ACCESS COMPUTER AND TECHNICAL COLLEGES I

HUMAN RESOURCES MANAGEMENT SYSTEM

A CAPSTONE PROJECT

In Partial Fulfillment

Of the Requirements for the Program

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Presented to the Faculty of the

Computer Software Department

Access Computer and Technical College

Lagro Campus

By:

Aquino, Erika May T.

Balmes, Lovely Joy R.

Llosa, Noel A.

Secapuri, Angela

Villareal, Elaine M.

March 2020

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APPROVAL SHEET

The research project entitled “ HUMAN RESOURCES MANAGEMENT

SYSTEM ”, prepared and submitted by Erika May T. Aquino, Lovely Joy R.

Balmes, Noel A. Llosa, Angela Secapuri, Elaine M. Villareal, in partial

fulfillment of the requirements for the degree BACHELOR OF SCIENCE IN

INFORMATION TECHNOLOGY, is hereby approved and accepted.

JOCEL V. SAN JUAN MARCO POLO TAMONDONG

Adviser Panel/Adviser

MACKY DAVE NOUGET RONA B. VILLANUEVA

Panel Panel

Accepted in partial fulfillment of the requirements for the degree of BACHELOR

OF SCIENCE IN INFORMATION TECHNOLOGY.

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TABLE OF CONTENTS

PRELIMINARIES PAGE

Title Page ............................................................................................................I

Approval Sheet ....................................................................................................II

Abstract ...............................................................................................................III

Acknowledgement ...............................................................................................V

Table of Contents ................................................................................................VI

CHAPTER I –THE PROBLEM AND ITS BACKGROUND

Introduction..............................................................................................1-2

Background of the Study ..........................................................................3-4

Significance of the study ..........................................................................5-6

Objectives of the Study ............................................................................6

Statement of the Problem ........................................................................7

Scope and Delimitation of the Study .........................................................8

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CHAPTER II –CONCEPTUAL FRAMEWORK

Related Literature and Studies .................................................................9-46

Conceptual Model of the Study ................................................................47

Definition of Terms ...................................................................................54-57

CHAPTER III – DESIGN AND METHODOLOGY

Settings ...................................................................................................60

Existing System .......................................................................................62-63

System Development Life Cycle ...............................................................64-68

System Architecture .................................................................................69-70

Context Diagram ......................................................................................71-72

Level 0 ....................................................................................................73-75

Level 1 ....................................................................................................76-78

Database Design .....................................................................................79

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CHAPTER IV – THE DEVELOPED SYSTEM

Project Description ...................................................................................

System Features and Components ..........................................................

CHAPTER V – SUMMARY OF FINDINGS, CONCLUSIONS, AND

RECOMMENDATIONS

Summary of Findings ...............................................................................

Conclusions .............................................................................................

Recommendations ...................................................................................

BIBLIOGRAPHY .................................................................................................

APPENDICES

Appendix A: Gantt chart ...........................................................................

Appendix B: Data Gathering .....................................................................

Appendix C: Company Profile and Pictures ..............................................

Appendix D: Screen Shots .......................................................................

RESEARCHERS PROFILE .................................................................................

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ABSTRACT

Every organization has their own human resources in order to perform the

internal and external human resources activities. Among the total human

resource activities, managing the human capital i.e. employees is the significant

task to HR. The main function of HR is to recruit, manage and store the

employee data which includes their personal information including their job roles,

job streams, project allotted, salaries and many more which allows them to face

huge workload. In order to support the HR’s there are some electronics based

HR systems called HRMS software with huge number if client server

applications, service providers as well as control tools. But this application is cost

effective one that allows them to manage their employee’s data in a simple

manner. This human resource management system will allow the HR’s to

manage the employee payroll, the timing of employee works, employee

information systems, employee recruitment, employees training, employee

retention and performance appraisal, employee service and employee

attendance. This project belongs to a category of web application that can be

accessed through PC or mobile phone with internet connection.

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Efficient and effective management of “Human Capital” has progressed to

an increasingly imperative and complex process. The HR function consists of

tracking existing employee data which traditionally includes personal histories,

skills, capabilities, accomplishment, salary, attendance and leave information.

Successful employee management and leadership, employee motivation,

employee development, and employee retention. The existing system leads to

many errors like data redundancy, data inconsistency, and also much more

paper work that wastes valuable time and money. Keeping this in mind we are

developing a software named as “HUMAN RESOUCES MANAGEMENT

SYSTEM”. Which is very user friendly and helps to make research a real chore.

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ACKNOWLEDGEMENT

The Researchers’ praises and thanks to the God, the almighty, for his

showers of blessing throughout our research successfully.

The Team would like to express, deep and sincere gratitude to our

research supervisors, Mr. Jocelito V. San Juan and Mr. Marco Polo

Tamondong, Professor of Access Computer College and Technical Inc.

Department of Information Technology. For giving us the opportunity and

providing invaluable guidance throughout this research. There sincerity and

motivation have deeply inspired us. They’ve taught us the methodology to

carry out the research and to present it clearly as possible. It was a great

privilege and honour to work and study under their guidance. The researcher is

extremely grateful for what for what they have offer to us.

To the company thank you for cooperating and for giving us the

opportunity to show our knowledge and creativity in creating your system and do

some research about your company.

The Researchers is extremely grateful to our parents for their love and

support, for Sacrifices, For Educating and preparing us to our future.

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To my fellow researchers thank you for staying in our team, thank you for

being so patient throughout this research. Thank you for not giving up and be

with us till the end.

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CHAPTER 1

PROBLEM AND ITS BACKGROUND

Introduction

In the modern industrial world, computers carry out most of the agricultural

and industrial work and as a result, workers produce much more goods than a

century ago and workless. They have more time to exercise and work in safer

environment.

Some of the companies use the old way of computing employees

payroll/salary it takes time to finalize each salary because of manual

computation. By collecting or getting employees attendance. One of the

companies that are still using the old way of computing employee’s salary is the

Manalo’s Photo Film and Catering Services. They’ve been operating since 2010.

But because of Impro Industries Inc. have been expanding every now and

then. Impro industry inc. employee has been struggling computing the salary of

the workers.

So the researchs thought that Human Resources Management System

could help the Impro industry’s company to lessen the timing consuming manual

computation and could help the employee be more productive.

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Because today computers have become essential business tools; they are

used in HRMS is an example of a complex transaction because it is a critical

business operation dealing with numerous accounts and produce plenty and

confidential files.

Human Resources Management System (HRMS) is the software that can

be used for managing employee’s personal data like Attendance and Personal

Information. By the use of HRMS Manager/Supervisor can now check their

employees’ data.

Background of the study

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Impro Industries Incorporated is the manufacturer of the Mosquito net,

owned by Enrico Alfonso. It was established on March 19, 1994 located at 315

Pasig St. 030 Caloocan City Metro Manila, Maypajo, Caloocan, Metro Manila.

Their products are retailed in Baclaran, Divisoria and other malls in NCR. We

realized that there are many process in making mosquito net. The most important

process in making mosquito net is Cutting, Flattening, Marking, Threading,

Clipping, Reverting and Assemble. Then the fabric processes are cutting,

engraving, ruffos, lilif, revising and the last process is packaging. Their mission is

to be more productive in making the baby mosquito net and introduce their

product not only here in our country but also around the world. The company has

153 employees under the human resources management.

Impro Industries Inc. is doing a payroll manually, keeping their employees

data manually. The secretary lists the orders of their clients each day, and then

the total order is divided to the number of employees who worked the baby

mosquito net.

The makers of baby mosquito net are listed in the paper of secretary for

the total work that day. The secretary makes the attendance. If the employee is

late his/her salary will be deducted.

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The problem with their existing payroll system is that the staff has difficulty

tallying, is when the total order did not match. The Proposed System aims to

design.

Develop and implement a Human Resources Management System with

Biometrics. The HRMS will facilitate the staff in charge.

And also the proposed system designed to be more secured and advance

in anything. When the employee decided to do half day of work their salary will

be automatically deducted, but the work they did will be counted for that day and

he/she can review the previous works he/she has done. The proposed System

uses a biometrics (finger print scanner) for more precisely the determination of

employees to enter, make log-in and log-out easier.

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Significance of the study

The researchers intended to develop a Human Resources Management

System with biometrics for Impro Industries Incorporated and would be a great

help to the following:

To the Company

The proposed System will help the Staff and Supervisor of Impro

Industries Incorporated. And it will help them to lessen the time and effort of the

Payroll, Employees data and everything and also it help them to secure their

employees’ information, it will make their work easier than before when it comes

to login (Time In) log out (Time Out)

To the Researchers

This study will help the researcher’s to enhance. The ability on how to

create an understandable computerized System in an easiest way. This will

serve to the proponents as a challenge to do a better system.

To the Future Researchers

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This proposed Study Will benefits and help the future researchers are

their guide in conducting our research study that related to this topic.

General Objective

Design, Develop and Implement the Human Resources Management

System or known as HRMS using a Biometrics of Impro Industry.

Specific Objective

1. Design a System that will improve the process in the employees’ salary,

Personal Data and Time Keeping

2. Design a System that will monitor employee’s data that is efficient to use.

3. Use biometrics tools (finger prints scanner) that will provide an easy time-

in &Time-out of every employee’s and staff.

