It is very simple in nature & doesnt provide much functionality, thus reducing
complexity of the system.
It doesnt require employees to know about computers at all i.e. it doesnt require trainingits employees any special technique except of simple bill preparation and book keeping.
Because of manual work it doesnt require any investment in computers or any other
peripherals.Since there is no systems at all there is no need to keep available the facilities like 24-
hour power backup or other facilities.
Disadvantages of existing system:The disadvantages of current system are all those associated with manual working systems.
It is time consuming to produce bills or reports as compared to any other computerized
system.
Humans are more probes to errors so always possibility of errors in producing results.
As all the work done is written on registers if any register is missed or damaged it is
simply very difficult to produce to present accurate figures.Employees can make fraud by writing wrong entries on register and take away the money
and it is simply impossible to catch the defaulter because there is no proof.
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Proposed System
With the shortcomings in the existing system at every area of work a new system has to be worked upon
which may overcome all the inefficiencies that the present system has.
In todays high-tech world all the above mentioned characteristics of the system is outdated and a
need for a new, powerful, stable and result oriented software is required which is why a new system based
on Visual Basic & Oracle is formulated. Visual Basic is used to provide front-end application for user-
friendly ambience and Oracle is used to maintain & update database for fast and reliable retrieval of data
and processing of queries.
Advantages of the proposed system: User friendly and simple in nature
Compatible on all windows based systems
Upgradeable with slight modification in coding
Easy application maintenance due to its robustness
Menu driven navigation to facilitate simple and quick access to required functionality.
A central database for all the data related to ensure data consistency
Easier and faster data entry with menu support Can quickly produce required reports related to Daily, Weakly, monthly, Yearly etc
Feasibility Study
Operational Feasibility Technical Feasibility
Economical Feasibility
Motivational Feasibility
Scheduled Feasibility
Feasibility study:Every project is feasible for given unlimited resources and infinitive time. Feasibility study is an
evaluation of the proposed system regarding its workability, impact on the organization, ability to meet the
user needs and effective use of resources. Thus when a new application is proposed it normally goes
through a feasibility study before it is approved for development.
Feasibility and risk analysis and related in many ways. If a project risk is great and feasibility of producing
software is reduced. During the feasibility analysis in this project has been discussed below in the above
mentioned topics.
Operational Feasibility: Feasibility of the working of the system after the installationin the organization as mentioned in the feasibility analysis.
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Technical Feasibility: Technical feasibility is frequently the most difficult area toensure at this stage. It is essential that the process of analysis and definition to be conducted
parallel to an assessment of the technical feasibility. The consideration that is normally associated
with technical feasibility includes the resources availability of the
Organization where the project is to be developed and implemented. By taking these facts into
consideration before developing the resource availability at Retail Outlet of Hindustan Petroleum was
observed. As very limited resources are required for this project hence this project is considered
feasible for development.
Economic Feasibility: An evaluation of development cost is weighted against theultimate income or benefits derived from the developed system. There was no need of extra
hardware and software for development of this project. Hence this project has economically
justified for development in this organization.
Motivational Feasibility:An evaluation of the probability that the organization issufficient motivation to support the development and implementation of the application with
necessary user participation, resources, training etc. The interest and support shown by the
organization during the system study do not seem that the new system developed to have efficient
support from the organization.
Schedule Feasibility: An evaluation of the time needed for the development of thisproject. The time schedule required for the development of this project is very important, since
more development time effects machine time, costs and delays in the development of the other
systems. So the project should be complete with in affixed schedule time as far as the
organization is concerned.
Project Schedule:The major output of the production process is the project schedule. This is a graphic
representation of the entire project related activities necessary to produce successful project. They allowthe project manager to efficiently coordinate and facilitate the efforts of the entire project team for the live
project. This project schedule dynamic in nature that will undoubtedly be modified as the project proceeds.
Without the master schedule the effective project control would be virtually impossible. If the schedule
does not exist it is impossible to accurately estimate the project status. Projects that are not completewithin the time frame established by the master schedule almost invariably exceed planned costs. The most
complaint is that production takes too much time and costs too much money.
For schedule to be effective, it must process several major characteristics:-
Understandable by those who will use it.
Sufficient detail to be provide on the basis of measurement and control of project progress.
Capable of highlighting critical tasks.
Flexible and easily modifiable. Confirm to available resources.
Compatible with the system available in the organization.
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Hardware Requirements
Hardware Minimum Recommended
Primary Memory 64 MB RAM 128 MB RAM
Hardware Platform Intel Based 32 bit Same
Processor 300 MHz 933 MHz
Secondary Memory 800 MB 1.5 GB
Software Requirements
Software Supporting SoftwareOracle 8.0 MS Office 2000
Visual Basic 6.0 Internet Explorer
Crystal Report 8.0 Outlook Express
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Scope and Future Applications
This project has many future applications like it can be used in any of the Retail Outlet of Any
Type companies.
