Payroll System Projet

301KM Project

KOLEJ POLY-TECH MARA Faculty of Computer Science and Information Technology

AND

COVENTRY UNIVERSITY

IMPLEMENTING PAYROLL AND PROFITS SYSTEM FOR EMASJASA MECHANICAL AND ELECTRICAL

ENGINEERING CONSULTANT, JOHOR BAHRU

NORHIDAYAH ABDULLAH CVB100716249

301KM PROJECT JULY 2011

Norhidayah Binti Abdullah Payroll and Profits System-EJC

301KM Project 2

Declaration of Originality This project is all my own work and has not been copied in part or in whole from any

other source except where duly acknowledged. As such, all use of previously

published work (from books, journals, magazines, internet, etc) has been

acknowledged within the main report to an item in the References or Bibliography

lists.

I also agree that an electronic copy of this project may be stored and used for the

purposes of plagiarism prevention and detection.

Copyright Acknowledgement

I acknowledge that the copyright of this project and report belongs to Kolej Poly-Tech

MARA.

Signed: Date:

Office Stamp


301KM Project i

Abstract

This project is about the development of a new computerizing system called

Payroll and Profits System for Emasjasa Mechanical and Electrical Engineering

Consultant (EJC). It is constructed to solve the problems occur faced from current

manual system which is in term of lack of efficiency, mixed up documentation,

increase cost, and low level of security. Additionally, it built due to users

requirements that included main function of system which is providing

automatically calculation of employee net salary and producing automate

reporting of company’s profits. Instead of that, this project has simplified

employees work process by provide high functionality of computerize system, and

hence provided a user driven application for employees interaction and direct

communication. Consequently, the methodology approach for this project is

through the prototyping model lifecycle which has several stages during

development process. In brief, the results of implementing Payroll and Profits

system to the company, it has been achieved all the targeted objectives which

has impacted the quality of employee’s performance as it systemized the

management process and indirectly leading a success in expand and established

their business toward global large market.


301KM Project ii

Table of Contents

Table of Contents .................................................................................................. ii

Additional Materials on the Accompanying CD ................................................... xii

Acknowledgements .............................................................................................. xiii

1. Introduction ................................................................................................... 1

1.1 Company Background ................................................................................... 2

1.1.1 Organizational Mission ............................................................................... 2

1.1.2 Organizational Strategy ............................................................................. 2

1.2 Overview of the Project .................................................................................. 3

1.2.1 Function of System .................................................................................... 3

1.2.2 Process of system ..................................................................................... 5

1.3 Problem Statement ......................................................................................... 6

1.3.1 Lack of Efficiency ....................................................................................... 6

1.3.2 Mixed up Documentation ........................................................................... 6

1.3.3 Increase Cost ............................................................................................ 7

1.3.4 Loss of data ............................................................................................... 7

1.3.5 Low Level of Security ................................................................................. 7

1.4 Project Objectives .......................................................................................... 8

1.4.1 To Simplify User Work Process by provide High Functionality

System ...................................................................................................... 8

1.4.2 To Improve Security System ...................................................................... 8

1.4.3 To Provide, Regulate and Automate Reporting Function ........................... 9

1.4.4 To Provide a User Driven Application for Employees Interaction and

Direct Communication ................................................................................ 9

1.4.5 To Minimize Cost ....................................................................................... 9

1.5 Project Scope ............................................................................................... 10

1.5.1 Administrator ........................................................................................... 10

1.5.2 Employees ............................................................................................... 11

1.6 Conclusion .................................................................................................... 11

2. Investigation ................................................................................................ 12

2.1 Payroll System Description and Flow ......................................................... 12

2.2 Profits and Loss System Description ......................................................... 15

2.3 Review the Disadvantages of Current Manual System (File Base

System) ........................................................................................................ 15


301KM Project iii

2.4 Advantages Proposed System (Computerize Payroll and Profits

System) ........................................................................................................ 17

2.4.1 Automatic Calculations ............................................................................ 17

2.4.2 Time-keeping Transportation ................................................................... 19

2.4.3 Record-keeping ....................................................................................... 19

2.4.4 Back-ups are easy ................................................................................... 19

2.4.5 Report Generation ................................................................................... 20

2.4.6 Computerized payroll less time than manual ............................................ 20

2.5 Comparison between Proposed and Existing System (Manual

System VS Computerize System) ............................................................... 21

2.6 Proposed Payroll and Profits Need To Adapt with Principle of

Accounting ................................................................................................... 22

2.7 System Review ClickSoftware Payroll System ........................................... 25

2.8 System Review Hillstone Software ............................................................. 26

2.9 System Review Medlin Payroll Software .................................................... 27

2.10 System Review Georgetown Cleaning Service Employee Payroll

page .............................................................................................................. 28

