CHAPTER 1

INTRODUCTION

Enterprise resource planning

Enterprise resource planning (ERP) systems are software packages composed of

several modules, such as human resources, sales, finance and production, providing

cross-organization integration of data through embedded business processes. These

software packages can be customized to cater to the specific needs of an organization.

During the 1990s, ERP systems became the de facto standard for replacement of

legacy systems in large, and particularly in multinational, companies.

In-sourcing

In this report, the term “in-sourcing” has been used to differentiate between external

outsourcing and internal outsourcing. In this report, in-sourcing is used to refer to the

provision of services by organizations belonging to and within the system.

Off shoring

Offshoring means relocating non-core activities to low-cost areas while maintaining

the activity within the organization. Back-office and support functions, such as payroll

processing, helpdesks, staff records data entry, etc., are performed by the

organization’s own staff but in areas where operating costs are significantly lower than

the average for the organization.

Outsourcing

Outsourcing means to seek resources outside an organizational structure, usually to

save money and/or exploit the skills of another entity. Typically used in the business

world, outsourcing often entails an enterprise using another company, such as a

consultancy or application service provider, to provide a service that the enterprise can

provide for itself, when it is cheaper to utilize a third-party’s resources. For example,

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an enterprise might outsource its information technology (IT) management because it

is cheaper to contract a third-party to do so than it would be to build its own in-house

IT management team.

Payroll, payroll system and payroll processing system

Payroll is a list of employees receiving regular pay.3 Although no formal definition

could be found for “payroll system” the association of both terms (payroll and system)

suggests a method or procedure by which the employees of an organization are paid. It

includes a defined set of interdependent items and rules that stipulate the pay

conditions of a given organization, such as salary structure, tax schedules, benefits and

allowances, frequency and pay dates, etc. A payroll processing system can be defined

as a computer system used by an organization to process and pay the wages of

employees. It is to be noted that the terms “payroll system” and “payroll processing

system” are often used indistinctly to refer to a computer system which processes

payroll.

PAYROLL SYSTEM

The payroll function is not a mission-critical activity for the system, although the

sensitivity of timely and accurate payroll results makes it a high-visibility function.

Payroll processing lends itself to opportunities for public-private partnerships and

outsourcing options that would provide better value for the System and allow

resources to be better focused on mission delivery. The outsourcing of payroll

processing could be either internal - within the System - where some organizations

would act as service providers for others, or external in which some private or public

service providers would deliver payroll processing services.

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1.1 Objective :

This report addresses significant financial savings that would accrue to

organizations and to Member States should they agree on establishing a common

payroll. The investments made by these organizations in management information

systems (MIS) alone exceeded US$ 1 billion over the past ten years.4 A different

common approach coordinating investment efforts in a system-wide manner

would have represented considerable savings and additional benefits. This report

examines payroll service delivery in different organizations in order to detect

major obstacles and to develop recommendations for future improvement of

payroll systems and processes. The analysis and recommendations are intended to

provide a starting point for a future cost effective solution for payroll delivery

across organizations.

1.5 Approach

Software Development life Cycle: -

A work of caution regarding life cycle activities: we isolate and sequence these

activities for learning purpose, but in real file they overlap and highly interrelated.

Phase 1 - Study and Analysis Phase

Recognition of Need:

One most knows what the problem is before it can be solved. So In payroll System

first I have recognized the needs of the system and documented the problem definition.

Feasibility study:-

I. TECHNICAL FEASIBILITY

The table below (see annex) shows the different types of payroll systems in use within

various organizations, funds and programmes. There is considerable disparity among 3

the solutions and vendors chosen by the organizations, ranging from in-house

developments to commercial products customized to meet the specific needs of a given

organization. All of them are at different stages of information systems development.

Although this study is focused on payroll processing systems, payroll should not be

seen as an isolated software application, as it heavily interfaces with human resources

management systems (HRMS) and financial information systems. Many of the

projects to introduce MIS have been based on the introduction of ERP systems, thus

the introduction of a common payroll system should be carefully planned in the wider

context of an ERP.

