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TABLE OF CONTENTS
Acknowledgement..04
Document information..05
Introducti on...06
1. Payroll management...06 2. Int roduction of a company.....06 3. Purpose of a company.06
Description of the pro blem...07
Objectives and solutions....07
BPR methodologies....08
Current scenario....09
Technologies used..09 1. Software configuration...09 2. Hardware configuration.09 3. Network configuration....09
AS- IS process.....09
1. Profile ...11 2. Attendance...13
3. Allowances and deductions ....144. Payment mode.....16
Proposal ..17
Architectural view.18
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TO- BE process. ..19
Overview of the system.20
1. Automated payroll department.21
Payroll features..25
Risks....25
Conclusion..26
Gap analysis...26
Approval.27
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ACKNOWLEDGEMENT
With the name of A L L A H who is most loving and merciful.
We would like to thank ALMIGHTY ALLAH (all praises for him) for giving us strength and abilities to complete this report.
we also heartily want to thank our respected teacher SI R M UHAM M AD SOH AIL
for giving us an opportunity to learn and enhance our skills, through this projectanalysis and for extending his help and guidance and inspiring us throughout thecourse of BU SI NE SS PROCESS REEN GI NE ERI NG . Without his wisdom and
guidance we could not have completed this report
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DOCUMENT INFORMATION
DOCUMENT TITLE PAYROLL MANAGEMENT SYSTEM
PROJECT NAME AUTOMATED SYSTEM
VERSION 1.O
ASSIGN BY MOHAMMAD SOHAIL
ASSIGN DATE 11 DEC 2011
STATUS FINAL
CONTROL INFO 27
VENDOR: PAF KIET
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INTRODUCTION1. PAYROLL MANAGEMENT:
Payroll system is used for management of the employees salary and their compensationand benefits. It requires the whole data of an employee from the higher authorities whohave hired. The departments and sections are responsible for the allowances anddeductions from the salary of an employee. For this purpose that employee should get itssalary by easy and comfort mean it is now required to have the business processreengineering of the processes in payroll department.
2. COMPANY INTRODUCTION:
XYZ Pvt. Ltd. is a company of buying and selling of the computer systems to theindustries with their innovations and inventions in the field of hardware engineering. Thiscompany has the branches all over the country. They have above 900 employees. Thefirm founded in 1995 and it can be provide following solutions:
Reengineering the Payroll processes of organization.
3. PURPOSE OF A COMPANY:
The purpose of this document is to provide templates for documenting each phase of theBPR. Included will be a template for:
Identifying and agreeing on Targeted processes
This document also describes the ideal solution for payroll management of company.The considerable purpose to write this document is to define the major benefits of
payroll management system in the company
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By the automation of payroll, the organization can;
Reduce the risk Have centralized database Integration among all the branches Achieve goal Get unexpected benefit Save the money Reduce time Secure their future
DESCRIPTION OF PROBLEM
Having the old system of the payroll the department faces many challenges and many problemswhich affects the conditions of employees so the following problems occur in their system.
Salary would be late. Manual working of attendance Manually approvals took time No accurate of the data Fraud and bribe among employees Database not centralized No integration in branches
OBJECTIVE AND SOLUTIONS
To design a system with efficient and fastest payroll system this is automated and has thecapacity to enroll the entire employees salary at same time and without any break and fraud.Digital signatures from higher authority will make it fast and integrate all the branches of thecompany. Run the payroll system from only one branch which sends all the employee salaryautomatic to all the branches of the company. Conduct the successful reengineering of theexisting process of the company .
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BPR METHODOLOGIES
PREPARE FOR BPRMake cross functional team.
Identify customer needs.
Develop vision .
MAP AND ANALYZE AS ISPROCESS
Make BPR team.
Create business models of process.
DESIGN TO BE PROCESSBenchmark process.
Designed TO BE process.
Perform trade off analysis .
IMPEMENTATION OFREENGINEERING PROCESS
Make implementation process.
Implement TO BE process .
IMPROVE CONTINUOUSLYReview of performance as
compared to vision.
Improve process continuously.
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CURRENT SCENARIO The XYZ Company is using an old system which is based on Microsoft office 2003.
TECHNOLOGY USED1. SOFTWARE CONFIGURATION:
Windows XP 2003 Microsoft office 2003 SQL Server Database
2. HARDWARE CONFIGURATION: Pentium 4 Processor 1.1 GHz 512MB RAM Hard disk 20 GB
3. NETWORKING CONFIGURATION: IIS (Internet Information Services) version 6.0 LAN VPN (Virtual Private Network)
AS-IS PROCESS:Core process of payroll
Profile Attendance Allowances Deductions Payment mode
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I. PROFILE:
Profile is responsible for the maintenance the profile of employees.
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III. ALLOWANCES AND DEDUCTION:
Allowance and deduction is responsible for adding bonuses in the salary and reducing taxes andloans from basic salary according to the policy of the company.