2.11 Conclusion .................................................................................................... 29

3. Methodology ................................................................................................ 30

3.1 Development Approach ............................................................................... 30

3.2 Prototyping Model ........................................................................................ 30

3.2.1 Gather initial Requirement ....................................................................... 31

3.2.2 Design Prototype ..................................................................................... 32

3.2.3 Specify and Construct Prototype .............................................................. 32

3.2.4 Evaluate Prototype and Recommend changes ........................................ 33

3.2.5 Review, Update, and Enhance Prototype................................................. 33

3.2.6 Develop Real Project System .................................................................. 34

3.2.7 Perform Testing ....................................................................................... 34

3.2.8 Perform Maintaining ................................................................................. 35

3.3 Advantages of Prototyping .......................................................................... 35

3.3.1 Provide Real and Tangible Meaning ........................................................ 35

3.3.2 Reduce Time and Cost Of Development .................................................. 35

3.3.3 Developers receive quantifiable user feedback ........................................ 36

3.3.4 Users are Enthusiastic and Result Higher Satisfaction............................. 36

3.4 Conclusion .................................................................................................... 36


301KM Project iv

4. Requirements .............................................................................................. 37

4.1 Functional User Requirement ...................................................................... 37

4.1.1 Provide High functionality of System ........................................................ 37

4.1.2 Backup and Recovery .............................................................................. 37

4.1.3 Control the Data Redundancy .................................................................. 38

4.1.4 Increase the Concurrency and Data Shared ............................................ 38

4.1.5 Efficient in Data Access ........................................................................... 38

4.2 Non-Functional User Requirement .............................................................. 39

4.2.1 Software Requirements ........................................................................... 39

4.2.2 Hardware Requirement ............................................................................ 40

4.2.3 Security Requirement .............................................................................. 41

4.2.4 Interface Design Requirement ................................................................. 41

4.2.5 Lifecycle Requirement ............................................................................. 41

4.3 System Tools ................................................................................................ 42

4.3.1 Database Tools ........................................................................................ 42

4.3.2 Interface Design Tools ............................................................................. 42

4.3.3 Programming Language Tools ................................................................. 42

4.4 Economic Requirement ............................................................................... 43

4.4.1 Tangible Benefits ..................................................................................... 43

4.4.2 Intangible Benefits ................................................................................... 44

4.4.3 Tangible Cost .......................................................................................... 45

4.4.4 Intangible Cost ......................................................................................... 46

4.5 Operational and Functional Requirement ................................................... 47

4.6 Conclusion .................................................................................................... 48

5. Data Analysis and Fact Finding ................................................................. 49

5.1 Primary Data ................................................................................................. 50

5.1.1 Observation ............................................................................................. 50

5.1.2 Interview .................................................................................................. 51

5.1.2.1 Interview Analysis ......................................................................... 52

5.2 Secondary Data ............................................................................................ 54

5.2.1 Online research ....................................................................................... 55

5.2.2 Study Sampling Of Existing Documentation ............................................. 56

5.3 Conclusion .................................................................................................... 57


301KM Project v

6. Design .......................................................................................................... 58

6.1 Use Case Diagram ........................................................................................ 59

6.2 Entity Relationship Diagram ........................................................................ 61

6.3 Story Board ................................................................................................... 62

6.4 Interface Design ........................................................................................... 75

6.4.1 Password Database ................................................................................. 75

6.4.2 Login Form .............................................................................................. 76

6.4.3 Main Menu Form ...................................................................................... 77

6.4.4 Administration Menu Form ....................................................................... 77

6.4.5 Employee Information Display Form ........................................................ 78

6.4.6 Employee Time Job Sheet Form .............................................................. 79

6.4.7 Employee Information for Admin Site ....................................................... 80

6.4.8 Salary form .............................................................................................. 81

6.4.9 Project Information Form ......................................................................... 82

6.4.10 Management Report Sort by Projects ...................................................... 83

6.4.11 Management Report Sort by Employees.................................................. 83

6.4.12 Management Report All Years All Projects .............................................. 84

6.4.13 Forgot Password form .............................................................................. 84

6.5 Conclusion .................................................................................................... 85

7. Implementation............................................................................................ 86

7.1 System Implementation ............................................................................... 86

7.2 Implementation Tools .................................................................................. 88

7.3 Installation Payroll and Profits System....................................................... 89