In some cases, the payroll application is part, or a module, of a wider scope system,

such as an ERP, which might have been supplied by just one vendor. In other cases, it

is part of an HRMS, which interfaces with financial systems supplied by different

vendors, resulting in the development of customized interfaces between the different

systems. In the most complex cases, the payroll application is software developed

internally by a given organization, which interfaces with financial and human

resources systems and databases that are non-standard, in-house developments.

The major ERP vendors in the marketplace are Oracle, PeopleSoft6 and SAP, and all

of them are present within the family. Additionally, use is made of a custom solution,

IMIS, developed by the Secretariat.

The Inspectors held meetings with representatives of major ERP system vendors to

ascertain the technical feasibility of a common payroll for the System. All of them

concluded, with firm conviction that current technology allows for a common payroll

system, that: (a) different systems can “talk” to each other, either through the use in

some cases of standard interfaces or through the development of new ones; and (b) the

payroll applications proposed by each of these major vendors can run on top of

different operating systems, including different versions of Unix (i.e. Linux, Solaris,

etc), which are the base of open- source software solutions. In addition, senior

management and IT experts within the system confirmed this can be done overturning

middle management’s mantra that it cannot be done and “we are different”.

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Phase 3 - Coding and Implementation Phase

The activity following logical design, which produces program software, files and a

working system, will be carried out. This process will be initiated by first identifying

the key factors responsible for the layout of the software. Then many suggestions

received at a previous stage are analyzed and categorized according to their nature.

Then the solutions of these problems will be designed and developed.

Phase 4 – Testing

Nothing in this world is perfect. Testing is the process of executing with explicit

intention of finding errors that is, making the program fail. In this process, the close

examination of procedural details will be done. During this phase, the input, output

and external data will be tested. It checks whether the input data is correct and that the

desired output is obtained or not. All the steps above will lead to an application that

will suitably demonstrate the objectives already described.

1.6 Time Scheduling

The time frame for implementation of a common payroll system is heavily influenced

by the fact that each organization is in a different phase of information systems

development. Some of the organizations have just launched new payroll systems or

plan to go live during 2005 (Children’s Fund (UNICEF), International Labour

Organization (ILO) and Universal Postal Union (UPU)), others have just finished their

vendor selection process (World Health Organization (WHO), Office of the High

Commissioner for Refugees (UNHCR)), while others are in an operational phase after

years of development (the Secretariat launched its IMIS Release IV, which is mainly

payroll, in 2000). In addition other organizations are operating old payroll systems,

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considered obsolete, and are planning to renew their systems in the short term

(International Civil Aviation Organization (ICAO), Industrial Development

Organization (UNIDO), and World Meteorological Organization (WMO)). The non-

coordinated evolution and the current status of implementation within the different

organizations calls for a carefully planned, phased approach.

The investments already made are considerable and should be taken into consideration,

maximizing their return-on-investment, when planning the time frame of a future

convergence. The System’s investment in ICT is growing at a faster rate than the

operating budgets of most organizations, or than worldwide inflation.7 Investments in

MIS alone exceeded US$ 1 billion over the past 10 years.8 The average life cycle of a

MIS is in the range of 10 years.

The Inspectors believe that planning should start now on an inter-organizational basis

if a common payroll system is to succeed in the mid- to long-term. In addition, the fast

evolution of IT may facilitate the consolidation of information systems as a whole.

Next-generation systems might represent an opportunity for a single system-wide

information system, i.e., a single ERP.

Needless to say, the approach indicated above towards the implementation of a

common payroll system can be applied, in the context of wider-scope ERP systems, to

other software applications (staff records data entry, e-recruitment, finance

applications, etc.), given the fact that there is a significant commonality of business

processes among the System organizations. A major opportunity exists to leverage the

investments already made, and to minimize those that will continue to be made.

