STAFF ATTENDANCE SYSTEM

A Project report submitted to the Bharathiar University, Coimbatore in partial

fulfillment of the requirements for the award of the Degree of

BACHELOR OF COMPUTER APPLICATIONS

Submitted by
M.PRADEEP

(Reg. No: 2222J0129)

Under the Guidance of
Mr.V.SURESH KUMAR MCA.,M.Phi1.,

Head of the department

DEPARTMENT OF COMPUTER SCIENCE SHREE

VENKATESHWARA ARTS AND SCIENCE (CO-ED) COLLEGE
(Affiliated to Bharathiyar University)

GOBICHETTIPALAYAM – 638455

APRIL-2023
 CERTIFICATE
This is to certify that the project Report, entitled as "STAFF ATTENDANCE SYSTEM"
submitted to the Bharathiar University, in Partial fulfillment of the requirements for the award of
the Degree of Bachelor of Computer Application is a record of original project work done by
Mr./Ms.M.PRADEEP(2222J0129) during the period December 2023 to April 2023 of his/her
project in the Department of Computer Application at Shree Venkateshwara Arts And Science
College (College/ Research Institute/Bharathiar University) under my supervision and guidance,
the thesis has not formed the basis for the award of any Degree/Diploma/Associateship/Fellowship
or other similar titles of any candidate of anyUniversity. Countersigned Signature of the Guide.

Signature of the Guide Signature of the HOD

Countersigned

Principal

Submitted to Bharathair University Viva-voce Examination on____________________

Signature of internel Examiner Signature of externel Examiner

 DECLARATION

M.PRADEEP (2222J0129) hereby declare that the project report , entitled "STAFF
ATTENDANCE SYSTEM", submitted to the Bharathiar University, in partial fulfillment of the
requirements for the award of the Degree of Bachelor of Computer Application is a record of
original and independent project work done by me during December2023 to April 2023 under the
Supervision and Guidance of Mr.V.SURESH KUMAR MCA.,M.Phi1., Department of Computer
Application and it has not formed the basis for the award of any
Degree/Diploma./Associateship/Fellowship or other similar titles to any candidate in any
university.

Date :

Place: Signature of the Candidate

 ACKNOWLEDGEMENT
The completion of this project was not just because of my ability but there are some
wellwishers behind it I am always thankful to them. I would like to express my deep sense of
gratitude and obligation to college council for providing necessary facility and given me the
opportunity to do the entire college studies in Shree Venkateshwara Arts and Science (co-ed)
College, Gobichettipalayam.

I wish to express my deep sense of gratitude and thankfulness to Secretary Thiru. K. C.

KARUPANAN, Chairman Thiru. P. VENKATACHALAM for providing which made me to
complete this project successfully.

I would like to express my deep sense of gratitude our beloved principal, Dr. A.

MOHANASUNDARAM., M. com., M. Phil., MA., MBA., PGDHRM., PGDCA., Ph.D Shree

Venkateshwara Arts and Science (co-ed) College, Gobichettipalayam for his inspiration which
made me to complete this project successfully.

I would like to acknowledge my gratitude to our beloved Head of the Department,

Mr.V.SURESH KUMAR MCA.,M.Phi1.,Department of Computer Application Shree
Venkateshwara Arts and Science (coeducation) College, Gobichettipalayam, cheerful
encouragement, and supporting me as a lot. With this constructive suggestion, this project has been
completed within the stipulated time.

I would like to express my sincere thanks and gratitude to my project guide,

Ms. S. ANUSHREKHA..,M.C.A.,Assistant professor, Department of Computer Application,

Shree Venkateshwara Alts and Science (co-ed) College, Gobichettipalayam who have given me
overwhelming support, kind cooperation and encouragement throughout the project. Lastly, I
thank almighty, my parents, and friends for their constant encouragement without which
assignment would be possible.

I wish to thank all the staff members of Department of Computer Application, Shree
Venkateshwara Arts and Science (co-education) College, for their kind assistance throughput the
project.
 SYNOPSIS

The Staff Attendance and Salary Calculation is a comprehensive solution designed to

efficiently manage employee attendance and automate payroll calculations. This web-based
system allows employees to clock in and out using various methods such as biometrics or RFID
cards, and it tracks key attendance data like late arrivals, early departures, and absences. The app
automatically adjusts employee pay based on the number of hours worked, including overtime,
and calculates deductions for sick leave, vacation, or any unauthorized absences. With
customizable payroll rules, the system ensures accurate salary calculations, factoring in base salary,
overtime pay, bonuses, and deductions. It also manages employee leave requests, ensuring that
leave days are tracked and integrated into the salary computation process. The app provides secure
and accessible employee profiles, including personal details, work schedules, and leave balances.
Payroll reports, attendance summaries, and insights are generated in real-time, offering
management clear visibility into employee performance and payroll distribution. With role-based
access control, data encryption, and compliance with privacy regulations, the app guarantees
secure handling of sensitive information. This solution reduces the administrative burden on HR
teams, increases accuracy in payroll processing, and ensures that employees are compensated
fairly and on time, all while maintaining transparency and efficiency in the workplace.
 CONDENT

