AN AUTOMATED PAYROLL AND PAYSLIP MANAGEMENT SYSTEM

CASE STUDY: (ST. HENRY’S COLLEGE GANGU SHECO)

BY
NAMUKWAYA CHRISTINE
19/U/BIT/0983/K/DAY
DEPARTMENT OF INFORMATION TECHNOLOGY
FACULTY OF SCIENCE AND TECHNOLOGY

Proposal paper submitted to the faculty of science and Technology for the study leading to a
research proposal in partial fulfillment of the requirements for the award of Bachelor’s Degree in
information technology of Muteesa 1 Royal University.
Supervisor
MUYANJA LAWRENCE
DEPARTMENT OF INFORMATION TECHNOLOGY
FACULTY OF SCIENCE AND TECHNOLOGY
MUTEESA 1 ROYAL UNIVERSITY

INTRODUCTION
For more than a century now, financial systems have been developed, as a discipline and practice
into different business areas. These disciplines and practices have gone through a process of trial
and error but later a success.St. Henry’s college Gangu is currently using a manual way to
support the payroll and pay slip activities. Due to different innovations in the school departments
and the increasing number of employees, it’s the perfect time to implement this system to ease
the work,with an automated payroll and pay slip that will leverage better technology and allow
end business processes into the current people soft system environment. An automated payroll
and pay slip management System is one of the important parts in the electronic approach. Human
resource , accountants can use it in institutions and companies to while managing and organizing
of the employees' salaries and undergone updates for a given period of time.
BACKGROUND
The proposed system built is an automated payroll and pay slip Management System for St.
Henry’s college Gangu. An automated payroll and pay slip management system will use this
system to replace the current manual system. Head of Departments will monitor attendance
timesheet for every staff in his or her department. Also, the account department generates
payment reports

The proposed automated payroll and pay slip management System will handle and manage
complex calculations which will otherwise have been prone to errors. For example, the system
accurately deducts or adds to the basic salary based on the absent hours or overtime of each
employee. The user of the system, just has to input required field in the form and allowance
advanced, deduction and others will be generated.

When the new system is implemented, payroll management will be easier and more efficient.
This computerized system will improve the company’s services to her staff. The system stores all
records in a database. This will improve data integrity and security.

PROBLEM STATEMENT

The current system at St. Henry’s College Gangu is being described as being time consuming,
stressful and inefficient to some extent (Mr. kayita). Since the current system entirely dependents
on human effort (ink written down information), even calculating the salary. Concerned persons
of the current system state that the current tradition method of payroll management has resulted
into incomplete and inaccurate data in many cases like delay in generation of reports and other
information of the employee both teaching and non-teaching staff. The responsible person gets
tired during the process hence resulting into error and reducing the efficiency to which a task is
carried out. This results into waiting period to be long and endless for company employees. The
proposed system will come up with a data model that will be used to implement a system which
will allow the HR manage all tasks in time such as leave guarantees, issuing of warnings, salary
distribution, staff performance rating, job application vacancies and interviews and many more.

GENERAL OBJECTIVES

To design and develop an automated web-based payroll and pay slip management system for St
Henry’s College Gangu.

SPECIFIC OBJECTIVES

To have an accurate record of all staff such as home address, email address, mobile number,
department etc.

To monitor the attendance of the staff which includes the total hours spent daily, weekly and
quarterly, overtime hours.

To have an overview of the net payment and gross staff payment based on the number of hours
worked.

To maintain and manage the personal information for the staff in the college

SCOPE
An automated payroll and pay slip management system focuses on managing and adding
employees to the payroll list, attendance and payroll of the company employees. The modules pf
the system that run are

Login

Time and attendance

Payment and payroll processing

The end users of the system are the payroll Admin, head of department. however only authorized
staff with valid usernames and password are capable of using the system

SIGNIFICANCE OF THE STUDY

This system is developed to tackle the problem of calculation errors, data retrieval, paperwork,
data integrity, data security.

The proposed automated Payroll and pay slip management System will handle and manage
complex calculations that would otherwise have been prone to errors. For example, the system
accurately deducts or adds to the basic salary based on the absent hours or overtime of each
employee.

When the new system is implemented, payroll management will be easier and more efficient.
This computerized system will improve the company’s services to her staff. The system stores all
records in database. This will improve data integrity and security.
LITERATURE REVIEW

INTRODUCTION

Both theoretical and empirical reviews have been conducted i n o r d e r t o

e s t a b l i s h t h e g a p . A n a u t o m a t e d Payroll and pay slip management System is
a flexible compensation administration solution. It will be designed to help human resource
professionals, accounting personnel to manage employee compensation, deductions, allowances,
and benefits in an organization. The system is integrated with the Employee Information System,
offers efficient features and functionality to manage company’s expenses.

An automated Payroll and pay slip management system is a web-based application that lends itself
well to the computer because of its repetitive procedures .
According to the researchers Aguilera Bronzes and Marquese’s (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 

METHOLODOLOGY

This chapter focuses on the steps used concerning the development of the Proposed
System for SDSSU HOLLISTIC PAYROLL SYSTEM. The Data were gathered from
SdssuCantilan Campus, Surigao Del Sur through interviews, system development and
system implementation.