7.3.1 Installing Microsoft 2010 .......................................................................... 89

7.3.2 Choose setup icon ................................................................................... 89

7.3.3 Select Microsoft Access 2010 .................................................................. 90

7.3.4 Accepted Term of Agreements ................................................................ 90

7.3.5 Choose Install Now .................................................................................. 91

7.3.6 Progressing Installation ............................................................................ 91

7.3.7 Complete Installation and Close .............................................................. 92

7.3.8 Place Payroll and Profits System Software at Specific Partition in PC ..... 92

7.4 Deliverable of implementation phases ....................................................... 93

7.5 Conclusion .................................................................................................... 94

8. Testing ......................................................................................................... 95

8.1 Inspections ................................................................................................... 95

8.2 Walkthrough ................................................................................................. 96


301KM Project vi

8.3 Desk Checking.............................................................................................. 97

8.4 Unit Testing .................................................................................................. 97

8.4.1 Black Box Testing .................................................................................... 98

8.4.2 White Box Testing .................................................................................... 98

8.5 Integration Testing ....................................................................................... 99

8.6 Validation Testing ...................................................................................... 100

8.7 Interface Testing ......................................................................................... 100

8.8 The Chosen Testing (Black bock Testing) ................................................ 101

8.9 Conclusion .................................................................................................. 113

9. Project Management ................................................................................. 114

9.1 Project Schedule ........................................................................................ 114

9.1.1 Work Breakdown Structure (WBS) ......................................................... 115

9.1.2 Gant Chart ............................................................................................. 116

9.2 Risk Management ....................................................................................... 116

9.2.1 Risk identification ................................................................................... 116

9.2.2 Risk Assessment ................................................................................... 117

9.2.2.1 Requirement Change during Development Project ...................... 117

9.2.2.2 Time Constrain as Clashing Of Client and Student Schedule ...... 118

9.2.2.3 Technical Failure of device .......................................................... 118

9.2.3 Contingency Plan ................................................................................... 119

9.3 Quality Management .................................................................................. 120

9.4 Conclusion .................................................................................................. 121

10. Conclusion ................................................................................................ 122

10.1 Achievements ............................................................................................. 123

10.1.1 Simplified User Work Process by provide High Functionality System ..... 123

10.1.2 Improved Security System ..................................................................... 123

10.1.3 Provided, Regulated and Automated Reporting Function ....................... 124

10.1.4 Provided a User Driven Application for Employees Interaction and

Direct Communication ............................................................................ 124

10.1.5 Minimized Cost ...................................................................................... 124

10.2 Future Work ................................................................................................ 125

10.2.1 Implement as web based system ........................................................... 125

10.2.2 Implement the synchronization system to RFID device system. ............. 125

10.2.3 Provide function to apply emergency leave ............................................ 125

10.3 Project Evaluation ...................................................................................... 126

10.3.1 Functionality .......................................................................................... 126


301KM Project vii

10.3.2 Efficiency ............................................................................................... 126

10.3.3 Usability ................................................................................................. 127

10.4 Strengths and Weaknesses of the Payroll and Profits System ............... 127

10.4.1 Strengthen of the System ...................................................................... 127

10.4.1.1 System has Multiple Functions Provided ..................................... 127

10.4.1.2 Well Organized and Easy To Understand .................................... 127

10.4.1.3 Provide Variety Contingency Method .......................................... 128

10.4.2 Weaknesses of the System .................................................................... 128

10.4.2.1 Hard to deal with time attendance ............................................... 128

10.5 Summary ..................................................................................................... 128

Appendix A – Checklist for the Client Acceptance Factors……………..…. 131

Appendix B – End Unit Test Form…………………………….……………..…. 131

Appendix C – User Manual ............................................................................... 131

References ......................................................................................................... 142


301KM Project viii

List of Figure

Figure 2.1 Sample of Payroll System Flow (Gandharva K., 2008) ............... 12

Figure 2.2 Major Modules of Payroll System (Gandharva K., 2008) ............ 13

Figure 2.3 List of Report Available under Various Modules (Gandharva K.,

2008) .......................................................................................... 14

Figure 2.4 CLICKSOFTWARE® Payroll System (ClickSoftware, 2007) ...... 25

Figure 2.5 Hillstone Payroll Software (Hillstone Software, 2005) ................. 26

Figure 2.6 Medlin Payroll Software (Medlin Software, 2007) ....................... 27

Figure 2.7 Georgetown Cleaning Service Employee Payroll page

(Georgtown Cleaning Software, 2007) ........................................ 28

Figure 3.2 Prototyping Model ...................................................................... 31

Figure 4.1 Tangible Benefits Worksheet ...................................................... 43

Figure 4.2 One-Time Cost Worksheet ......................................................... 45

Figure 5.1 Sample of Existing Documentation ............................................ 56

Figure 6.1 Domain Use Case Diagrams of Payroll and Profits System for

EJC ............................................................................................ 59

Figure 6.2 Entity Relationship Diagram (ERD) of Payroll and Profits System

for EJC ....................................................................................... 61