PAGE
PARTICULARS NO
S.NO
CERTIFICATE i

DECLARATION ii

ACKNOWLEDGEMENT Iii

SYNOPSIS

1 INTRODUCTION 1
1.1 About The Project 1
1.2 System Specification 2

1.2.1 Hardware Specification 2

1.2.2 Software Specification 2

2 SYSTEM STUDY 3

2.1Existing System 3

2.1.1 Drawbacks 3

2.2 Proposed System 4

2.2.1 Features 4

2.3 Software Environment and Concept 5

3 SYSTEM DESIGN AND DEVELOPMENT 10

3.1 File System 10

 3.2 Input Design 10

3.3 Output Design 11

3.4 Database Design 12

3.5 System Development 12

3.5.1 Description Modules 13

4 TESTING AND IMPLEMENTATION 15

4.1 System Testing 15
4.2 system implementation 17

5 CONCLUSION AND FEATURE 18

ENHANCEMENT
5.1 Conclusion 18

5.2 Feature enhancement 18

6 BIBLIOGRAPHY 19

7 APPENDICES
Data Flow Diagram
Table Structure
Sample Coding
Sample Input
Sample Output
 1. INTRODUCTION

1.1 ABOUT THE PROJECT

The Staff Attendance System and Salary Calculation project is designed to

automate and optimize the processes of employee attendance management and salary
computation within an organization. In today’s business landscape, accurate tracking of
employee hours and efficient payroll processing are critical for both operational efficiency
and employee satisfaction. This system aims to streamline these processes by offering a
comprehensive solution for managing attendance, calculating salaries, and handling
various factors such as leave management, overtime, and salary deductions.

At its core, the system allows employees to log their daily attendance by clocking
in and out, while administrators can monitor attendance records in real-time, ensuring
transparency and accountability. The platform supports multiple types of leave requests,
such as sick leave, vacation days, and personal time off, with built-in approval workflows
to ensure compliance with company policies. The system also tracks employee working
hours, including regular hours, overtime, and any time off taken, ensuring that the salary
is calculated fairly and accurately.

The salary calculation feature is one of the most crucial aspects of the project. Based
on the employee’s work hours, attendance, overtime, and leave records, the system
automatically computes the employee’s salary at the end of each month. This includes
factors like deductions for unauthorized absences, penalties for late arrivals, and additional
pay for overtime hours worked. The system can also accommodate bonuses and other
incentives, providing a detailed breakdown of the total salary. Employees and HR staff can
easily access reports that detail attendance history, leave records, hours worked, and final
salary calculations, making the payroll process efficient and error-free.

Overall, the Staff Attendance System and Salary Calculation project aims to
reduce manual errors, enhance the efficiency of HR and payroll processes, and provide
employees with a transparent and reliable method for tracking their attendance and
calculating their compensation.
1.2. SYSTEM SPECIFICATION

1. 2. 1 HARDWARE CONFIGURATION

: 4GB RAM.
RAM

HDD : 500GB HDD.

PROCESSOR : AMD PRO.

SYSTEM TYPE : 64 bit type, x64 based processor.

DISPLAY : 14” Paper LED display. Resolution

1366*768.

KEYBOARD & MOUSE : Logitech.

1.2.2 SOFTWARE SPECIFICATION

OPERATING SYSTEM : Windows 10

FRONT END : HTML, CSS, JAVASCRIPT.

BACK END : MYSQL

1.2.3 SOFTWARE DISCRIPTION

HTML

HTML (HyperText Markup Language) is the standard language used to create and structure
content on the web. It is the backbone of every webpage and allows you to format text, images,
links, videos, and other media, making it possible to build websites and web applications.

Key Concepts of HTML:

1. Markup Language:
HTML is a markup language, which means it uses tags (or elements) to annotate text and
other content. These tags provide instructions to the web browser on how to display content
on a webpage.

2. HTML Tags:
HTML consists of tags, which are the building blocks of an HTML document. Tags are
written in angle brackets (< >) and usually come in pairs: an opening tag (<tag>) and a
closing tag (</tag>). Some elements, like <img>, are self-closing, meaning they don’t need
a closing tag.

3. Basic Structure of an HTML Document:

Every HTML document follows a basic structure:

o <!DOCTYPE html>: Declares the document type as HTML5.

o <html>: The root element that wraps the entire document.

o <head>: Contains metadata, such as the document’s title, character set, and linked
styles or scripts.

o <body>: Contains the content that is visible on the web page, like text, images, and
other elements.

4. HTML Elements:
HTML is made up of elements, each serving a different purpose:

o <h1> to <h6>: Define headings, with <h1> being the largest and most important.
 o <p>: Defines a paragraph of text.

o <a>: Defines a hyperlink.

o <img>: Embeds an image.

o <ul>, <ol>, <li>: Define unordered (bulleted) or ordered (numbered) lists.

CASCADING STYLE SHEET (CSS)

Cascading Style Sheets (CSS) are a collection of rules we use to define and modify web
pages. CSS are similar to styles in Word. CSS allow Web designers to have much more control
over their pages look and layout. For instance, you could create a style that defines the body text
to be Verdana, 10 point. Later on, you may easily change the body text to Times New Roman, 12
point by just changing the rule in the CSS.

Instead of having to change the font on each page of your website, all you need to do is
redefine the style on the style sheet, and it will instantly change on all of the pages that the style
sheet has been applied to. With HTML styles, the font change would be applied to each instance
of that font and have to be changed in each spot.

CSS can control the placement of text and objects on your pages as well as the look of
those objects. HTML information creates the objects (or gives objects meaning), but styles
describe how the objects should appear.

The HTML gives your page structure, while the CSS creates the “presentation”. An
external CSS is really just a text file with a .css extension. These files can be created with
Dreamweaver, a CSS editor, or even Notepad.