4. Design a System that auto generates reports and calculation of payroll

system.

Statement of the problem

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The study aims to Design, Develop and Implement a Human Resources

Management System with Biometrics for Impro Industries Incorporated that will

help the Staff/supervisor with the problem, to speed up Payroll processing,

tallying, double checking the consistency of all the reports, keeping up-to-date in

taxes and other deductions, to secure the data of the employees and to monitor

the attendance.

1. How to Develop a System that will improve the process in the Payroll and

time keeping?

2. How to Develop a System that will monitor employee’s data that is easier

to use?

3. How to Use biometrics tools (finger prints scanner) that will provide an

easy time-in and Time-out of every employee’s and staff?

4. How to make a module, automated Generation and Calculation of Payroll

System?

Scope

The system is intended to be used by the accountant and employee. The

system can update process of viewing and encoding of data.

The system can prepare the pay slip for each employee.

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The system can keep records for safety and computing the exact wages of

each employee.

The System can easily and efficiently track your employees’ time. The

System can manage time, attendance data and employee’s profiles.

The System can eliminate buddy punching and the headaches and time

associated with payroll The System can

Log-in and log-out process using with finger prints scanner and produce

reports.

Delimitations

This system is only works for Biometric Scanner and it is not designed for

web-based\networking purposed. Only the admins and chosen staff has the

authority in accessing the system.

The Biometric Scanner can only scan the clean finger.

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CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter presents the foreign and local literature and studies that can

be in the present studies. Articles included here show great relevance and

contributed for the Human Resources Management System with Biometrics.

Foreign

Developing and Maintaining Payroll Control

Based on Rapid! Pay card (2016) has published its article on

“Developing and Maintaining Payroll Control” according to team, payroll which

includes taxes and benefits, is frequently the largest operating expense of an

organization. Then when you factor in the confidential payroll information to the

financial aspects, developing and maintaining adequate controls within the

payroll environment is essential.

But because if generally controls fall within three areas: physical controls,

staffing practices, and system controls. The size and complexity of an

organization will determine the levels and types of controls to implement,

although some controls are applicable in all environments.

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Physical controls involve restricting access to payroll by establishing

actual physical barriers such as using locks on doors, desks, and filing cabinets.

If access to the payroll department is not strictly limited to authorized

individuals, control of paper and other factors may require more thought and

creativity. Do not leave paperwork open to unauthorized view or theft.

Do not leave computer screens open to view. Make proper disposal and

destruction of paper containing personally identifiable information a routine

practice. Inventory and control company check stock.

Staffing practices include exercising due diligence in hiring and assigning

appropriate levels of access to payroll. One best practice is to segregate job

duties so that a single employee does not have full, end-to-end control of payroll

processes. This is not always possible in a single-person office or a small

department, so personnel outside of payroll may need to help or oversight.

Accounting should review and reconcile the payroll bank account, for example.

Provide department managers with listings of employees being paid in their units

so that they can review and confirm. Another useful control is to periodically

rotate the duties of employees in a larger payroll department to help facilitate

cross training and to help identify inconsistent practices within processes that can

lead to lapses in controls.

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System controls should include restricting access to authorized personnel

only through the assignment of user identification and requiring the use of strong

passwords, which should expire at set intervals.

Periodically review authorized access, and automatically revokes the

access of terminated employees with payroll processing capability on

termination. Activate audit trails in the system to track and identify changes to

data by user. Employ encryption software when sensitive, identifiable employee

data is being electronically transmitted.

According to team, establish system edits as alerts to help ensure payrolls

are processed within set rules and data falls within valid parameters. Some

common edits are those that identify when payroll transactions are being created

for a terminated employee or when there are no transactions for an active

employee. Both of those situations may be legitimate, but the edits would allow

for review and verification or correction if necessary. Some other edits may be

used to help identify payments that would fall outside of expected norms, exempt

employees not receiving full salary, or non-exempt employees not receiving

required overtime. Design all edits to meet the needs of the organization.

How to Keep Your Payroll Reports Clean and Data Driven

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Paul Aemesigeo (2018) has published his article on “How to Keep Your

Payroll Reports Clean and Data Driven”. According to author, one of the most

challenging and stressful things that a business owner faces when it comes to

managing their workforce is taking on a payroll, time labour, benefits and HR

system migration/implementation.

Workforce management implementations, if done correctly and by

someone who is qualified, will streamline human capital processes, but if done

incorrectly and by someone who is not qualify; can make an employer’s life a

living hell.

Most small to midsize companies experience the latter because they do

not have the experienced staff/team, with a broad project management skill set to

handle these complex migrations. They also do not have clean, organized data

readily at hand.

Here are four tips from the author to help you identify the data, policies,

and processes needed to ensure a smooth transition to your new system.

Establish your team, roles, timeline and budget. Identify your internal

and/or external resources that are going to be called upon to help with the

implementation. Don’t go at it alone. Ideally, your team consists of a project

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manager, one who takes accountability for the project and who is comfortable in

all aspects of payroll, time labor, benefits and HRIS. Your payroll team leader

needs to be well-versed in your current payroll system and will be responsible for

providing clean, accurate employer and employee payroll data, as well as the

company’s chart of accounts (you may have to leverage your external

bookkeeper and/or CPA).

Next, your time labour team member is someone who possesses a

technical skill-set and is often your resident IT employee, who understands

systems, schedules, operational workflows and who can test the data integrity.

This is most likely the person who you already rely on to manage the time

sheets, job costing and labour distribution excel file

Finally, your HR team member handling the human resource role is

usually the hardest role to fill, especially if you are a small to midsize company

that generally cannot afford a full-time HR generalist. If you are fortunate to find a

skilled HR generalist, they should be familiar with the entire employee life cycle

from recruiting, hiring and on boarding to performance reviews, benefits

administration and compliance.

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As for your implementation timeline, plan on at least 1 to 1 1/2 weeks per

module. Most providers will tell you no less than six weeks and if 12 weeks.

When you consider training and as for the implementation fee, budget at least

$35 to $50 per employee. Some companies will negotiate in competitive

situations and/or allow you to roll the fee into your per payroll or monthly cost.

The cleaner your data and the more talented/experienced your team, the better.

When you are negotiating the implementation fee, if you are doing all the heavy

lifting and bringing clean information to the table then that will save you

significant time and money, especially with the setup fee.

The Scrub your payroll data. Since the most important module is payroll,

you want to make sure there aren’t any delays in paying your employees and the

key here is to make sure you are entering clean data — information that has

been pulled out of the current payroll system and has been scrubbed for

accuracy. Just because your prior payroll company handled your implementation

does not mean all your employees were originally loaded with the correct

withholding, earnings and deduction codes. PaycheckCity.com provides a great

calculator to audit your employee’s pay and ensure that you have them set up

correctly

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Time labour management policies and processes. Capturing and

accruing employees’ work hours, paid time off, sick days and vacations is one of

the biggest time wasters for small to midsize companies, especially if done

manually. We see many companies who try to manage time through Excel, paper

timesheets and/or time clocks that are not integrated with payroll. The complexity

of your company and nature of your business will determine the type of time

labor system that can handle your individual situation. Therefore, having

organized documentation of your time entry methods, employee schedules, job

costing, labor distribution, supervisory roles/approvals, accrual and PTO policy,

an employee handbook, lunch break policies and locations/job sites are just

some of the crucial data needed to ensure a smooth time labor implementation.

Building out your human capital management module. This should be

last in line and will require data, policies and processes to be created as you

build and customize your system. Most organizations use this as a time to clean

up, overhaul and/or create such things as their organizational chart, HR

organizational reports and job descriptions as well as recruiting, hiring and

performances practices. If you have this documentation already, you are way

ahead of the game.

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According to the author, an important area to focus on is the process (es) of

recruiting, hiring and on boarding the new employee. The sooner you can

capture the employee’s information, within your workforce management platform

(without entering it yourself) during the recruiting or hiring process, the more

efficient the on boarding process will be for the employee and the cleaner the

data will be.

Most importantly for him, you should remove as much paper from the

process as possible. The system can then perform for you and get the data over

to who needs it — payroll, benefits administration, the insurance carrier/broker,

workers’ compensation and the 401(k) TPA/record keeper/adviser.

Advantage of a Computerized Payroll System

Grace Ferguson (2017) has published his article on “Advantage of a

Computerized Payroll System”. According to him a manual payroll system is

performed entirely by hand, whereas a computerized payroll system allows a

company to process its payroll via dedicated payroll software. A manual system

can result in payroll errors and is usually a slow, laborious process.

Computerized systems offer several advantages, including increased accuracy

and speed.

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Time Importation

Many employers use a timekeeping system, such as time clock, to track

employees’ work hours. A manual system requires tracking employee time by

hand, but a computerized payroll system can automatically transmit employee

entries from the timekeeping system into the payroll system. Such a system can

separate regular hours from overtime hours worked, although employees may

occasionally need to adjust.

Automation Calculations

Computerized payroll systems can round employee work hours into

quarter-hour segments and accurately calculate the total hours worked and to be

paid, thereby saving time spent on manual calculations.

