301KM Project
KOLEJ POLY-TECH MARA Faculty of Computer Science and Information Technology
AND
COVENTRY UNIVERSITY
IMPLEMENTING PAYROLL AND PROFITS SYSTEM FOR EMASJASA MECHANICAL AND ELECTRICAL
ENGINEERING CONSULTANT, JOHOR BAHRU
NORHIDAYAH ABDULLAH CVB100716249
301KM PROJECT JULY 2011
Norhidayah Binti Abdullah Payroll and Profits System-EJC
301KM Project 2
Declaration of Originality This project is all my own work and has not been copied in part or in whole from any
other source except where duly acknowledged. As such, all use of previously
published work (from books, journals, magazines, internet, etc) has been
acknowledged within the main report to an item in the References or Bibliography
lists.
I also agree that an electronic copy of this project may be stored and used for the
purposes of plagiarism prevention and detection.
Copyright Acknowledgement
I acknowledge that the copyright of this project and report belongs to Kolej Poly-Tech
MARA.
Signed: Date:
Office Stamp
Norhidayah Binti Abdullah Payroll and Profits System-EJC
301KM Project i
Abstract
This project is about the development of a new computerizing system called
Payroll and Profits System for Emasjasa Mechanical and Electrical Engineering
Consultant (EJC). It is constructed to solve the problems occur faced from current
manual system which is in term of lack of efficiency, mixed up documentation,
increase cost, and low level of security. Additionally, it built due to users
requirements that included main function of system which is providing
automatically calculation of employee net salary and producing automate
reporting of company’s profits. Instead of that, this project has simplified
employees work process by provide high functionality of computerize system, and
hence provided a user driven application for employees interaction and direct
communication. Consequently, the methodology approach for this project is
through the prototyping model lifecycle which has several stages during
development process. In brief, the results of implementing Payroll and Profits
system to the company, it has been achieved all the targeted objectives which
has impacted the quality of employee’s performance as it systemized the
management process and indirectly leading a success in expand and established
their business toward global large market.
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Table of Contents
Table of Contents .................................................................................................. ii
Additional Materials on the Accompanying CD ................................................... xii
Acknowledgements .............................................................................................. xiii
1. Introduction ................................................................................................... 1
1.1 Company Background ................................................................................... 2
1.1.1 Organizational Mission ............................................................................... 2
1.1.2 Organizational Strategy ............................................................................. 2
1.2 Overview of the Project .................................................................................. 3
1.2.1 Function of System .................................................................................... 3
1.2.2 Process of system ..................................................................................... 5
1.3 Problem Statement ......................................................................................... 6
1.3.1 Lack of Efficiency ....................................................................................... 6
1.3.2 Mixed up Documentation ........................................................................... 6
1.3.3 Increase Cost ............................................................................................ 7
1.3.4 Loss of data ............................................................................................... 7
1.3.5 Low Level of Security ................................................................................. 7
1.4 Project Objectives .......................................................................................... 8
1.4.1 To Simplify User Work Process by provide High Functionality
System ...................................................................................................... 8
1.4.2 To Improve Security System ...................................................................... 8
1.4.3 To Provide, Regulate and Automate Reporting Function ........................... 9
1.4.4 To Provide a User Driven Application for Employees Interaction and
Direct Communication ................................................................................ 9
1.4.5 To Minimize Cost ....................................................................................... 9
1.5 Project Scope ............................................................................................... 10
1.5.1 Administrator ........................................................................................... 10
1.5.2 Employees ............................................................................................... 11
1.6 Conclusion .................................................................................................... 11
2. Investigation ................................................................................................ 12
2.1 Payroll System Description and Flow ......................................................... 12
2.2 Profits and Loss System Description ......................................................... 15
2.3 Review the Disadvantages of Current Manual System (File Base
System) ........................................................................................................ 15
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2.4 Advantages Proposed System (Computerize Payroll and Profits
System) ........................................................................................................ 17
2.4.1 Automatic Calculations ............................................................................ 17
2.4.2 Time-keeping Transportation ................................................................... 19
2.4.3 Record-keeping ....................................................................................... 19
2.4.4 Back-ups are easy ................................................................................... 19
2.4.5 Report Generation ................................................................................... 20
2.4.6 Computerized payroll less time than manual ............................................ 20
2.5 Comparison between Proposed and Existing System (Manual
System VS Computerize System) ............................................................... 21
2.6 Proposed Payroll and Profits Need To Adapt with Principle of
Accounting ................................................................................................... 22
2.7 System Review ClickSoftware Payroll System ........................................... 25
2.8 System Review Hillstone Software ............................................................. 26
2.9 System Review Medlin Payroll Software .................................................... 27
2.10 System Review Georgetown Cleaning Service Employee Payroll
page .............................................................................................................. 28
2.11 Conclusion .................................................................................................... 29
3. Methodology ................................................................................................ 30
3.1 Development Approach ............................................................................... 30
3.2 Prototyping Model ........................................................................................ 30
3.2.1 Gather initial Requirement ....................................................................... 31
3.2.2 Design Prototype ..................................................................................... 32
3.2.3 Specify and Construct Prototype .............................................................. 32
3.2.4 Evaluate Prototype and Recommend changes ........................................ 33
3.2.5 Review, Update, and Enhance Prototype................................................. 33
3.2.6 Develop Real Project System .................................................................. 34
3.2.7 Perform Testing ....................................................................................... 34
3.2.8 Perform Maintaining ................................................................................. 35
3.3 Advantages of Prototyping .......................................................................... 35
3.3.1 Provide Real and Tangible Meaning ........................................................ 35
3.3.2 Reduce Time and Cost Of Development .................................................. 35
3.3.3 Developers receive quantifiable user feedback ........................................ 36
3.3.4 Users are Enthusiastic and Result Higher Satisfaction............................. 36
3.4 Conclusion .................................................................................................... 36
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4. Requirements .............................................................................................. 37
4.1 Functional User Requirement ...................................................................... 37
4.1.1 Provide High functionality of System ........................................................ 37
4.1.2 Backup and Recovery .............................................................................. 37
4.1.3 Control the Data Redundancy .................................................................. 38
4.1.4 Increase the Concurrency and Data Shared ............................................ 38
4.1.5 Efficient in Data Access ........................................................................... 38
4.2 Non-Functional User Requirement .............................................................. 39
4.2.1 Software Requirements ........................................................................... 39
4.2.2 Hardware Requirement ............................................................................ 40
4.2.3 Security Requirement .............................................................................. 41
4.2.4 Interface Design Requirement ................................................................. 41
4.2.5 Lifecycle Requirement ............................................................................. 41
4.3 System Tools ................................................................................................ 42
4.3.1 Database Tools ........................................................................................ 42
4.3.2 Interface Design Tools ............................................................................. 42
4.3.3 Programming Language Tools ................................................................. 42
4.4 Economic Requirement ............................................................................... 43
4.4.1 Tangible Benefits ..................................................................................... 43
4.4.2 Intangible Benefits ................................................................................... 44
4.4.3 Tangible Cost .......................................................................................... 45
4.4.4 Intangible Cost ......................................................................................... 46
4.5 Operational and Functional Requirement ................................................... 47
4.6 Conclusion .................................................................................................... 48
5. Data Analysis and Fact Finding ................................................................. 49
5.1 Primary Data ................................................................................................. 50
5.1.1 Observation ............................................................................................. 50
5.1.2 Interview .................................................................................................. 51
5.1.2.1 Interview Analysis ......................................................................... 52
5.2 Secondary Data ............................................................................................ 54
5.2.1 Online research ....................................................................................... 55
5.2.2 Study Sampling Of Existing Documentation ............................................. 56
5.3 Conclusion .................................................................................................... 57
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6. Design .......................................................................................................... 58
6.1 Use Case Diagram ........................................................................................ 59
6.2 Entity Relationship Diagram ........................................................................ 61
6.3 Story Board ................................................................................................... 62
6.4 Interface Design ........................................................................................... 75
6.4.1 Password Database ................................................................................. 75
6.4.2 Login Form .............................................................................................. 76
6.4.3 Main Menu Form ...................................................................................... 77
6.4.4 Administration Menu Form ....................................................................... 77
6.4.5 Employee Information Display Form ........................................................ 78
6.4.6 Employee Time Job Sheet Form .............................................................. 79
6.4.7 Employee Information for Admin Site ....................................................... 80
6.4.8 Salary form .............................................................................................. 81
6.4.9 Project Information Form ......................................................................... 82
6.4.10 Management Report Sort by Projects ...................................................... 83
6.4.11 Management Report Sort by Employees.................................................. 83
6.4.12 Management Report All Years All Projects .............................................. 84
6.4.13 Forgot Password form .............................................................................. 84
6.5 Conclusion .................................................................................................... 85
7. Implementation............................................................................................ 86
7.1 System Implementation ............................................................................... 86
7.2 Implementation Tools .................................................................................. 88
7.3 Installation Payroll and Profits System....................................................... 89
7.3.1 Installing Microsoft 2010 .......................................................................... 89
7.3.2 Choose setup icon ................................................................................... 89
7.3.3 Select Microsoft Access 2010 .................................................................. 90
7.3.4 Accepted Term of Agreements ................................................................ 90
7.3.5 Choose Install Now .................................................................................. 91
7.3.6 Progressing Installation ............................................................................ 91
7.3.7 Complete Installation and Close .............................................................. 92
7.3.8 Place Payroll and Profits System Software at Specific Partition in PC ..... 92
7.4 Deliverable of implementation phases ....................................................... 93
7.5 Conclusion .................................................................................................... 94
8. Testing ......................................................................................................... 95
8.1 Inspections ................................................................................................... 95
8.2 Walkthrough ................................................................................................. 96
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8.3 Desk Checking.............................................................................................. 97
8.4 Unit Testing .................................................................................................. 97
8.4.1 Black Box Testing .................................................................................... 98
8.4.2 White Box Testing .................................................................................... 98
8.5 Integration Testing ....................................................................................... 99
8.6 Validation Testing ...................................................................................... 100
8.7 Interface Testing ......................................................................................... 100
8.8 The Chosen Testing (Black bock Testing) ................................................ 101
8.9 Conclusion .................................................................................................. 113
9. Project Management ................................................................................. 114
9.1 Project Schedule ........................................................................................ 114
9.1.1 Work Breakdown Structure (WBS) ......................................................... 115
9.1.2 Gant Chart ............................................................................................. 116
9.2 Risk Management ....................................................................................... 116
9.2.1 Risk identification ................................................................................... 116
9.2.2 Risk Assessment ................................................................................... 117
9.2.2.1 Requirement Change during Development Project ...................... 117
9.2.2.2 Time Constrain as Clashing Of Client and Student Schedule ...... 118
9.2.2.3 Technical Failure of device .......................................................... 118
9.2.3 Contingency Plan ................................................................................... 119
9.3 Quality Management .................................................................................. 120
9.4 Conclusion .................................................................................................. 121
10. Conclusion ................................................................................................ 122
10.1 Achievements ............................................................................................. 123
10.1.1 Simplified User Work Process by provide High Functionality System ..... 123
10.1.2 Improved Security System ..................................................................... 123
10.1.3 Provided, Regulated and Automated Reporting Function ....................... 124
10.1.4 Provided a User Driven Application for Employees Interaction and
Direct Communication ............................................................................ 124
10.1.5 Minimized Cost ...................................................................................... 124
10.2 Future Work ................................................................................................ 125
10.2.1 Implement as web based system ........................................................... 125
10.2.2 Implement the synchronization system to RFID device system. ............. 125
10.2.3 Provide function to apply emergency leave ............................................ 125
10.3 Project Evaluation ...................................................................................... 126
10.3.1 Functionality .......................................................................................... 126
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10.3.2 Efficiency ............................................................................................... 126
10.3.3 Usability ................................................................................................. 127
10.4 Strengths and Weaknesses of the Payroll and Profits System ............... 127
10.4.1 Strengthen of the System ...................................................................... 127
10.4.1.1 System has Multiple Functions Provided ..................................... 127
10.4.1.2 Well Organized and Easy To Understand .................................... 127
10.4.1.3 Provide Variety Contingency Method .......................................... 128
10.4.2 Weaknesses of the System .................................................................... 128
10.4.2.1 Hard to deal with time attendance ............................................... 128
10.5 Summary ..................................................................................................... 128
Appendix A – Checklist for the Client Acceptance Factors……………..…. 131
Appendix B – End Unit Test Form…………………………….……………..…. 131
Appendix C – User Manual ............................................................................... 131
References ......................................................................................................... 142
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List of Figure
Figure 2.1 Sample of Payroll System Flow (Gandharva K., 2008) ............... 12
Figure 2.2 Major Modules of Payroll System (Gandharva K., 2008) ............ 13
Figure 2.3 List of Report Available under Various Modules (Gandharva K.,
2008) .......................................................................................... 14
Figure 2.4 CLICKSOFTWARE® Payroll System (ClickSoftware, 2007) ...... 25
Figure 2.5 Hillstone Payroll Software (Hillstone Software, 2005) ................. 26
Figure 2.6 Medlin Payroll Software (Medlin Software, 2007) ....................... 27
Figure 2.7 Georgetown Cleaning Service Employee Payroll page
(Georgtown Cleaning Software, 2007) ........................................ 28
Figure 3.2 Prototyping Model ...................................................................... 31
Figure 4.1 Tangible Benefits Worksheet ...................................................... 43
Figure 4.2 One-Time Cost Worksheet ......................................................... 45
Figure 5.1 Sample of Existing Documentation ............................................ 56
Figure 6.1 Domain Use Case Diagrams of Payroll and Profits System for
EJC ............................................................................................ 59
Figure 6.2 Entity Relationship Diagram (ERD) of Payroll and Profits System
for EJC ....................................................................................... 61
Figure 6.3 Welcome Form ........................................................................... 62
Figure 6.4 Login Form .................................................................................. 62
Figure 6.5 Enter Employee ID for Forgot Password ..................................... 63
Figure 6.6 Enter EPF Number for Forgot Password ..................................... 63
Figure 6.7 Forgot Password Form................................................................ 63
Figure 6.8 Main Menu Form ......................................................................... 64
Figure 6.9 Administration Menu Form .......................................................... 64
Figure 6.10 Management Report Menu Form ................................................ 65
Figure 6.11 Enter Password for Employee Information Form .......................... 65
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Figure 6.12 Employee Information Display Form ........................................... 66
Figure 6.13 Enter Password for Time Job Sheet Form ................................... 67
Figure 6.14 Employee Time Job Sheet Form ................................................. 67
Figure 6.15 Enter Password for Edit Time Job Sheet Form ............................ 68
Figure 6.16 Edit Time Job Sheet Form .......................................................... 68
Figure 6.17 Employee Information Form ........................................................ 69
Figure 6.18 Enter Month/Year for Salary Form .............................................. 70
Figure 6.19 Enter Employee ID for Salary Form............................................. 70
Figure 6.20 Employee Salary Form................................................................ 71
Figure 6.21 Project Information Form ............................................................. 72
Figure 6.4 Login Form .................................................................................. 72
Figure 6.22 Enter Year for Management Report sort by Project ...................... 73
Figure 6.23 Management Report sort by Project ............................................ 73
Figure 6.24 Enter Year for Management Report sort by Employee ................. 74
Figure 6.25 Management Report sort by Employee ....................................... 74
Figure 6.26 Database Password .................................................................... 75
Figure 6.27 Login Form .................................................................................. 76
Figure 6.28 Main Menu Form ......................................................................... 77
Figure 6.28 Administration Menu Form .......................................................... 77
Figure 6.29 Employee Information Display Form ........................................... 78
Figure 6.30 Employee Time Job Sheet Form ................................................. 79
Figure 6.30 Employee Information for Admin Site .......................................... 80
Figure 6.31 Employee Salary form ................................................................. 81
Figure 6.32 Project Information form .............................................................. 82
Figure 6.33 Management Report Sort by Projects ......................................... 83
Figure 6.33 Management Report Sort by Employees ..................................... 83
Figure 6.34 Management Report All years All Projects ................................... 84
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Figure 6.35 Forgot Password Page................................................................ 84
Figure 7.30 Choose Folder Microsoft Office Professional 2010 ...................... 89
Figure 7.31 Click “setup” icon ........................................................................ 89
Figure 7.32 Choose “Microsoft Access 2010” ................................................ 90
Figure 7.33 Accept term of Agreements ......................................................... 90
Figure 7.33 Choose “Install Now” Button ....................................................... 91
Figure 7.33 Progressing Installation ............................................................... 91
Figure 7.34 Complete Installation .................................................................. 92
Figure 7.35 Place Software at specific partition in PC .................................... 92
Figure 9.1 Work Breakdown Structure (WBS) ........................................... 115
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List of Table
Table 4.1 Minimum Hardware Requirement ............................................... 40
Table 5.1 Interview Analysis ...................................................................... 52
Table 7.1 Deliverable of implementation phases ......................................... 93
Table 8.1 Welcome Form Testing ............................................................ 101
Table 8.2 Login Form Testing .................................................................. 101
Table 8.3 Main Menu Form Testing ......................................................... 102
Table 8.4 Administration Menu Form Testing........................................... 103
Table 8.5 Time Job Sheet Form Testing .................................................. 104
Table 8.6 Project Information Form Testing ............................................. 107
Table 8.7 Employee Information Form Testing ........................................ 109
Table 8.8 Employee Salary Form Testing ................................................ 111
Table 8.9 Management Report Testing .................................................... 112
Table 9.1 Risk Assessment Check-list ..................................................... 117
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Additional Materials on the Accompanying CD
1. Presentation Slide
2. Documentation
3. Payroll and Profits System (Software)
4. Test Material
5. Sampling Existing current Documentation
6. Gant Chart (project Planning)
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Acknowledgements
First and foremost, thanks to Almighty God for giving me His blessings to
complete this final year project. I would like to acknowledge and special thanks to
Miss Noor Liza Ali as my supervisor and cornerstone who contributed her time in
giving comments, ideas, giving efforts in pleasantly and efficiently for her
guidelines and expertise which enable me to construct the development of this
final project.