The best practice is to design your web page on paper first so you know where you will
want to use styles on your page. Then you can create the styles and apply them to your page.

JAVASCRIPT(JS)

JavaScript is a high-level, dynamic, and interpreted programming language that is widely

used to create interactive effects and dynamic functionality on websites. It is a core technology of
web development alongside HTML (HyperText Markup Language) and CSS (Cascading Style
Sheets). While HTML structures the content of a webpage and CSS styles it, JavaScript allows
you to add interactive elements and dynamic behavior.

Discover the Perfect Travel Package" is a web-based application designed to help users
find, customize, and book travel packages effortlessly. The platform integrates travel services such
as flights, hotels, and activities, providing a seamless experience for travelers. By utilizing modern
web technologies, the system ensures a user-friendly interface and real-time updates.

Role of JavaScript in the Project

JavaScript plays a crucial role in both the frontend and backend of this project. On the
frontend, React.js is used to create a dynamic and interactive user interface. It enables smooth
navigation, responsive design, and real-time updates of travel package details, ensuring a seamless
browsing experience for users.

On the backend, JavaScript is used with Node.js and Express.js to handle business logic,
process user requests, and interact with the database. It manages user authentication, booking
transactions, and third-party API integrations for fetching travel data and processing payments
securely.

JavaScript also enhances user experience by enabling client-side validation, error handling,
and dynamic content updates. It ensures smooth interactions such as filtering search results,
validating user inputs, and displaying personalized recommendations based on user preferences.

Overall, JavaScript is the backbone of this web application, making it efficient, interactive,
and scalable. Its versatility allows seamless integration between the frontend and backend,
ensuring a smooth and reliable travel booking experience for users.
MYSQL

Mysql was a free-software database engine originally developed and first released in
1995. Mysql is named after My, the daughter Michael Widenius, of one of the product’s originators.
It was originally produced under the GNU General Public License, in which source code is made
freely available.

Mysql is a full-featured relational database management system (RDBMS) that competes

with the likes of Oracle DB and Microsoft’s SQL Server. Mysql is sponsored by the Swedish
company mysql AB, which is owned by Oracle Corp. However, the mysql source code is freely
available because it was originally developed as freeware. Mysql is written in C and C++ and is
compatible with all major operating systems.

Mysql runs the back-end databases of some famous websites, including Wikipedia, Google
and Facebook- a testament to its stability and robustness despite its decentralized, free-for-all
philosophy. Mysql is very popular for Web-hosting applications because of its plethora of Web-
optimized features like HTML data types, and because it's available for free. It is part of the Linux,
Apache, mysql, PHP (LAMP) architecture, a combination of platforms that is frequently used to
deliver and support advanced Web applications.

MYSQL STRENGTHS

MYSQL has much strength, including the following

 High performance

 Low cost

 Ease of configuring and learning

 Portability

 Availability of source code

 Availability of support
NEW IN MYSQL

Major changes introduced for MYSQL includes

 View

 Stored procedures

 Basic trigger support

 Cursor support

FEATURES OF MYSQL

A free, open source database that powers a wide range of web apps and tools Store data in multiple
storage engines including InnoDB, CSV, NDB, and more

• MySQL is faster, more reliable and cheaper because of its unique storage engine
architecture. MySQL supports a large number of embedded applications which makes
MySQL very flexible.

• MySQL uses Triggers, Stored procedures and views which allows the developer to
give a higher productivity. Replicate data and partition tables for better performance
and durability
 2. SYSTEM STUDY

2.1 EXISTING SYSTEM

In many organizations, staff attendance is still recorded using traditional methods such as
paper registers, punch cards, or standalone biometric systems. Employees mark their presence
manually, and HR personnel are responsible for verifying, maintaining, and processing attendance
records. This approach is highly time-consuming, error-prone, and inefficient, leading to
inaccuracies in employee attendance tracking.

One major drawback of the existing system is the possibility of fraudulent entries, such as
proxy attendance, where employees can manipulate records. Additionally, in cases where
attendance is manually processed, there is a higher risk of human errors, such as incorrect data
entry or miscalculations. This impacts the salary calculation process, as HR departments must
manually compute working hours, overtime, leave deductions, and other salary components. Any
miscalculation can lead to delayed salary processing, payroll disputes, and dissatisfaction among
employees.

Furthermore, the lack of an automated real-time monitoring system makes it difficult for
management to track workforce attendance efficiently. The absence of instant reports and analytics
prevents organizations from making informed decisions regarding employee productivity, working
hours, and salary distribution.

Overall, the existing system is outdated, inefficient, and lacks automation and integration,
leading to significant administrative challenges. To overcome these limitations, organizations need
a Staff Attendance System App that automates attendance tracking and integrates an accurate
salary calculation module to streamline payroll management.
2.1.1 DRAWBACKS

Time-Consuming and Inefficient

 Traditional methods like paper registers, punch cards, or standalone biometric systems
require manual effort to record and verify attendance, which is highly time-consuming and
inefficient. This process leads to delays in attendance tracking and payroll processing.

Inaccuracies and Human Errors

 Since attendance is manually recorded, there is a high risk of human errors such as incorrect
data entry, miscalculations in working hours, or incorrect leave deductions. These errors
can lead to inaccurate payroll calculations, causing discrepancies in employee payments.