Figure 6.3 Welcome Form ........................................................................... 62

Figure 6.4 Login Form .................................................................................. 62

Figure 6.5 Enter Employee ID for Forgot Password ..................................... 63

Figure 6.6 Enter EPF Number for Forgot Password ..................................... 63

Figure 6.7 Forgot Password Form................................................................ 63

Figure 6.8 Main Menu Form ......................................................................... 64

Figure 6.9 Administration Menu Form .......................................................... 64

Figure 6.10 Management Report Menu Form ................................................ 65

Figure 6.11 Enter Password for Employee Information Form .......................... 65


301KM Project ix

Figure 6.12 Employee Information Display Form ........................................... 66

Figure 6.13 Enter Password for Time Job Sheet Form ................................... 67

Figure 6.14 Employee Time Job Sheet Form ................................................. 67

Figure 6.15 Enter Password for Edit Time Job Sheet Form ............................ 68

Figure 6.16 Edit Time Job Sheet Form .......................................................... 68

Figure 6.17 Employee Information Form ........................................................ 69

Figure 6.18 Enter Month/Year for Salary Form .............................................. 70

Figure 6.19 Enter Employee ID for Salary Form............................................. 70

Figure 6.20 Employee Salary Form................................................................ 71

Figure 6.21 Project Information Form ............................................................. 72


Figure 6.22 Enter Year for Management Report sort by Project ...................... 73

Figure 6.23 Management Report sort by Project ............................................ 73

Figure 6.24 Enter Year for Management Report sort by Employee ................. 74

Figure 6.25 Management Report sort by Employee ....................................... 74

Figure 6.26 Database Password .................................................................... 75


Figure 6.28 Main Menu Form ......................................................................... 77

Figure 6.28 Administration Menu Form .......................................................... 77

Figure 6.29 Employee Information Display Form ........................................... 78

Figure 6.30 Employee Time Job Sheet Form ................................................. 79

Figure 6.30 Employee Information for Admin Site .......................................... 80

Figure 6.31 Employee Salary form ................................................................. 81

Figure 6.32 Project Information form .............................................................. 82

Figure 6.33 Management Report Sort by Projects ......................................... 83

Figure 6.33 Management Report Sort by Employees ..................................... 83

Figure 6.34 Management Report All years All Projects ................................... 84


301KM Project x

Figure 6.35 Forgot Password Page................................................................ 84

Figure 7.30 Choose Folder Microsoft Office Professional 2010 ...................... 89

Figure 7.31 Click “setup” icon ........................................................................ 89

Figure 7.32 Choose “Microsoft Access 2010” ................................................ 90

Figure 7.33 Accept term of Agreements ......................................................... 90

Figure 7.33 Choose “Install Now” Button ....................................................... 91

Figure 7.33 Progressing Installation ............................................................... 91

Figure 7.34 Complete Installation .................................................................. 92

Figure 7.35 Place Software at specific partition in PC .................................... 92

Figure 9.1 Work Breakdown Structure (WBS) ........................................... 115


301KM Project xi

List of Table

Table 4.1 Minimum Hardware Requirement ............................................... 40

Table 5.1 Interview Analysis ...................................................................... 52

Table 7.1 Deliverable of implementation phases ......................................... 93

Table 8.1 Welcome Form Testing ............................................................ 101

Table 8.2 Login Form Testing .................................................................. 101

Table 8.3 Main Menu Form Testing ......................................................... 102

Table 8.4 Administration Menu Form Testing........................................... 103

Table 8.5 Time Job Sheet Form Testing .................................................. 104

Table 8.6 Project Information Form Testing ............................................. 107

Table 8.7 Employee Information Form Testing ........................................ 109

Table 8.8 Employee Salary Form Testing ................................................ 111

Table 8.9 Management Report Testing .................................................... 112

Table 9.1 Risk Assessment Check-list ..................................................... 117


301KM Project xii

Additional Materials on the Accompanying CD

1. Presentation Slide

2. Documentation

3. Payroll and Profits System (Software)

4. Test Material

5. Sampling Existing current Documentation

6. Gant Chart (project Planning)


301KM Project xiii

Acknowledgements

First and foremost, thanks to Almighty God for giving me His blessings to

complete this final year project. I would like to acknowledge and special thanks to

Miss Noor Liza Ali as my supervisor and cornerstone who contributed her time in

giving comments, ideas, giving efforts in pleasantly and efficiently for her

guidelines and expertise which enable me to construct the development of this

final project.

In particular, we would also like to acknowledge the contribution of Madam

Fadhilah Rentah as my second assessor who oversaw the grant and recognized

the importance of adding the business development voice to my understanding

and define the quality project creation.