In particular, we would also like to acknowledge the contribution of Madam
Fadhilah Rentah as my second assessor who oversaw the grant and recognized
the importance of adding the business development voice to my understanding
and define the quality project creation.
Instead of that, I am grateful to workforce of Emasjasa Mechanical and Electrical
Engineering Consultant, especially Mr. Saidun Sumadi as Manager of company
as individuals from the organization who agreed to be interviewed for this report,
Rozliani Romly as Human Resource officer of company for their generous support
and provided useful feedback on early drafts of the introduction and framework for
project development.
Additionally, I would like to express gratitude to my family especially to my
parents for their understandings and supports in completing this final year project.
I am also appreciating to the numerous colleagues and others who involve directly
or indirectly in developing the final year project. Consequently, while they are too
numerous to thank individually, this report would not be possible without their
helps of the particular that mentioned above, and hence may face with many
difficulties while doing and accomplished this final project.
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1. Introduction
The project is about developing the new computerize system for
Emasjasa Mechanical and Electrical Engineering Consultant which is
“Payroll and Profit System”. The key issues in designing the new
computerize system were identified and analyzed. The main function
would provide a single interface for useful information and knowledge
flow, work procedures, policies and departmental updates. In addition,
recommendations were also be made for the development and launch
phases.
For develop the Payroll and Profits System, the literature review of this
project is one of the most important part which is it consisting of hardware
and software, chosen option, and the example of the system. In term of
the current hardware that use by the company, it is need to be upgrade
by the developer because the specification of current company use is too
low in order to support the propose system. The hardware need to be
upgrade is hard disk, RAM, processor, motherboard, operating system,
Network operating system, network card, and video card. In addition, the
software that needs to add such as antivirus, Microsoft Office 2010, and
others.
Other than that, the important part of literature review need to be
considered is the list of option available is based on the user
requirements which is STAND ALONE SYSTEM, and what the user
needs for the new computerized and stand-alone system that wants to
develop is a system which is an easy to use which means the system has
the highest of function that provided and easy to understands the flow of
the system with correct process and the user interface of the system.
Besides that, in the literature review also has identified the best example
of the other system as references to develop this propose system which
is “Payroll and Profit System”.
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1.1 Company Background
Emasjasa Mechanical and Electrical Engineering Consultant (EJC) were
established in 29 Nov 2006 by the owner Mohd. Saidun Sumadi at
Taman Sri Putra, Johor Bahru. Today a company employing over 20
staffs and involve actively in medium and large size of engineering
projects involve actively in medium and large size projects. Their
engineers have wide experiences in various types of buildings including:
Onshore
Petrochemical Plant,
Ship And
Offshore Platforms and others.
Since 2006 until currently, EJC involved actively in 83 projects such IPD
Utara JB, and FAMA projects. EJC are also providing Specialist service
in:
Information and Communication Technology System (ICT) design
Explosion proof HVAC equipment’s design such as Air Handling
Unit, Condensing Unit, Chiller, etc.
1.1.1 Organizational Mission
Maintaining the comfort ability and the stability.
Provide the higher system that make easy to company to achieve
profits
Make sure the customer get the higher conducive
Provide a quality specification of services and good management
for the customer.
1.1.2 Organizational Strategy
Improve the sales and marketing of the company
Analyze the requirement of the staff
Surveying the staff’s work periodically
Surveying and improving the management via current market
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1.2 Overview of the Project
Overview of the system will briefly describe about the project of
developing Payroll and Profits System which is in term of the function of
the system and the detail about the process that involve in the new
proposing system. There are about seven functions provide by the
developer and six process that involve in this system.
1.2.1 Function of System
For the proposed system, the name project given is “Payroll and Profit
System” that will implement at EJC. This proposed system has two main
functions in term of provide the computerize system that can calculate the
payroll and indirectly calculate the profits of company from time to time
follow the standard of the principle accounting such as follow the
Financial Reporting Standard (FRS). Therefore, the report that will
produce is more accurate and easy to measure the profits of the
company. In order to calculate the payroll and profits of company, as
employees, they need to key in their daily basis time job sheet that
consist their working time in and out and also the hour that they has been
spent for each projects that involved by company.
The new system will organize list by saving it into only one place and no
more using files. No more hassle trying to find the file needed. With just a
simple step, everything is in order and the files are well organized and
easy to be found. By using the database system, it can eliminate cost by
saving the information directly to the computers and no more needed for
Photostat paper. There are many functions that are providing by this
system to users. The function of the Payroll and Profit System which are
the system allow user to key in the data and save the projects details and
their time job sheet that consist in the company for future use in the
database (DBMS). The Payroll and Profit System provide function in term
of update, delete, insert, save backup and recovery.
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Whenever the data is want to be update in term of insert new data,
delete, or change the old data, the user just need to update once at a
time, and no need to update for another file, because the system have the
data redundancy. A recovery control system, which is restores the
database to a previous consistent state following a hardware or software
failure. By eliminating or controlling the redundancy, it is reducing the risk
of inconsistencies occurring. If a data item is stored only once in the
database, any update to its value has to be perform only once and the
new value is available immediately to all users. If a data item is stored
more than once and the system is aware of this, this system can ensure
that all copies of the item are keep consistent.
Furthermore, the system also has backup and recovery for this system.
By develop this system; it will fulfill the user requirement which can have
the backup and recovery to the data that save in the system. Everything
that user do such as update, delete or add, it will save and automatically
have backup. Whenever the system is corrupted or server down, the data
is still exist at the backup and recovery of the system. Moreover, the
system also allow user to access or shared the data from computer, to
another computer via intranet which is Local Area Network (LAN). This
system provides information needed for each end user’s application by
using application program that share the data in common databases. This
system provides the user to share data with another user at the
simultaneously with the same information. It can save their time and
make fast for user to get the information that they want. For example, the
data that need by the management, they just only access that file to the
employee’s computer.
Other than that, the function that this Payroll and Profit System provided
is the function of searching or find for the data that exist. Whenever the
user needs to find the data of employees and projects, they can find with
easier, faster and efficient. They just only need to press the no id of
employee which is primary key in order to identify all the data that save
before. From that, it shown that the database provides variety of
techniques to store and retrieve data efficiently. There are many
techniques are provided to user to get their objective achieves.
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1.2.2 Process of system
Insert : The system will allow user to insert the new employee’s
and project’s details with required the form to fill. The
system will receive and hold the data in the database. The
user can insert the new data to the system.
Save : The process of save is provided by the system in order to
do any process before and future use. It will save the data
that user enter if they click the button save, and it will work.
Update : The user can update any event that user do in order to
access by all user. If the user wants to change the data, the
system will eliminate the old data and replace with the new
data.
Delete : The process of delete can do by this system in order to
discard the old details that user want to replace it.
Backup : The system can do the backup in order to cover all the data
that save in the database. If any of the file is corrupted, the
data didn’t lost because is still exist at the backup file
Security : The system has the security in order to avoid from
unauthorized user that want to access the Payroll and
Profits System
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1.3 Problem Statement
In order to develop the project, developer has determine the problem
statement from the current using system which is in term of lack
efficiency, increase cost, mixed up documentation, loss of data and low
level of security. This step of determining problem statement is very
important in order to state the objective of the project.
1.3.1 Lack of Efficiency
In the current system, there is more lack of efficiency in term of current
manual system uses which is key in the attendance through log book and
calculates the staff’s salary with manually. It exposed with easily for them
to make mistake and that is show how lack current system and problem
occur from using the current system. The users need the project because
of to improve the efficiency and accuracy of their work. That is because
the current system that they use before is manual and they need the
computerize system in order to make their work more efficient and
accurate. When they calculate the payroll and the profit of the company
by manually, the possibility to make mistake is high rather than implement
the propose project which is computerize system. It is because the
computerize system will provide function of automatically calculate the
payroll and profits of the company follow the fix calculation which is
matching the principle of accounting.
1.3.2 Mixed up Documentation
Other than that, there is need for this project because there are some
problems in this company when using file based system. The first
problem is mixed up documentation. After employee have given back the
form that have been fill up with the details of the data, the form are kept in
one place before handed to the technician. In the future, if anything
happens and the form is needed for inspection, employee must look back
in the file and search for the file. The document will be all mixed up and
this will burden the user. Hence, it is difficult for staff to make the annual
report base on the mixed up documentation and the data may not
accurate.
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1.3.3 Increase Cost
Additionally, user need this project because of the lack of current system
which is file-based system need lot of space and the paper usage is
important. A lot of form is need to use and all these forms are kept in file
and all these file are kept in cabinet. From month to month, years to years
the file is increase and more cabinet is needed. This cost of space for
new cabinet in the office which is limited spaces. It is difficult for
employee to search the old files in term of checking and updating. It also
can cause slow to find the data. Using filing system, the company needs
to buy many file to store the data. If the cabinet is full, the company needs
to buy the new cabinet. So, company need to spend much money to buy
file and cabinet. When using the system, all the data can stored in one big
database. So, company no need to buy many file and new cabinet to
store all the data. Other than that, the current system use many paper
and need to keep it in cabinet. So every year this company needs to
spend their budget to buy papers to use for resource management.
1.3.4 Loss of data
Moreover, other problem occurs during using the current system use by
company is it makes the loss of data. All the information about the
equipment has been lost or miss place the record. In this case, all the
important data has lost because of the current system don’t have any
backup. It is difficult for employee to find the lost record again. The
system without database will cause the entire data store with
unsystematic ways, and this situation will be occur many problem such as
difficult to find data and maintain all the data.
1.3.5 Low Level of Security
Without computerized system, there are lack of security for the data that
stored by the company. This because any authorized can access data
more easily rather than if there any computerized system with security
was use by the company. An authorize user also can easily stole the file
based from the rack and duplicate it for their needed.
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1.4 Project Objectives
There are several project objective are determine during development of
project due to the problem statement stated which is in term of to simplify
user work process by provide high functionality system, to provide,
regulate and automate reporting function, to improve security system, to
provide user driven application for employees interaction and direct
communication and to minimize cost.
1.4.1 To Simplify User Work Process by provide High Functionality
System
The main direct users taken into consideration in this report were the
administration employees of from various units at this company. Out of all
the direct and indirect users targeted as stakeholders for the system, it
was concluded that admin support employees would utilize and reduce
their work time during accomplish the tasks given. As a result of this time
constraint, it was ideal to have most tasks simplified the work process.
The objective of project is to fulfill the needed of the customer by provide
high functionality in order to accomplish the daily task which is the
proposed computerize system are provide with variety of function in term
of the user can update, delete, add and have the own fix calculation of
payroll and profit matching on the principle of accounting in order to
ensure the accuracy and efficiency of work is always be maintain.
1.4.2 To Improve Security System
The project objective is to improve security of the company’s system by
replace the current system. The new system are prevents unauthorized
users from accessing the database. Without suitable security measures,
integration makes the data more vulnerable than file-based systems. The
access that an authorize user is allow o the data may be restricted
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1.4.3 To Provide, Regulate and Automate Reporting Function
This was the main objective and all the previous components in the work
breakdown structure led to the produce the annual accurate report and
recommendations were also made for the further work required. In
addition, regulating and automating tasks was established as an objective
with the aim to also simplify to user work process. It would give those
individuals with the authority on decision making; quick and easy access
to data and information in one reliable and secure source. Rather than
having data being manually compiled in separate spreadsheets for each
unit; collated reports across units can be graphed giving visual
enhancements for easy use, analysis and detail breakdown and easy
make comparison.
1.4.4 To Provide a User Driven Application for Employees Interaction
and Direct Communication
One of the key goals of EJC is to facilitate an effective communication
strategy; both internally amongst staff and externally with direct
customers and those that provide indirect services. These are run
independently by a unit manager though supervised by area managers
and those higher staff through the organization hierarchy. The main
communication mediums for all staff working at each unit are through
email, phone, fax and internal post. Therefore, by linking all units via an
intranet system which is proposed system (Payroll and Profits System)
would allow for a quicker and more efficient means of communication.
1.4.5 To Minimize Cost
Finally is the new project’s objective is saving cost. Using filing system,
the company needs to buy many file to store the data. If the cabinet is full,
the company needs to buy the new cabinet. So, company need to spend
much money to buy file and cabinet. When using the system, all the data
can stored in one big database. So, company no need to buy many file
and new cabinet to store all the data.
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1.5 Project Scope
There are two main groups of users that involve in the proposed Payroll
and Profit System for Mechanical and Electrical Engineering Consultant,
Johor Bahru which is employees and administrator in order to keep
update and save all information in database to be calculate automatically
the payroll and profit by computerize, not in manual filing.
1.5.1 Administrator
For administrator, it divides into two users in term of manager and Human
Resources Employee because of they have same job functionality of the
system.
For manager, the needs towards the system are to view the report of the
Payroll and Profit System by daily, monthly and yearly. Based on the
report, manager can measure either the company achieve the profits or
have lose base on the time job sheet that the employees have been key
in into the database. If there is any lose regarding the lateness of
employee accomplish the projects, it can be improve and avoid from it
happened, manager must take immediate action.
In addition, instead of manager as user of the system can maintain the
information of the employee and projects, the administrator also
determined as user of the system which is Human Resources Employee
also can maintain and update all that information. It is means that human
resources employee have the same scope functionality of system with the
manager which can update and maintain all projects details in the
database. Otherwise, the administration also can maintain the information
of the projects that involve by the company, the employees such as their
details particular, medical certificate, and others claim of allowance.
Therefore, the HR’s employee also can automatically produce the
management report and the entire employee’s salary of the company.
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1.5.2 Employees
In this system, the employee will key in their time job sheet that consist of
their normal and OT time working in and out of the office on daily basis.
Instead of employee to key in their working in and out time, they also
need the system to key their total hour that they have been spent their
time or hour for each projects that company have been involved.
1.6 Conclusion
As a conclusion, there are several objective determined due to problem
statement which is to develop the new computerize system named as
Payroll and Profits System for EJC which will provide many function in
order to eliminate the current problem that indirectly can improve the work
performance of employees.
The term 'payroll' encompasses every employee of a company who
receives a regular wage or other compensation. Some employees may
be paid a steady salary while others are paid for hours worked or the
number of items produced. All of these different payment methods are
calculated by a payroll specialist and the appropriate pay checks are
issued. Companies often use objective measuring tools such as
timecards or timesheets completed by supervisors to determine the total
amount of payroll due each pay period (Michael P. and Lindsay D., 2003).
Fast and accurate payroll processing is essential in any organization. The
payroll software module provides a fully functional payroll processing and
management system, integrated with the human resource and time and
attendance software modules allowing single data entry (Kevin L., 2011).
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2. Investigation
The literary review looks at the main theory of determine payroll and
profits through available development models. It is also review about the
existing manual system that use by the company which is file base
system, reviewing the proposed system also comparison between file
based system and computerize system. Furthermore, through
organizational background research and user requirement analysis, the
onset of various new issues to resolve were identified, also the database
development approach was identified and the aspects revolving the
advantages and disadvantages have also been explored.
2.1 Payroll System Description and Flow
Payroll system is the heart of any Human Resource System of an
Organization. The solution has to take care of calculation of salary as per
rules of the Company, Income-Tax calculation and various deductions to
be done from salary including statutory deductions like Income Tax and
Provident Fund deductions. It has to generate pay-slip, cheque summary
and MIS reports (Gandharva K., 2008).
Figure 2.1 Sample of Payroll System Flow (Gandharva K., 2008)
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Figure 2.2 Major Modules of Payroll System (Gandharva K., 2008)
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Figure 2.3 List of Report Available under Various Modules (Gandharva K., 2008)
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2.2 Profits and Loss System Description
The free market economy is a profit and loss system. Typically, profits
are emphasized but it should be understood that losses are equally
necessary for an efficient economy. The nature of profits is sometimes
misconstrued by the general public. Profits are not an excess charge or
an act of meanness by firms.
Profits are a reward to the capitalist-entrepreneur for creating value. To
understand this we must first understand the nature of exchange. When
two parties trade they do so because they expect to receive something of
greater value than that which they surrender; otherwise they would not
waste their time engaging in exchanges (Jim C., 1997)
2.3 Review the Disadvantages of Current Manual System
(File Base System)
As stated above, the current system that has been use by the EJC is
manual system. From the current environment business process, the
manual payroll system requires payroll processing to be done completely
by hand. Therefore, time card, wages and payroll tax computations; wage
garnishments; and voluntary deductions are done by manually.
Additionally, employee’s time sheet and wage calculations, payroll
verifications, check printing, and tax computations and filings are all done
by hand and all payroll errors are corrected manually as well, resulting in
a tedious task it resulted the greatest disadvantage of manual payroll
systems is their propensity for errors with so many calculations being
performed by hand, it can be quite easy to make mistakes and doubly
hard to correct them (Michael H., 2011).
Furthermore, pay checks and pay stubs are produces handwritten or
printed on a typewriter. It is resulted the main disadvantage with this
system is its high room for error. The more manual computations the
payroll representative has to make, the more errors that staff to make.