Fraudulent Attendance Entries

 One significant issue with the existing system is the possibility of fraudulent attendance,
such as proxy attendance (where employees mark attendance for their colleagues). This
compromises the integrity of attendance records and leads to inaccurate data.

Delays in Salary Processing

 Since salary calculations are based on manually processed attendance data, miscalculations
or delays in recording attendance can lead to delayed salary payments. This can cause
payroll disputes and employee dissatisfaction.

Lack of Real-Time Monitoring

 Without an automated, real-time monitoring system, managers are unable to track

attendance and performance efficiently. The absence of real-time data makes it difficult to
monitor employee productivity, working hours, and absenteeism.

Data Management and Security Issues

 Managing attendance data manually or using separate systems often leads to poor data
organization, security concerns, and difficulty in retrieving historical records for audits or
compliance purposes.
2.2 PROPOSED SYSTEM

The proposed system aims to streamline and automate attendance tracking, salary
calculation, and employee notifications regarding absenteeism. It will integrate attendance
tracking (clock-in/clock-out), salary computation, leave management, and notify users of any
absenteeism or discrepancies in their attendance. Here's an outline of the key features and how
they would work.

1.User Management (Add New Users)

o Admins can add new users (employees) to the system, providing essential details
like name, department, position, hourly rate, etc.

Name: Full name of the employee.

Employee ID: Unique identification number.

Position/Role: The employee’s position in the organization.

2.Clock-In/Clock-Out System

o Employees can clock in and clock out via a web or mobile app. The system records
time accurately.

o The time in and time out will be recorded in a database.

3.Absent Notification

o The system sends automatic absent notifications to the employee if they forget to
clock in or clock out.

o Notifications can be sent via:

 Email
 SMS

o Employees will also be notified if their attendance for the day is incomplete or
missing.
4.Leave Management

o Employees can request leave (sick leave, vacation, etc.) through the system.

o The system will allow managers to approve or reject leave requests.

o The system will automatically adjust salary deductions or additions based on the
number of leave days taken.

o Pending leave requests will be flagged in the admin dashboard for HR approval.

5.Salary Calculation

o Salary Calculation will be based on:

 Worked Hours (calculated from clock-in and clock-out times).

 Overtime (if applicable, based on predefined overtime rules).

 Leaves Taken (deductions for any unauthorized or paid leave).

o The system will calculate the monthly salary automatically for employees.

o It will also factor in any bonuses, deductions, or overtime pay.

2.2.1 FEATURES
A Staff Attendance System is a crucial tool for managing employee work records
efficiently. It typically includes user management, where administrators can add, edit, or
remove employees, assign roles, and track their working hours. This ensures that only
authorized staff have access to the system and that attendance records remain accurate.
Another important feature is absent notification, which alerts managers when an employee
is absent. This can be automated via email, SMS, or app notifications, helping
organizations address absenteeism promptly. Finally, the system assists in calculating
salaries by considering factors such as total working hours, overtime, deductions for
absences, and applicable taxes. By automating these processes, businesses can ensure fair
and accurate payroll management while reducing administrative workload.
 3.SYSTEM DESIGN AND IMPLEMENTATION

3.1 SYSTEM DESIGN

The System Design outlines a structured, efficient, and scalable solution for managing
employee attendance, leave, salary calculations, and notifications. This design ensures that the
system will handle all the required features with ease, providing a seamless experience for both
employees and administrator.

The System Design for the Staff Attendance and Salary Calculation System aims to
provide a streamlined, efficient, and scalable solution for tracking employee attendance, managing
leave, and calculating salaries. The system follows a client-server architecture, where the front-
end user interface (accessible through web and mobile apps) communicates with the back-end
server to process data and interact with the database. The front-end is designed to provide users—
employees, managers, and admins—with a simple and intuitive interface for clocking in/out,
submitting leave requests, generating payslips, and managing employee records. The back-end is
responsible for handling business logic, such as attendance tracking, leave approvals, salary
calculations, and sending notifications.

3.2 FILE DESIGN

The file design for the Staff Attendance and Salary Calculation System is structured to
capture and organize essential employee data, attendance logs, and salary information. It includes
the following key components:

1. Employee Master Data Sheet: This sheet serves as the foundation for all employee-related
information. It includes columns such as Employee ID, Full Name, Department,
Designation, Joining Date, Basic Salary, and Hourly Rate. The Employee ID acts as the
primary key, ensuring that each employee's data can be uniquely identified.

2. Attendance Log Sheet: The Attendance Log is the main tracking sheet for employee
attendance on a daily basis. This sheet includes the Employee ID, Date, Attendance Status
(such as Present, Absent, Half-day, Leave), Total Hours Worked (for hourly employees),
and any Remarks (such as reasons for leave or tardiness). Each entry is logged daily, and
 data can be cross-referenced with the employee's information from the Employee Master
Data Sheet.

3. Leave and Absence Sheet: For employees taking paid or unpaid leave, the Leave Sheet
records the type of leave (sick, casual, vacation), the leave start and end dates, and the
number of leave days taken. This sheet also tracks the leave balance for each employee,
deducting days from their annual leave quota as they take leave.

4. Salary Calculation Sheet: The Salary Calculation Sheet is responsible for processing the
salary based on attendance data. It includes columns for Employee ID, Base Salary, Total
Hours Worked (if applicable), Total Absences, Leave Deduction, and Final Salary. Using
formulas or scripts, it automatically calculates salary adjustments for any absences or late
arrivals. For monthly salaried employees, the salary is calculated by deducting a portion of
the salary for each absent day or half-day, and for hourly employees, their pay is based on
hours worked.