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PROPOSAL
With the co-operation of the higher authorities and with the review of the existing system, weproposed a better system which eliminate all the problems faced by the XYZ Company. This isour purpose to re-engineer the process with the full improvements and efficient system. This isusing the whole new technology which allows the efficiency and effective working for thesystem. As the company has different branches in all over country and have above 900employees working. So it is proposed that it should have an integrated system which allows all
the branches connected with the head office. Using new software with the help of newtechnology and provide the employers the training of it. This is the team of this project workingon it.
This system will be considered to be an integrated system which will customize all the issuesand requirements of the end user of the company. The system is design as with three tiersystem and have the very secure environment for the user. The activities performed in thesystem are considered as process to process not department to department. It came after thegreat analysis of the company requirement process and activities under the policy of the
company. The employer and employees facing the problems and issues are approximatelyavoided in this system. The system is flexible due to which it can be customize by the companyat the front end screen used by the user of the system. The system is reviewed by the topmanagement of our company.
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ARCHITECTURAL VIEW:
The 3 tier system is used to provide the integration and connectivity among all the branches. It isusing the centralized database; VPN is used in this system which is used for the security of thesystem. By this method, user will be restricted and secured. The system will work fast and havethe ability to query efficiently.
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TO BE PROCESS
The payroll system is now using the consolidated departments. All the departments are workingas one department and the problems they were facing are eliminated.
The change in profile is an employee ID which is signed for the first time when made the profileand that is for all the employees. This ID is generated by system when saving a profile and all thework depend upon this ID. Even though the employee is transfer or been retired but this id onlydeactivate in payroll system. The employee from any other branch transferred or promoted, butthe ID will be same and by that it will only configured. There is only one department called as
Payroll department which is responsible for all maintenance of compensation and benefits ofemployees.
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OVERVIEW OF THE NEW SYSTEM
The new redesign process for the payroll is free from all the problems of existing process. Thesections should not be different; all the sections are consolidated with each other. Now thesystem is starting from the hiring in which a form is filled by the employee at the time of hiringand this form is fully computerized. The following new processes are as follows
Using of time cards for attendance instead of manual. Allowances and deductions are in same manner at the time of profile generation Digital signature for approval to eliminate fraud and time consumption
Only head office is responsible for the employee salary Integration with bank Payment is responsibility of the bank Employees get his/her salary at the 1 st of the month. No patching of pay slips. Already defined pay scale system Calculations of the tax by tax slab and it can be changed when it is changed by
the government All the system is under control by the top management.
The departments are consolidated so the end users are: Cashier Disbursing officer Accountants CFO
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I. AUTOMATED PAYROLL DEPARTMENT:
This department is responsible for all the maintenance of compensation and benefits of all theemployees.
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PAYROLL FEATURES:This software has the following features which enables the users convenience and moreaffective and interactive way of management.
Automation of generation of reports Interactive reporting Convenient for employees to check their salary Online payment Bank integration Automated calculations Fully computerized New technology Flexibility Centralized system Under control of top management User friendly Update automatically Back-end running Fully secured Reliability Authorized
Centralized database
Risks: Lack of knowledge People doesnt want to change C.E.O Corporation Manager Co-operation Lack of knowledge of BPR analyst about process Project must be end on proper time Scope too narrow or too ambitious Existing jobs protected Insufficient exploration of new ideas Inadequate consideration of human resource issues No legacy system under control No proper resources available Low Communication or interaction
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CONCLUSIONThe conclusion of document is describes the significance meaning of payroll which is oftenoverlooked by businesses. Because of the time required to see this continuously, this part of the
business is ignored. So the top management must look into this matter in order to resolve the problems of employees that consist of over cutting of taxes, over burdened loans, not giving bonuses, payment not on time. Establishing the highest standards of accuracy and best practicesin payroll management will pay off in savings time and improve efficiency.
GAP ANALYSIS
The analysis shows the difference between AS-IS and TO-BE processes.
DESCRIPTION AS-IS TO-BE
DEPARTMENT Different departments areworking under one section.
Only one department PAYROLLis made.
APPROVALS Approvals done manually bydifferent heads.
Approvals done digitally.
DATABASE No centralized database. Centralized database.
RATIO OFEMPLOYEES
More employees due to differentdepartments.
Fewer employees due to onedepartment.
ACTIVITIES Attendances were recordedmanually to the system.
Time cards are used forattendance with automatically
addition.CONNECTIVITY No integration among sections
and branches.Consolidation and integrationamong sections and branches.
RECORDS Lost and not accurate. Saved in authorized area undertop management.
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APPROVALThis document is the property of XYZ Company, powered by PAF-KIET. It is nowreview by the top management of the company. This is the final version and this
document is submitted to the top management. This agreed that the proposal is accepted by the management of XYZ Company.
VERSION DATE
Version 1.0 11 December 2011
PAF-KIET SIGNATURE
Prepared by Bushra Tahir (54683)Mona Azhar (54193)Usama Khan (54689)Taha Yaseen (54488)
Supervised by Mr.Mohammad Sohail
Finalized by Director of Computer Science Dept
XYZ COMPANY SIGNATURE
Reviewed by Manager-IT
Authorized by GM-IT
Approved by Chief Executive Officer
SEAL PAF-KIET SEAL XYZ COMPANY