(Natalie G., 2011).
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In fact, it is very easy to make mistakes when processing payroll
manually, and the penalty for mistakes, especially mistakes during
producing the taxing, can be very costly. There are at
least free payroll templates out there, but it still difficult to do manual
payroll processing. In addition, the disadvantage is that whatever staffs
save on start-up costs will probably be eaten up by the amount of time it
takes to process the payrolls of whole employees in company.
Besides that, it can cause time-consuming because to ensure the payroll
is accurate, staffs has to triple-check the data before printing checks.
Even then, it is also still have a possibility to miss errors. In addition,
paper filing is required with this system, which can create clutter, and if
the payroll representative does not understand how to calculate payroll
taxes manually, erroneous tax withholding, reporting and payment occur.
Hence, this can result in penalties from federal and state tax agencies
(Natalie G., 2011).
A manual payroll system is performed entirely by hand and a
computerized payroll system allows a company to process its payroll via
dedicated payroll software. In addition, a manual system can result in
payroll errors and is usually a slow, laborious process; a computerized
system helps to reduce errors and speeds up the process.
In conclusion, the manual payroll system takes up valuable time,
resources and money. So instead of wasting valuable time with the
tedious accounting tasks, let implement the proposed computerize payroll
and profits system as the software have variety of function such as
calculate the pay checks, while work on developing the business,
increasing production and revenue.
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2.4 Advantages Proposed System (Computerize Payroll
and Profits System)
Due to the increasing demands and technology today, computerized
payroll software has been made to accommodate such responsibilities. Of
course, every employee needs to be compensated for the services he or
she provides, in order to do this, every employer should have his or her
own payroll system for their company.
A computerized payroll system is a typically used by medium to large
scale businesses process. It saves a lot of time and decreases the
chances of generating errors and of course, as an employer, they wouldn't
want to overpay. By this kind of software, user or employee can input all
the payroll information and run year-end reporting quickly and accurately.
It also archives pay slips and annual reports in case when going to need
them later. An automated payroll system enables the employer to process
its payroll through a computerized system. Meanwhile, a manual payroll
system requires that the payroll be processed by hand and is therefore a
considerably slower procedure than an automated system. The former
makes payroll processing simpler, and reduces errors and there many
advantages of using the computerize Payroll system.
2.4.1 Automatic Calculations
The automated payroll system uses payroll software to compute all wages.
Therefore, the result depends on the accuracy of the input. Thus, if a
terminated employee is due severance pay but the payroll representative
neglects to make the entry, the system will not pay it. Typically, the system
is reliable so long as the entries are correct. The automated system
performs all types of payments: hourly, overtime, double-time, salaries,
commissions, bonuses, pay raises, retroactive pay, wage deductions, auto
payments and tuition reimbursements. Notably, the automated system
eliminates manual paycheck writing. The system automatically generates
paychecks and stubs and enables direct deposit (Natalie G., 2011).
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The most complicated area of payroll is working out the holiday pays such
as annual leave payments. Many get it wrong even using a computerized
system! Again, provided the setup is correct, processing holiday pays is a
walk in the park compared to working them out (Robert S., 2011).
If employee time is imported into the computerized payroll system, the
latter rounds the employee time up and down appropriately, such as to the
nearest quarter hour. It can calculates the total hours worked and to be
paid. This is saves on time spent manually calculating the hours and
reduces errors. Furthermore, if the payroll person enters the hours into the
system herself, it calculates the wages automatically, based on her input.
The system will calculates all pay frequencies, such as weekly, and
semimonthly
In addition, salary and wage deductions are a necessary part of payroll
processing and the employer must take mandatory withholding from
employee paychecks, including federal income tax, Social Security tax,
Medicare tax and usually state income tax. These all taxes can be time-
consuming and perplexing to compute manually.
In fact, a number of rules are attached to withholding tax calculations. By
an automated payroll system, the software has the tax rates hard-coded in
the system. It will calculates the withholding tax for each employee based
on the withholding conditions data input. Therefore, this reduces the
likelihood of payroll tax errors, which can result in fees from the IRS and
the state taxation agency (Natalie G., 2011).
Besides that, a computerized payroll system can automatically calculates
employee statutory deductions, such as taxes and wage garnishments,
and voluntary deductions, such as parking fees, contributions and medical
benefits. The payroll person simply enters the data upon which the
deductions are based, such as form information for federal income tax
withholding. Hence, by implement computerize payroll software, it
integrated to accounting which is finalizes a pay and your general ledger &
financial reports are up to date. (Robert S., 2011).
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2.4.2 Time-keeping Transportation
Usually, hourly workers are paid according to hours worked during the pay
period and commonly the employer uses a time-keeping system to track
hours and pay hourly employees accordingly. It is critical, that each
employee’s time is computed accurately. Many employers use a time clock
to track work hours. A manual payroll system requires computing the time
clock data by hand and this will increases the likelihood of mistakes.
Meanwhile, the automated time-keeping system allows the employer to
import time clock data into payroll software. Commonly, the employee
uses a swipe card or badge, or the hand prints or fingerprint method, to
clock in and out. Once the entries are transported into the payroll software,
the software computes the time worked and all the payroll staff member
has to do is ensure the time is transported appropriately and makes the
necessary edits.
2.4.3 Record-keeping
The IRS requires employers are to keep employment tax records for a
minimum of four years. Furthermore, the U.S. Department of Labor
requires payroll records to be kept for at least three years. The manual
system requires filing the necessary payroll data by hand, which
consumes time and increases the clutter and Payroll software generates
and stores payroll and employment tax data. (Natalie G., 2011).
In fact, employee no need to look up the tax tables as the programmed
contains the rates for PAYE, staff loans and KiwiSaver and the program
also calculates any tax credits which from IRD to employer.
2.4.4 Back-ups are easy
It is easy to back up the payroll file for safe keeping. Paper based systems
are not backed up, so if the pay book was lost or destroyed then the firm
could face big problems (Robert S., 2011).
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2.4.5 Report Generation
A computerized payroll system generates and prints payroll reports. If you
want to double-check the payroll before printing paychecks/pay stubs,
simply reference the corresponding reports. Furthermore, the U.S.
Department of Labor requires employers to retain payroll records for at
least three years and a computerized system enables hard-copy printing of
payroll registers pertaining to each pay period. It also saves the
information in the system indefinitely. In addition, the system generates tax
reports to ensure payroll tax compliance. This includes quarterly and
annual wage reporting and generating employee form and if a related
department such as accounting handles the company's payroll tax and
reconciliation duties, print the necessary reports the department needs via
the computerized system. Furthermore, the system will tracks benefit
days, such as vacation and personal time, taken and paid. (Natalie G.,
2011).
Moreover, any payroll program should come with a range of management
reports such as costing reports so management can see wage costs over
different areas of the business. ACC levy reports, sick leave, annual leave
reports and others can be produced. Moreover, the pay slips printed and
contain more information (leave due and leave accrued) than handwritten
pay slips which relates to happier employees.
2.4.6 Computerized payroll less time than manual
Once a payroll system is set up, the time taken to process a pay is less.
You set up ‘standard’ pays for people so that all allowances and
deductions are processed without one thinking about it. Time is saved
preparing pays and running the payroll so the employer saves money. All
payroll records are held in one central place on a hard drive although it is
still necessary to keep leave requests, printed pay summaries and copies
of IRD reports (Robert S., 2011).
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2.5 Comparison between Proposed and Existing System
(Manual System VS Computerize System)
Not so long ago, all payrolls used to be calculated manually, without any
help from a computer. The Professional accountants invested a lot of time
and energy into keeping track of all employee data, files and information,
calculating monthly salaries, hourly remunerations, bonuses, sick leaves,
benefits, taxes, deductions and they did this all by keeping numerous files
filled with track records for each and every person employed.
Nowadays, however, thing are far more simple than they used to be
because technology is always dedicated to making things easier and
better, quite a wide variety of computerized payroll systems is available to
save us from this tedious task. Furthermore, instead of keeping dozens of
files and spending endless hours calculating, all you have to do is get a
payroll software system and let it do all the nasty work.
It is really bares no comparison which is a manual payroll system means
doing everything by hand, while a computerized one will enable its users
to store unlimited data, keeping track of everything. While with a manual
payroll system would have to keep track of all employees' time by hand,
with payroll software you can automatically transfer all punches or swipes
directly into the system, which will store them instantly.
Moreover, it can even separate regular work hours from overtime, and
calculate the different remunerations according to set parameters and if
human error sneaks in even with the most organized manual payroll
system, computerized payroll software will provide accurate calculations
regardless of the amount of data stored. (Adrian F. Alexa, 2011)
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The computerized payroll software systems save time and money, they're
very easy to use and they're also very practical. All programs, however,
include essential features for storing employee information, files and track
records, and will enable authorized users to enter, view or change
information anytime.
The basic features include paycheck processing, direct deposit options,
payroll reports, tax reports, deductions, quarterly and annual ware reports
and many others. Furthermore, while with a manual payroll system you
have to do everything yourself, a computerized payroll software will
calculate automatically all pay frequencies, employee statutory deductions,
401k contributions, bonuses, medical benefits etc. It basically, all have to
do is enter all the data upon which the deductions are based, and the
software will handle everything else (Adrian F. Alexa, 2011).
2.6 Proposed Payroll and Profits Need To Adapt with
Principle of Accounting
In order to develop the new propose Payroll and Profits System for EJC, it
needs to consider and concern about to matching the new system with the
principle of accounting in order to ensure the accuracy of the system. It will
be helpful to recall the matching principle of accounting and this principle
will guide us to better understand how payroll and fringe benefits are
reported on financial statements which are a company need to follow
the accrual method of accounting.
The matching principle requires a company to match expenses to the
accounting period in which the related revenues are reported and if a
direct connection between revenues and an expense does not exist, then
the expense should appear on the income statement for the accounting
period in which it was incurred. In fact, the expenses are often incurred or
occur in a different accounting period than when they are paid.
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The below are three payroll examples to illustrate this point:
1. A company employs a staff to work a total of five days—from December
26 through December 30, 2010. On December 30 the staff submits her
time card. The company issues her payroll check on the next scheduled
payday, January 5, 2011.
Even though the check is dated January 5, 2011, the matching principle
requires that the company report the expense and the liability in December
2010 when the work was performed (and the company incurred the
liability). Because the staff was only employed for the last five days of
December, the company would not have any wage or fringe benefits
expense for her during January. The paycheck issued on January 5
merely reduces the company's liabilities and cash (Harold A., 2011).
2. Let's assume that a company gives its sales manager an annual bonus of
1% of sales, to be paid on January 15, 2011. The bonus amount is
calculated by multiplying the sales from January 1 through December 31,
2010 times 1%.
The matching principle requires that the company report 1% of sales as a
Bonus Expense on its income statement (and a liability for the total
amount owed must be reported on its balance sheet) in every accounting
period in which sales occurred in 2010. If the company violates the
matching principle by ignoring the bonus expense throughout the year
2010 (when sales actually occurred) and reports the entire bonus amount
as an expense for just one day (January 15, 2011), every income
statement pertinent to 2010 will report too much net income and the
income statement that includes January 15, 2011 will report too little net
income. The matching principle requires that the bonus expense pertinent
to the 2010 sales be matched with the 2010 sales on the 2010 income
statement (Harold A., 2011).
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3. A company has a vacation plan that will provide two weeks of vacation in
the year 2011 if the employee worked the entire year of 2010. In the year
2010 (when the employee is working) the company reports the vacation
expense on its 2010 income statement. The company's December 31,
2010 balance sheet will report a current liability for the two weeks of
vacation pay that was earned by each employee but not yet taken. In 2011
(when employees take the vacations that were earned and expensed in
2010), the company will reduce its cash and its vacation liability (Harold
A., 2011).
As state above about accounting for payroll and fringe benefits, keep the
matching principle in mind. As the above examples show, the date on
which a company pays wages or fringe benefits is not necessarily the date
on which the company reports the expense on its financial statements and
it is very important to consider and matching the principle of accounting
during develop the new propose Payroll and Profits computerize system.
Therefore, Payroll and Profits System is responsible for the recording of
payroll data, including adjustments and supplements, into accordance with
laws and regulations as applicable;
i. Pay the net pay due, by weekly, by electronic funds transfer (direct
deposit) to the employee’s financial institutions;
ii. Promptly make payment in the proper amount to all persons entitled to
be paid, in compliance with applicable laws, regulations, policies, and
legal decisions; Prepare adequate and reliable payroll records;
iii. Promptly record accounting entries for the disposition of all authorized
deductions from gross pay;
iv. Maintain adequate control over, and provide adequate retention and
disposition of, all payroll related documents;
v. Maintain individual pay records to show gross compensation including
allowances by type and amount, deductions including allotments by
type and account, and net pay for each period; and Review payroll
operations continually and adjust them to be as efficient, effective, and
economical as possible, and ensure that payroll systems are in
accordance with all legal requirements. (Michael C. Kane, 2011)
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2.7 System Review ClickSoftware Payroll System
CLICKSOFTWARE® Payroll System is a comprehensive, easy-to-use
solution which includes all the payroll functionality needed by any
organization to process payroll accurately and quickly, every time. The
robust functionality of ClickSoftware Payroll makes it easy to produce pay
slips on demand and make last minute changes with no hassles. It’s easy
to meet the needs of your unique organization with flexible features
including multiple shift definition, rate definition, taxes, and deduction
types, multiple user-defined pay groups.
Figure 2.4 CLICKSOFTWARE® Payroll System (ClickSoftware, 2007)
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2.8 System Review Hillstone Software
From this review system of Hillstone Software, the developer makes it as
reference in term of its menu which is include admin site, staff, company,
reports, phone list, option, register, about help and exit. There are very
important in order to develop the system as menu is work as backbone for
each system that will develop. Instead of that, the developer also make
this system in term of its functionality button which is new, save, print,
export, delete, holiday and close.
Figure 2.5 Hillstone Payroll Software (Hillstone Software, 2005)
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2.9 System Review Medlin Payroll Software
For this review system of Medlin Payroll Software, the developer has been
made it as reference in term of the details of information of each textboxes
for employees payroll form. For this employee payroll form, there are
many that consist of employee basic information, salary details, and period
part information. In addition, to make it more details, this system has
provide employee name, regular hours, overtime hours pay period to fill up
and the salary will auto calculate by the system
Figure 2.6 Medlin Payroll Software (Medlin Software, 2007)
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2.10 System Review Georgetown Cleaning Service
Employee Payroll page
Consequently, the developer has been chose the review system of
Georgetown Cleaning Service Employee Payroll page as references and
put as literature review. This system has different way to produce their
employees’ salary as it put their details about payroll time frame through
calendar, time value. Hence, it will automatically calculate the net pay by
click the button calculates as below.
Figure 2.7 Georgetown Cleaning Service Employee Payroll page (Georgtown Cleaning Software, 2007)
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2.11 Conclusion
The system will be developed and completed for the users, comprehensive
for users who aim to use the system with understandable, user friendly and
universal, and have a quick response time. In order to develop the system,
developer needs to do research and find out the references through article,
magazine, and example of software in order to ensure the accuracy and
reliability of the system.
In fact, the development of project system would be based on these good
qualities, which is to build a system that is easy to navigate with a pleasing
interface, to allocate the features and functions of the system and label
each so that users will know how to use the system without any error occur.
Instead of that, the developing of project also need to adapt with the
Principle of the Accounting as the system related to producing calculating
of payroll and profits of company. It is because to ensure the accuracy and
quality of system.
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3. Methodology
The chosen methodology of this project is the prototyping model. There are
several stages need to follow in order to use the prototyping model. The
stages of prototyping model consist of initial analysis, define the objectives,
specify the project, construct and evaluate. If there are any requirement
that not fulfill as resulted from the evaluation, the developer need to redo
the stage of specify and construct again until the users satisfy with the
development system.
3.1 Development Approach
The development approach proposed is using prototyping model as it is
attempts to reduce inherit project risk by breaking a project into smaller
segments and providing more ease of change during the development
process. In brief, prototyping is also not sophisticated and not expensive.
Prototyping involves user throughout the development process, which
increases the likelihood of user acceptance of the final implementation.
Each time a new prototype is released, it is usually enhancement of the
previous one. This approach consists of five main steps which are initial
analysis, specify prototype, construct prototype, evaluate prototype and
repeat that step if any changes during evaluate.
3.2 Prototyping Model
Prototyping is the process of building a model of a system. In terms of an
information system, prototypes are employed to help system designers
build an information system that intuitive and easy to manipulate for end
users. Prototyping is an iterative process that is part of the analysis phase
of the systems development life cycle.
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3.2.1 Gather initial Requirement
During perform this phases, the system developer will gather information
about the organization's current procedures and business processes
related to the new proposing computerize system which is Payroll and
Profits System. In addition, the developer has studied the current
information system, if there is one, and conducts user interviews, doing
observation, online research and collects documentation. This stage will
help the developer to collect initial set of system requirements from the
users.
In the other while, through this stage, after the developer collecting the raw
data that need for this project through fact finding technique, the developer
will analyze all the collection of data. For example, developer needs to
review the requirement that has been state by the user toward this project
in term of functionality and interface design of the Payroll and Profit
System. For this project, the developer need to clearly state the objective
in term of provide high functionality of system, control the data
redundancy, improve data consistency, product have increase the
concurrency and data shared, product have efficient in data access,
product have backup and recovery.