3.3 INPUT DESIGN

Employee Information Input

Employee ID: Unique identifier for each employee (e.g., EMP001, EMP002, etc.).
Full Name: The employee’s full name.
Designation: The job title or role (e.g., Manager, Clerk, Developer).
Department: Department or team within the organization (e.g., HR, Sales, IT).
Date of Joining: The date the employee joined the company.
Basic Salary: Monthly salary for salaried employees or hourly rate for hourly employees.

Attendance Input
Employee ID: The unique identifier from the Employee Master Data Sheet.
Date: The specific date for which attendance is being logged.
 Attendance Status:
 Present: Employee was present for the full working day.
 Absent: Employee was absent without leave.
 Leave: Employee was on leave (paid or unpaid).
 Half-day: Employee worked only part of the day (e.g., 4 hours).

Salary calculation input

The Salary Calculation section doesn't usually require manual input, as it is automatically
generated based on attendance data and employee salary details. However, there may be occasional
manual inputs for adjustments (e.g., overtime, bonuses).

Data Entry Format:

 Automated Calculation: Salary is generally calculated automatically based on data in the

Attendance Log Sheet, Leave Sheet, and Employee Master Data Sheet.

 Manual Adjustments: For special circumstances, HR or payroll can manually adjust the
salary calculation by entering overtime, bonuses, or deductions.

Add user input

Employee ID: A unique identifier for each employee (automatically generated by the system or
manually entered).

Full Name: The full name of the employee.

Designation: The employee’s job title (e.g., Manager, Developer).

Department: Department or team in which the employee works (e.g., HR, IT, Sales).

Basic Salary: Monthly salary or hourly rate for the employee.

3.4 OUTPUT DESIGN

Employee Name and ID: Display the employee's full name and ID at the top.

Month and Year: The specific month for which the salary slip is being generated.

Basic Salary: The fixed salary of the employee for the month.

Attendance Deductions:

 Absent Days: Number of days the employee was absent and the corresponding deduction.

 Leave: Any deductions or adjustments made due to leave taken.

 Half-day Deductions: Deductions for half days.

Final Salary:

 Gross Salary: Basic Salary + Overtime + Bonuses

 Deductions: Absence Deductions + Other Deductions (e.g., taxes, insurance)

 Net Salary: Gross Salary – Deductions

Attendance Summary:

 Total Days Present

 Total Days Absent

 Total Half-days

 Total Leave Days

 Total salary

Salary output

Employee Name and ID: Display the employee's full name and ID at the top.

Absent Days: Number of days the employee was absent and the corresponding deduction.

Leave: Any deductions or adjustments made due to leave taken.

Half-day Deductions: Deductions for half days.

3.5 DATABASE DESIGN

The Database Design for the Staff Attendance and Salary Calculation System aims to
organize and store critical data about employees, their attendance, salary, leave, overtime, and
department details in an efficient and relational manner. The design follows a normalized structure
to eliminate redundancy and ensure data integrity.

At the core of the system is the Employee Table, which holds essential information such as
employee IDs, names, basic salary, department affiliation, and leave entitlements. The Attendance
Table captures daily attendance records, including presence, absence, half-days, and any remarks
related to attendance, linking to the Employee Table through the employee ID. The Leave Table
manages leave requests, tracking leave types, durations, and statuses, with a reference to the
Employee Table and Leave Type Table to categorize leave requests like sick or casual leave.

To manage salary calculations, the Salary Table stores each employee's salary details for a
specific month, including their base salary, deductions, bonuses, and overtime pay. Adjustments
like overtime and bonuses are managed in the Salary Adjustments Table, ensuring the system is
flexible for various compensation scenarios. The Overtime Table tracks additional hours worked
by employees and their corresponding pay, while the Leave Type Table defines the different
categories of leave available, such as annual, sick, or casual leave, along with their entitlement
limits.

The Department Table allows the system to categorize employees based on their
departments, which helps in organizing data and generating department-based reports. Foreign
keys in the design establish relationships between the tables, ensuring that all employee-related
information is interconnected and can be easily queried or updated. The database is optimized for
performance with the use of indexes on frequently searched fields, such as employee ID,
department ID, and attendance dates, ensuring fast data retrieval for reports and payroll
calculations.
3.5.1 DATA CO ORDINATION

Data coordination in a Staff Attendance and Salary Calculation System is a critical process
that ensures the seamless integration, consistency, and synchronization of data across various
modules. It involves managing the relationships between multiple data tables, such as employee
records, attendance data, leave requests, and salary details, to ensure that all information is accurate
and up to date. For example, when an employee takes leave, the system must automatically adjust
their leave balance and update the salary calculation accordingly to reflect any deductions or
changes in pay. Similarly, when overtime hours are worked, the Overtime Table must be
coordinated with the Salary Table to ensure the correct overtime pay is added to the final salary.
Data coordination ensures that all changes in one area, such as attendance, leave, or salary
adjustments, are reflected across the system, maintaining consistency and preventing errors.
Additionally, it helps in generating accurate reports by linking data from different modules, such
as combining attendance and leave data for payroll processing. Ultimately, effective data
coordination streamlines operations, enhances data integrity, and supports accurate and timely
decision-making for both employees and HR personnel.