The Inspectors’ conclusion is that this project could be a reality in the medium to long

term (5 to 10 years) if the decision is taken now. A phased approach would include the

following stages:

• Phase 1: Consolidation of current payroll systems into several groups of leading

organizations or common service entities, acting as payroll service providers (internal

to the System). This phase can be accomplished in the short term (1 to 4 years). It is

proposed to create leader organizations for each of the different major payroll systems

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already available within the United Nations, such as Oracle, PeopleSoft, SAP and

IMIS;

• Phase 2: Consolidation into a common payroll system, at the end of which only one

or two organizations would provide payroll services for the whole System. The

decision to use one or two service providers should be taken after a preliminary risk

analysis. The Inspectors are of the view that two service providers should be used in

order to reduce risks. This phase could be a reality in the medium term (4-7 years);

• Phase 3: Common ERP for the System. Taking into consideration the technical

complexity of the issue and the need to fully amortize current investments, the

Inspectors believe that this could only be achieved in the long term (7 to 10 years) if

the decision is taken now.

CHAPTER 2

SYSTEM ANALYSIS

2.1 Current System Summary

Payroll is a list of employees receiving regular pay.3 Although no formal definition

could be found for “payroll system” the association of both terms (payroll and system)

suggests a method or procedure by which the employees of an organization are paid. It

includes a defined set of interdependent items and rules that stipulate the pay

conditions of a given organization, such as salary structure, tax schedules, benefits and

allowances, frequency and pay dates, etc. A payroll processing system can be defined

as a computer system used by an organization to process and pay the wages of

employees. It is to be noted that the terms “payroll system” and “payroll processing

system” are often used indistinctly to refer to a computer system which processes

payroll.

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2.1.1 Background:

Since the current system is working manually and current system manages different

payee records, employ records but it is very difficult kind of stuff that why the current

has to be automated to reduce the complexity and over burden of officers.

2.1.2 System Objectives and Current Functionality

“The payroll data are employee number, employee name, pay rate, and union

member flag.

The year-to-date total should contain earnings, federal tax, pension plan, and union

dues”

To accomplish these tasks, we had to meet with the client to find out exactly what the

program is

meant to do. Here are the sub stories that we were able to get from the client:

The program accepts employee hours worked

The program computes net pay

The program record all the payroll data for subsequent processing

The program should prepare pay cheques

The program should prepare a payroll ledger

The program should maintain data on a sequential payroll file

Non-statutory deductions such as union dues and pension plans to be made

Year-to-date total should contain earnings, federal tax, pension plan, and union dues

Payroll data are employee number, employee name, pay rate, and union member

flag

.

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2.1.4 Equipment Being Used

Pen, paper, file, scale, furniture, room, paper weight, paper pad, inkpad, stamp, daily

used dairy, telephone, printer etc.

2.1.5 Deficiencies

Emphasizes on paperwork

Redundancy in data record

Time consuming

Manually calculation of records

2.2.1 Summary of Improvement

2.2.1.1 Functional Improvement

I discuss improvements which are hold after developing the system and I

consume how I will achieve the functional improvements. These are various

factors.

Menu Driven: The menu facility will supports all the working with clarity and

ease.

Automatic Updating: once the required data is entered, all the necessary

updating takes place automatically in related tables thus no need to maintain a

separate record sheet for it as in case of manual work.

Reduced time and Effort: the use of internet made it easy to

reserve/cancel/enquire about the tickets and train status from remote distance

and very quickly.

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Security: only an authorized user can have an access to the system. This has

been implanted by assigning username and password to check whether the user

is authorized person or not.

2.2.1.2 Improvements to Existing Capabilities

These are various improvements that are including to exiting capabilities. Since

at the beginning work that are done totally manually but when system is computerized

then capabilities are improved.

This helps to get rid of from pen and paper work.

This helps to decrease redundancy, which is in the file system.

Department’s efficiency and effectiveness will increase because this will give

the quick and accurate output of the user’s choice.

A lot of time has been saved which can be utilized in some other deeds.

2.2.1.3 Timeliness

Timeliness means that system will provide better response in minimum time.

Traditional system was acquiring a lot of time and effort but in opposite the existing

system is producing a faster response in every area of the system for which it has been

developed.

Response time from receipt of input data to availability of payee methods.

Response time to queries and updates

Sequential relationship of functions

Priorities imposed by types of input and changes in modes of operation

Any deviations from specified response times for peak load periods or

contingency operations, as applicable.