Instead of that, I am grateful to workforce of Emasjasa Mechanical and Electrical

Engineering Consultant, especially Mr. Saidun Sumadi as Manager of company

as individuals from the organization who agreed to be interviewed for this report,

Rozliani Romly as Human Resource officer of company for their generous support

and provided useful feedback on early drafts of the introduction and framework for

project development.

Additionally, I would like to express gratitude to my family especially to my

parents for their understandings and supports in completing this final year project.

I am also appreciating to the numerous colleagues and others who involve directly

or indirectly in developing the final year project. Consequently, while they are too

numerous to thank individually, this report would not be possible without their

helps of the particular that mentioned above, and hence may face with many

difficulties while doing and accomplished this final project.


301KM Project Page 1 of 144

1. Introduction

The project is about developing the new computerize system for

Emasjasa Mechanical and Electrical Engineering Consultant which is

“Payroll and Profit System”. The key issues in designing the new

computerize system were identified and analyzed. The main function

would provide a single interface for useful information and knowledge

flow, work procedures, policies and departmental updates. In addition,

recommendations were also be made for the development and launch

phases.

For develop the Payroll and Profits System, the literature review of this

project is one of the most important part which is it consisting of hardware

and software, chosen option, and the example of the system. In term of

the current hardware that use by the company, it is need to be upgrade

by the developer because the specification of current company use is too

low in order to support the propose system. The hardware need to be

upgrade is hard disk, RAM, processor, motherboard, operating system,

Network operating system, network card, and video card. In addition, the

software that needs to add such as antivirus, Microsoft Office 2010, and

others.

Other than that, the important part of literature review need to be

considered is the list of option available is based on the user

requirements which is STAND ALONE SYSTEM, and what the user

needs for the new computerized and stand-alone system that wants to

develop is a system which is an easy to use which means the system has

the highest of function that provided and easy to understands the flow of

the system with correct process and the user interface of the system.

Besides that, in the literature review also has identified the best example

of the other system as references to develop this propose system which

is “Payroll and Profit System”.



1.1 Company Background

Emasjasa Mechanical and Electrical Engineering Consultant (EJC) were

established in 29 Nov 2006 by the owner Mohd. Saidun Sumadi at

Taman Sri Putra, Johor Bahru. Today a company employing over 20

staffs and involve actively in medium and large size of engineering

projects involve actively in medium and large size projects. Their

engineers have wide experiences in various types of buildings including:

Onshore

Petrochemical Plant,

Ship And

Offshore Platforms and others.

Since 2006 until currently, EJC involved actively in 83 projects such IPD

Utara JB, and FAMA projects. EJC are also providing Specialist service

in:

Information and Communication Technology System (ICT) design

Explosion proof HVAC equipment’s design such as Air Handling

Unit, Condensing Unit, Chiller, etc.

1.1.1 Organizational Mission

Maintaining the comfort ability and the stability.

Provide the higher system that make easy to company to achieve

profits

Make sure the customer get the higher conducive

Provide a quality specification of services and good management

for the customer.

1.1.2 Organizational Strategy

Improve the sales and marketing of the company

Analyze the requirement of the staff

Surveying the staff’s work periodically

Surveying and improving the management via current market



1.2 Overview of the Project

Overview of the system will briefly describe about the project of

developing Payroll and Profits System which is in term of the function of

the system and the detail about the process that involve in the new

proposing system. There are about seven functions provide by the

developer and six process that involve in this system.

1.2.1 Function of System

For the proposed system, the name project given is “Payroll and Profit

System” that will implement at EJC. This proposed system has two main

functions in term of provide the computerize system that can calculate the

payroll and indirectly calculate the profits of company from time to time

follow the standard of the principle accounting such as follow the

Financial Reporting Standard (FRS). Therefore, the report that will

produce is more accurate and easy to measure the profits of the

company. In order to calculate the payroll and profits of company, as

employees, they need to key in their daily basis time job sheet that

consist their working time in and out and also the hour that they has been

spent for each projects that involved by company.

The new system will organize list by saving it into only one place and no

more using files. No more hassle trying to find the file needed. With just a

simple step, everything is in order and the files are well organized and

easy to be found. By using the database system, it can eliminate cost by

saving the information directly to the computers and no more needed for

Photostat paper. There are many functions that are providing by this

system to users. The function of the Payroll and Profit System which are

the system allow user to key in the data and save the projects details and

their time job sheet that consist in the company for future use in the

database (DBMS). The Payroll and Profit System provide function in term

of update, delete, insert, save backup and recovery.