3.5.2. DATA INTEGRITY

Data integrity is a fundamental aspect of any Staff Attendance and Salary Calculation
System, ensuring that the data entered, processed, and stored is accurate, consistent, and reliable
throughout its lifecycle. It guarantees that information, such as employee attendance, leave
balances, and salary details, remains correct and consistent across the system. For example, when
an employee’s attendance is recorded, the system must ensure that this data is accurately reflected
in the salary calculations, leave balances, and other related records. Additionally, data integrity is
maintained through validation rules, such as preventing leave requests from exceeding available
leave days or ensuring that salary calculations are based on correct attendance and overtime data.
Security measures, such as role-based access controls and audit trails, further protect the data from
unauthorized access and modifications, providing accountability for any changes. Ultimately, data
integrity in the system ensures that payroll is accurate, employee records are up to date, and
decisions made based on the data are reliable and trustworthy.
3.5.3. DATA INDEPENDANCE

Logical Data Independence in Attendance System:

 Scenario: You might decide to add or remove attributes related to employee attendance
over time, such as adding new fields like “Working Hours” or “Overtime,” or adjusting the
“Leave Types” from just "Sick Leave" and "Vacation" to more complex categories.

 How Logical Data Independence Works:

o If the attendance schema is changed the external applications or user views (such
as attendance reports) should remain unaffected.

o The logical schema could be modified to accommodate the new fields without
requiring changes to the user interface or the business logic, ensuring that
attendance data can still be processed the same way by other parts of the system.

Physical Data Independence in Attendance System:

 Scenario: You might need to optimize how attendance records are stored, perhaps by
moving to a distributed database or optimizing storage by indexing certain fields (like
employee ID or date).

 How Physical Data Independence Works:

o These changes are made at the physical level (the way data is stored or accessed),
but the logical schema (how you view the attendance data) remains the same.

o For example, even if the underlying database system is switched or the storage
mechanism is changed (from local file systems to cloud storage), the attendance
records can still be queried or updated in the same way without affecting the
attendance management system.
3.6.SYSTEM DEVELOPMENT

System Development refers to the entire process of designing, creating, testing, and
deploying a system (such as a software application or a database system) to meet specific user or
business needs. In the context of a Staff Attendance System and Salary Calculation System, system
development would involve several key steps to ensure the system is functional, reliable, and user-
friendly.

The development of a system generally follows a systematic process, often referred to as the
System Development Life Cycle (SDLC). There are various models of SDLC, such as Waterfall,
Agile, and Spiral, but the key phases typically include:

1. Planning and Feasibility Analysis

2. System Design

3. Development (Implementation)

4. Testing

5. Deployment

6. Maintenance and Updates

Let’s break down each phase in the context of a Staff Attendance System and Salary Calculation
System.
3.6.1.DISCRIPTION MODULES

User Management Module

This module is responsible for managing users (e.g., employees, HR staff, managers) and their
access to the system.

Key Functions:

 User Registration & Authentication:

o Employees and administrators can register and log in to the system.

o Handles user login, password recovery, and authentication (e.g., with 2FA).

 Role-Based Access Control (RBAC):

o Different roles (e.g., Admin, Manager, Employee) have different levels of access
and permissions to data and features.

 User Profile Management:

o Allows employees to update personal details such as name, department, contact

info, etc.

 User Roles Assignment:

o Admin can assign roles like HR, supervisor, or employee, which governs what
features they can access (attendance tracking, salary reports, etc.).

Salary Calculation Module

This module is responsible for calculating employee salaries based on various factors such as
attendance, overtime, bonuses, and deductions.

Key Functions:

 Base Salary Calculation:

o The system calculates the base salary of employees based on their designation and
salary structure.
  Overtime Calculation:

o Calculates overtime pay based on hours worked beyond regular working hours.
This can be based on the employee’s hourly rate or overtime rate.

 Salary Report Generation:

o Generates salary slips, including details about the base salary, overtime, deductions,
bonuses, and the final salary.

Notifications and Alerts Module

This module handles sending notifications and alerts to relevant users, such as employees,
managers, and HR staff.

Key Functions:

 Attendance Notifications:

o Sends notifications to employees about their attendance status (e.g., late arrival,
missed check-in) or reminders about upcoming leave requests.

 Salary Disbursement Alerts:

o Sends alerts when salary payments are processed or when there is an issue with
salary calculation.

 Leave Approval Notifications:

o Sends notifications to HR or managers when an employee applies for leave, and to

employees when their leave request is approved or rejected.

 Overtime Notifications:

o Alerts managers or HR staff when overtime hours exceed predefined limits or when
special approvals are needed.
 4.TESTING AND IMPLEMENTATION

4.1. SYSTEM TESTING

Testing a Staff Attendance System and Salary Calculation application ensures that it functions
correctly, maintains accuracy, and meets user requirements. The testing process includes:

1. User Management Testing – Verifying that admins can add, edit, and remove users, assign
roles, and manage permissions without errors. Ensuring login credentials work properly
and unauthorized users cannot access the system.

2. Attendance Tracking & Absent Notification Testing – Checking if employees can mark
attendance correctly (via biometric, RFID, or manual input). Ensuring that the system
generates alerts for absences and late arrivals through emails, SMS, or push notifications.

3. Salary Calculation Testing – Validating that salaries are accurately computed based on
work hours, overtime, deductions, and bonuses. Ensuring tax and benefits calculations are
correctly applied based on company policies.

4. Performance & Load Testing – Evaluating how the system performs with multiple users
accessing it simultaneously. Ensuring smooth operation under peak loads.