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2.3.3 External interface requirements

2.3.3.1 Hardware interfaces

This project is developed under the following hardware specification

Processor : Pentium-IV

Hard Disk : 20 GB

RAM : 128 MB

2.3.3.2 Software interfaces

The minimum software requirement for the project development is as follows:

Operating System : Windows XP

Interface : C# with .Net Framework

Front end : Visual Studio 2008

Back End : Database management using MS-Access

2.3Functional requirements:

2.4.1 System Flow Chart

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2.5 Input and Output Requirements

Input:

Login ID and Password

Administrator Login ID and Password

Output:

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Details of the company

Details of payment

Details of the employes

Generating reports

2.6 Failure Contingencies

Taking backup of the database time to time

Store the same database on other system

Maintaining and analyzing system after a specific period

CHAPTER 3

DATABASE DESIGN

3.1 Conceptual Design

There are following entities in the project:

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Login: username ,password

Book_Info: ISBN, Book_Name, Author, Edition, Copies,

Cost, Publication.

Book_Issue: TID, MID, Book_Name ,Issued

Member:

MID,Fname,Mname,Lname,Gender,Date,Month,Year,Country,Year

3.1.1 Entities Definition

Entities are the principal data object about which information is to be collected.

Following entities used in the Project:

Table 1: Login

Attribute Description

Username Unique name for user

password Password provided by administrator

Table 2: Book_Info

Key Attribute ISBN

Attribute Description

ISBN Unique International number for book

Book_Name Name of the book

Author Author of the book

Edition Edition of book

Copies Number of copies available

Cost Cost of books

Publication Publisher name of book

Table 3: Book_Issue:

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Key Attribute ISBN

Attribute Description

TID Unique transaction ID

MID Member ID

Book_Name Name of the book

Issue_Date Date of Issue

Return_Date Date of returning book

Table 4: Member

Key Attribute MID

Attribute Description

MID Unique ID of member

FName First Name

MName Middle Name

LName Last Name

Gender Gender of member

Day Day of registration

Month Months of registration

Year Year of registration

Country Country from where member belongs

Pin Pin code of city

3.1.2 Relationship among Entities

Book

Detail

Login

Issue

Mem

b

er

15

Book Detail issued

Login has Registered to

Issue Issued

Member Issued to Registered

to

3.1.3 Entity Relationship Model

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CHAPTER 4

ARCHITECTURAL DETAILS

4.1 Architectural Design

The whole project is divided into following modules:

Introduction page: The introduction page is the front page of payroll Systems

which gives the interface for the user and provides help to access the system.

Login module: In this module, I have designed the form for administrator

login. If the user has already registered then he/she will access the system and

other related information by simply filling his/ her id and password in the login

form. If he/she is a new then he/she has to register first by requesting to

administrator then only he/she can access the utilities of Payroll system. In this

module I have also designed the data base for the login.

.

Admin Module: In this module, I have designed the forms related to

administrative functions like adding users and removing users from login table.

In AddUser form the user is added in database for accessing the system

as a librarian.

In Deleteuser form the user is completely deleted from the system.

4.2 Description of Software tools/Language

The minimum S/W requires for development of this project:

1.Visual C# .Net: A programmer can put together an application using the

components provided with Visual Studio.

Visual C# (pronounced C sharp) is designed to be a fast and easy way to

create .NET applications, including Web services and ASP.NET Web

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applications. Applications written in Visual C# are built on the services of the

common language runtime.

C# is a simple, elegant, type-safe, object-oriented language recently developed

by Microsoft for building a wide range of applications. Anyone familiar with C

and similar languages will find few problems in adapting to C#. C# is designed

to bring rapid development to the C++ programmer without sacrificing the

power and control that are a hallmark of C and C++. Because of this heritage,

C# has a high degree of fidelity with C and C++, and developers familiar with

these languages can quickly become productive in C#. C# provides intrinsic

code trust mechanisms for a high level of security, garbage collection, and type

safety. C# supports single inheritance and creates Microsoft intermediate

language (MSIL) as input to native code compilers.