Research Design
The project developmental project design where the researcher designed a system that
provides a well-managed and secured SDSSU HOLISTIC PAYROLL SYSTEM.
Considering the timeframe of the project, the researcher follows the Rapid Application
Development (RAD) methodology, since the concept develop a faster and an easy way
during payroll time 
The Rapid Application Development (RAD) is a software development methodology
that uses a minimal planning in favor rapid prototyping. A protype is a working model
that has a function of equivalent to a component of the product.
 Figure 1.0 RAD Model of the proposed system
RAD divided the process into four distinct phases, those are the following:

1. Requirement planning phase – this phase combines elements of the system planning
and system analysis phases of the System Development Life Cycle (SDLC).
2. User design phase – during this phase, user interact with systems analysts and develop
models insuring the system is a user friend and easy to handle by the administrator.
User design is a continuous interactive process that allows administrators to
understand, modify and eventually approve a working model of the system that meets
their needs.
3. Construction phase – this phase focused on program and application development task
similar to the SDLC. However, administrator continue to participate and can still suggest
changes or improvements of the system. It tasks included programming and application
development, coding unit- integration and system testing.
4. Cutover phase – this resembles to the final task in the SDLC implementation phase,
including data conversion, testing and user training. Compared with the traditional
methods the entire process been compressed. As a result, the new system is built,
delivered, and placed in a proper operation by the administrator.

Research Instrument
The researcher conducted an interview in proposing this system. This involved the
collection of data through direct verbal interaction to be able to know the real problem
encountered during payroll time.

Data Gathering Procedures

This research started with a letter to the Adviser of the researchers, then, researchers
made a letter of asking an interview that should be approved by the Admin Head. As the
permission granted, the researchers made an interview with a set of related questions in
order to gather accurate information, opinions and suggestions about the payroll.

Data Analysis
From the data gathered, the researchers found out that the SdssuCantilan Campus has
encountered a hassle way of informing during the payroll time and from that the
researchers decided to create and develop anSdssuHollistic Payroll System.

TECHNICAL DESIGN OF THE STUDY

Figure 2.0 Technical Design of the study

Description
Daily employee hours worked are recorded on the timesheets at the end of the month,
this timesheets are keyed into the computer, validated, and recorded in a transaction
file. Before theupdate, this file is sorted into database. This sorted transaction file is
then used tocalculate salaries and update the master file.The process involves reading
the master record sequentially along with the transaction file.Updated master records
are written to a new master file.
This System is supposed to calculate the monthly salariesfor two different types of
employees: Part-time and Full-time. Thefull-time employees’ monthly basic salary is
fixed, based ontheir Employee Grade. The part-time employee’ salary is basedon the
number of hours they worked.

Figure 3.0 Component Diagram

 Figure 4.0 Use Case Model of the Proposed System
Requirements
In this section, the researchers described the technical terms of Hardware and Software
that are essential in this actual project.

Technical Background of the Study

The proponents described the following system components to fulfill its functionality
requirements. The SDSSU Hollistic Payroll System: A Stand-alone system that is created
in VB. NET and MS Access Database forth employee of sdssu needs these following
hardware and software specification, these are the requirements:
Hardware Specification
 PC (Personal Computer) Intel(R) Celeron(R) CPU B800 @ 1.50GHz
Intel64 Family 6 Model 42 Stepping 7
GenuineIntel
 

Input Device Keyboard and Mouse or any compatible pointing device

Table 1 Hardware Specification
Software Specification
Windows 7

OS (Operating System)

GUI (Graphical User Interface) System Interface Design

Table 2 Software Specification

REQUIREMENTS ANALYSIS
1. Log-In

This is the beginning of the process, where the users are required to log in to be able for
them to use it.
Table 1. Use Case 1 – Log In
Name Log In

Description The actors must log in to have an account.

Desired Outcome The actors can view the whole content of the payroll system.

Actors Admin, User

Precondition The actors must log in to view the whole content of the system.

Scenarios  Log In
 View
 Done
 Work Flow

Admin, User

Post Condition The number of users who used the system will increase by one.

Business Rule Registered Users

 

REQUIREMENTS ANALYSIS

 Employee Register

This is the process, where the admin can add or register a new employee.
Table 2. Use Case 2 – Register Employee
Register Employee
Name

Description The user will add new employee d

Desired Outcome The admin will secure the persona

Actors Admin

recondition Admin must click the register emp

Scenarios  Click Employee Register butto

 Fill up the form.
 Save.

Work Flow

User, Employer, Admin

Post Condition The employee will increased by on

Business Rule User must fill up all the informatio

 

 Printing
This is the process where the system in the admin will print out the salary of the
employee.
Table 3. Use Case 3 –Printing
Printing
Name

Description The system where print out the salary of the employee.

Desired Outcome It will be automatically print out the deduction of  tax and etc of the
employee.

Actors Admin

Precondition User must check if the desktop time is correct.

Scenarios  Click to view

 Input date, ID, status and time.
 Fill-up Form
 Save.

Work Flow

Admin

 
 Post Condition Emoployees will have their daily time record.

Business Rule Filled Up Form

 

 Back-Up Database

This is the process where the in charge of the system will back-up the data`s in case of
data loss. 
Table 5. Use Case 5 – Backup database
Backup database
Name

Description The user will backup data to avoid data loss.

Desired Outcome The user will get a copy of the data base in his/her desired file location.

Actors Admin

Precondition The user must choose where to put the database.

Scenarios  Click back-up database

 Browse for folder
 Click ok
 Done

Work Flow
 Admin

Post Condition User must click Back-up database button.

Business Rule User must log in to the system.

Chapter One
Chapter Two
To download the source code of this thesis, visit Payroll System (SDSSU) Cantilan
Campus (Visual Basic 2010 Ultimate with Embeded Database Microsoft Access)