These systems calculate all pay frequencies, such as weekly, biweekly,

semi-monthly and monthly, based upon the input data received.

A computerized payroll system automatically calculates employee

statutory deductions, such as taxes and wage garnishments, and voluntary

deductions, such as parking fees, 401(k) contributions and medical benefits. The

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payroll person simply enters the data upon which the deductions are based, such

as Form W-4 information for federal income tax withholding.

Pay check Processing

A manual payroll system requires you to print pay checks on a typewriter

or by hand. A computerized payroll system has direct-deposit capability, which

saves money spent on live checks and reconciliation. Additionally, computerized

printing of pay checks and pay stubs occurs quickly, regardless of volume.

Report Generation

A computerized payroll system generates payroll reports that allow you to

double-check the payroll before printing pay checks or pay stubs. The U.S.

Department of Labour requires employers to retain payroll records for at least

three years. A computerized system enables hard-copy printing of payroll

registers pertaining to each pay period, and also saves the information in the

system indefinitely.

According to him a computerized system help ensure payroll tax

compliance by generating tax reports, including quarterly and annual wage

statements and employee W-2 forms. These systems provide the company's

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accountants with the data necessary to handle the company’s payroll tax and

reconciliation duties and print the necessary reports. Furthermore, these systems

track benefit days, such as vacation and personal time that are taken and paid.

What are the Benefits of an Automated Payroll System?

Grace Ferguson (2009) has published his article on “What are the

Benefits of an Automated Payroll System?” According to her an automated

payroll system enables the employer to process its payroll through a

computerized system. 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, which are more likely with the manual system.

Time-keeping Transportation

Hourly workers are paid according to hours worked during the pay

period. The employer uses a time-keeping system to track hours and pay hourly

employees accordingly. It is critical, therefore, that each employee’s time is

computed accurately. Many employers use a time clock to track work hours.

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A manual payroll system requires computing the time clock data by

hand; this increases the likelihood of mistakes.

The automated time-keeping system allows the employer to import time

clock data into payroll software. Specifically, 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. All the payroll staff member must do is ensure the time is transported

appropriately and make the necessary edits.

Payment Calculation

The automated payroll system uses payroll software to compute all

wages. Payroll software, such as QuickBooks, Pen Soft, Z-Pay, Multiport and

Sage Peachtree calculate gross-to-net earnings based on the data the payroll

representative inputs. 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.

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Notably, the automated system eliminates manual pay check writing. The

system automatically generates pay checks and stubs and enables direct

deposit.

Tanzania’s Government Payroll System

According to Kennan Kalagho writer of Business Weeks in Dar Es

Salaam, Tanzania the Payroll System saves Tanzania’s Government $927

Million. The government is currently saving some $927 million (Tsh1.5 billion)

after introducing a new payroll system.

Speaking in Dar es Salaam last week, the Assistant Director in the

President’s Office, Public Service Management Peter Mushi said: “We have been

able to solve to a larger extent the issue of ghost workers where the government

was losing a lot of monies in salary,” Mushi said.

He said the new system allows managers to monitor any changes that

have been made on an individual’s information. Most countries in the region are

battling with the issue of ghost workers which has been costing governments

dearly.

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Mushi said the money saved is being used for other government

development projects.

The system has helped the government to eliminate and save cash in

terms of salaries to some 34, 645 public servants from government payroll who

were either already retirees’ or were already demised but had their monthly s

alaries updates in the former system.

“The government has been losing lot of monies due to few dishonest

workers who were taking advantages of others by enriching themselves through

the accounts of the retirees and dead workers,” Mushi said money saved is being

used for other government development projects. The system has helped the

government to eliminate and save cash in terms of salaries to some 34,645

public servants from government payroll who were either already retirees’ or

were already demised but had their monthly salaries updates in the former

system.

The Information and Communication Telecommunication (ICTT)

infrastructure that has been improved in the country in the recent years has

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helped to a larger extent to make sure that personal data information is easily

accessed at the central point thereby minimizing fraud that might be associated

tampering with one’s account.

He said the government did recruitment of some 16,000 teachers early

this year and entering all of them on the government payroll system has reduced

fast tracked access to information from the newly employers than if government

officers were to bring the files at the head offices in Dar es Salaam.

According to Priscus Kiwango, the Director of Information Resource

Management in the Presidents’ Office, Public Service Management a number of

government offices at the districts level were already using the new payroll

system using the National Information Communication Technology Broadband

Backbone (NICTBB).

He said there has been a lot of new development in most of government

offices including access to internet resulting from the mushrooming of mobile

operators in the country and thus lessening the time to enroll a new employee

with the government payroll which currently serves only 478,000 public servants.

This also means that the newly introduced system will mean that most

government workers who have been enrolled with the system will be able to get

their salaries on time upon being employed.

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National Aeronautics and Space Administration (NASA) Personnel and

Payroll Systems

As cited by the proponents on the website of NASA their personnel and

payroll system maintain information on present and former NASA employees.

The data contained in their system of records includes payroll, employee leave,

insurance, labor and human resource distribution and overtime information.

The following are routines used to maintained the system including the

categories of users and the purpose of such routines:

To furnish to a third party a verification of an employee's status upon

written request of the employee; to facilitate the verification of employee

contributions and insurance data with carriers and collection agents; to report to

the Office of Personnel Management (a) withholdings of premiums for life

insurance, health benefits, and retirements, and (b) separated employees subject

to retirement; to furnish the U.S.

Treasury magnetic tape reports and/or electronic files on net pay, net

savings allotments and bond transmittal pertaining to each employee; to provide

the Internal Revenue Service with details of wages taxable under the Federal

Insurance Contributions Act and to furnish a magnetic tape listing on Federal tax

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withholdings; to furnish various financial institutions itemized listings of

employee's pay and savings allotments transmitted to the institutions in

accordance with employee requests; to provide various Federal, State, and local

taxing authorities itemized listings of withholdings for individual income taxes; to

respond to requests for State employment security agencies and the U.S.

Department of Labor for employment, wage, and separation data on

former employees for the purpose of determining eligibility for unemployment

compensation; to report to various Combined Federal Campaign offices total

contributions withheld from employee wages; to furnish leave balances and

activity to the Office of Personnel Management upon request;

To furnish data to labor organizations in accordance with negotiated

agreements; to furnish pay data to the Department of State for certain NASA

employees located outside the United States; to furnish data to a consumer

reporting agency or bureau, private collection contractor or debt collection center

in accordance with section 3711 of Title 31 of the United States Code; to forward

delinquent debts, and all relevant information related thereto, to the U.S.

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Department of Treasury, for collection; (15) to the Office of Child Support

Enforcement, Administration for Children and Families, Department of Health and

Human Services, National Directory of New Hires, part of the Federal Parent

Locator Service (FPLS) and the Federal Tax Offset System, DHHS/OCSE No.

09-90-0074, for the purpose of locating individuals to establish paternity,

establishing and modifying orders of child support, identifying sources of income,

and for other child support enforcement actions as required by the Personal

Responsibility and Work Opportunity Reconciliation act (Pub. L. 104-193).

According to the website of NASA records in their personnel and payroll

system are maintained as hard-copy documents and on electronic media and

retrieved from the system by the individual's name and/or Social Security

Number. The website indicates also that the records are protected in accordance

with the requirements and procedures which appear in the NASA regulations at

14 CFR 1212.605, utilizing locked file cabinets and/or secured rooms.

The retention and disposal of the records are maintained in agency files

and transferred to the National Personnel Records Center (NPRC) within 3 years

of creation in accordance with NASA Records Retention Schedules. Records

transferred to NPRC will be destroyed when 10 years old by NPRC.

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Federal Personnel Payroll System

The Federal Personnel Payroll System is used by the United States

Department of Interior. According to the Department of the Interior's Interior

Business Center the Federal Personnel Payroll System (FPPS) is a modern,

mainframe-based, portable, integrated, on-line, and real-time personnel and

payroll system. The system provides personnel and payroll support to numerous

agencies. The system is customer-driven, creating and generating the full life

cycle of personnel transactions, enabling agencies to maintain records

electronically. FPPS handles all current regulations including specialized pay,

garnishments, special appointment programs, and more.

FPPS was developed by the Interior Business Center (IBC) using state-of-

the-art database technology, fourth-generation language, structured development

methodology, and computer-aided software engineering tools for robust

performance and ease of maintenance. FPPS is a highly sophisticated and

comprehensive database management system providing an extensive array of

human resources (HR) and payroll automation support within its core, including

requirements prescribed by client agencies, the IBC's centralized Payroll.

Operations Division (POD), and the Office of Personnel Management

OPM). The FPPS application supports Requesting Office, Time and Attendance

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(T&A input), Servicing Personnel Office, Security, Time &Attendance

Maintenance, and Pay Maintenance commands for Federal employees and

Emergency Workers (Casuals).

Data is defined in a single database which eliminates redundancy and

multiple update routines. The single database concept also provides for ease of

maintenance and ensures data integrity. Security is controlled by the customer

and is sufficiently flexible to support all business processes. The system is table-

driven to facilitate real-time data updates and maintenance.

Many of these tables are on-line for customer use. FPPS also offers all

required electronic interfaces with the U.S. Treasury, OPM, National Finance

Center (NFC), and various accounting systems. The system offers extensive

data warehousing capabilities.