C# is fully integrated with the .NET Framework and the common language

runtime, which together provide language interoperability, garbage collection,

enhanced security, and improved versioning support. C# simplifies and

modernizes some of the more complex aspects of C and C++, notably

namespaces, classes, enumerations, overloading, and structured exception

handling. C# also eliminates C and C++ features such as macros, multiple

inheritance, and virtual base classes. For current C++ developers, C# provides a

powerful, high-productivity language alternative.

Visual C# provides prototypes of some common project types, including:

• Windows Application.

• Class Library.

• Windows Control Library.

• ASP.NET Web Application.

• ASP.NET Web Service.

• Web Control Library.

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• Console Application.

• Windows Service.

VC#.Net is the component of Microsoft Visual Studio and it is commonly used

software for developing projects. In this software user can add controls and tools on

forms. User can add the more forms as per requirement of the project. Certain tools are

as follows:

Combo Box

Level

Radio Button

Textbox

Button

Data Grid

2. MS- Access: Microsoft Office Access, previously known as Microsoft Access, is a

relational database management system from Microsoft that combines the relational

Microsoft Jet Database Engine with a graphical user interface and software

development tools. It is a member of the Microsoft Office suite of applications and is

included in the Professional and higher versions for Windows and also sold separately.

Access stores data in its own format based on the Access Jet Database Engine. It can

also import or link directly to data stored in other Access databases, Excel, SharePoint

lists, text, XML, Outlook, HTML, dBase, Paradox, Lotus 1-2-3, or any ODBC-

compliant data container including Microsoft SQL Server, Oracle, MySQL and

PostgreSQL. Software developers and data architects can use it to develop application

software and non-programmer "power users" can use it to build simple applications. It

supports some object-oriented techniques but falls short of being a fully object-

oriented development tool.

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CHAPTER 5

USER INTERFACE DESIGN

The chapter shows the process of creating user interfaces for the desired system.

Before creating a software interface, all the transaction and input/output must be

known in advance and it should be clearly stated. The chapter also presents the design

of the user interface i.e. how the interface is organized. In the last, the implementation

of the interface is shown.

Interface is the medium through which the user communicates with the application.

The User Interface is one of the most important parts of software. The User Interface

acts as a mediator between the user and the system. It is important, that the user should

feel comfortable while using the software. Software is considered

as unsuccessful if it does not gain the user acceptance. Although however good the

software is but if the user finds it difficult to use it then the user will definitely reject

the software, and the software will be a failure. So besides having good features, a

software must also have a user friendly Interface.

The Objectives behind creating a User Interface are as follows:21

The Interface must provide all the features, which are discussed earlier.

Besides providing features, the interface must also be user friendly.

LOGIN FORM

Purpose It is used for authorized.

Inputs User name, Password.

Processing Checking and rectifying user name and password.

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Output Open start menu form.

MAIN FORM

Purpose It is used for entering the sub-form.

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Inputs Fill the required information.

Processing Showing details of sub-form.

Output Open respected clicked form.

COMPANY DETAILS FORMS

COMPANY INFORMATION FORM:

24

EMPLOY INFORMATION FORM:

25

PAYROLL FORM:

26

REPORT OPTIONS FORM:

PASSWORD MANAGER FORM

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CHAPTER 6

TESTING

6.1 Introduction

Till now the database design, user interface design and implementation are complete.

The system now is tested for its functionality, validity and performance. In order to

test the system, a wide variety of tests are conducted to make sure that the system

matches the entire identified user requirements and constraints.

The following are some attributes of a good test:

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A good test has a high probability of finding an error. To achieve this goal the

tester must understand the software and attempt to develop a mental picture of

how the software may fail. Ideally the classes of failure are probed.

A good test is not redundant: testing time and resources are limited. There is no

point in conducting the test that has the same purpose as another test. Every test

should have a different purpose.

