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. 1 | Page
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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