FPPS fulfills the requirements and specifications established by the

Paperwork Reduction Act, the President's Council on Management Improvement

for Federal Automated systems, Government Accounting Office (GAO), Office of

Management and Budget (OMB), Office of Personnel Management Federal

Shared Service Center requirements and the Financial Systems Integration

Office. It also satisfies initiatives of the National Partnership for Reinventing

Government.

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In addition, two web-based Time and Attendance Input Systems are

offered to customers: QuickTime and web time attendance. They offer

automated routing, certification, extensive on-line editing, and security controls.

The Department of the Interior's Interior Business Center stated that the

FPPS generates personnel and payroll outputs that simplify workflow, including:

Personnel, Position, and Payroll actions Time capture records On-line

management information system Security administration Debt collection On-line

views Retirement Payroll accounting External reporting (i.e., Treasury, OPM,

OMB, NFC, & tax authorities).

Solomon Island Ministry of Finance and Treasury Payroll

The Ministry of Finance and Treasury of Solomon Island is the branch that

is responsible for payroll services to all Solomon Island Government (SIG)

employees it is also responsible for revenue collection of all SIG revenue and

ensuring.

The provision of impress advances to government employees for the

smooth administration of government expenditure.

Ministry services include statistics and economic management to support

Government decision making processes and the implementation of good

governance practice.

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The core tasks of the Ministry include financial reporting, revenue

collection, border protection, government payments, preparing and managing the

annual recurrent budget and advising the Government on a range of financial

policies including economic reforms.

The mission of the Ministry is to provide leadership to the Solomon Islands

community in financial matters and the delivery of high quality, professional

financial and economic services to the Minister for Finance and Treasury, the

Government, and other Ministries and the wider community.

As the proponents cited on the website of Solomon Island Government the

Payroll Section is responsible for processing the payroll for all employees of the

Solomon Islands Government. The current payroll system processes wages and

salary payment for the government’s employees over several different payrolls.

It is also stated that any changes to payroll are advised by the Ministries

with the use of a Salary Authority form. The Salary Authority form is filled out by

administrative officers at the various Ministries to make any changes to fortnightly

payrolls including new commencements to the payroll. Documents supporting

changes to the payroll are attached to the Salary Authority form.

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The New South Wales Department of Trade Payroll System

According to the article “NSW government gloats at successful payroll

implementation” by Josh Taylor (August 19, 2013 -- 21:25 GMT (05:25 SGT))

that the New South Wales Department of Trade and Investment, Regional

Infrastructure and Services has entered stage two of its AU$14.5 million rollout

for.

Human Resources, finance and payroll system, gloating that the payroll

functions were delivered on-time and on-budget, unlike the Queensland Health

payroll debacle.

The department announced in July 2012 that it would be consolidating the

legacy ERP systems from 16 agencies and 8,500 employees to a cloud platform

using Business by Design.

In Budget Estimates yesterday, Deputy Premier Andrew Stoner described

the project as "the largest cloud-based program undertaken anywhere in the

world" and had been viewed as a good example by other agencies in the

government.

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Stage one of the projects saw the main department go live with the new

finance system in December 2012, with the payroll system brought on in March

this year. The department's director general Mark Paterson told the estimates.

Hearing that the implementation had been "very successful" so far and had

performed much better than the Queensland Health payroll debacle. “It will

provide a pay-back inside 12-months from the investment that was made in

undertaking this activity. I point out by contrast if you wanted to compare it, when

Queensland Health sought to replace their payroll system at a cost of $4 million it

took four years and $1.2 billion," he said.

"We paid everybody on time and correctly in the first live payroll run that

we went on when we rolled out the new system. By any benchmark it has been

successfully implemented. “Paterson said that moving to a cloud service required

a change in the way the department completed tasks, but the decision had been

a very cost-effective one. “I would stand ready to respond to any particular issues

that anybody had in relation to it. It was, without question, the most cost-effective,

most efficient choice that we could have made to deliver those services and it

has been done extremely cost effectively with high levels of security and

certainty," he said.

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Despite the praise for the new system, there have been teething issues in

relation to invoices for services provided to the department not including

purchase orders as required under the new system.

“One of the issues that arose as part of the transition to the new enterprise

resource planning process is that the system requires purchase orders to be part

and parcel of an approval mechanism inside the Business by Design solution. If a

purchase order has not been issued then the business will not be able to submit

an appropriately compliant invoice," Paterson said.

"We have had to work through some of those issues when people have

submitted invoices without reference to the appropriate purchase order. We have

had to ensure that those submitting invoices identify the nature of the purchase

or the service or goods provided and the purchase order that was issued.

“Consulting Networks confirmed to ZDNet that it was responsible for the

department's successful migration to the new payroll system, which it says is

hosted locally within the Consulting Networks datacenter New South Wales

Department of Trade has gloated that its payroll system rollout has been much

more successful so far compared to the botched Queensland Health payroll

system implementation.

LOCAL
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Network-Based Payroll System for Noveleta Municipal Office

M. Atog, R. Cruz and J.M. Marce (2008) have published their research

proposal on “Network-Based Payroll System for Noveleta Municipal Office

According to them Technology nowadays is rapidly developing. In business,

computerized systems with different purposes are used to cope up with the

modern world. One of the systems that are being developed is the payroll system

which involves the process of salary computation.

During the early years, Noveleta was a barrio of Kawit. Its restful atmosphere,

brought by the sea, wind and beautiful sunset, and complemented by its warm,

hospitable, amiable people had both attracted vacationers from all places.

Through the years, Noveleta’s population increased considerably. This prompted

Gov. Gen. Jose Gandara to have it separated from Kawit to become an

independent town.

Currently, the Municipal Office has 210 employees who are categorized

into two types: Regular Employee and Employee with Job Order (EJO). Regular

Employees are those included in the Plantilla Positions and receive benefits,

while EJO such as the Street Sweepers and Office Clerks are those who do not

receive benefits. Regular employees receive PERA, 13 months’ pay, ADCOM,

clothing allowance and Productivity Allowance.

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Added benefits such as the RATA, Travel Allowance and Cash Gift are

given only to the Office Heads. Employees under the offices of Department of

Agriculture, MSWD, and MHO are also regular employees, but they have

different computation because their salary is specified by their National Office.

MHO receives additional benefits such as Hazard Pay; Subsistence and Laundry

Regular employees are given different kinds of leave, namely: vacation leave,

maternity, leave, and force leave and sick leave. They are allotted with 1.25 days

of allowable leave per month.

If the point is not fully consumed within the month, it is added to points

allotted for the succeeding months. The deductions from the salary of each

employee are Phil health, GSIS, Withholding tax, Pag-Ibig contribution, and other

loans.

The current payroll system is done manually. It passes through different

offices, namely, HRMO, Treasury and Accounting. HRMO oversees attendance

record of employees. They compute for the absences, tardiness, over time, and

under time of each employee. The accounting office computes for the deduction

of each employee and produces copies which are given to the treasury office.

The treasury office handles the computation of salary and uses MS Excel to

compute and stored data. The basic salary given to the regular employees

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depends on their position. For the regular employee, there is a corresponding

rate per position.

For the Employee with Job Order, the Mayor approves the submitted

proposal of salary rate given to them. Salary is distributed every 15th and last

day of the month. The working days counted for the computation of salary every

15th day start from the 26th day of the previous month until the 10th day of the

current month.

As one of the government offices, Noveleta Municipal Office should

offer good service for their constituent. In order to provide this kind of service, a

computerized system is needed.

Automated payroll system of Pamana Medical Center

According to the researcher (Aguilera, Bronzas, and Marqueses) of

automated payroll system of Pamana Medical Center (2010). A great payroll is

really one of the most important issues to pay attention in almost every company.

It is impossible to handle payroll responsibilities with a pen, ledger sheet and

calculator, but nowadays it is more convenient for most companies to use

computerized payroll software.

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The schools are also not exempted in using a payroll system namely the

study of payroll system for the teachers and staff of Liceo De Calamba (2010) the

researchers (Maligaya, Opeña, James Jordan) viewed that Liceo de Calamba

aims to provide high.

Quality of education for their students and to establish great relationship

with their employees by providing them with the right and appropriate benefits

they must enjoy as population of Liceo de Calamba increases, its system must

perform competitively, Payroll system is needed in order to have an accurate and

error free in their payroll process and services.

Automation of time attendance using Barcode System

Aquilan (2004) made a comparable thesis on the automation of time

automation of time attendance that records the time in and time out of every

employee using barcode system. It tends to eliminate the manual recording

system of time and attendance and include salary computation of each employee

based on the time and attendance reports.

The Computer Edge of the New Employment and Opportunities

Ramon Faloran (2005) wrote in the article “The Computer Edge of the

New Employment and Opportunities “in the Philippine Daily Inquirer. He stated

that computer gives you a different feeling about what is happening in the

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company. Business will be highly competitive and innovative because the

computer provides instant information.

Computer Library System for St. James Academy

Study by Cantoma (2004) in her thesis entitled “Computer Library

System for St. James Academy” stated that, in manual system in retrieving,

maintaining security and piling records take place because of the years gone by.