5. Security Testing – Checking for vulnerabilities such as unauthorized data access, incorrect
salary modifications, and ensuring encryption for sensitive employee details.

6. Integration Testing – Ensuring that the system works well with payroll software, HR
management tools, and notification services.

7. User Acceptance Testing (UAT) – Allowing HR and payroll teams to test the system in real
scenarios to verify usability, accuracy, and efficiency before final deployment.

By conducting thorough testing, organizations can ensure a reliable, error-free, and efficient Staff
Attendance and Salary Calculation system.
4.2. SYSTEM IMPLIMENTATION

The implementation of the Staff Attendance System App with integrated salary calculation
aims to automate and streamline attendance tracking and payroll management for organizations.
The first phase involves thorough requirement analysis, where key stakeholder needs are gathered
to define system functionalities such as clock-in/out, leave management, and salary computation.
The system is designed with a robust architecture that integrates web and mobile applications,
ensuring ease of use for employees while maintaining secure data storage through cloud-based or
on-premise solutions. The user interface is built to be intuitive, providing employees with easy
access to clocking in/out, leave requests, and salary details.

In the development phase, the app is programmed to record attendance accurately using
biometric authentication, RFID, or QR codes. The system automatically calculates worked hours,
overtime, and leave deductions, ensuring precise payroll generation. Furthermore, the backend
system ensures seamless data synchronization between attendance logs and payroll systems. After
development, the system undergoes rigorous testing to eliminate errors, focusing on user
acceptance and security vulnerabilities. Once the system passes quality assurance, it is deployed
across the organization, with employees trained to use the app for clocking in/out and accessing
attendance information.

Finally, the system is maintained with regular updates and bug fixes, and support is provided
to ensure continuous smooth operation. The Staff Attendance System App not only ensures
accurate attendance tracking but also improves payroll processing efficiency, eliminating errors
and reducing manual effort, ultimately leading to faster salary disbursement and enhanced
employee satisfaction.
 5. CONCLUSION AND FEATURE ENHANCEMENT

5.1 CONCLUSION

In conclusion, the Staff Attendance and Salary Calculation System plays a pivotal role in
enhancing organizational efficiency by automating attendance tracking and salary management.
By streamlining processes such as attendance recording, leave management, and salary
calculations, the system ensures accuracy, reduces administrative workload, and minimizes human
error. The integration of various features, such as real-time attendance tracking, automated payroll
generation, and seamless reporting, not only improves operational productivity but also ensures
that employees receive timely and accurate compensation.

The successful implementation of this system requires careful planning, thorough testing,
and a seamless transition from legacy systems. Through proper installation, data migration, user
training, and ongoing support, organizations can ensure the system is effectively integrated into
daily operations. Furthermore, continuous monitoring and feedback collection allow for future
system enhancements and updates, ensuring that the system remains adaptable to evolving
business needs, regulatory changes, and user expectations.

Ultimately, the Staff Attendance and Salary Calculation System offers significant benefits
in terms of time efficiency, cost reduction, data accuracy, and employee satisfaction. As businesses
continue to grow, having such an automated system becomes increasingly crucial for managing
the complexities of human resources and payroll management effectively.
5.2 FEATURE ENHANCEMENT

To enhance a Staff Attendance System and Salary Calculation , several key features can be
added to improve its functionality, user experience, and adaptability. One of the most impactful
upgrades would be biometric authentication integration, allowing employees to mark attendance
through fingerprint or facial recognition, ensuring accuracy and preventing time fraud.
Additionally, integrating geo-fencing or GPS-based tracking can allow employees to clock in only
when they are within the company's designated location, ideal for remote or field employees. The
application could also support customizable leave management, offering various types of leave
such as sick, casual, and vacation days, with automated approval workflows to streamline the
process for both employees and managers.

For salary calculation, the app can benefit from dynamic salary computation based on
attendance, overtime, and leave days. With the ability to automatically calculate overtime rates,
including shift differentials for night or weekend work, employees would be fairly compensated
for any extra hours worked. Bonuses and incentives could be tied to performance metrics or perfect
attendance, enhancing employee motivation. Furthermore, real-time notifications about attendance
issues (e.g., late arrivals or absenteeism), leave approvals, and salary slip availability would keep
both managers and employees informed throughout the process.

To improve accessibility and engagement, a self-service portal would allow employees to

request leave, check their attendance history, view salary slips, and track leave balances at any
time. On the backend, detailed reporting and analytics features could provide HR teams with
valuable insights into attendance trends, overtime patterns, and salary summaries, helping with
decision-making and workforce management.

Finally, for better usability and flexibility, a mobile app would allow employees to mark
attendance, apply for leave, and access salary details directly from their phones. Implementing
advanced security measures, including data encryption and role-based access controls, would
ensure the protection of sensitive employee information, maintaining both privacy and compliance
with data protection regulations. These feature enhancements would transform the application into
a comprehensive, automated, and user-friendly tool for managing attendance and payroll
effectively.
 6. APPENDICES

A.DATA FLOW DIAGRAM

Employee

Attendance
Payroll System

Processes
Attendance &
Leave Requests

Employee
Database(Stores
employee records,
attendance, leave
data)

Salary Calculation
System(Calculates
salary, overtime,
deductions)
B. TABLE STRUCTURE
1.Users Table (Stores employee details)