Figure 3.2 Prototyping Model
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3.2.2 Design Prototype
Based on the stages before, requirement has been gathered and
prototyping should have clearly stated objectives. Then, the main purpose
of this stage is to design the prototyping base on the user requirements
needed through the conducting of fact finding before. The developer need
to design followed the requirement toward concerning on main function of
the system, interface design, and the structure of the system.
On this stage, the developer needs to design the Entity Relationship
Diagram (ERD) in order to show how many database or table that exist
and needed in this system. Other than that, the developer has been
develop the use case diagram for the system in order to know the scope of
the system for different each existing users in company.
Instead of that, the developer has involving the stages in designing of
storyboard in order to show and make the users well understand about
how functions on system work and to know the in deep about flow of the
system. Therefore, in order to fulfill the designing phases, the developer
also have designed the interface design for users in order to make them
more friendly with the new Payroll and profits system and briefly get idea
how to use the function of the proposing system.
3.2.3 Specify and Construct Prototype
In this stage, developer need to specify, construct or roughly plan how to
fulfill the objective follow the user requirement of Payroll and Profit
System. Since it is important that prototype development is rapid, the use
of a rapid development environment is appropriate. It begins by
developing initial prototype that demonstrates some of desired processing
but it is far from complete.
For example, for this project, developer will start to construct and develop
the prototype must base on an interactive interface, user friendly prototype
with an interactive application and environments such as Microsoft Access
can be most effective. In this stage, the developer has been construct the
pre real system with the function and interface needed by the customer for
allowed them to try and evaluate in the next stage.
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3.2.4 Evaluate Prototype and Recommend changes
As the developer has been produce and construct the prototype, developer
will allow user to test and evaluate the prototype in order to ensure the
satisfaction of user is achieve. The purpose of the prototype is to test or
explore some aspect of the proposed system. The prototype should be
evaluated with respect towards the requirement and the objectives
identified at the beginning of the exercise.
In addition, if user does not satisfied with the current prototype provided,
they can feedback and recommend change to the developer for change
the part that they did not satisfied. If the objectives have not been met then
the evaluation should specify modifications to the prototype so that it may
achieve its objectives. The last two stages which are need to redesign and
reconstruct the prototype repeatedly until the objectives of the prototyping
exercise, achieved and accepted by the users.
3.2.5 Review, Update, and Enhance Prototype
If the users not satisfied with the current prototype provided, the stages
that developer need to fulfill is review, update, and enhance the prototype.
Base on that, developer need to ensure that the changes that made by
user is achieve toward the objectives of system stated. Hence, developer
need to review the new current requirement that desired by users in order
to ensure the satisfaction of them during using the function of system
Furthermore, after review the new current requirement of users, the
developer need to update and enhance the prototype in term of required
changes such the function and structured of the prototype provided. The
enhancement of the prototype must be followed and base on the new
requirement, and design of the system toward achieve the objective of the
projects.
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3.2.6 Develop Real Project System
As the prototype has been evaluate and get achieving high satisfaction
from the users, the developer can proceed with the next phase which is
develop the real project system. For this phase, the developer will
developer the real of project system which is Payroll and Profits System
with fully function and user friendly interface base on the prototype that
has been developed before.
Developer start to build the real Payroll and Profits system through using
of future and coding provided by Visual Basic 7.0 of Microsoft Access
2010. From there, developer need to ensure all function especially main
function of Payroll and Profits system can run smoothly without any
problems occur.
3.2.7 Perform Testing
Besides that, after fulfill to develop the system, the users are allowed to
test the complete Payroll and Profits System and having briefly guide how
to use the system with clearly. The objective of this phase is to test with
the real life data and related to the organization needed and designed this
phase to prove the reliability of the application or system and performed in
an isolated environment to ensure that new programs improve working
environment.
During test, it included testing of modules and user acceptance testing
form (UAT) that has been added to the system as testing standards and
procedures must be documented to ensure consistency and data integrity
during the testing process. in fact, the testing process is to ensure all the
functions that needed by users are perform correctly without any error
occur and fully function in term of linkage between form, the effectiveness
of button usage and the interface design which suitable, compact, simple
and easy to understand.
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3.2.8 Perform Maintaining
Consequently, the most important part that involve in the prototyping
model is also concern on maintaining the system. This phase is to ensure
the system always run smoothly during working process and developer
need to provide the possible solution for users during any problem occur.
Therefore, the system that has been implementing to the company need to
be followed up from time to time in order to improve the quality standard of
system and put as future development.
3.3 Advantages of Prototyping
The prototyping model has been choosing as a methodology because of it
has many advantages compared to others methodology model
approaches. The benefits of using the prototyping is in term of it provide
real and tangible meaning, reduce time and cost of development,
developers receive quantifiable user feedback, and users are enthusiastic
and resulted higher satisfaction.
3.3.1 Provide Real and Tangible Meaning
One of the advantages of Prototyping is it provide real and tangible
meaning to users. As prototype model developed is near to real system in
term of its functionality and interface design, it will give greatly real
meaning for users to test and use it even it is not fully complete as real
system. It is because, through built the prototype for users is tangible as
they indirectly can deeply know how the system will work and function
towards of their need and requirements.
3.3.2 Reduce Time and Cost Of Development
Other than that, through prototyping methodology approach, it can reduce
the time and cost of development projects. It approved when the
developer can eliminate their time of development project as prototyping is
pre-model and semi-complete of the system, and hence the developer can
straightly keep continue built the complete system from time to time. As it
can cut time of development process, it in directly can also minimize the
cost instead.
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3.3.3 Developers receive quantifiable user feedback
In addition, the other advantages by using the prototyping approach is
developers can receive quantifiable users’ feedback. This is because
whenever the developer using the prototyping model approaches, it keeps
consistent to ensure the users cooperated in giving their feedback and
response toward the prototype and recommend the change as it can make
easy for developer to know and fulfill their desire requirements. Ins short,
the quantifiable user feedback is very important in order to develop and
produce the high quality and effective of the real system.
3.3.4 Users are Enthusiastic and Result Higher Satisfaction
Instead of that, by using the Prototyping model, it is a practical way to
cultivate and achieve user participation and commitment to a project. In
fact, the ability to get a working system which is prototype up and running
in such a short time made the project very visible to the users. They felt
that data processing was being responsive to their needs, and they in turn
were very cooperative.
3.4 Conclusion
Prototyping helps ensure that the nucleus of a system is right (i.e.,
performs as expected or required) before the expenditure of resources
for development of the entire system. The prototype helped the data
processing group gain credibility.
At the of the prototyping process the users were very satisfied with the
development effort and the system as they felt some real influence in
design process. Users and data processing personnel seem to develop
better communication and rapport, and a better appreciation for each
other’s jobs. This in turn leads to a better working relationship between
the two groups.
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4. Requirements
For the collection of requirement stage, the developer need to concern in
many aspect and criteria which is in term of functional user requirement,
non-functional user requirement, system tools, software and hardware
requirement, requirement for economic concern and requirement for
operational and functional concern.
The functional requirements relate to the actions that the product must
carry out in order to satisfy the fundamental reasons for its existence.
Thus the functional requirements must fully describe the actions that the
intended product can perform. Meanwhile, non-functional requirements
are the properties that product must have and properties as the
characteristics or qualities that make the product attractive, or usable, or
fast, or reliable. In fact, non-functional requirements make up a significant
part of the specification. They are important as the client and user may
well judge the product on its non-functional properties. (Hannah S., 2006)
4.1 Functional User Requirement
4.1.1 Provide High functionality of System
The product that will develop by developer will fulfill the needed of the
customer by provide high functionality in order to accomplish the daily
task which is the proposed computerize system are provide with variety
of function in term of the user can update, delete, add and have the own
fix calculation of payroll and profit matching on the principle of
accounting in order to ensure the accuracy and efficiency of work is
always be maintain.
4.1.2 Backup and Recovery
By develop this system; it will fulfill the user requirement which can have
the backup and recovery to the data that save in the system. Everything
that user do such as update, delete or add, it will save and automatically
have backup. Whenever the system is corrupted or server down, the
data is still exist at the backup and recovery of the system.
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4.1.3 Control the Data Redundancy
The database approach attempts to eliminate the redundancy by
integrating the files so that multiple copies of the same data are not
stored. The database approach attempts will eliminate the redundancy
by integrating the files so that multiple copies of the same data are not
stores. However, the database approach does not eliminate the
redundancy entirely, but controls the amount of redundancy inherent in
the database. So that, it is no need to copies the multiple data of
particular. Therefore, by using this system, it can control the redundancy
the redundancy with avoid the multiple copies of data records.
4.1.4 Increase the Concurrency and Data Shared
Providing information needed for each end user’s application by using
application program that share the data in common databases. This
system provides the user to share data with another user at the
simultaneously with the same information. It can save their time and
make fast for user to get the information that they want. For example,
the data that need by the management, they just only access that file to
the employee’s computer. Therefore, the database will increase the
concurrency of the system, which allows shared access of the database
among all the employees.
4.1.5 Efficient in Data Access
Database providing variety of techniques to store and retrieve data
efficiently. There are many techniques are provide to user to get their
objective achieves. Database can make efficient data access because it
make easier for user to search file or document that they need once
time. When user wants to access data, just only enter their keyword and
then the data that they need will appeared. Therefore, it will solve the
problem which is slow to find data.
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4.2 Non-Functional User Requirement
4.2.1 Software Requirements
Based to the problem that has faced by the EJC which it has been
discussed, there have suitable software that can be used to solve the
problem. The company can use the computer database system for
manage the unit more efficient in their work. The unit needs to change
their system from the manual to computerized system to make them
easier and up-to-date on their work.
From the analysis and consideration, the software development tools
that best suitable for the unit to have their new system are “Microsoft
Access 2010”. The chosen software to develop Payroll and Profits
System is Microsoft Access 2010 this is because the system needs a
large database to store many data about the projects and this software
also allowed the calculation process which need when the user want to
calculate the total price for all the gross sales and profits of the
company.
In order to develop this system, several requirements are to be fulfilled,
from software aspect. In developing the system database design, for
DBMS, Microsoft Office Access 2010 will be used. This particular comes
with Microsoft Office Professional Edition 2010. Microsoft Office Access
2010 is chosen because the simplicity of the software with the
capabilities to fulfill the needs and wants from the client.
Indirectly, only one suite of software, Microsoft Office Professional
Edition 2010 will be used. This can saved cost, especially in licensing
and also training. Microsoft Office Word 2010 and Microsoft Office
Access 2010 are already available in this edition. For the operating
system, Microsoft Windows 7 Home Premium will be used. For today’s
computing standards, Microsoft Windows 7 Home Premium is
considered one of the best options available. Many people are already
familiar on how to use and operate the OS. Even primary school staffs
are already exposed to the usage of computers.
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4.2.2 Hardware Requirement
In terms of hardware, it depends on the system requirement stated by
the software listed above. To be able to run both applications, the
hardware must meet at least the minimum requirement. Most of the
desktop in the market today can cater all the daily tasks that need to be
done by any user. As the Payroll and Profit System, the needs new
specification to be upgrade, the specifications of the computer
(hardware and software) are as listed below:
Here are the hardware system requirements:
Operating
system:
Microsoft® Windows® XP Professional 2010 with
Service Pack 2 (SP2), Windows XP, or later
Processor: Intel(R) Core(TM)2 Duo CPU Processor 2.00 GHz
ATI RADEON XPRESS 1100
Memory: 256MB DDR2 RAM or greater
Hard disk: 180 GB SATA or greater
180 MB of available hard-disk space; optional installation
files cache (recommended) requires an additional 200
MB of available hard-disk space
Drive: Realteck HD Audio
50 X Genius Super Multi-Layer CD-ROM (Asus OEM)
Integrated Intel® 10/100 Network Interface
Display: Small Desktop Chassis
Samsung 753 DFX 15” CDT Color Display
Table 4.1 Minimum Hardware Requirement
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4.2.3 Security Requirement
In order to develop the system, the company also request the developer
to provide the system concern on security aspect, for example, they
request to ensure the system has high security such as provide the
database password and login password as that can protect the
unauthorized user from access or hijack the systems. From that, it will
increase the level of security system and indirectly can make users
trusted toward using the new computerize system
4.2.4 Interface Design Requirement
In term of the interface of the new proposing system, the users have been
made their own requirement such as want to have the green and yellow
color as a theme for the system. Instead of that, they also request to put
their company logo at every single form for their system, their webpage
address, and also the address of company. Therefore, the most important
part that have been request is in term of system need to develop with
simple and compact design that can easy to understand and not to
crowded.
4.2.5 Lifecycle Requirement
In addition, the user also concern to request in term of the lifecycle
requirement which is the manager has been picking duration of
development process to developer to develop the system that should be
below than 6 months. It is just to ensure there is no delay of project time
as to avoid from increase budget development of cost. Hence, any
changes after implementation should be put as future development and
upgrade of the system from time to time followed the current working
environments such as changes in EPF or Socso rate include in salary
function of system.
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4.3 System Tools
4.3.1 Database Tools
As developer chose the development software for this project is Microsoft
Access 2010, it provides the database (DBMS) itself for users to store the
data for the system. Payroll and Profits System is a database system
which needs large database that to record and store all the data EJC that
is total gross sales and profits of company. This system also can update
the projects of company status, calculate staff’s salary and also can
provide report. This system also includes project detail information and
staff information that can be view by the manager. This system is stand-
alone network that is because the system does not need any connection
of local network to cooperate.
4.3.2 Interface Design Tools
For the interface design tools that use for development of the project, the
developer has been chose the Adobe Photoshop. As this software can
have many future in designing the graphic, animation and pictures, the
developer has been adopt this software as the interface design tools in
order to design the buttons, the logo of company and match the color
background theme of system to get more attractive in editing this graphic
and look as simple interface. In fact, this software is the current market
leader for commercial bitmap and image manipulation, and is the flagship
product of Adobe Systems.
4.3.3 Programming Language Tools
The most important part of development the project, the developer has
been chose the Microsoft Visual Basic 7.0 as programming language
tools. In order to develop the system, developer use to develop the coding
from the basic to complex coding such as to build calculation of salary,
construct calculation of producing the accurate profits of company and
many others future function that needed from this useful software. In fact,
it was help developer to keep code simple and concise and also providing
many functions and methods.
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4.4 Economic Requirement
4.4.1 Tangible Benefits
From the system, the feasibility benefit that get is it can increase speed of
activity. It is because, by using the new system, the activity will process
with easy and systematic. By that, it can make faster to finish the work
rather than current system. In addition, the feasibility of project will
increase flexibility. It is because; the system provide user manual for user
to use in order to implement the system with effectively. So that, it will
increase the flexibility when user don’t know how to use the system and
they can just refer to it.
A benefit derived from the creation of an information system that can be
measured in dollars and with certainty. The example for tangible is the
equipment that supply for EJC of amount asset for the company. These
things are very beneficial to company as it will increase the company
productivity. Example of tangible benefits might include reduced personnel
expenses, lower transaction costs or higher profit margins. In this
company, the tangible benefits can improvement of management planning
and control.
TANGIBLE BENEFITS WORKSHEET
Payroll and Profits System
Criteria RM
A. Cost reduction 5000
B. Error reduction 1000
C. Increased flexibility 3500
D. Increased speed of activity 900
E. Improvement in management planning or control 2500
TOTAL TANGIBLE BENEFITS 12900
Figure 4.1 Tangible Benefits Worksheet
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4.4.2 Intangible Benefits
The intangible benefit from the system is faster decision making, when the
entire user in the system is an authorized, can make fast thinking by using
the system. So that, it also will improve organization planning because,
when all the information has been recorded in the system such as
equipment details, all the tasks can be implement without problem and
data will systematic.
Furthermore, the benefit that gains from system is more timely information
which is by using this system it can save more time and didn’t take much
time to access the system. It also allows the information processing
effectiveness which is the system can control the information such as
equipment details and other with effectively. So, the process likes
updating, inserting, and deleting information easy to process. A benefit
derived from the creation of an information system that cannot be easily
measured in dollars or with certainty. Example of intangible is insurance
policies and bank accounts. Insurance policies and bank accounts cannot
be seen but exists by virtue of written documentation. All the staff in EJC
has insurance policies. Bank accounts also can increase when the
transaction is made and can get more profit for the company.
The company also may have direct organizational benefits, such as the
improvement of employee morale or they may have broader societal
implications such as the reduction of waste creation or resource
consumption. For this company, intangible benefits for EJC can improve
organizational planning also can increase organizational flexibility. Hence,
intangible benefits consist of:
Information processing efficiency
Improved organization planning
Increased organization flexibility
Faster decision making
Improved resources control
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4.4.3 Tangible Cost
In order to support the Payroll and Profits System, the system needs the
user to upgrade the hardware of their computer. The cost that user need
to identify is about cost to upgrade the hardware. It is because, by
upgrade the hard disk, the outflow of money will impact to this company.
Moreover, the system of recourses management needs the process of
maintenance. In process of maintenance, the developer needs to correct
the error of the system. In order to correct the error of the system, the
developer need to change and modified the requirement and also the
design. So that, this process will need cost because, by changing and
fulfill the user requirement, it will cause the long duration and it use the
money to support that. A cost associated with an information system that
can be measured in dollars and with certainty.