Furthermore, these files were only kept in envelopes and folders in

wooden rocks. There are also instances when the right information is given to a

wrong person, which affect quality of service.

The Computer Edge of the New Employment and Opportunities

According to Ramon Floran in the Philippine Daily Inquirer, page 14

October 2005 wrote on his article “The Computer Edge of the New Employment

and Opportunities He stated that computer gives a different feeling about what is

happening in the company. Business will be highly competitive and innovative

because the computer provides instant information

Computer Library System for St. James Academy

According to Andrea Cantoma (2004) entitled “Computer Library System

for St. James Academy” stated that, in manual system in retrieving, maintaining

security and piling records take place because of the years gone by.

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Furthermore, these files were only kept in envelopes and folders in wooden

rocks. There are also instances when the right information is given to a wrong

person, which affect quality of service.

Biometrics Technology to be implemented in PNP

“Biometrics Technology to be Implemented in PNP”, 2009 The Philippine

National Police (PNP) also made by the international crime detection

technologies in the market, the said Philippine agency decided to adopt NEC’s

(mentioned above) Automated Fingerprint Identification System. Via the

technology, PNP staff and experts can authenticate unique body demographics,

such as fingerprints in the case. The technology also allows an almost

instantaneous identification.

The technology was used however by first building an initial database of

210,000 fingerprints. PNP used the said technology in order to identify two “chop-

chop” victims whose mutilated bodies were found dumped in several areas in

Quezon City and Muntinlupa.

Planet Biometrics

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According to Mayor Jun Bernabe on the article Planet Biometrics, In

August 2011 Parañaque City, Philippines has replaced its existing biometric

machines with a new fingerprint biometric attendance registry system, which it

says is more user-friendly and efficient.

The city’s mayor, Jun Bernabe, says the new attendance machines will

enable it to resolve the issues of long queues as well as employee complaints. A

total of 40 Model 628 Double Engine ZK Finger Print Stand Alone Time

Recorders were purchased. City hall took 15 units while the rest were installed in

other local government facilities.

The upgrade was jointly run by the city government’s Human Resource

Management Office and the 6 Electronic Data Processing (EDP) Offices.

“Aside from cutting manpower downtime, it makes timekeeping and payroll

preparation simpler, systematic and more accurate. It also provides an additional

way to identify, discipline and fire habitual later-comers, absentees and ghost

employees,” says Mayor Bernabe. According to the article mentioned above, with

the use of biometric fingerprint scanner in the attendance system of the

organization.

The New South Wales Department of Trade Payroll System

According to the article “NSW government gloats at successful payroll

implementation” by Josh Taylor (August 19, 2013 -- 21:25 GMT (05:25 SGT))

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that the New South Wales Department of Trade and Investment, Regional

Infrastructure and Services has entered stage two of its AU$14.5 million rollout

for human resources, finance and payroll system, gloating that the payroll

functions were delivered on-time and on-budget, unlike the Queensland Health

payroll debacle.

The department announced in July 2012 that it would be consolidating the

legacy ERP systems from 16 agencies and 8,500 employees to a cloud platform

using Business by Design. In Budget Estimates yesterday, Deputy Premier

Andrew Stoner described the project as "the largest cloud-based program

undertaken anywhere in the world" and had been viewed as a good example by

other agencies in the government.

Stage one of the projects saw the main department go live with the new

finance system in December 2012, with the payroll system brought on in March

this year. The department's director general Mark Paterson told the estimates

hearing that the implementation had been "very successful" so far and had

performed much better than the Queensland Health payroll debacle.

"It will provide a pay-back inside 12-months from the investment that was

made in undertaking this activity. I point out by contrast if you wanted to compare

it, when Queensland Health sought to replace their payroll system at a cost of $4

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million it took four years and $1.2 billion," he said. “We paid everybody on time

and correctly in the first live payroll run that we went on when we rolled out the

new system. By any benchmark it has been successfully implemented."

Paterson said that moving to a cloud service required a change in the way

the department completed tasks, but the decision had been a very cost-effective

one. “I would stand ready to respond to any particular issues that anybody had in

relation to it. It was, without question, the most cost-effective, most efficient

choice that we could have made to deliver those services and it has been done

extremely cost effectively with high levels of security and certainty," he said.

Despite the praise for the new system, there have been teething issues in

relation to invoices for services provided to the department not including

purchase orders as required under the new system. “One of the issues that arose

as part of the transition to the new enterprise resource planning process is that

the system requires purchase orders to be part and parcel of an approval

mechanism inside the Business by Design solution. If a purchase order has not

been issued then the business will not be able to submit an appropriately

compliant invoice," Paterson said.

"We have had to work through some of those issues when people have

submitted invoices without reference to the appropriate purchase order. We have

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had to ensure that those submitting invoices identify the nature of the purchase

or the service or goods provided and the purchase order that was issued."

Consulting Networks confirmed to ZDNet that it was responsible for the

department's successful migration to the new payroll system, which it says is

hosted locally within the Consulting Networks datacenter New South Wales.

Department of Trade has gloated that its payroll system rollout has been

much more successful so far compared to the botched Queensland Health

payroll system implementation.

Computerized Payroll System of Department of Health (DOH)

The Computerized Payroll System of Department of Health is a window-

based program especially designed to facilitate and simplify the monthly

preparation of general payroll and related reports such as Standard

computerized payroll system for use in all DOH offices. It allows faster and more

accurate computation of monthly gross income, deductions and net salary, less-

resource-consuming generation of General Payroll and other payroll related

reports and security and integrity of payroll data and information. The features of

computerized payroll system of DOH are graphical user interface interactive and

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menu-driven program, systematic maintenance and retrieval of employee

records.

It is flexible as it provides options to include additional fields for other

compensation and deductions unique to an office or unit and could do automatic

computation of monthly net income, GSIS, PAG-IBIG, Withholding Tax and other

deductions, Y2K compliant, Fast and easy generation of the General Payroll and

all other payroll related reports which include Monthly reports like GSIS and

PAG-IBIG remittances, Denominations Report and Leave Credits Report and

annual Year-end Tax Reports.

It has password security to ensure the integrity of data. General payroll

reports such as Payroll Summary sheet, pay slip, Leave Credits Report,

Withholding Tax Statement (W-2), BIR Remittance Reports, GSIS Remittance

Reports, PAG-IBIG Remittance Reports, Other User-defined Reports (PERA,

ACA, PNB, etc..) could be generated by this system.

Payrolls in Government Agencies go to Digital

According to Philstar.com (July 30, 2013 - 6:28pm) Manila, Philippines -

Government employees soon receive digitized versions of their payroll in a bid to

increase efficiency and transparency in government offices, Department of

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Budget and Management (DBM) Secretary Florencio Abad said. “As a fully

automated and digitized system, the NPS (National Payroll System) will play a

central role in ensuring greater efficiency, transparency and accountability in the

government’s human resource processes. And because the system will be

completely electronic, all payroll-related activities will be implemented more

quickly and with better accuracy, whether we’re talking about the distribution of

monthly salaries due to government workers, or the regular monthly remittances

that are made out to our employees’ social security and health insurance

accounts,” Abad said.

Under the new system, state agencies will continue to have discretion

over their respective human resource and personnel requirements.

This will be expressed in a Monthly Cash Plan relating to Personnel

Services that will be submitted to the Bureau of Treasury, which will provide a

payment file to the proper bank for the timely processing of employee salaries,

DBM said.

The government agencies are tasked to create Automated Teller Machine

payroll accounts for their employees to allow for the electronic distribution of

monthly salaries. “It is, very simply, a matter of government finally keeping up

with the times, where we do away with an outdated and grossly inefficient

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approach to personnel compensation in favor of an electronic payroll system that

makes every transaction quick, verifiable, and transparent,” Abad said.

PLDT Human Resource (HR) and Payroll System

According to Philippine Long-Distance Telephone Company (PLDT) the

Human Resource and Payroll System is an easy to use application that help the

business organize, manage and monitor employee’s information and process

employee’s payroll. The website stated the features of the HR and Payroll

System of PLDT.

These are the following User defined defaults (compensation and benefits,

employee types, deductions, holidays), Employee’s information, time keeping

and attendance logs, payroll processing with government mandated deductions

Web access for filling leaves and online pay slips.

Treasury to Handle Payroll of All Government

According to Philippine Daily Inquirer published on July 25, 2011 the

Bureau of the Treasury will gradually take over the payroll of all government

agencies in a bid to address existing inefficiencies such as failure of some

entities to remit pension-fund contributions of state workers.

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National Treasurer Roberto Tan said concerned economic officials have

agreed to transfer the payroll systems of all line agencies under the Treasury

over a three- to five-year period. Tan said the assumption by the Treasury of the

Payroll of government agencies was part of the reform road map being

established by the economic team.

“Centralization will be a more efficient way of doing the payroll,” Tan told

reporters in a briefing after the auctions for treasury bills. When asked if the plan

had to do with problems related to remittance of pension-fund contributions, Tan

said transferring the payroll under the Treasury’s management would address

these problems.

The Government Service Insurance System (GSIS) said 25,454 of its

members were temporarily ineligible to avail themselves of loans and cash

dividends because their contributions to the state pension fund had not been

remitted by their government agency-employers.