Some of the testings as follows:

White Box Testing

Black Box Testing

Unit testing

Integration Testing

Validation Testing

Alpha Testing

Beta Testing

System Testing

Recovery Testing

Security Testing

Performance Testing

CHAPTER 7

DISSCUSION & CONCLUSION

Conclusions and recommendations

A. Most of the organizations, funds and programmes have developed their own MIS in

recent years. The Integrated Management Information System (IMIS) cost over US$

80 million, ILO’s Integrated Resource Information System (IRIS) system cost some

US$ 40 million and WHO has signed a contract with Oracle Corporation at a cost of 29

US$ 55 million and on and on it goes with Member States footing huge bills for the

same services. As part of these solutions, organizations have developed their own

payroll solutions, which have evolved independently over the years. The System

operates today about 17 different payroll-processing systems. The current payroll

service delivery environment is the product of an uncoordinated approach, heavily

influenced by organization-unique interpretation of common rules and regulations. The

different interpretations of common rules and regulations have contributed to complex

sets of requirements that, when taken together, unduly complicate payroll

administration and modernization. However, a coordinated approach to future

development, the harmonization and standardization of rules and regulations, i.e., their

common interpretation, and the commitment of senior management can overcome

these barriers. The Inspectors would like to stress the need for upfront inter-agency

leadership commitment and support. This should be done through a specific

governance mechanism yet to be established; without a doubt, it is the most important

success factor to push the implementation of any common system solution through the

barriers created by bureaucracy.

B. The approach to be taken should be carefully planned on an inter-organizational

basis, given the important investments already made in MIS. The Inspectors believe

that the first step towards a common payroll system would be the reduction in the

number of current payroll systems. “Leader” organizations should be established for

each of the current vendor groups as well as for other existing systems, such as IMIS.

These leader organizations and/or common service entities, such as the International

Computing Centre (ICC), could offer payroll services to those organizations interested

in their specific solutions.

C. A preliminary analysis of the savings to be expected for a common payroll system

shows savings in the range of US$ 100 million over a period of 10 years and this is

just “the tip of the iceberg” given the additional significant benefits to be expected,

which are difficult to quantify at this stage. Investment in payroll systems could

provide significant returns in cost avoidance and in better system management. Major

benefits include:30

• elimination of redundant systems and processes (simplification and consolidation);

• internal efficiencies and effectiveness;

• cost reductions;

• enabling agencies to focus on their core mission;

• enhancing standardization, an opportunity to streamline payroll policies and

procedures. D.

The Inspectors believe that a common payroll system is not only technically feasible

but also financially desirable, though it is not a simple task. To make it happen, the

leadership commitment and the

4 See JIU/REP/2002/9.

vii

support of senior system-wide management are crucial success factors. The issue of

inter-agency leadership support and commitment has been strongly emphasized in the

comments received from all organizations; without it, there are no possibilities of

succeeding in the implementation of any common solution. While this initiative should

have been considered 10 years ago, it is not too late to move forward now.

The pervasive concerns of software project are software quality, programmer

productivity and increased job satisfaction for software project members. The

fundamental goal of making software is to provide the programmers the methods, tools

and techniques that will allow them to make quality software. The fundamental

problems in software project are control of complexity, the lack of physical constraints

and boundaries in software etc…

In the present project, efforts have been made to overcome these difficulties and to

design software that tries to achieve all the goals and objectives set at the beginning of

the project.

7.1 Conclusion

The fundamental goal of making s/w is to provide the programmers the methods, tools

and technique that will allow them to make quality s/w. 31

Projects seem satisfactory as it is fulfilling requirements of individuals. It is live

project implement in an organization. It runs very successfully in the organization. It

has following features-

Reducing the papers work.

Remove the redundancy

Easy report generation

Save the time

Accuracy maintain because it will remove all the errors made by human being

User friendly

Maintaining the proper database

Centralized database

Very easy to receive the information

Reducing the chance loss of database

7.2 Limitations of Work

Everything in this world irrespective of its walk of life has its pros and cons. There is a

dark side to any work so as to compensate the good side of it. Here you have to specify

limitations of you project.

It depends upon the plate form i.e. window XP/Vista.

It has some money spend on the hard disc for storage database.

It does not reduce 100% paper work.

This system is implementing for centralized database.

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CHAPTER 8

REFERNECES

Books:

C#-Complete reference

(Tata McGraw-Hill Publication)

Software Engineering

By- Roger Pressman

Websites: www.google.com

www.crazyreaders.com

www.wikipedia.com

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