ONE-TIME COST WORKSHEET
Payroll and Profits System
Criteria RM
A. Development costs 20,000
B. New hardware 15,000
C. New (purchased), application software 5000
D. Staff Training 2500
E. Site preparation 5000
TOTAL ONE-TIME COST 47,500
Figure 4.2 One-Time Cost Worksheet
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4.4.4 Intangible Cost
Whenever the operational is inefficiency, it might be needing cost. For
example, the system cannot work appropriately because of the virus, and
something is corrupted, it will need the cost in order to modified and
correct the system. The current system needs more employees in order to
do the works. By that, it will cause the higher of cost in management. If the
user uses the new system, it will reduce the staff by only use an
appropriate skilled people in organization.
A cost associated with an information system that cannot be easily
measured in terms of dollars or with certainty. Example of intangible cost
in Payroll and Profits System is customer goodwill, employee morale and
operational inefficiency.
Loss of customer goodwill. For example, if the guests are not very
kindness to the staff it will reduce the Payroll and Profits System.
So that it will make the company expand more to attract more
guest.
Employee morale. For example, if the staff has low of morale they
have to give a course for staff training to these staff and it needed
some expanses to support the course.
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4.5 Operational and Functional Requirement
Operational is the process of assessing the degree to which a proposed
system solves business problems or takes advantage of business
opportunities. It is proof that the problem can be solved in the user’s
environment. It is the measure of how well the solution of problems will
work in the organization. It is also a measure of how people feel about the
system project. For a project motivated from information systems
planning, operational feasibility includes justifying the project on the basis
of being consistent with or necessary for accomplishing the information
systems plan.
In fact, the business case for any project can be enhanced by showing a
link to the business or information systems plan. It should include an
analysis of how the proposed system will affect organizational structures
and procedures. Systems that have substantial and widespread impact
on an organization’s structure or procedures are typically riskier projects
to undertake. It is important to have a clear understanding of how an
information system will fit into the current day-to-day operations of the
organization.
In this stage, the project's alternatives are evaluated for their impact on
the local and general culture. For example, environmental factors need to
be considered. Further an enterprise's own culture can clash with the
results of the project. Operational feasibility does the current work
practices and procedures to support a system. It is also social factors the
organizational changes will affect the working lives of those affected by
the system. It is to measure the urgency of the problem or the
acceptability of a solution.
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4.6 Conclusion
The Requirements phase focuses on what the system will do in an effort
that views all stakeholders, including sponsors and potential users, as
important sources of information. During the requirements phase, a
considerable amount of time will be spent interacting with stakeholders
and reviewing the input they provide. The task of identifying stakeholders
is crucial to help ensure all requirements are understood (Tony J., 2011).
The purpose of the requirements phase is to transform the needs and
high-level requirements specified in earlier phases into unambiguous,
measurable, testable, traceable, complete, consistent, and manager
approved requirements.
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5. Data Analysis and Fact Finding
Data is one of the most important and vital aspect of any research studies.
Developer conducted in different fields of study can be different in
methodology but every research is based on data which is analyzed and
interpreted to get information. There are various methods of interpreting
data and data sources are broadly classified into primary and secondary
data. (Qulnaz Ahmad, 2011)
Data that has been collected from first-hand-experience is known as
primary data. Primary data has not been published yet and is more
reliable, authentic and objective. Primary data has not been changed or
altered by human beings; therefore its validity is greater than secondary
data. In fact, primary sources are original sources from which the
developer directly collects data that have not been previously collected,
such as collection of data directly by the developer on brand awareness,
brand preference, brand loyalty and other aspects of consumer behavior
from a sample of consumers by interviewing them. Primary data are first-
hand information collected through various methods such as observation,
interviewing, and questionnaires. (Qulnaz Ahmad, 2011)
Data collected from a source that has already been published in any form
is called as secondary data. The review of literature in nay research is
based on secondary data and mostly from books, journals and periodicals.
(Qulnaz Ahmad, 2011) The secondary sources consist of readily available
compendia and already compiled statistical statements and reports whose
data may be used by researches for their studies, such as census reports,
annual reports and financial statements of companies. (Globusz, 2010)
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5.1 Primary Data
Importance of Primary data cannot be neglected. A research can be
conducted without secondary data but a research based on only
secondary data is least reliable and may have biases because secondary
data has already been manipulated by human beings. (Qulnaz Ahmad,
2011)
Sources for primary data are limited and at times it becomes difficult to
obtain data from primary source because of either scarcity of population or
lack of cooperation. Regardless of any difficulty one can face in collecting
primary data; it is the most authentic and reliable data source. Following
are some of the sources of primary data that are involve during the
research of Payroll and Profits System of EJC in term of observation,
interview, and questionnaire. As show below is the explanation for every
methodology used in term of:
5.1.1 Observation
Observation means viewing or seeing. The developer will go on observing
something or other while we are awake. Most of such observations are
just casual and have no specific purpose, but observation as a method of
data collection is different from such casual viewing. In addition,
observation may be defined as a systematic viewing of a specific
phenomenon in its proper setting or the specific purpose of gathering data
for a particular study. Observation as a method includes both 'seeing' and
'hearing' and it is accompanied by perceiving as well. (Globusz, 2010)
The developer need to do an observation, by staying at the company in
order to observe and knows the environment of current system in that
company. During the observation in Payroll and Profits System of EJC, the
developer has been snap a picture, take notes and gathered all the
information systematically in term of creating the graph as show the
statistics. The observation that make by the developer is on 10 December
2011 on Friday from 10 am to 12 pm. During this methodology, the
developer also observe the user in using the current stand-alone ordering
system so that it can be allow to compare the current ordering system with
the proposing Payroll and Profits System.
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5.1.2 Interview
Interviewing is one of the major methods of data collection. It may be
defined as two-way systematic conversation between an investigator and
an informant, initiated for obtaining information relevant to as a specific
study. In general, it involves not only conversation, but also learning from
the respondents’ gestures, facial expressions and pauses, and his
environment. Interviewing requires face-to-face contact or contact over
telephone and calls for interviewing skills and it is done by using a
structured schedule or an unstructured guide. (Globusz, 2010)
In collection of data for this research, the developer needs to make the
interview to the staffs and administrator of EJC to know the current flow of
the system and analyze the problems that occurs during using the current
system. In order to accomplish the research methodology, the developer
have outline planning of set of question that want to interview to the staff
and consumers that involve in this research.
Hence, one interview session was done with the Manager of Emasjasa
Mechanical and Electrical Engineering Consultant, Mr. Saidun Sumadi,
and 4 other staffs that responsible to manage the current system.
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5.1.2.1 Interview Analysis
Interviewee : Norhidayah Abdullah
Interviewer : Mr. Saidun Sumadi
Position : Manager of Emasjasa Mechanical and Electrical
Engineering Consultant
Date : 14 September 2011
Time : 12.05 p.m to 1.05 p.m
No Question And Answer Objective Achieved
1. Q. May I know more about Emasjasa
Mechanical and Electrical Engineering
Consultant?
A. Roughly Payroll and Profit System
were built in 2006. At first, it’s a small
company, and just has one branch. 2
years later, this company has many
branches in Malaysia. This company
provide mechanical and electrical
Engineering consultant
i. To briefly know background
of company
2. Q. How many staffs that works here?
A. Currently, there are 24 staffs working
here including many departments such
as HR, engineering and drafting.
i. To set the target user and
scope of the new computerize
system
3. Q. How do you store about all the
data about payroll for your all
employees?
A. So far we just record the data
about employee and projects just using
the filling based system.
i. To define type of current
system use by company
Table 5.1 Interview Analysis
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4. Q. So, do you satisfy the system in
your company now?
A. I think, I’m not satisfied using the
system. It because, using this system so
difficult. The system is not systematic,
not efficiency, not secure and mixed up
documentation.
i. To define the problem
statement of current manual
system
ii. To simplify user work process
by provided high functionality
system
iii. To improve security system
5. Q. What are your hope and expect
for this system?
A. I hope with this new system, it can
store project details, employee details,
and produce automatically salary also
can view the report of profits from time to
time. I also hope the new system is user
friendly with a more systematic and
computerized system,
i. To provide user driven
application for employees
interaction and direct
communication
ii. To produce automate
reporting of company’s profits.
iii. To provide automatically
calculation of employee net
salary
6. Q. In the future, what the system you
wish to manage your company data
especially in payroll?
A. As long as it is simple system, easy
to use and have all the requirements and
can minimize the cost that’s more than
enough.
i. To provide user friendly
interface
ii. To minimize cost.
From the above interview, there is much information that has been getting
in order to develop the new system. The information that has got from this
interview is developer can know about their working current environment
in that company. The current system that they use in their management is
by using the manual system or file-based system which is log book, file,
and form.
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In their current system environment, in order to produce the salary, the HR
employees will calculate the salary manually and high possibility to make a
mistake. Al other staff key in their time job sheet also manual and save
into the file at rack. The company is also difficult to produce the
management and difficult to measure the profit of company. So that, the
manager request to develop new computerizes system that can produce
salary and measure profits of company.
5.2 Secondary Data
According to (Qulnaz A., 2011) Data collected from a source that has
already been published in any form is called as secondary data. The
review of literature in nay research is based on secondary data and
mostly from books, journals and periodicals. Secondary data can be less
valid but its importance is still there. In addition, sometimes it is difficult to
obtain primary data; in these cases getting information from secondary
sources is easier and possible and sometimes primary data does not
exist in such situation one has to confine the research on secondary data.
Sometimes primary data is present but the respondents are not willing to
reveal it in such case too secondary data can suffice, so developer can
collect data from books or other published sources. Hence, for this
research, that following sources has been used in order to collect the
data in term of:
The developer use of books starts before even you have selected the
topic. After selection of topics books provide insight on how much
work has already been done on the same topic and to prepare the
literature review. Books are secondary source but most authentic one
in secondary sources.
Journals and periodicals are becoming more important as far as data
collection is concerned. The reason of using this sources because of
that journals provide up-to-date information which at times books
cannot and secondly, journals can give information on the very
specific topic on which researching rather talking about more general
topics.
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5.2.1 Online research
From the online research, there are much kind of example and information
that developer get from the online research which is the example of payroll
system that will develop soon. From those entire example, the developer
can use that example of system as to refer in order to guide of developing
new effective function differ from other existing system in market.
Instead of having comprehensive online research in finding existing
example of payroll system, the developer also had make research in order
to find extra information about the methodology of system, the design of
interface system, and also the function that suit with the system.
By online research, developer also can improve the way of developing
Payroll and Profits system by looking of the existing system in market and
make as reference in term of the interface, main function, and many other
features.
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5.2.2 Study Sampling Of Existing Documentation
In order to perform the collecting of data for this project, the developer has
been study the sampling of existing documentation that use by company
at currently. For example, one of the existing sample of documentation
that developer has studied is the excel sheet that use to calculate salary
by manual calculation.
Currently, in order to calculate the salary of employee, they need to fill up
their time job sheet through Microsoft Excel and the administration’s
employee will produce their salary manually from their sheet. Therefore,
the possibility to make mistake from the current manual system is high.
Figure 5.1 Sample of Existing Documentation
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5.3 Conclusion
To sum up, from data analysis and fact finding, it divided into primary data
and secondary data. From primary data, the developer had use the
several ways in order to collect data which is in term of observation and
interview. Meanwhile, the secondary data collection, the developer has
made the comprehensive online research and studying the sampling
existing documentation.
From the observation, the developer has get know how currently the
employees work with manual system, through manual stored all the
project information and not very systematic. Then, the developer has set
the interview to the manager of EJC and defines the problem statement
and gets the users requirement.
Additionally, from the secondary data, the developer has make
comprehensive online research in order to find the references and
example of existing system. In the other hand, the developer also has
studied all the existing sampling documentation that has been use at
current system. In short, by all method of collection of data, developer can
state the user requirements accurately and effectively.
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6. Design
Based on the user requirements and the detailed analysis of the existing
system, the new system must be designed. This is the phase of system
designing and it is the most crucial phase in the developments of a system.
The logical system design arrived at as a result of systems analysis is
converted into physical system design.
In the design phase, the developer will define on how system will operate,
in terms of the hardware, software, use case diagram, entity relationship
diagrams, story board design, user interface designs, forms, and reports
that will be used, databases, and files that will be needed. Although most of
the strategic decisions about the system were made in the development of
the system concept during the analysis phase, the steps in the design
phase is very important determine exactly how the system will function and
operate.
In fact, the collection of deliverables is in term of architecture design,
interface design, database and file specifications, is the system
specification that is handed to the programming team for implementation.
At the end of the design phase, the feasibility analysis and project plan are
reexamined and revised, and another decision is made by developer and
approval manager about whether to terminate the project or continue.
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6.1 Use Case Diagram
View Employee Information
Employee
Human Resource
Employee
Update Time Job Sheet
Manager
Maintain Project Information
Manage Payroll Generation
View Management Report
Maintain Employee Information
Login System
Figure 6.1 Domain Use Case Diagrams of Payroll and Profits System for EJC
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A use case is describes the sequence of interactions between actors and
the system necessary to deliver the functions that achieve the goal. In fact,
use case diagram consist of the actor which is stand for users that use the
system, and also include all activities of the system.
Generally, the system is treated as a “black box”, and the interactions
between actor with system, including system responses, are as perceived
from outside the system. Thus, use cases capture actor does the
interaction with the system, for certain purpose toward each needed, and
system internal itself will response to the actors.
As show at figure 6.1, it represents the interaction among users of the
Payroll and Profits System including the activities performed by manager
and employees of EJC. Through this, it shows each user have their own
specific activities toward the system. For example, for employees level,
they have their own specific tasks which is only can show their own
information without have permission to edit and update it. Additionally,
they also allow editing and updating their time job sheet as it needed by
administration to produce auto calculation of their salary.
Meanwhile, as administration users, it divided into manager and Human
Resource Employee as they can view management report of company
and maintain the project’s company information. However, as Human
Resources employees, they have priority to maintain the employee’s
information and indirectly can produce the employee’s salary.
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6.2 Entity Relationship Diagram
An entity-relationship (ER) diagram is a specialized graphic that illustrates
the relationship between entities in databases. ER diagrams often use
symbols to represent three different types of information. Boxes are
commonly used to represent entities and it interacts through relationships
among its.
Based on figure 6.2, it represents the Entity Relationship Diagram (ERD)
for Payroll and Profits System of EJC. The entities that included in the
database of the system are in term of employees, time job sheet and
projects. Each entity represents its own attributes such as project entity
has the attributes of project name as primary key, project number, project
title, project duration, cost per hour and estimate cost. Thus, through
designing the ERD, it makes developer easier to manage stored data into
database and implement the real system effectively.