These agencies, totaling 287, have been suspended by the GSIS. The

pension fund manager said a government agency would be suspended if it failed

to remit contributions at least 60 days from due dates.

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“Suspended agencies can enter into a memorandum of agreement with

the GSIS to settle their outstanding obligations. Once this is done, the

suspension will be lifted, and their employees can avail themselves of GSIS

service loans,” GSIS president and general manager Robert Vergara said.

Vergara noted, however, that agencies under a memorandum of agreement with

GSIS would be suspended again if the required amortization is not received by

the GSIS within one month.

The pension fund manager also said that heads of delinquent government

agencies could face administrative charges for the delays in the remittance of

contributions.

Synthesis and Relevance to the Study

In a company, payroll is the sum of all financial records of salaries for an

employee, wages, bonuses and deductions. The primary mission of the payroll

department is to ensure that all employees are paid accurately and timely with

the correct withholdings and deductions, and to ensure the withholdings and

deductions are remitted in a timely manner. This includes salary payments, tax

withholdings, and deductions from a paycheck.

The proponents believe that each literature and studies stated in this

research is similar on the proposed system. The proponents relate and

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differentiate the research based on the flow of their existing system from the

proposed payroll system. The existing system of the companies both foreign and

local is efficient and effective to use but as the technology grows enterprises

should also upgrade their existing system to be more reliable and effective to

use.

The proponents will create payroll system for local government unit that is

user-friendly, accurate, reliable and effective to use than the existing system of

both foreign and local companies stated on this research.

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Conceptual Framework

The conceptual framework discussed the flow of study to be taken of

three frames is composed of input which went through or operation and emerged

as the output.
INPUT

Knowledge
Requirements

 Existing Payroll
System with
Biometrics

 Accounting
System Process
Software System Analysis
Requirements OUTPUT
 Requirements
 One Touch SDK
Analysis
 XAMPP  Requirement
Definition
 Photoshop
Human Resources
 MySql System Design
Management with
 Visual Basic  Context Biometrics for
Impro Inductries
Diagram
Programming Inc.
 Data Flow
Language
Diagram
 C#
 NET Framework
 MySQL

Hardware
Requirements

 Desktop/Laptop
 Digital Persona
U are U 4000 B
 Thermal Printer

Figure 2.0

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Knowledge Requirements

HRMS System with Biometrics of Impro Industries Incorporated

The Proponents choose the Human Management System with Biometrics

to Impro Industries Incorporated because the Staff in charge is expanding its

work due to the manual system. The proponents decided to propose a system

that will help the company to manage their employees’ without any hassle and

difficulties and also, the proponents discuss the advantage of this system, what

will be the benefits to their company. And also the staff can manage employee

information, employee attendance and employee salary.

Accounting information System

An accounting information system is generally a computer-based method

for tracking accounting activity in conjunction with information technology

resources. The resulting financial reports can be used internally by management

or externally by other interested parties including investors, creditors and tax

authorities. Proponents need to know the accounting system of Impro Industries

Incorporated for designed to support all accounting functions and activities

including auditing, financial accounting & reporting, management accounting and

tax to implement our proposed system.

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Software Requirements

 Visual Studio

Microsoft Visual Studio is an integrated development environment (IDE)

from Microsoft. Proponents use Visual Studio to see the output of our program

because one of the back-end is C#, and it's easy to design using the .NET

framework.

 The One Touch SDK

The One Touch for Windows SDK is a Software Development tool enables

Developers to integrate fingerprint biometrics into a wide set of Microsoft

Windows -based applications, services, and products. The tool enables

proponent to perform basic fingerprint biometric operations: capturing a

fingerprint from a Digital Persona Finger print reader, extracting the distinctive

features from the captured fingerprint sample, and storing the resulting data in

template for later comparison of a submitted fingerprint with an existing

fingerprint template.

 XAMPP

Is a free and open source cross-platform, web server, solution stack

package developed by Apache Friends, consisting mainly of the Apache HTTP

Server, MariaDB database, and interpreters for scripts written in the PHP and

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Perl programming language. Proponents use xampp to view the database, using

the PHP admin and to browse our system using the PHP.

 Photoshop

An image editing software developed and manufactured by Adobe System

Inc. Photoshop is considered one of the leaders in photo editing software.

Proponent use Photoshop cs6 for making a design of a logo, and other one is for

image to use in system.

Programming Language

 MySQL

Is an Oracle-backed open source relational database management

system (RDBMS) based on Structured Query Language (SQL). The proponents

used MySQL, for creating the back-end database so it will connect to the PHP

and Java codes that we are using our system.

 NET Framework

Is a software development platform developed by Microsoft.

The framework was meant to create applications, which would run on the

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Windows Platform. Proponent use NET Framework to make a design of a user-

interface and this Framework is easy to use.

 C#

Is based on C++ and contains features similar to those of Java. is

designed to work with Microsoft's .Net platform. Proponent use C# because the

One Touch SDK is difficult source code that has a C#, Java, and VB application,

but we choose the C# instead

Hardware Requirements

 Desktop Computer or Laptop

The most important requirement in making our proposed system. Here

proponent will do our System and see the output through the monitor. And

proponent needs a high specification desktop computer or laptop for goodness of

our Proposed System.

 Digital Persona U are U 4000B Reader

The U. is U 4000b is a USB fingerprint reader design for use with Digital

Persona’s enterprise software application and developer tools. The user simply

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places their finger on the glowing reader window, and the reader quickly and

automatically scans the fingerprint. The U. are. U 4000B and Digital Persona

Fingerprint recognition software engine have an unmatched ability to recognize

even the most difficult fingerprints.

 Thermal Printer.

Are also known as receipt printers, they are what you get when you go to

the ATM or grocery store. A thermal impact printer or electro thermal printer is

a printer that uses heated pins to burn images onto heat-sensitive paper.

Proponent use Thermal printer to print to leave summary and pay slip of the

employee.

System Analysis

 Requirement Analysis

Requirement Analysis is a functional or non-functional need to be

implementing in the system. Functional means providing service to the user. And

it can be also being a non-functional; it can be a performance requirement.

 Requirement Definition

Requirements define what the software is supposed to do. The Software

Requirements serve as the basis for all the future design, coding, and testing that

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will be done on the project. Typically, requirements start out of as high-level

general statements about the software’s functionally as perceived by the user of

the software. Requirements are further defined through performance, look and

feel, and other criteria.

System Design

 Context Diagram/ Data Flow Diagram/Entity Relationship Diagram

Context diagram is also important in this research because in this diagram

where you will see the flow on how the system would work.

 Data Flow Diagram

Data flow diagram is a graphical representation of the "flow" of data

through information, modelling its process aspects. A DFD is often used as a

preliminary step to create an overview of the system without going into detail,

which can later be elaborated DFDs can also be used for the visualizing of data

processing (structured design).

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Definition of Term

Payroll – This refers to a sum of all financial records of salaries for an employee,

wages, bonuses and deductions. In accounting, payroll refers to the amount paid

to employee for services they can provide doting a certain period of time.

Pay slip - a note given to an employee when they have been paid, detailing the

amount of pay given and the tax and insurance deducted.

Biometrics - is the technical term for body measurements and calculations. It

refers to metrics related to human characteristics. Biometrics authentication (or

realistic authentication is used in computer science as a form of identification

and access control. It is also used to identify individuals in groups that are

under surveillance.

Finger print scanner - electronic device used to capture a digital image of the

fingerprint pattern.

Bundy Clock – This refers to a clock card machine or punch or time recorder is

a mechanical (or electronic) time piece used to assist in tracking the hours of an

employee of a company.

Daily Time Record – This refers to a record of how a person’s time has been

spent. It is used to calculate pay, asses the efficient use of time, or charge for

work done.

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Deduction – This refers to business expenses or loses which are legally

permitted to be subtracted from the gross revenue of a firm in computing its

taxable income.

Employee – This refers to a person who is hired to provide services to a

company on a regular basis in exchange for compensation.

Gross Pay – This refers to total of an employee’s regular remuneration including

allowances, overtime pay, commissions and bonuses, etc.

Net Pay – This refers to the remaining amount of an employee’s gross pay, after

deductions, such as taxes and retirement contributions, are made

Overtime Hours – is the amount of time someone works beyond normal working

hours.

Regular Hours – considered full-time if they work a standard workweek, which is

generally defined as the maximum number of regular hours per week

Report – This refers to give an official account or statement of as treasurer

reports the receipts and expenditures

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Salary – This refers to wages received on a regular basis, usually weekly, bi-

weekly or monthly.

Work Hours – period of time that an individual spends at paid occupational

labour.

Administrator - somebody whose job is to manage the database

Data - individual facts or items of information

Data Entry - encoding data in the computer

Database - a systematically arranged collection of data

Database Manager - someone that manages or manipulates the database

Program - The computed salary and wages of the employee.

Salary - the compensation received by the employee in either 15 TH or 30TH of the

month.

Software - the programs, symbolic languages that organize the performance of

the hardware and through its process.

System - an assembly of computer hardware, software and peripherals working

together.