Whenever the data is want to be update in term of insert new data,

delete, or change the old data, the user just need to update once at a

time, and no need to update for another file, because the system have the

data redundancy. A recovery control system, which is restores the

database to a previous consistent state following a hardware or software

failure. By eliminating or controlling the redundancy, it is reducing the risk

of inconsistencies occurring. If a data item is stored only once in the

database, any update to its value has to be perform only once and the

new value is available immediately to all users. If a data item is stored

more than once and the system is aware of this, this system can ensure

that all copies of the item are keep consistent.

Furthermore, the system also has backup and recovery for this system.

By develop this system; it will fulfill the user requirement which can have

the backup and recovery to the data that save in the system. Everything

that user do such as update, delete or add, it will save and automatically

have backup. Whenever the system is corrupted or server down, the data

is still exist at the backup and recovery of the system. Moreover, the

system also allow user to access or shared the data from computer, to

another computer via intranet which is Local Area Network (LAN). This

system provides information needed for each end user’s application by

using application program that share the data in common databases. This

system provides the user to share data with another user at the

simultaneously with the same information. It can save their time and

make fast for user to get the information that they want. For example, the

data that need by the management, they just only access that file to the

employee’s computer.

Other than that, the function that this Payroll and Profit System provided

is the function of searching or find for the data that exist. Whenever the

user needs to find the data of employees and projects, they can find with

easier, faster and efficient. They just only need to press the no id of

employee which is primary key in order to identify all the data that save

before. From that, it shown that the database provides variety of

techniques to store and retrieve data efficiently. There are many

techniques are provided to user to get their objective achieves.



1.2.2 Process of system

Insert : The system will allow user to insert the new employee’s

and project’s details with required the form to fill. The

system will receive and hold the data in the database. The

user can insert the new data to the system.

Save : The process of save is provided by the system in order to

do any process before and future use. It will save the data

that user enter if they click the button save, and it will work.

Update : The user can update any event that user do in order to

access by all user. If the user wants to change the data, the

system will eliminate the old data and replace with the new

data.

Delete : The process of delete can do by this system in order to

discard the old details that user want to replace it.

Backup : The system can do the backup in order to cover all the data

that save in the database. If any of the file is corrupted, the

data didn’t lost because is still exist at the backup file

Security : The system has the security in order to avoid from

unauthorized user that want to access the Payroll and

Profits System



1.3 Problem Statement

In order to develop the project, developer has determine the problem

statement from the current using system which is in term of lack

efficiency, increase cost, mixed up documentation, loss of data and low

level of security. This step of determining problem statement is very

important in order to state the objective of the project.

1.3.1 Lack of Efficiency

In the current system, there is more lack of efficiency in term of current

manual system uses which is key in the attendance through log book and

calculates the staff’s salary with manually. It exposed with easily for them

to make mistake and that is show how lack current system and problem

occur from using the current system. The users need the project because

of to improve the efficiency and accuracy of their work. That is because

the current system that they use before is manual and they need the

computerize system in order to make their work more efficient and

accurate. When they calculate the payroll and the profit of the company

by manually, the possibility to make mistake is high rather than implement

the propose project which is computerize system. It is because the

computerize system will provide function of automatically calculate the

payroll and profits of the company follow the fix calculation which is

matching the principle of accounting.

1.3.2 Mixed up Documentation

Other than that, there is need for this project because there are some

problems in this company when using file based system. The first

problem is mixed up documentation. After employee have given back the

form that have been fill up with the details of the data, the form are kept in

one place before handed to the technician. In the future, if anything

happens and the form is needed for inspection, employee must look back

in the file and search for the file. The document will be all mixed up and

this will burden the user. Hence, it is difficult for staff to make the annual

report base on the mixed up documentation and the data may not

accurate.



1.3.3 Increase Cost

Additionally, user need this project because of the lack of current system

which is file-based system need lot of space and the paper usage is

important. A lot of form is need to use and all these forms are kept in file

and all these file are kept in cabinet. From month to month, years to years

the file is increase and more cabinet is needed. This cost of space for

new cabinet in the office which is limited spaces. It is difficult for

employee to search the old files in term of checking and updating. It also

can cause slow to find the data. Using filing system, the company needs

to buy many file to store the data. If the cabinet is full, the company needs

to buy the new cabinet. So, company need to spend much money to buy

file and cabinet. When using the system, all the data can stored in one big

database. So, company no need to buy many file and new cabinet to

store all the data. Other than that, the current system use many paper

and need to keep it in cabinet. So every year this company needs to

spend their budget to buy papers to use for resource management.

1.3.4 Loss of data

Moreover, other problem occurs during using the current system use by

company is it makes the loss of data. All the information about the

equipment has been lost or miss place the record. In this case, all the

important data has lost because of the current system don’t have any

backup. It is difficult for employee to find the lost record again. The

system without database will cause the entire data store with

unsystematic ways, and this situation will be occur many problem such as

difficult to find data and maintain all the data.