Figure 6.2 Entity Relationship Diagram (ERD) of Payroll and Profits System for EJC
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6.3 Story Board
TITLE OF SYSTEM
IMAGE
IMAGE
IMAGE
IMAGE
PROGRESS BAR
COMPANY’S LOGO
COMPANY’S
ADDRESS
Username :
COMPANY’S
LOGO
COMPANY’S
ADDRESS
DATE
TIME HE
LP
Password :
Combo Box
Text Box
ENTER EXIT
Hyperlink Label Hyperlink Label
Figure 6.3 Welcome Form
END 3 1
3 2
5
Figure 6.4 Login Form
Hyperlink 16
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Figure 6.6 Enter EPF Number for Forgot Password
Enter EPF Number :
Textbox
OK CANCEL END
Figure 6.5 Enter Employee ID for Forgot Password
Enter Employee ID :
Textbox
OK CANCEL END
Username :
COMPANY’S
LOGO
COMPANY’S
ADDRESS
DATE
TIME HE
LP
Password :
Combo Box
Text Box
Login Page Exit System
Hyperlink Label Hyperlink Label
Figure 6.7 Forgot Password Form
END 5
Employee ID : Combo Box
Reset Username
Save Update
16
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COMPANY’S
LOGO
DATE
TIME HE
LP
EMPLOYEE INFORMATION DISPLAY
Hyperlink Label Hyperlink Label
EMPLOYEE TIME JOB SHEET
ADMINISTRATION
LOG OUT
EXIT SYSTEM
3
3 4
3 2
PAYROLL AND PROFITS SYSTEM
3 5
END
1
2
Figure 6.8 Main Menu Form
COMPANY’S
LOGO
DATE
TIME HE
LP
TIME JOB SHEET DISPLAY
Hyperlink Label Hyperlink Label
EMPLOYEE SALARY
MANAGEMENT REPORT
MAIN MENU
EXIT SYSTEM
4
3 8
3 9
ADMINISTRATION MENU
3 1
END
EMPLOYEE INFORMATION
PROJECT INFORMATION
6
3 7
Figure 6.9 Administration Menu Form
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COMPANY’S
LOGO
DATE
TIME HE
LP
1 PROJECT ALL EMPLOYEES
Hyperlink Label Hyperlink Label
1 EMPLOYEE ALL PROJECTS
ADMIN MENU
MAIN MENU
EXIT SYSTEM
10
3 11
3 2
MANAGEMENT REPORT
1
END
9
Figure 6.10 Management Report Menu Form
Enter Password :
Textbox
OK CANCEL 12 END
Figure 6.11 Enter Password for Employee Information Form
3
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12
COMPANY’S
LOGO
DATE
TIME HE
LP
Hyperlink Label Hyperlink Label
MAIN MENU EXIT SYSTEM
Figure 6.12 Employee Information Display Form
COMPANY’S
ADDRESS
BASIC INFORMATION
Employee ID :
Full Name :
EPF No :
Full Name :
Text Box
Text Box
Text Box
Combo Box
CONTACT INFORMATION
Phone No :
Email :
Address :
Emergency Contact No :
Text Box
Text Box
Text Box
Text Box
Emergency Contact Address: Text Box
END 3 1
QUALIFICATION
Graduate Uni/Inst :
Graduate Year :
Course :
Text Box
Text Box
Text Box
MEDICAL INFORMATION
Medical Card No :
Validity :
Chronic Disease :
Allergic Disease :
Text Box
Text Box
Text Box
Combo Box
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Figure 6.14 Employee Time Job Sheet Form
Figure 6.13 Enter Password for Time Job Sheet Form
Enter Password :
Textbox
OK CANCEL END
4
END
COMPANY’S
LOGO
DATE
TIME HE
LP
COMPANY’S
ADDRESS
Hyperlink Label Hyperlink Label
BASIC INFORMATION
Employee ID :
Employee Name :
Text Box
Text Box
TIME SHEET INFORMATION
Date Sheet :
Time Normal :
Time (OT) :
Text Box
Text Box
Text Box
JOB SHEET INFORMATION
Project Name :
Normal Hour :
OT (i) :
OT (ii) :
Combo Box
Text Box
Text Box
Text Box
Text Box
Text Box
Text Box
DATABASE TIME JOB SHEET
Cale
nd
ar
Main
Menu
Exit
System
Admin
Menu
Edit 13
2
1
14
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Figure 6.15 Enter Password for Edit Time Job Sheet Form
Enter Password :
Textbox
OK CANCEL END
13
QUIT SYSTEM
FINISH/ BACK
COMPANY’S
LOGO
DATE
TIME HE
LP
COMPANY’S
ADDRESS
Hyperlink Label Hyperlink Label
EDIT TIME JOB SHEET
Employee ID :
Employee Name :
Text Box
Text Box
DATABASE TIME JOB SHEET
14
END
Figure 6.16 Edit Time Job Sheet Form
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6
COMPANY’S
LOGO
DATE
TIME HE
LP
Hyperlink Label Hyperlink Label
Figure 6.17 Employee Information Form
COMPANY’S
ADDRESS
BASIC INFORMATION
Employee ID :
Full Name :
EPF No :
Gender :
Text Box
Text Box
Text Box
Combo Box
CONTACT INFORMATION
Phone No :
Email :
Address :
Emergency Contact No :
Text Box
Text Box
Text Box
Text Box
Emergency Contact Address: Text Box
QUALIFICATION
Graduate Uni/Inst :
Graduate Year :
Course :
Text Box
Text Box
Text Box
MEDICAL INFORMATION
Medical Card No :
Validity :
Chronic Disease :
Allergic Disease :
Text Box
Text Box
Text Box
Combo Box
END
Main
Menu
Exit
System
Admin
Menu
Save
Record
Find
Record
1
Delete
Record
New
Record
Record
Produce
Salary
2
TIME JOB SHEET DATABASE
8
Combo Box
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Enter Month/Year :
Textbox
OK CANCEL END
Figure 6.18 Enter Month/Year for Salary Form
8
Enter Employee ID :
Textbox
OK CANCEL 15 END
Figure 6.19 Enter Employee ID for Salary Form
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15
Hyperlink Label Hyperlink Label
Figure 6.20 Employee Salary Form
EMPLOYEE INFORMATION
Name :
Employee ID :
EPF No :
Text Box
Text Box
Text Box
GROSS PAY
Basic Salary :
Allowance :
Overtime :
Text Box
Text Box
Text Box
2
TOTAL DEDUCTION
Total Socso :
Total EPF :
Text Box
Text Box
NET SALARY
Net Salary : Text Box
TOTAL WORKING HOURS
Normal Hour :
OT Hour (i) :
OT Hour (ii) :
Text Box
Text Box
Text Box
Calculate Salary
COMPANY’S
LOGO
DATE
TIME HE
LP
COMPANY’S
ADDRESS
SALARY FOR THE MONTH OF:
TEXTBOX
Print Pay slip Admin Menu
LABEL LABEL
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COMPANY’S
LOGO
DATE
TIME HE
LP
COMPANY’S
ADDRESS
Hyperlink Label Hyperlink Label
DATABASE PROJECT INFORMATION
END
1
Main
Menu
Exit
System
Admin
Menu
Save
Record
Find
Record
Delete
Record
New
Record
Record
2
EDIT TIME JOB SHEET
Project Name : Text Box
Project No : Text Box
Project Title : Text Box
Duration : Text Box
Cost Per Hour : Text Box
Estimate Cost : Text Box
Project Name Combo box
Figure 6.21 Project Information Form
1
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Figure 6.22 Enter Year for Management Report sort by Project
Enter Year :
Textbox
OK CANCEL END
10
END
9 1
COMPANY’S
LOGO
COMPANY’S
ADDRESS
Hyperlink Label Hyperlink Label
ALL PROJECTS ALL EMPLOYEES
Main
Menu
Exit
System
Admin
Menu
Back
LABEL MONTHS OF THE YEARS
Employee :
Employee :
PROJECT TITLE :
Total work Hour per month by each project
PROJECT TITLE :
Total work Hour per month by each project
Hour by Month
Employee :
Employee :
Total work Hour per month by each project
Total work Hour per month by each project
Hour by Month
PROFITS/ LOST :
PROFITS/ LOST :
2
Figure 6.23 Management Report sort by Project
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Figure 6.24 Enter Year for Management Report sort by Employee
Enter Year :
Textbox
OK CANCEL END
11
END
9
1
COMPANY’S
LOGO
COMPANY’S
ADDRESS
Hyperlink Label Hyperlink Label
1 EMPLOYEE ALL PROJECTS
Main
Menu
Exit
System
Admin
Menu
Back
LABEL MONTHS OF THE YEARS
Employee :
PROJECT TITLE :
PROJECT TITLE :
Total work Hour per month by each project
Hour by Month
Employee :
Total work Hour per month by each project
Hour by Month
PROFITS/ LOST :
PROFITS/ LOST :
2
PROJECT TITLE :
PROJECT TITLE :
Hour by Month
Hour by Month
Figure 6.25 Management Report sort by Employee
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6.4 Interface Design
6.4.1 Password Database
Interface design is the most important part during development process
which is processes or interaction within the system will be shown in this
interface design. An excellent user interface design will be determined by
the good feedback of the user with the whole process of the system.
Database password is very important in order to maintain the security of
the whole system itself. It is because, whenever the unauthorized users
want to hack the whole system database, the password of Microsoft
provided itself are protected it from hijacked.
Figure 6.26 Database Password
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6.4.2 Login Form
Login form is one of the most important parts in the system. It because to protect
from an unauthorized user from hijack the system. Instead of that, it also
differentiate the different level of user to access the system because the
password provided will automatically determine the level of users either they are
administration or ordinary employees.
Figure 6.27 Login Form
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6.4.3 Main Menu Form
6.4.4 Administration Menu Form
Figure 6.28 Main Menu Form
Figure 6.28 Administration Menu Form
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6.4.5 Employee Information Display Form
The above is interface of employee information display which means that the
employee just only can view their information without have any authorized to edit,
update and maintain their information because of administration are responsible
and authorize to maintain their information as they work as human resources side.
Figure 6.29 Employee Information Display Form
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6.4.6 Employee Time Job Sheet Form
Based on figure above, it shows the employee time job sheet form which
is the important part of main function of the system. The employee need to
key in their working hour and accurate time in order to system stored their
data into database and automatically can produce their salary and
produce reporting profits for each project that currently they have been
involved.
Figure 6.30 Employee Time Job Sheet Form
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6.4.7 Employee Information for Admin Site
There is a different between employee information display and employee
information for admin site. For this page, administration can update and maintain
all employee information and directly can produce their salary from this page.
Other than that, the admin also can view and verified the time job sheet for each
employee.
Figure 6.30 Employee Information for Admin Site
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6.4.8 Salary form
Based on the figure, the system has main function of interface which is
can automatically produce the salary of employees by click “Calculate
Salary” button”. This net salary that has been produce is through adding
the allowance and deduction of EPF and Socso.
Figure 6.31 Employee Salary form
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6.4.9 Project Information Form
This figure represents the project information form which is authorizing by
administration. Form this page, manager as administration can maintain
and update the information and stored into database. Through this page,
they also can view the status of each project either it earn high profits
during involving the project or get loss income. Hence, the accurate result
has produced and as manager he can measure their total company profits
from time to time.
Figure 6.32 Project Information form
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6.4.10 Management Report Sort by Projects
6.4.11 Management Report Sort by Employees
Figure 6.33 Management Report Sort by Projects
Figure 6.33 Management Report Sort by Employees
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6.4.12 Management Report All Years All Projects
6.4.13 Forgot Password form
Figure 6.35 Forgot Password Page
Figure 6.34 Management Report All years All Projects
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6.5 Conclusion
In conclusion, design techniques form a set of tools that enable product
innovation, improving their quality, functionality, image and differentiation,
and thereby achieve the objective user’s requirement from each aspects..
Main goals of design methodologies include help new products meet the
specifications related to customer’s needs, quality, price, manufacturing,
recycling.
Moreover, it will reduce development costs and time necessary for
commercialization. It also indirectly work to co-ordinate and schedule the
activities involved in the design and development of products within the
entire set of activities, planning tasks, resources, manufacturing, all in the
context of the company. To sum up, through the design process, it
integrates all the objectives of projects into a development strategy in line
with the company’s capacities.
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7. Implementation
The phase of implementation is the process to make the new system
available to a prepared set of users for the deployment, and positioning
ongoing support and maintenance of the system. In detail, the process of
implementation system consists of executing all steps necessary to
educate the users on how to use the new system step by step.
In addition, during the implementation phase, it placing the newly
developed system into production, confirming that all data required at the
start of operations is available and accurate, and validating that business
functions that interact with the system are functioning properly.
7.1 System Implementation
In order to develop the Staff Attendance System, there are three suitable
developments software that need to compare in term of Microsoft Access
2010 and Microsoft Visual Basic.NET,. The first suitable solution is
Microsoft Visual Basic.NET which is provide Microsoft Visual Basic.NET is
the single fastest way to develop applications for any of the modern
Microsoft Windows environment period.
This is the world’s best-known Rapid Application Development (RAD)
environment, quite stable at this point in its long career. Visual Basic.NET
supports all of Microsoft’s solutions for database access, distributed
computing, componentized software and half a dozen other major software
applications.
In addition, it is also use Visual Basic.NET to write Component Object
Model (COM) objects, ActiveX Controls, ActiveX Data Objects (ADO) for
database access and Web Classes to provide customized responses to
events that occur during Web sessions. The features that provide by the
Microsoft Visual Basic.NET is rich set of standard controls, data
environment designer, drag-and-drop report and form creation, and data
object wizard.
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The second suitable development software is Microsoft Access 2010 which
provides a powerful set of tools that are sophisticated enough for
professional developers. It is also easy to learn and use for a new users.
Moreover, it can create or use powerful database solutions that make
organizing, accessing and sharing information easier than ever.
Microsoft Access 2010 also provides users with one of the simplest and
most flexible DBMS solutions. An abundance of wizards lesson the
complexity of administrative tasks and the ever-present Microsoft Office
Helper. Tables comprise the fundamental building blocks of any database.
Microsoft Access also has many features such as conditional formatting,
name autocorrect, database windows, and convert database into prior
access version.
Furthermore, the suitable development software is Microsoft Office Excel
2010 which is a powerful tool user can use to create and format spread
sheets, and analyze and share information to make more informed
decisions. Microsoft Office Excel 2010 has a user interface with rich data
visualization, and PivotTable views, professional-looking charts are easier
to create and use.
Microsoft Office Excel 2010 provides significant improvements for sharing
data with greater security. User can share the sensitive business
information more broadly with enhanced security with their staffs, clients,
and also their business partners. By using Microsoft Office Excel 2010 a
spreadsheet using Office user can navigate, sort, filter, input parameters,
and interact with PivotTable views directly on the Web browser. The
features that Microsoft Office has are better spreadsheets, improves
spreadsheets analysis, share spreadsheets and business information,
manage business information effectively.
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7.2 Implementation Tools
The selected of chosen development software for the Payroll and Profits
System is Microsoft Access 2010. The most important features in Microsoft
Access 2010 is quickly find tables, queries, forms or reports that depend
on particular database object. So, the advantage here is the problem of
waste time to fill in form. For example, by using Microsoft Access, users
just to enter staff ID and work data in order to process the staff’s
attendance records.
This more focus on forms that allow record by record data entry and to view
or edit the data in the tables. One thing is the use of forms can eliminate
several dangers of allowing user to manipulate the table itself. About
queries, it can be used to organized, sort and filter existing tables.
Everything becomes easy although to generate reports. Otherwise, it is
relative compatibility with SQL which is structured query language that
viewed and edited as SQL statements. SQL statements can be used
directly in Macros and to manipulate access tables. The macros are for
directly to manipulate tables and many more.
In addition, Microsoft Office Access previously known as Microsoft Access
is a relational database management system from Microsoft that combines
the relational Microsoft Jet Database Engine with a graphical user interface
and software development tools. The skilled software developers and data
architects use it to develop application software. The relatively unskilled
programmers and non-programmer power users can use it to build simple
applications. It supports some object-oriented techniques but falls short of
being a fully object-oriented development tool.
The advantages use the Microsoft Access is much easier and faster when
developing or modifying code. It is hence cheaper and gives a powerful set
of tools that are sophisticated enough for developers that easy for new
users to learn. The reports can be also be quickly added, modified or
create new one reports that already exist. The systems can be adapted to
suit requirements when the source code comes with the system or is
available for an additional fee.
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7.3 Installation Payroll and Profits System
7.3.1 Installing Microsoft 2010
7.3.2 Choose setup icon
Figure 7.30 Choose Folder Microsoft Office Professional 2010
Figure 7.31 Click “setup” icon
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7.3.3 Select Microsoft Access 2010
7.3.4 Accepted Term of Agreements
Figure 7.32 Choose “Microsoft Access 2010”
Figure 7.33 Accept term of Agreements
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7.3.5 Choose Install Now
7.3.6 Progressing Installation
Figure 7.33 Choose “Install Now” Button
Figure 7.33 Progressing Installation
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7.3.7 Complete Installation and Close
7.3.8 Place Payroll and Profits System Software at Specific Partition
in PC
Figure 7.35 Place Software at specific partition in PC
Figure 7.34 Complete Installation
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7.4 Deliverable of implementation phases
Deliverable Task Completion Criteria
Reviewed
Architecture Design
Update Use case from
construction phases
Use case is approved
by manager of EJC
Update Entity Relationship
Diagram from construction
phases
Use case is approved
by manager of EJC
Update story board Use case is approved
by manager of EJC
Update Interface Design Use case is approved
by manager of EJC
Revised Formal
Requirement
Specification
Update Formal requirement
Specification from construct
phase
Formal Requirement
Specification is
approved by users.
Coding Produced interface
Executable codes are
produced
Produced main function Executable codes are
produced
Unit Testing Perform unit testing All unit testing passed
Functional Testing Produce functional integration testing
Functional integration
testing is produced as
defined in test plan.
Acceptance testing Perform acceptance testing by
client
Acceptance testing is
passed
User manual
Produce user manual
User manual is
approved by EJC’s
manager
Table 7.1 Deliverable of implementation phases
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7.5 Conclusion
To sum up, the implementation phase is one of the most important part
that need to be concerned. There are many things that need to be
considering during accomplish the phase which is in term of, consider on
the software and tools that use for the project and also the using language
of the system.
Otherwise, in order to accomplish this phase, the developer also provides
the installation software to users PC at server and allowing them to access
the system simultaneously. In the implementation of any new system, it is
necessary to ensure that the consumers have best positioned to utilize the
system once deployment efforts have been validated. Therefore, all
necessary training activities must be scheduled and coordinated. A positive
training experience is a great first step towards user acceptance system.
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8. Testing
Testing process is a process of a executing the application programs with
intent of finding error. There are six methods of testing which are
inspections, walkthrough, desk checking, unit testing, integration testing,
validation testing, and interface testing.
8.1 Inspections
An inspection is more formalized than a 'walkthrough'. In the inspection,
typically with 3-8 people including a moderator, reader, and a recorder to
take notes. The subject of the inspection is typically a document such as a
requirements specification or a test plan, and the purpose is to find
problems and see what's missing, not to fix anything. Attendees should
prepare for this type of meeting by reading thru the document; most
problems will be found during this preparation. The result of the inspection
meeting should be a written report. Thorough preparation for inspections is
difficult, painstaking work, but is one of the most cost effective methods of
ensuring quality.
Employees who are most skilled at inspections are like the 'eldest brother'
in the parable in 'Why is it often hard for management to get serious about
quality assurance?' Their skill may have low visibility but they are
extremely valuable to any software development organization, since bug
prevention is far more cost-effective than bug detection. In earlier
explanation typically the people that involved in the inspection about 3 or 8
people. Thus, below are the 3 main people that ensure achieve the
inspection which is in term of:
a) Moderator - The people that responsibilities as a control or leader
of the whole inspection session.
b) Reader - This person can be defining as a person that has a skills
or knowledge is particular fields or area such as computer
programmer.
c) Recorder - This person responsible to take a point or note during
the inspection session.
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8.2 Walkthrough
Walkthrough is the process that can be defined as a description of
process at an abstract level. The walkthrough is usually been used to
describe process of inspecting algorithms and source code by follow the
path through the algorithms or code as determined by input conditions
and choices made along the way.