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C# - is an object-oriented programming language from Microsoft that aims to

combine the computing power of C++ with the programming ease of Visual

Basic. C# is based on C++ and contains features similar to those of Java.

.Net Framework – is a software framework developed by Microsoft that runs

primary on Microsoft Windows.

HR - describe the people who make up the workforce or an organization,

industry, business sector, or economy.

HRMS - A human resources management system (HRMS) or human resources

information system (HRIS) or human capital management (HCM) is a form of

human resources (HR) software that combines a number of system and

processes to ensure the easy management of human resources, business

process and data.

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CHAPTER III

RESEARCH METHODOLOGY AND DESIGN

This chapter will cover the research methods of the proponents on how

they gather facts and relevant data. The proponents also added instruments

used in study and procedure of gathering information.

Research Design

The proponents used Descriptive research (also

known statically research) as the research design of the study; it describes data

and characteristics about the population or phenomenon being studied. The

description is used for frequencies, averages and other statistical calculations.

Often the best approach, prior to writing descriptive research, is to conduct a

survey investigation.

Research Instrument

We used a lot of instrument in order to come up with a comprehensive

data that will fit to our research. We visited of Impro Industries Incorporated, to

gather data regarding the needed of Company. We can conduct several

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interviews with the owner and payroll maker to know their views regarding a

certain payroll.

Respondent

The quality needed for respondents based on how they are related to the

said study therefore, to provide reliable to information that the researchers

conducted from the interview to company’s employee and accountant

department which are the researcher is respondents and will also benefits the

proposed system to supply information that is needed for designed and develop

the proposed system.

Setting

315 Pasig St. 030 Caloocan City Metro Manila, Maypajo, Caloocan, Metro

Manila

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Interview

An interview is a conversation between two people (the interviewer and

the interviewee) where questions are asked by the interviewer to obtain

information from the interviewee. The first procedure that the proponents used is

the interview, Interview was done thru the owner and accountant of the company,

with this, the proponents was able to know the background of the company, the

manual payroll they have and other information that is necessary and needed in

the study. This is when the owner also signed the acceptance letter of the

proponents that they are accepting and giving the proponents an access to

conduct their research to the company.

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Existing System

Job Seeker
Call/Message
for Interview

Apply
Call/Message Interview Requirement
for Interview Training

Post
Vacancy Reject

Select Qualify Applicant

Human
Resources
Pay Slip

Time Sheet Office Staff

Files

List of
Factory Worker
Finished item

Figure 3.1

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The figure 3.1 the HR will examine the applicants resume, after 2-3days

of examining all the applicants resume, the HR will call them for an interview,

after they passed the interview they will undergo for training within 2-3months.

After that the company will evaluate the trainees and give the qualified applicant

a new Job Order (J.O)

While the reject resumes will placed to a reject applicant folder.

The figure 3.1 is an existing system of Impro Industries Incorporated using

a Human Resources Management system the figure shows above how their

manual system works the first step, factory worker will be log in to the timesheet

prepared by the staff in charge and will listed the total finished task assigned.

The employees’ are using the timecard given by the company for time-in and

time-out system. The staff will collect the timecard of the employee to compute

the finished task, and also to mark the employee attendance. After that the staffs

will manually compute everything that includes: attendance, finished work and

half day.

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The System Development Life Cycle

This part of the study gives a brief description of the methods used in

developing the proposed system. The researcher uses Agile Model.

1.
Planning

2.
8. Maintenance
Analyze

3.
7.Feedback
AGILE SDLC Design

4.
6. Implementation
Development

5.
Testing

Figure 3.2

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The figure above (3.2) is a Agile model, Agile SDLC model is a

combination of iterative and incremental process models with focus on process

adaptability and customer satisfaction by rapid delivery of working software

product. Agile methods break the product into small incremental builds. These

builds are provided in iterations.

 Requirement Gathering and analysis

All likely necessities of the system to be developed are captured in the

phase and documented in a requirement specification document. The Proponent

used for data gathering is interview the accountant about the Existing System

and research in books, article, thesis paper and internet to begin our propose

system.

 System Design

The requirement specifications from first phase are studied in this phase

and the system design is prepared. This system design helps in stating hardware

and system necessities and helps in describing the complete system

architecture. The proponent used data flow diagram, system architecture and

Entity Relationship Diagram to design our Developed system.

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 Implementation

With inputs from the system design, the system is first established in small

programs called units, which are combined in the following phase. Each unit is

established and tested for its functionality, which is mentioned to as unit testing.

 Integration and testing

All the units established in the implementation phase are combined into a

system after testing of each unit. Post integration the whole system is tested for

any errors and failures.

 Deployment of system

When the functional and non-functional testing is done; the product is set

up in the customer background or released into the market.

 Feedback

Is an event that occurs when the output of a system is used as input back

into the system as part of a chain of cause and effect. This alters of variables

in the system, therefore resulting in different feedback as well, which can

either be good or bad.

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 Maintenance

There are some concerns which come up in the client environment. To fix

those concerns, patches are released. Also, to improve the product some

improved is done to provide these alternations in the customer environment.

 Planning

A plan is typically any diagram or list of steps with details of timing and

resources, used to achieve as objective to do something. It is commonly

understood as a temporal set of intended actions through which one expects to

achieve a goal. For spatial or planar topologic or topographic sets see map/

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System Architecture

The Figure 3.2 is a System Architecture of HRMS with Biometrics for

Impro Industries incorporated.

BIOMETRIC
MODULE
FINGER PRINT
SCANNER
DAILY TIME
EMPLOYEE RECORD

PRINT PAYSLIP
AND REPORTS
Database

MANAGE
BIOMETRIC
EMPLOYEE
FINGER PRINT
SCANNER
MANAGE EMPLOYEE
Human ATTENDANCE
Resources
MANAGE
POSITION

MANAGE PAYROLL
BIOMETRIC
FINGER PRINT
SCANNER
GENERATES
ADMIN REPORTS

Figure 3.2

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Modular Description

These systems potentially has seven main modules.

Biometrics Finger Print Authentication

The proposed system will relate to the biometric finger print scanner. The

scanner, aside from providing accurate and efficient monitoring of the employee

time and attendance, will also make payroll computation faster.

Manage Payroll

This Module automates the pay process on gathering data on employee

time, working detail and attendance, calculating various deductions and taxes,

and generating employee tax reports.

Print Pay Slip and Reports

This module is needed to access the databases to retrieve the pay

details, leave and employee attendance.

Daily Time Record

This module the employee will time-in / time-out the using a finger print

scanner to verify each employee.

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Manage Employee

This module is for the system administrator is responsible for maintaining

the employee details as the name implies. This particular field needs and can

add, update and delete employees to the system.

Manage Employee Attendance

This module shows an employee’s attendance, also including records of

their time log, these records will contain the absences, leaves, official

businesses, and over time of each employee.

Generates Reports

1. Auto Generate Reports

2. Payroll’s Summary

3. Printed Payslip

Database

This is storage of data as it makes record keeping fast, flexible and secure.

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CONTEXT DIAGRAM

Display Salary Report

Enroll Finger Print
0 Get Salary Report
Finger Print Enrolled
Human Resources Log in verified
EMPLOYEE
Time in\ Time out Management with
Log in
EMPLOYEE
Daily Time Record Biometric
Get Pay Slip
Display Pay Slip
Show Leave Report
Display Leave Summary Report
Show Employee Attendance Report
Display Employee Summary Attendance Report

Display Employee Summary Attendance

Get Employee Attendance
Display Employee Leave List
Get Employee Leave

Get Salary Distribution

Display Salary Distribution
HUMAN RESOURCES
Show Organization Information
Display Organization Distribution
Show Employee Working Details
Display Employee Working Details
Show Employee Personal Information
Display Employee Personal Information

Figure 3.3

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Context Diagram

The context diagram Show the entities together with the process in the

proposed system entities has their respective role in the system. Employee time-

in / time-out using Biometrics, the time they enter will go to the daily time record.

Employee can request leave. Employee can request a copy of their attendance

reports and Leave Summary reports. The next is Human Resources it consist of

practices that help the organization to deal effectively with its people during

various phase of the employment cycle, pre-hire, staffing and post-hire .HR can

manage personal employee information, working details of employee and salary

distribution of each employee. HR can see the summary record of the Employee

Attendance and Leave Employee. The last is accounting can get the copy of

salary reports.

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Level 0

1
Enroll Finger Print Show Finger Print Details
EMPLOYEE ENROLL FINGER Display Finger Print Details
Finger Print Enrolled
PRINT

DB1 Finger Print

Time-in\ Time-out Store Finger Print

Time in & out Not Verified 2
Finger Print Details Stored
Log in Failed Log in Verification Time-in \ Time-out Data
Log In Information
Daily Time Record

3 Attendance Details Stored

Deleted Attendance Store Attendance Details

HUMAN RESOURCES Manage Employee

Attendance Update
Attendance
DB2 Employee

Add\Edit Employee Store Employee Details

Employee Info Update 4 Employee Details Stored
Show Employee Detail
Display Employee Detail Manage Employee
Information
Show Salary Reports
DB3 Attendance
Display Salary Report
ACCOUNTING
Get Employee Salary Reports 5
Display Employee Salary Reports
Update Salary Details Manage Employee
Display Updated Details Salary

Request Granted

Request Pay Slip

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Figure 3.4

This figure (3.4) is a Level 0 diagram that shows the subdivided parts of

every process in the system.