1.3.5 Low Level of Security

Without computerized system, there are lack of security for the data that

stored by the company. This because any authorized can access data

more easily rather than if there any computerized system with security

was use by the company. An authorize user also can easily stole the file

based from the rack and duplicate it for their needed.



1.4 Project Objectives

There are several project objective are determine during development of

project due to the problem statement stated which is in term of to simplify

user work process by provide high functionality system, to provide,

regulate and automate reporting function, to improve security system, to

provide user driven application for employees interaction and direct

communication and to minimize cost.

1.4.1 To Simplify User Work Process by provide High Functionality

System

The main direct users taken into consideration in this report were the

administration employees of from various units at this company. Out of all

the direct and indirect users targeted as stakeholders for the system, it

was concluded that admin support employees would utilize and reduce

their work time during accomplish the tasks given. As a result of this time

constraint, it was ideal to have most tasks simplified the work process.

The objective of project is to fulfill the needed of the customer by provide

high functionality in order to accomplish the daily task which is the

proposed computerize system are provide with variety of function in term

of the user can update, delete, add and have the own fix calculation of

payroll and profit matching on the principle of accounting in order to

ensure the accuracy and efficiency of work is always be maintain.

1.4.2 To Improve Security System

The project objective is to improve security of the company’s system by

replace the current system. The new system are prevents unauthorized

users from accessing the database. Without suitable security measures,

integration makes the data more vulnerable than file-based systems. The

access that an authorize user is allow o the data may be restricted



1.4.3 To Provide, Regulate and Automate Reporting Function

This was the main objective and all the previous components in the work

breakdown structure led to the produce the annual accurate report and

recommendations were also made for the further work required. In

addition, regulating and automating tasks was established as an objective

with the aim to also simplify to user work process. It would give those

individuals with the authority on decision making; quick and easy access

to data and information in one reliable and secure source. Rather than

having data being manually compiled in separate spreadsheets for each

unit; collated reports across units can be graphed giving visual

enhancements for easy use, analysis and detail breakdown and easy

make comparison.

1.4.4 To Provide a User Driven Application for Employees Interaction

and Direct Communication

One of the key goals of EJC is to facilitate an effective communication

strategy; both internally amongst staff and externally with direct

customers and those that provide indirect services. These are run

independently by a unit manager though supervised by area managers

and those higher staff through the organization hierarchy. The main

communication mediums for all staff working at each unit are through

email, phone, fax and internal post. Therefore, by linking all units via an

intranet system which is proposed system (Payroll and Profits System)

would allow for a quicker and more efficient means of communication.

1.4.5 To Minimize Cost

Finally is the new project’s objective is saving cost. Using filing system,

the company needs to buy many file to store the data. If the cabinet is full,

the company needs to buy the new cabinet. So, company need to spend

much money to buy file and cabinet. When using the system, all the data

can stored in one big database. So, company no need to buy many file

and new cabinet to store all the data.



1.5 Project Scope

There are two main groups of users that involve in the proposed Payroll

and Profit System for Mechanical and Electrical Engineering Consultant,

Johor Bahru which is employees and administrator in order to keep

update and save all information in database to be calculate automatically

the payroll and profit by computerize, not in manual filing.

1.5.1 Administrator

For administrator, it divides into two users in term of manager and Human

Resources Employee because of they have same job functionality of the

system.

For manager, the needs towards the system are to view the report of the

Payroll and Profit System by daily, monthly and yearly. Based on the

report, manager can measure either the company achieve the profits or

have lose base on the time job sheet that the employees have been key

in into the database. If there is any lose regarding the lateness of

employee accomplish the projects, it can be improve and avoid from it

happened, manager must take immediate action.

In addition, instead of manager as user of the system can maintain the

information of the employee and projects, the administrator also

determined as user of the system which is Human Resources Employee

also can maintain and update all that information. It is means that human

resources employee have the same scope functionality of system with the

manager which can update and maintain all projects details in the

database. Otherwise, the administration also can maintain the information

of the projects that involve by the company, the employees such as their

details particular, medical certificate, and others claim of allowance.

Therefore, the HR’s employee also can automatically produce the

management report and the entire employee’s salary of the company.



1.5.2 Employees

In this system, the employee will key in their time job sheet that consist of

their normal and OT time working in and out of the office on daily basis.

Instead of employee to key in their working in and out time, they also

need the system to key their total hour that they have been spent their

time or hour for each projects that company have been involved.

1.6 Conclusion

As a conclusion, there are several objective determined due to problem

statement which is to develop the new computerize system named as

Payroll and Profits System for EJC which will provide many function in

order to eliminate the current problem that indirectly can improve the work

performance of employees.