The main objectives having a walkthrough is to ensure that the system
that been developed follow or carry out the planned result. To achieve
this series of experiment is needed and been conducted by tester or
evaluator to carry out or determine the expected outcomes. With this
series of experiment tester can define or identify caused and effect to the
system. Moreover with the walkthrough, it will provide assurance of the
fitness for the purpose of the algorithm or code.
The process of walkthrough been planned is to provide the needs of
developers of the software in acquiring superior knowledge of all aspects
of the software. Using the walkthrough, every details or modules of
software will be checked, tested and reviewed, so then the summary
report can be produced. The weakness or effects from this process is
forging of a shared vision between reviewers and harmony among
participants on the approaches taken, engineering and products practice
applied. Furthermore it affects the completeness and correctness of
capabilities and features plus rules of construction for the domain
product.
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8.3 Desk Checking
Desk checking is a testing technique in which the program code is
sequentially executed manually by the reviewer. Desk checking also is an
informal process where the programmer or someone else who
understands the logic of the program works through the code with the
paper and pencils. The programmer executes each instruction, using the
test cases that may or may not be written down. The definition of desk
checking is groveling over hardcopy of source code, mentally simulating
the control flow or a method of catching bugs. It is no longer common
practice in this age of on-screen editing, fast compiles and sophisticated
debuggers though some maintain stoutly that it ought to be.
8.4 Unit Testing
Unit testing also known as module testing because it be tested alone in an
attempt to discover any errors that may exists in the module’s code. A unit
test verifies that a function or set of functions ‘honors its contract’. Unit
testing consist of test the system phase by phase which mean the system
is separate into several unit and it will be test for each of the unit in order
to identify any problem occur. All output information testing will be
documented as a report and will be present to the Project Manager in
steering committee meeting. In the other words, that the function under
test meet the requirements. Unit tests inspect both black boxes and white
boxes. Black box testing is different from white box testing. The kind of
testing that you can perform on the code determines, among other things,
the complexity of the unit test.
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8.4.1 Black Box Testing
A black box test also known as a "functional test" is one in which must
feed it inputs and verify the outputs without being able to inspect the
internal workings. Furthermore, one doesn't usually have information
regarding:
how the box handles errors
whether the inputs are executing all code pathways
how to modify the inputs so that all code pathways are
executed
dependencies on other resources
Black box testing limits our ability to thoroughly test the code, primarily
because it doesn’t know if it is testing all the code pathways. Typically,
a black box test only verifies that good inputs result in good outputs
hence the term "functional test". Classes are often implemented as
black boxes, giving the user of the class access only to the public
methods and properties that the implementer selected.
8.4.2 White Box Testing
A white box provides the information necessary to test all the possible
pathways. This includes not only correct inputs, but incorrect inputs, so
that error handlers can be verified as well. This provides several
advantages.
we know how the box handles errors
we can usually write tests that verify all code pathways
the unit test, being more complete, is a kind of documentation
guideline that the implementer can use when actually writing the
code in the box
resource dependencies are known
internal workings can be inspected
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In the "write the test first" scenario, the ability to write complete tests is
vital information to the person that ultimately implements the code,
therefore a good white box unit test must ensure that, at least
conceptually, all the different pathways are exercised.
Another benefit of white box testing is the ability for the unit test to inspect
the internal state of the box after the test has been run. This can be useful
to ensure that internal information is in the correct state, regardless of
whether the output was correct. Even though classes are often
implemented with many private methods with C# and reflection, unit tests
can be written which provide us the ability to invoke private methods and
set or inspect private properties.
8.5 Integration Testing
Integration testing can proceed in a number of different ways, which can
be broadly characterized as top down or bottom up.
In top down integration testing the high level control routines are tested
first, possibly with the middle level control structures present only as stubs.
The checklist consists of information on system integration testing needs
by dealing with hardware and software integration and all output testing
result will documented for reference if problem occur. Top down testing
can proceed in a depth-first or a breadth-first manner. For depth-first
integration each module is tested in increasing detail, replacing more and
more levels of detail with actual code rather than stubs.
Alternatively breadth-first would proceed by refining all the modules at the
same level of control throughout the application. In practice a combination
of the two techniques would be used. At the initial stages all the modules
might be only partly functional, possibly being implemented only to deal
with non-erroneous data. These would be tested in breadth-first manner,
but over a period of time each would be replaced with successive
refinements which were closer to the full functionality. This allows depth-
first testing of a module to be performed simultaneously with breadth-first
testing of all the modules.
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The other set of testing is integration testing. Once a set of individual
modules have been tested they are then combined into a collection of
modules, known as builds, which are then tested by a second test
harness. This process can continue until the build consists of the entire
application. In practice a combination of top-down and bottom-up testing
would be used. In a large software project being developed by a number
of sub-teams, or a smaller project where different modules were being
built by individuals. The sub-teams or individuals conduct bottom-up
testing of the modules which they were constructing before releasing them
to an integration team which would assemble them together for top-down
testing.
8.6 Validation Testing
Validation is the purposes of comparing data with a set of rules or values
to determine if data correct or not. All input and output are tested using
validation testing. The testing caters all the textbox where the users
enter data. This testing is done to assure only valid data can be
processed by the system.
8.7 Interface Testing
Interface testing usually done to test the interface navigation whether it
works or not. Sales Tracking System consists of several interface start
from login until log of the system. In the interface testing, the navigation
through the pages will be tested to find any miss linking and the buttons
are function as required.
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8.8 The Chosen Testing (Black bock Testing)
Process Description Input Result
Expected Actual
To enter Password
Form To display Password Form
Wait the loading progress
bar Open the Password Form
Successful
The system continued open
Password Form
Process Description Input Result
Expected Actual
To enter Menu
Form
To display Menu Form
Click on the Login button
Display message box and
open form Menu if
password correct
Successful
The system continued
display message box and
open form Menu if password
correct
To Exit the system
To Exit System
Click on the Exit button
Exit the system
Successful
Exit the system
Table 8.1 Welcome Form Testing
Table 8.2 Login Form Testing
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Process Description Input Result
Expected Actual
To enter EMPLOYEE
INFORMATION Form
To display EMPLOYEE
INFORMATION Form
Click on the EMPLOYEE
INFORMATION button
Open the EMPLOYEE
INFORMATION Form
Successful
The system continued open
EMPLOYEE
INFORMATION Form
To enter TIME JOB
SHEET Form
To display TIME JOB
SHEET Form
Click on the TIME JOB
SHEET button
Open the TIME JOB
SHEET Form
Successful
The system continued open
TIME JOB SHEET Form
To enter
ADMINISTRATION
Form
To display
ADMINISTRATION MENU
Click on the
ADMINISTRATION MENU
button
Open the
ADMINISTRATION MENU
Form
Successful
The system continued open
ADMINISTRATION MENU
Form
To LOG OUT the
system To log out system and
display LOGIN Form
Click on the LOG OUT
button
Open the LOGIN Form and
log out system
Successful
The system continued open
LOGIN form and LOG OUT
system
Table 8.3 Main Menu Form Testing
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Process Description Input Result
Expected Actual
To enter EMPLOYEE
INFORMATION Form
To display EMPLOYEE
INFORMATION Form
Click on the EMPLOYEE
INFORMATION button
Open the EMPLOYEE
INFORMATION Form
Successful
The system continued open
EMPLOYEE INFORMATION
Form
To enter PROJECT
INFORMATION Form
To display PROJECT
INFORMATION Form
Click on the PROJECT
INFORMATION button
Open the PROJECT
INFORMATION Form
Successful
The system continued open
PROJECT INFORMATION
Form
To enter TIME JOB
SHEET Form
To display TIME JOB
SHEET Form
Click on the TIME JOB
SHEET button
Open the TIME JOB
SHEET Form
Successful
The system continued open
TIME JOB SHEET Form
To enter EMPLOYEE
SALARY Form
To display EMPLOYEE
SALARY
Click on the EMPLOYEE
SALARY button
Open the EMPLOYEE
SALARY Form
Successful
The system continued open
EMPLOYEE SALARY Form
To enter
MANAGEMENT
REPORT Form
To display MANAGEMENT
REPORT MENU
Click on the
MANAGEMENT REPORT
MENU button
Open the
MANAGEMENT
REPORT MENU Form
Successful
The system continued open
MANAGEMENT REPORT
MENU Form
Table 8.4 Administration Menu Form Testing
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Process Description Input
Result
Expected Result Actual Result
User must click
button “MAIN
MENU”
To display main menu
form
If user click button “MAIN
MENU”
System will display the MENU of
system
Successful
System continued with
display the menu.
User need to
click button
“Save Record”
To save a new record
If user save the existing record
to database
ERROR message display by
Message Box and it has button
“OK” for user to click and to
continue
Error message display by message box, “DATA EXIST!!”
If user save the new record to
the database
SUCCESSFUL save message
display by Message Box and it
has button “OK” for user to click
and to continue
Successful message appear by message box, “DATA HAS BEEN SAVE…”
Continue saving the records to the database
Table 8.5 Time Job Sheet Form Testing
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User need to
click button “Find
Record”
To search a record in
TIME JOB SHEET form
If user Find Record the not
existing record in the database
ERROR message display by
Message Box and it has button
“OK” for user to click and to
continue
Error message display by message box, “DATA NOT EXIST!!”
If user Find Record the
existing record in the database
Successful find record
Successful
System continued display
the record from database
at the textbox
Button “Add
Record”
User need to click
button “Add Record”
To add new record in TIME
JOB SHEET form
If user click button “Add Record”
Successfully
System will CLEAR the
textbox for user to do the
new task
Button “Edit
Records”
User need to click
button “Edit Records”
To add new record TIME JOB
SHEET form
If user click button ““ Edit
Records ”
Successfully
System will open edit
record form and user can
edit record from there
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User need to
click button
“Delete Record”
To delete an existing in
TIME JOB SHEET form
If user Delete Record the
records
System continued delete the
record
Successful
System continued delete record from database
Message box display, “DELETE SUCCESSFUL”
User need to
click button
“Print”
To print TIME JOB
SHEET form
If user click button “PRINT”
System continued display the
page of PRINT
Successful
System continued with
PRINT form
User need to
click button “
Quit System”
To quit from System
If user click button “EXIT”, and
click “YES” at message box
System will exit from running
Message box display confirmation to exit system, “Do you want to SAVE the FILE?”
System EXIT
If user click button “EXIT”, and
click “NO” at message box
System continued RUNNING
System EXIT
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Process Description Input
Result
Expected Result Actual Result
User must click button “Main
Menu”
To display main menu form
If user click button “MAIN
MENU”
System will display the MENU of system
Successful
System continued with display the menu.
User need to click button
“Save Record”
To save a new record
If user save the existing record to database
ERROR message display by
Message Box and it has button “OK” for user to click and to
continue
Error message display by message box, “DATA EXIST!!”
If user save the new record
to the database
SUCCESSFUL save message display by Message Box and it
has button “OK” for user to click and to continue
Successful message appear by message box, “DATA HAS BEEN SAVE…”
Continue saving the records to the database
User need to click button
“New Record”
To add new record in PROJECT
INFORMATION form
If user click button “ADD
NEW”
Clear details list and add new
record
System CLEAR the textbox for user to do the new task
Table 8.6 Project Information Form Testing
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User need to click button
“Delete Record”
To delete an existing in PROJECT
INFORMATION form
If user Delete Record the records
System continued delete the record
System continued delete record from database
Message box display, “DELETE SUCCESSFUL”
User need to click button
“Quit System” To quit from System
If user click button “EXIT”, and click “YES” at message
box
System will exit from running
Message box display confirmation to exit system, “Do you want to SAVE the FILE?”
System EXIT
If user click button “EXIT”, and click “NO” at message
box
System continued RUNNING
System exit
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Process Description Input Result
Expected Result Actual Result
User must click
button “Main
Menu”
To display main menu
form
If user click button “Main
Menu”
System will display the MENU of
system
System continued with
display the menu.
User need to click
button “Save
Record”
To save a new record
If user save the existing
record to database
ERROR message display by Message
Box and it has button “OK” for user to
click and to continue
Error message display by message box, “DATA EXIST!!”
If user save the new
record to the database
SUCCESSFUL save message display
by Message Box and it has button
“OK” for user to click and to continue
Successful message appear by message box, “DATA HAS BEEN SAVE…”
Continue saving the records to the database
Table 8.7 Employee Information Form Testing
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User need to click
button “Find
Record”
To search a record in
staff information details
If user Find Record the
not existing record in the
database
ERROR message display by Message
Box and it has button “OK” for user to
click and to continue
Error message display by message box, “DATA NOT EXIST!!”
If user Find Record the
existing record in the
database
Successful find record
System continued display the
record from database at the
textbox
User need to click
button “Delete
Record”
To delete an existing in
staff information form
If user Delete Record
the records
System continued delete the record
System continued delete record from database
Message box display, “DELETE SUCCESSFUL”
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Process Description Input Result
Expected Result Actual Result
Click “Employee
Salary”
To open Employee
Salary Form.
User need to click
Calculate Salary button
System continue automatically
calculate net Salary
Successful
System automatically
calculate net Salary
Click button “Admin
Menu”
To display main menu
form
Click button “Admin”
button
System will display the MENU of
system
Successful
System continued with
display the menu.
Click button “Print
Pay Slip” To Print Pay Slip
Click button “Print”
button System will print Pay slip
Successful
System continued print Pay
slip
Table 8.8 Employee Salary Form Testing
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Process Description Input Result
Expected Result Actual Result
User allow to
choose the
SEARCH BY
PROJECTS or
VIEW ALL YEARS
button
To open
MANAGEMENT
REPORT of
PROJECTS.
User need to click
SEARCH BY
PROJECTS button
System continue display the
MANAGEMENT REPORT SEARCH
BY PROJECTS
Successful
System continue display the
MANAGEMENT REPORT
SEARCH BY PROJECTS
User need to click BY
ALL YEARS button
System continue display the
MANAGEMENT REPORT by ALL
YEARS
System continue display the
MANAGEMENT REPORT by
ALL YEARS
User must click
button “Main
Menu”
To display main menu
form
If user click button
“MAIN MENU”
System will display the MENU of
system
Successful
System will continue with display
the menu.
Table 8.9 Management Report Testing
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8.9 Conclusion
After carrying out the program test for each of the programs of the system
and errors removed, then system test is done. At this stage the test is
done on actual data. The complete system is executed on the actual data.
At each stage of the execution, the results or output of the system is
analyzed.
In the test phase the implemented solution is validated against the
acceptance criteria stated in the analysis phase. Only when all acceptance
criteria are met then the system will officaily can install and run for
company.
Consequently, testing process is important in order to ensure the system
has successful achieve the objective toward fulfill requirement of users.
For this development phases, the developer has done the testing phases
with successful without any error occur. It show that the system has met
the acceptance users criteria and achieve their satisfaction.
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9. Project Management
Project management is the phases where the developer carefully plans
their time frame for development process of Payroll and Profits System
toward achieving the objective of projects. Project management includes
developing the project plan, Work Breakdown Structure (WBS) and Gant
Chart. Hence, by construct both of the project management process, it will
identify tasks that must be completed on time and determine how the goal
of project will achieve.
Meanwhile, instead of developing details planning activities for this project,
in the project management phase, developer also need to identify the risk
that might be occurred during the development and should have a risk
management strategy to overcome particular risks arise.
9.1 Project Schedule
The project of development Payroll and Profits System is started at July
2011 and accomplished at early of March 2012. There 10 stages that
involved during development process and need to completed which is
planning on project introduction, investigation, methodology, requirements,
analysis, design, implementation, testing, project management, and the
conclusion.
Thus, in order to ensure all the activities accomplish and systemize, the
WBS has been constructed as it able to show all the tasks that need to be
done by developer from start until end of period from time to time. Instead
of that, the developer also has been developed the Gant Chart in order to
accomplish the project management as it can listed all the tasks of each
phase followed by their duration period of time.
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9.1.1 Work Breakdown Structure (WBS)
1.0 PAYROLL AND
PROFITS SYSTEM
1.5 Planning 1.4 Analysis 1.2 Design 1.3 Implementation and
Testing 1.1 Maintenance
1.1.4 Select The Possible Project
1.1.3 Determine activities
1.1.2 Plan project Approval
1.1.5 Get Current System Overview
1.1.1 Make Appointment
1.1.6 Prepare Interview
1.2.2 Record Fact Findings
1.2.1 Analysis Fact Findings
1.2.3 Identify Requirements
1.2.4 Identify Problems
1.3.1 Produce Use Case Diagram
1.3.2 Produce Story Board
1.3.3 Design Interface
1.3.5 Design Database
1.3.4 Write Coding
1.4.1 Install System
1.4.2 System Testing
1.4.3 System Training
1.4.4 User Training
1.5.1 Maintain System
Figure 9.1 Work Breakdown Structure (WBS)
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9.1.2 Gant Chart
Gantt charts are a project planning tool that can be used to represent the
timing of tasks required to complete a project. Because of Gantt charts are
simple to understand and easy to construct, the developer used it as
project schedule (Durfee W., 2008)
As developer has constructed the WBS, each task listed from the WBS, is
continue same with the Gant Chart activities. However, the Gant Chart is
show with more detailed with the period of time for each tasks selected. In
short, the developer will accurately estimate each duration of time for each
task and avoid from delaying task.
9.2 Risk Management
Project risk involves understanding the potential for problems as they
might impede project success. The objectives of project risk management
are to minimize the probability and impact of potential risks while
maximizing the probability and impact of potential opportunities. In the risk
management process included is in term of risk identification, risk
assessment, and contingency plan.