The first process is enrolment of a finger print where HR recruits a new

employee will need to enrol the fingerprint for time-in/time-out of the Daily Time

Record module.

The second process is to verify log-in information where an employee

need to enters an employee id and place their enrolled fingerprints into fingerprint

scanner if its verified, the employee can time-in/time-out to the DTR and can see

their summary attendance records.

The third process is manage employees attendance where HR can

monitor attendance record when DTR has problems HR can add, edit, delete and

modify to employees’ attendance record.

The fourth process is managing employee Information where HR can add

new recruit employee, where the personal employee information will be inputted.

HR can update the personal information of the employee. And also the HR can

delete the personal employee information if the employee got fired or resign to

the company and then can see all employee information.

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The last process is managing the employee salary; where HR can monitor

all employees’ salary information. HR can update the salary details, deduction,

and additional pay of the employee. Employees can get the copy of their payslip

to the HR.

And the accounting dept. can get the copy of the salary reports.

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LEVEL 1

1
LOG IN
Finger print
EMPLOYEE LOG IN FAIL Verification
DISPLAY EMPLOYEE RECORD
SHOW EMPLOYEE RECORD
EMPLOYEE

STORE FINGER PRINT DETAIL

VERIFY EMPLOYEE FINGER PRINT
FINGER PRINT DETAIL STORED 2
GET EMPLOYEE ATTENDANCE RECORD EMPLOYEE FINGER PRINT VERIFIED
SHOW EMPLOYEE ATTENDANCE RECORD
ATTENDANCE
RECORD FINGER PRINT

GET EMPLOYEE WORKING DETAILS

3
DISPLAY EMPLOYEE WORKING DETAILS
WORK
RECORD STORE FINGER PRINT DETAILS

ATTENDANCE
FINGER PRINT DETAIL STORED

4
GET EMPLOYEE PERSONAL INFO EMPLOYEE
DISPLAY EMPLOYEE PERSONAL INFO
PERSONAL INFO

ACCOUNTING
GET SAL ARY
REPORT
5
DISPLAY SALARY
REPORT EMPLOYEE
GET SAL ARY
LEAVE
DISTRIBUTI ON SALARY RECORD
DISLPAY SALARY DISTRIBUTION

SHOW L EAVE LIST

6
HUMAN RESOURCES
DISLPAY LIST OF LEAVE
LEAVE LIST VIEW AVAILABLE LEAVE

DISPLAY AVAILABLE LEAVE

DISPLAY EMPLOYEE L EAVE REQUEST.

SHOW EMPLOYEE LEAVE REQUEST.

7
LEAVE REQUEST STORED L EAVE REQUEST

REQUEST LEAVE
STORE L EAVE REQUEST
LEAVE REQUEST GRANTED

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Figure 3.5

The figure 3.5 is a level 1 diagram this diagram shows the full details of the

system. In the diagram has been parted in to the following process.

The first process is verify log in information, end user will need to enter the

log in information then the process compares the log in enter and the employee

information from the database when it matches, the end user will be able to enter

the corresponding module depending on the user type.

The second process is Daily Time Record if employee successful log in

this module their time-in/time-out go to the attendance table from this System

database and then employee can see their daily time record from database.

Third process calculates work duration form the attendance record of the

employee.

Fourth process manage all employee records .Fourth process is manage

all employee information; HR can manage personal employee information, daily

time record and salary.

Fifth is Get Employee attendance this process employees attendance

report and HR get the all employee attendance summary reports.

Sixth process is allocating employee salary HR distribute the salary

employee depends of their employee type then get the salary amount.

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Seventh process is manage employee details HR can add, update and

delete Employee Personal Information and can manage the working details of

the employee and then see the employee record to the database.

Eighth process produce reports employee can get the payslip base on

working hour their employee salary details and Accounting can get the salary

reports all employee record.

Ninth process is the leave process, once the employees file a leave, the

employee needs to create a request letter, and once they’ve created a request

letter the company will process it. If the employee reach the maximum leave,

there request letter will automatically rejected. But if the request letter granted it

will automatically save to the employee’s personal data; the employee can view

the total leave they’ve created for the month.

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CHAPTER IV

(Result & Discussion)

Output and input design

o Login Form

HR and admin can log in this form using their username and password to

access this System.

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CHAPTER V

SUMMARY, CONCLUSION AND RECOMMENDATION

This chapter presents the summary of the research work undertaken, the

conclusion drawn, and the recommendations made an outgrowth of this study.

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SUMMARY and FINDING

The proponent’s conducted an investigation had led them to understand

the payroll system of Impro Industries Incorporated that present problems such

as;

1. What are the common problems encountered by the accounting staff of

Impro Industries incorporated in terms of using their manual system in

processing payroll and time keeping.

2. Does a Payroll System using DTR via Biometrics for Impro Industries

Incorporated will help the accounting staff in terms of a generating payroll

transaction? Does it make an easy way of timekeeping using biometrics?

Does it secure all payroll records? And generate all payroll reports.

3. And if a Payroll System Using DTR via Biometrics will be used in the

Impro Industries incorporated will it be more efficient and effective than the

current manual system?

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The study deals with a proposal for a LAN-Based Timekeeping and payroll

using Biometric for Impro Industries Incorporated. The General objective of the

study was aimed to improve the manual system that is currently using of Impro

Industries Incorporated to have an efficient and effective way of Employees Time

Keeping and Payroll System using DTR via Biometrics to give a higher quality of

service.

The proponent made us of the descriptive research method where the

library research method and research survey falls under this category, and

creative type of research. To gather necessary data, the proponent made used of

the data gathering techniques such as observation, interview, and evaluation.

The data gathering instrument’s used was observation, survey questioners, and

interview guide and evaluation forms.

The users who are currently using the computerized system in managing

their payroll was satisfied because it is more efficient to use and accurate in

terms of computing the payroll of every employee.

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The system solved the particular problem gives the users the needed in

the system to perform the task. The proponents thoroughly signify the substantial

content of the project and imply their suggestions for the future enhancement of

the system.

CONCLUSION

Through our research, we have gathered that the computerized payroll

with biometric system we create for Impro Industries incorporated can

significantly speed up the process of their current way of recording their payroll,

and also offer a secured database that can protect the authorization of the

system.

With the use of this new system, computations and gathering are all

accurate. The transactions are faster, and easier in order to avoid waste of time

and for the sake of the safety and security. The system keeps information from a

rage of sources into a single database and presenting a well-arranged database

and implement strong security of the system. The company will greatly benefit by

the proposed system because it will improve the productivity and quality of

service through the system.

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RECOMMENDATION

The proponents highly recommend that this study be implemented to the

Impro Industries incorporated. Also with its dependable performance and easy to

use procedures, this study can be a great help for companies and organizations

concerning regarding their payroll system. With the use of this Payroll with

Biometric system, the company will greatly improve the productivity and quality of

their service because having this system will have an efficient and effective way

of monitoring their employee’s payroll process.

APPENDICES

Appendix A

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Appendix B

Data Gathering

The researchers have direct contact with the secretary of the company.

The proponents gather information by asking questions to the secretary.

Name of company: _________________________________________

1. How do you handle your payroll system in your company?

________________________________________________

2. In your current timekeeping system, what are the procedures involved to

record the clock-in time of employee?

_______________________________________________

3. What are the problems you encountered of having a manual payroll system?

______________________________________________

4. What is the hardest procedure in creating your payroll?

______________________________________________

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5. Does your current system is accurate in computing the hours worked and

deductions of wages for every employee? Why?

______________________________________________

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APPENDIX C

COMPANY PROFILE

Impro Industries Incorporated is the manufacturer of the Mosquito net,

owned by Enrico Alfonso and was established on March 19, 1994 located at 315

Pasig St. 030 Caloocan City Metro Manila, Maypajo, Caloocan, Metro Manila.

Their products are retailed in Baclaran, Divisoria and other malls in NCR. We

realize there are many processes for making mosquito net. In wire processing

are Cutting, Flattening, Marking, Threading, Clipping, Reverting and Assemble.

Then the fabric processing is cutting, engraving, ruffos, lilif, revising and last

process is packaging. Impro Industries Incorporated they are mission will be

more productive in making the baby mosquito net and introduce their product in

our country or rather than around the world.

Impro Industries Incorporated is doing a payroll manually. The secretary

lists the orders of their clients each day, and then the total order is to divide the

number of employees who make the baby mosquito net. The makers of baby

mosquito net they list in the paper of secretary their total work every day. The

secretary makes the attendance. When the employee is late his or her salary is

deducted.

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MISSION

We at Impro Industries shall strive satisfy customers need by offering

product and services at right time with desired quality with absolute value for

money. We are passionate with enough skilled human resources. We shall strive

to improve, grow, innovate and adapt to market needs in our business.

VISION

To sow the seeds of par-excellence services with customer centric

approach & to be the leading global provider of specialty solutions that brings

value to our clients in their challenging circumstances & reaps the trust of all our

clients, and to also to grow as an independent, multiregional, vertically integrated

manufacture of Mosquito nets.

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