This project was build keeping in mind all the requirements of these outlets and they can be
implemented in any such type of organization with very few modification.
With modifications it can be possible for Employee Attendance to control all retail outlets byconnecting them through a network. Because of this software all they need is a Server application
and any type of connectivity to that server.
Limitations of the project
Not supports web based operations
Multiprocessing not allowed.
Extensive help is not provided.
Not support in the OS lower than windows.
Tables used for this project
Absent Employee
Advance
AdvancePayment
Attendlog
Company
Deptmaster
DesigMasterl
EmpLeaves
EmployeeNominee
EmployeeSalary
EmployeeShift
EmpPerInfo
EmpSmartCard
EmpTakenLeaves
EmpWorks HoliDay
InvalidAttendance
LastProcessOn
LoanMaster
LoanPayment
Pass
ProcessedSalary
SalaryInfo
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SalaryPaid
SalaryIngoTime
TakenAdLeaves
UserLogs
YearInfo
Structure of the tables
absentEmployee
Field Name Data Type Size
Employeeid VarChar 10
ShiftId Number 10
WorkingDate Date
Lstatus Char 1
AdvanceField Name Data Type Size
Employeeid VarChar 10
DrawingDate Date
AdvanceAmt Number 10
Status Char 1
Remarks Varchar2 50
PaidAmt Number 10
AdvancePayment
Field Name Data Type Size
EmployeeId Char 10PaidAmount Number 10
PaidDate Date
PaySlipNo VarChar 10
AttendLog
Field Name Data Type Size
Employeeid Char 10
Shiftid Char 10
Employeeid Varchar 10
InTimeDate Date
InTime DateOutTimeDate Date
OutTime Date
InStatus InStatus 10
OutStatus Varchar2 20
MinWorked Number 10
Status Char 1
CkeckStatus Char 1
Processed Char 1
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WorkingDate Date
Company
Field Name Data Type Size
CompId Number 10
CompName Varchar2 50
Estno Varchar2 25
EpfNo Varchar2 25
GicNo VarChar2 25
DeptMaster
Field Name Data Type Size
DeptNo Number 10
DeptNo Varchar2 25
DesigMaster1
Field Name Data Type SizeDesigNo Number 10
DesigName VarChar2 25
EmpLeaves
Field Name Data Type Size
EmpId Number 10
Syear Number 10
LeaveType Varchar 10
TotalLeave VarChar 10
EmployeeNominee
Field Name Data Type Size
EmployeeId Varchar 10
NomineeName Varchar2 35
Relation varChar 20
Age VarChar 3
EmployeeSalary
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Field Name Data Type Size
EmployeeId VarChar 10
BasicPay Char 20
Da_p Char 20
Hra_p Number 10
WashingP Number 10
Conv Number 10Epf_p Number 10
Esi_p Number 10
Gic_amt Number 10
Wef Number 10
EndDate Date
Status Char 1
GrossSalary Number 10
EmployeeShift
Field Name Data Type Size
EmployeeId VarChar 10
ShiftId VarChar 10
Wef Date
WefTime Date
EndDate Date
Status Char 1
EmpPersonInfo
Field Name Data Type Size
EmployeeId Varchar 10
Fname Varchar 15
Mname Varchar 15
Lname Varchar 15FatherName Varchar2 50
Dob Date
MaritalStatus Char 1
Sex Char 1
Nataionality Varchar 20
Address Varchar2 50
TelePhone Number 10
Doj Date
Status Char 1
IsTEmporary Char 1
BankAccountNo Varchar 15
EsiNo Number 10
PfNo Number 10NameOfBank Varchar 25
ImageFile Varchar 25
CompId Varchar 10
DOL Date
EmpSmartCard
Field Name Data Type Size
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EmployeeId Varchar 10
CardId Varchar 10
Issuedate Date
Status Char 1
EmpTakenLeave
Field Name Data Type Size
EmployeeId Varchar 10
Syear Number 10
Smonth Number 10
LeaveType Varchar 10
AvailLeave Number 10
TakenLeaves Number 10
EmpWorks
Field Name Data Type Size
EmployeeId Varchar 10
DeptNo Number 10
DesigNo Number 10
JobStatus Char 1
Wef Date
EndDate Date
EndDate
Field Name Data Type SizeCurDate Date
ReMarks Varchar2 50
AssignByCardId Varchar 20
Cyear Number 10
InValidAttenDance
Field Name Data Type Size
EmployeeId Varchar 10
CardId Varchar 10
ShiftId Varchar 10
InDate Date
InTime Date
OutDate Date
OutTime Date
SwaptType Char 1
SwaptDate Date
LoanMaster
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