9.2.1 Risk identification
In this process, developer has identified all the risks during that occur
during project development and each risk has their own solution to
overcome. Additionally, determining which risks are likely to affect the
project estimates, budgets and schedule. All the risks that has been
identified by developer are in term of;
i. High-impact, high-probability risk
ii. High-impact, lower-probability risk
iii. Lower-impact, higher probability risk
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9.2.2 Risk Assessment
For developed the project of “Payroll and Profits System for EJC, there are
list of risk assessment has been constructs and faced by developer or
know as limitation project which is show as below;
9.2.2.1 Requirement Change during Development Project
For the risk of changing in requirement of users, it has high
possibility and high impact. Thus, as developer, this risk is needed
to be concerned in order to minimize the impact of the system.
During development process, there are constrain faces to
developer which is need to get cooperation from users as they
keep changing their requirement from time to time that can face
difficulties for developer to develop the system consistently and
certain task need to be rescheduled or delayed because of future
changes requirement of users.
Risk Description Probability Impact
Requirement Change
during development
project
High High
Time constraint as
clashing of client and
students schedule
High Low
Technical Failure of
device Low High
Table 9.1 Risk Assessment Check-list
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9.2.2.2 Time Constrain as Clashing Of Client and Student Schedule
For time constraints, it has the high possibility and low impact for
the project. In detail, the developer developed the project currently
for EJC during the working hours. By that, the time to make this
research has been limited to the researcher during making the
research. The researcher only can make the research during
working hours from 8.30am until 5.30pm. Other than that, the
developer also takes about 4 hours to go to the location of
company. Thus, it shows the time of constraint during making the
research.
9.2.2.3 Technical Failure of device
Consequently, the risk that has been faced by developer during
development process is technical failure of device. This problem
occurs when the device such as developer’s laptop has problems
or corrupted. Therefore, it highly impact to the process of
development project as laptop device is very important for
development process to design, constructs, coding and implement
the system.
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9.2.3 Contingency Plan
In order to overcome all the risk identified by developer, the project has
several contingency plans toward problem occur. This contingency plan is
to ensure that all the risks avoid from impact the process of development
project.
The risk that faced by developer during development process is changing
requirements from users from time to time. As contingency plan, the
developer provided the user satisfaction form for users during testing
phases of prototyping. This is to ensure the satisfaction users in term of
design interface and function constructed. Other than that, the users also
can state their recommendation from the form that indirectly can make
developer easier in order to identify the requirements accurately. Thus, by
implement this contingency during development process, it will increase
the satisfaction of users and eliminate the changing requirements from
time to time as developer keep consistence to enhance and improve the
current construction process of system.
Moreover, the risk of time constraint also has the contingency plan as
developer reschedule the time frame of planning and avoid from clashing
with client. Otherwise, the developer needs to have clear appointment
developer can find out the client availability by looking to the client planner
for an empty slot for an appointment. Client planner was asked during the
last meeting with the client. In short, by having this contingency plan, the
available time of client has been clearly identified and avoids from clashing
time with developer such as having interview and meets the users during
the weekend as at that time developer does not have class session.
In the other hand, the risk listed during development process is having
failure technical device. As contingency plan, developer needs to have
another backup device during development process. instead of that,
developer also keep consistence to make backup of the material
development such as transfer the important documentation and material
into another place like external hard disk. Thus, developer always make
sure the condition of devices is in the high level in order to avoid from any
failures.
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9.3 Quality Management
In order to ensure the project development is produce in high quality,
developer has several quality management strategies and plans toward
maintain the goal and achieving user’s expectation and needed. The plans
and guideline to maintain the quality of the project is in term of provide user
satisfaction form to get feedback and user’s response toward the Payroll
and Profits System. Besides that, developer also provides and maintains
the level of security system from a small aspect into large aspects. Instead
of that, the most important part to having the quality management toward
the system is providing maintenances every two weeks or per month for the
system after the implementation.
One of the strategy plan to having high quality for the system is developer
provide the user satisfaction form in order to get the feedback and
response toward the system. This is very important method for developer to
review and evaluate the system and thus can enhance and always improve
the system from time to time. From there, developer can identify the lack of
the system and indirectly can increase level of user satisfaction in term of
every single aspect.
Furthermore, in order to maintain the high quality of the system, the
developer has provided backup and security for the system. For example,
the system itself has the database password in order to avoid from
unauthorized users to hijack the system. Therefore, it can provide the
quality of the system with high level of security provided. Otherwise, in
order to deploy the high quality toward the system, developer also provided
backup strategy for users. Hence, the system can maintain high quality
from avoiding of data loss.
Consequently, one of the ways to having high quality management in the
system, the developer has provided maintenance process to the system
every two weeks or per month. From there, developer can identify any
problem occur during system running in working environment and it
indirectly can improve the quality of the system from time to time.
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9.4 Conclusion
The project schedule is the tool that communicates what work needs to be
performed, which resources of the organization will perform the work and
the timeframes in which that work needs to be performed. The project
schedule should reflect all of the work associated with delivering the project
on time. Without a full and complete schedule, the project manager will be
unable to communicate the complete effort, in terms of cost and resources,
necessary to deliver the project.
Through Project Management, it allows developer to track project schedule,
resources, budgets and project related assets in real time. The project
schedule can be viewed and updated by team members associated with
the project, keeping everyone well informed on the overall project status
(Metafuse Inc.,2012)
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10. Conclusion
As a conclusion for this project, Payroll and Profits System has been
successful develop toward user requirements stated which is simplify
employees work process by provide high functionality of computerize
system, and hence to provide a user driven application for employees
interaction and direct communication.
In order to accomplish this project, the developer need to work out through
the methodology approach which consist of several phases and need to
complete effectively by developer in order to increase the quality of project
and avoid from delay of time duration in each stages stated. The
methodology that has been chosen for this project is Prototyping model
lifecycle which include several phases in term of analyze initial
requirements, designing, constructing prototyping, and customer
evaluation and as they satisfied with the prototyping, it can be proceed
with the development of real project.
In fact, through effectively implement all that stages, the Payroll and
Profits System indirectly has been greatly achieving the objectives as at
earlier stated. Thus, the system has been develop has increase the work
performance of employees through systemize the management process
and hence will lead the successful in doing their business toward having
competitive advantages among other competitor market.
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10.1 Achievements
There are several achievements are determine after completely
accomplish the of project as the system has fulfill all the objectives and
overcome all the problem statements which is in term of simplified user
work process by provided high functionality system, provided, regulated
and automate reporting function, improved security system, provided user
driven application for employees interaction and direct communication
and minimized cost.
10.1.1 Simplified User Work Process by provide High Functionality
System
One of the achievement of the project is it was concluded that admin
support employees would utilize and reduce their work time during
accomplish the tasks given. As a result, the system has solved the
problem of time constraint users during work process and save their time.
The project has achieve all the needed of the customer by provide high
functionality in order to accomplish the daily task which is the proposed
computerize system are provide with variety of function in term of the
user can update, delete, add and have the own fix calculation of payroll
and profit matching on the principle of accounting in order to ensure the
accuracy and efficiency of work.
10.1.2 Improved Security System
The system has successfully achieved to improve security of the
company’s system by replace the current system. In fact, the new system
has prevented unauthorized users from accessing the database by
providing the security password to database and system itself. Otherwise,
the system also has provided the backup strategy which has avoided
data from loss.
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10.1.3 Provided, Regulated and Automated Reporting Function
By completely accomplished the project, it has been achieves the
objective by provided, regulated and automated reporting functions. In
addition, the system has regulating and automating tasks as it meet the
objective which has simplified user work process. Additionally, the system
has provided individuals with the authority on decision making; quick and
easy access to data and information in one reliable and secure source.
Thus, the system has systemized the management work process by
provide the reporting of profits for company by daily, monthly and yearly.
10.1.4 Provided a User Driven Application for Employees Interaction
and Direct Communication
In addition, one of the key goals of EJC has been achieved which has
facilitated an effective communication strategy; both internally amongst
staff and externally with direct customers and those that provide indirect
services. Therefore, the system has provided interaction and
communication by linked all units via an intranet system which is Payroll
and Profits System that allowed for a quicker and more efficient means of
communication.
10.1.5 Minimized Cost
Finally is the new project has been meet the objective which is has
minimized cost of company. It has eliminated the cost of buying paper,
file and cabinets for company. Other than that, by implement the project,
it has minimized the cost as managers can estimate the cost and
measure the earn profits or loss for company through auto reporting of
profits provided by system.
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10.2 Future Work
Base on the user satisfaction form and user acceptance testing that
provided, there are several future development need to be implement to the
Payroll and Profits System in order to make it improve and enhance from
every single criteria. The future developments that have been identified by
developer are in term of implement as web based system, implement the
synchronization system to RFID device system and provide function to
apply emergency leave.
10.2.1 Implement as web based system
As a future development, the system can be enhanced by implement and
deploy as web based system which is online system as it can be
worldwide system that which can be used at every time and everywhere
without have limitation aspects. It is because, as engineering company, it
has several employees that sometime work out of company. Thus, by
implement this system through online based, it can allowed the outstation
workers to update their time job sheet from anytime and everywhere.
10.2.2 Implement the synchronization system to RFID device system.
Instead of that, the future development can be applied for this system is
having synchronization database system to RFID device system. From
this future development, the system can be enhancing its functionality in
term of accuracy and quality. It is because, to deal the time of employee’s
attendance, it can be more accurately by using the RFID device system
which has automatically detect the punch card time and avoiding from the
employee’s cheating.
10.2.3 Provide function to apply emergency leave
In the other hand, the future enhancement that can be deploying for this
project is provided function to apply emergency leave straightly from the
system itself. It is because to ensure the accuracy data and can reduce
work time process.
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10.3 Project Evaluation
Project evaluation has been made by developer to the users of system
toward achieving the objectives and targets. The process of evaluation that
has been made is in term of providing the users user acceptance form and
user satisfaction form to fill up. Therefore, the developer can have the user
feedback, recommend and response toward lack or dissatisfaction with the
system in term of it functionality, efficiency and usability.
10.3.1 Functionality
Based on the End Unit Test form that has been provided to users, the
analysis of each test form shows that this Payroll and Profits System has
fulfill and provided with high functionality and all the function that has been
provided is work efficiently in term of it follow the user requirement which is
the system able to produce the automatically employee’s salary and auto
generate the reporting company’s profits and administration can produced
pay slip for employees with accurately. Hence, it shows that this system
has provided with full of functionality to all level of users of the system.
10.3.2 Efficiency
By providing the End Unit Test Form to the user that use this system, the
analysis and the result shows that this Payroll and Profits System are
working with full efficiency with that all function that it have and without no
error or problem appear during using this system. In fact, the system has
accurate calculation in order to calculate the net salary of employees and
having auto generate of company’s profits. Other than that, all the function
that provided by developer make the user easier during their working
environment without any need to recalculate by manual and it indirectly
can save time of users.
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10.3.3 Usability
Consequently, based on the End Unit Test Form that provided to the
users, it approve that the system has good in its usability. It is because;
the system does not have nonfunctional and abundant button during using
the system and each button provided has each function and useful for
users. Other than that, based on users comment, they really satisfy with
the way it produced net salary and auto generating company’s profits by
daily, monthly and yearly. In fact, all the link and button that provide by
developer is useful for users and function well.
10.4 Strengths and Weaknesses of the Payroll and Profits
System
By accomplished the system, there are variety strength and weaknesses
that has been identified. The weaknesses of the system will be put as
enhancement, future development and improvement can be made to
ensure the application runs in prefect order and fit to the market.
10.4.1 Strengthen of the System
10.4.1.1 System has Multiple Functions Provided
One of the strength of the system which is it has multiple function
that provided to users. The multiple functions provided which is in
term of it can calculate the net employee’s salary and produced the
pay slips of employees. Instead of that, by the time job sheet key in
by employees it is not only can produce net salary of employees,
but.at the same time, the system will automatically can generated
the auto reporting to measure the company’s profits and loss.
10.4.1.2 Well Organized and Easy To Understand
The other strengths of this system are it well organized and easy to
understand. It is because the flow of the system used is compact,
simple, and meaningless. Other than that, it also has simple
interface design which has natural basic color which is combination
white and green color that indirectly can increase the motivation
user to use the system.
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10.4.1.3 Provide Variety Contingency Method
In addition, the system has the strength in term of provided with
variety contingency. For example, in this system, it has forgotten
password page itself. Hence, whenever the user has problem to
remember the password, the system provide contingency to give
feedback and response their password needed. Instead of that, in
this system, it also provide help desk itself which is allowed users
to refer whenever they have stuck in accomplish their tasks.
10.4.2 Weaknesses of the System
10.4.2.1 Hard to deal with time attendance
Meanwhile, the weaknesses that identified from the system are
hard to deal with the time of employee’s attendance. This is
because, the accurate time in term of second, minute and hour is
very hard to fulfill by the employee and it exposed them to make
any aspect of cheating.
10.5 Summary
The process of developing this system is obviously very challenging due to
the constraints and the output achieved. The development of this system
has simplified the work process of employees and management of EJC
instead.
The system has given necessary benefits and advantages to those who
use the application directly or indirectly. Therefore, any enhance of the
efficiency of the system is needed to fulfill for the current demand for the
future development in order to fit the company strategy to the business
large market.
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Appendix A – Checklist for the Client Acceptance Factors
1. Company’s Budget for the new system : RM _____________
2. The cost of the selected Software meets the company’s budget : Yes ( ) No ( )
3. Users have understanding of how the system affect the organization : Yes ( ) No ( )
Meeting Date:
Venue :
User Name : (1) __________________________ Signature: __________
(2) __________________________ Signature: __________
(3) __________________________ Signature: __________
(4) __________________________ Signature: __________
(5) __________________________ Signature: __________
4. Company will provide all infrastructures and equipment’s needed by the developer :
Yes ( ) No ( )
5. List all the advantages of the new system compare to the current system.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
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Appendix B-The End Unit Test Form for Payroll and
Profits System
Key Stroke Effort per Task
1. By looking to the interface of Payroll and Profits System did you manage to understand what the purpose of the system?
YES NO
2. Did all the linkage on the system is working properly?
YES NO
Ability to navigate within system
3. Did all the button can be navigate?
YES NO
4. Did the entire button link to the correct path or pages?
YES NO
Time to perform task
5. Do you satisfied with the time that you used to perform the task?
YES NO
6. Did you need to waiting for each page when it loads?
YES NO
Ability to configure the HCI
7. Did the entire button use the meaning full words?
YES NO
8. How easy can you determine the function of the interface?
VERY EASY EASY
AVERAGE HARD
User satisfaction
9. Did the system provide the entire requirement that you need?
YES NO
10. Do you have any suggestion to improve this system?
___________________________________________________________
___________________________________________________________
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Appendix C – User Manual
1. Database Password Page
i. Open Software
ii. Key in Company’s password: EJC262
2. Login Form of Payroll and Profits System
i. Choose name from combo box as username
ii. Key in password log in
iii. Click Enter to confirm Login and Exit for terminate system
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3. Main Menu Page
i. EMPLOYEE INFORMATION DISPLAY- To view employee information
without Edit (ordinary employees level)
ii. EMPLOYEE TIME JOB SHEET- To open employee time Job Sheet
iii. ADMINISTRATION-Go to Admin Menu
iv. LOGOUT- to logout of system and change user’s account
v. EXIT SYSTEM- Terminate from system
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4. Administration Menu
i. EMPLOYEE INFORMATION- To edit employee info
ii. PROJECT INFORMATION – To maintain project information
iii. TIME JOB SHEET DISPLAY – To update time job sheet form
iv. EMPLOYEE SALARY – To open employee salary form
v. MANAGEMENT REPORT- To open Management Report form
vi. MAIN MENU – To go back to Main Menu
vii. EXIT SYSTEM- To terminate from system
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5. Employee Information Form
i. To insert new employees record, click button
ii. Key in and complete all the details of employee.
iii. After finish insert new data into textbox, click button and
data will save into the records.
iv. Find Record- To search data exits in database
v. Admin Menu- To go back to Admin Menu
vi. Exit System- Terminate from System
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6. Project Information Form
i. To insert NEW PROJECT, click button
ii. Key in the Project Name, Project No, Project Title, Project Duration, Cost
Per Hour And Estimate Cost.
iii. After finish insert new data into textbox, click button and data
will save into the records.
iv. Find Record- To search data exits in database
v. Admin Menu- To go back to Admin Menu
vi. Exit System- Terminate from System
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7. Time Job Sheet Form
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i. Enter your password
ii. Key in your EMPLOYEE ID and NAME (for first time key in only)
iii. Key in the TIME SHEET INFORMATION (key in once per a day):
Key in date sheet
Time (Normal) out and in
Time (OT) out and in
iv. Key in the JOB SHEET INFORMATION (repeat this step if PROJECT TO
KEY IN is MORE THAN ONE PROJECTS):
Choose project name
Key in normal hour of that project
Key in OT hour of that project
v. Click button every time finish insert the JOB SHEET
INFORMATION
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vi. Every time finish click button, the time job sheet will update
as shown below:
vii. Click Button Edit record to edit and update and can update straighlty
through tableas below
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8. Employee Salary Form
i. Click Calculate salary to autamatically produce net salary after key in the
basic salary and allowances.
ii. Click Print Payslip to produce employee’s pay slip
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9. Management Report
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i. Can search report through the years.
ii. Click 1 project All Employees to sort report by Project
iii. Click All Employees All Projects to sort report by Employees
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