Column Name Data Type Description

INT (Primary Key, Auto
user_id Unique ID for each employee
Increment)
full_name VARCHAR(255) Employee's full name

email VARCHAR(255) Employee’s email (for login)

phone VARCHAR(20) Contact number

Role (Admin, Employee, HR,
role VARCHAR(50)
etc.)
department VARCHAR(100) Department name
salary DECIMAL(10,2) Basic salary
joining_date DATE Date of joining

status ENUM('Active', 'Inactive') Employment status

2.Attendance Table (Stores daily attendance records)

Column Name Data Type Description

INT (Primary Key, Auto
attendance_id Unique ID for attendance
Increment)
Employee ID (References
user_id INT (Foreign Key)
Users Table)
date DATE Date of attendance
check_in TIME Time of check-in
check_out TIME Time of check-out
ENUM('Present', 'Absent',
status Attendance status
'Late', 'Leave')
4. Salary Table (Stores salary details of employees)

Column Name Data Type Description

INT (Primary Key, Auto
salary_id Unique ID for salary entry
Increment)
Employee ID (References
user_id INT (Foreign Key)
Users Table)
Salary month (e.g., "Jan-
month VARCHAR(20)
2024")
Number of working days in
total_working_days INT
the month
days_present INT Days employee was present
overtime_hours INT Extra hours worked
Deductions for absences,
deductions DECIMAL(10,2)
taxes, etc.
net_salary DECIMAL(10,2) Final salary after calculations
C.SAMPLE CODE

HTML

Index.html

<!DOCTYPE html>

<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-
scale=1.0">
<title>Staff Attendance</title>
<link rel="stylesheet" href="style.css">
</head>
<body>
<div class="container">
<h1>Staff Attendance System</h1>
<button onclick="location.href='admin.html'">Admin Panel</button>
<button onclick="location.href='staff.html'">Staff Sign
In/Out</button>
<button onclick="location.href='manage_staff.html'">Manage
Staff</button>
</div>
<script src="script.js"></script>
</body>
</html>
Admin.html
<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-
scale=1.0">
<title>Admin Panel - Staff Attendance</title>
<link rel="stylesheet" href="style.css">
</head>
<body>
<div class="container">
<h1>Admin Panel - Staff Attendance & Salary</h1>

<table>
<thead>
<tr>
<th>Name</th>
<th>Sign In Time</th>
<th>Sign Out Time</th>
<th>Total Hours</th>
<th>Salary</th>
</tr>
</thead>
<tbody id="salaryTable">
<tr><td colspan="5">Loading...</td></tr>
</tbody>
</table>
</div>
 <script src="script.js"></script>
</body>
</html>

Staff.html
<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-
scale=1.0">
<title>Staff Sign In/Out</title>
<link rel="stylesheet" href="style.css">
</head>
<body>
<div class="container">
<h1>Staff Sign In/Out</h1>
<label for="staffName">Enter Name:</label>
<input type="text" id="staffName" placeholder="Enter your name">
<button onclick="signIn()">Sign In</button>
<button onclick="signOut()">Sign Out</button>
</div>
<script src="script.js"></script>
</body>
</html>
 Manage.html
<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-
scale=1.0">
<title>Manage Staff</title>
<link rel="stylesheet" href="style.css">
</head>
<body>
<div class="container">
<h1>Manage Staff</h1>
<input type="text" id="newStaff" placeholder="Enter staff name">
<button onclick="addStaff()">Add Staff</button>
<button onclick="removeStaff()">Remove Staff</button>
<ul id="staffList"></ul>
</div>
<script src="script.js"></script>
</body>
</html>

CSS(CASCADING STYLE SHEET)

body {
font-family: Arial, sans-serif;
text-align: center;
margin: 50px;
}
.container {
 max-width: 600px;
margin: auto;
padding: 20px;
border: 1px solid #ddd;
border-radius: 10px;
box-shadow: 2px 2px 10px rgba(0,0,0,0.1);
}
button {
display: block;
width: 100%;
padding: 10px;
margin: 10px 0;
background-color: #007BFF;
color: white;
border: none;
border-radius: 5px;
cursor: pointer;
}
button:hover {
background-color: #0056b3;
}

JAVASCRIPT
const GOOGLE_SCRIPT_URL =
"https://script.google.com/macros/s/AKfycbxhe0yst4cZtsl-
a9RpTndU1QOHQ1TpUA_PyCST9YX1HbWmZEMFH_WuSlX3wvgG
0E9VzA/exec"; // Replace with your Apps Script URL

function sendRequest(action, name) {

 fetch(GOOGLE_SCRIPT_URL, {
method: "POST",
mode: "no-cors",
headers: { "Content-Type": "application/json" },
body: JSON.stringify({ action, name })
}).then(() => alert(`Action ${action} completed for ${name}`))
.catch(err => alert("Error: " + err));
}

// Sign In
function signIn() {
let name = document.getElementById("staffName").value.trim();
if (!name) return alert("Enter your name");
sendRequest("signIn", name);
}

// Sign Out
function signOut() {
let name = document.getElementById("staffName").value.trim();
if (!name) return alert("Enter your name");
sendRequest("signOut", name);
}

// Add Staff
function addStaff() {
let name = document.getElementById("newStaff").value.trim();
if (!name) return alert("Enter staff name");
sendRequest("addStaff", name);
}
// Delete Staff
function deleteStaff() {
let name = document.getElementById("delStaff").value.trim();
if (!name) return alert("Enter staff name");
sendRequest("deleteStaff", name);
}
D.SAMPLE INPUT
E.SAMPLE OUTPUT