The term 'payroll' encompasses every employee of a company who

receives a regular wage or other compensation. Some employees may

be paid a steady salary while others are paid for hours worked or the

number of items produced. All of these different payment methods are

calculated by a payroll specialist and the appropriate pay checks are

issued. Companies often use objective measuring tools such as

timecards or timesheets completed by supervisors to determine the total

amount of payroll due each pay period (Michael P. and Lindsay D., 2003).

Fast and accurate payroll processing is essential in any organization. The

payroll software module provides a fully functional payroll processing and

management system, integrated with the human resource and time and

attendance software modules allowing single data entry (Kevin L., 2011).



2. Investigation

The literary review looks at the main theory of determine payroll and

profits through available development models. It is also review about the

existing manual system that use by the company which is file base

system, reviewing the proposed system also comparison between file

based system and computerize system. Furthermore, through

organizational background research and user requirement analysis, the

onset of various new issues to resolve were identified, also the database

development approach was identified and the aspects revolving the

advantages and disadvantages have also been explored.

2.1 Payroll System Description and Flow

Payroll system is the heart of any Human Resource System of an

Organization. The solution has to take care of calculation of salary as per

rules of the Company, Income-Tax calculation and various deductions to

be done from salary including statutory deductions like Income Tax and

Provident Fund deductions. It has to generate pay-slip, cheque summary

and MIS reports (Gandharva K., 2008).

Figure 2.1 Sample of Payroll System Flow (Gandharva K., 2008)



Figure 2.2 Major Modules of Payroll System (Gandharva K., 2008)



Figure 2.3 List of Report Available under Various Modules (Gandharva K., 2008)



2.2 Profits and Loss System Description

The free market economy is a profit and loss system. Typically, profits

are emphasized but it should be understood that losses are equally

necessary for an efficient economy. The nature of profits is sometimes

misconstrued by the general public. Profits are not an excess charge or

an act of meanness by firms.

Profits are a reward to the capitalist-entrepreneur for creating value. To

understand this we must first understand the nature of exchange. When

two parties trade they do so because they expect to receive something of

greater value than that which they surrender; otherwise they would not

waste their time engaging in exchanges (Jim C., 1997)

2.3 Review the Disadvantages of Current Manual System

(File Base System)

As stated above, the current system that has been use by the EJC is

manual system. From the current environment business process, the

manual payroll system requires payroll processing to be done completely

by hand. Therefore, time card, wages and payroll tax computations; wage

garnishments; and voluntary deductions are done by manually.

Additionally, employee’s time sheet and wage calculations, payroll

verifications, check printing, and tax computations and filings are all done

by hand and all payroll errors are corrected manually as well, resulting in

a tedious task it resulted the greatest disadvantage of manual payroll

systems is their propensity for errors with so many calculations being

performed by hand, it can be quite easy to make mistakes and doubly

hard to correct them (Michael H., 2011).

Furthermore, pay checks and pay stubs are produces handwritten or

printed on a typewriter. It is resulted the main disadvantage with this

system is its high room for error. The more manual computations the

payroll representative has to make, the more errors that staff to make.

(Natalie G., 2011).



In fact, it is very easy to make mistakes when processing payroll

manually, and the penalty for mistakes, especially mistakes during

producing the taxing, can be very costly. There are at

least free payroll templates out there, but it still difficult to do manual

payroll processing. In addition, the disadvantage is that whatever staffs

save on start-up costs will probably be eaten up by the amount of time it

takes to process the payrolls of whole employees in company.

Besides that, it can cause time-consuming because to ensure the payroll

is accurate, staffs has to triple-check the data before printing checks.

Even then, it is also still have a possibility to miss errors. In addition,

paper filing is required with this system, which can create clutter, and if

the payroll representative does not understand how to calculate payroll

taxes manually, erroneous tax withholding, reporting and payment occur.

Hence, this can result in penalties from federal and state tax agencies

(Natalie G., 2011).

A manual payroll system is performed entirely by hand and a

computerized payroll system allows a company to process its payroll via

dedicated payroll software. In addition, a manual system can result in

payroll errors and is usually a slow, laborious process; a computerized

system helps to reduce errors and speeds up the process.

In conclusion, the manual payroll system takes up valuable time,

resources and money. So instead of wasting valuable time with the

tedious accounting tasks, let implement the proposed computerize payroll

and profits system as the software have variety of function such as

calculate the pay checks, while work on developing the business,

increasing production and revenue.



2.4 Advantages Proposed System (Computerize Payroll

and Profits System)

Due to the increasing demands and technology today, computerized

payroll software has been made to accommodate such responsibilities. Of

course, every employee needs to be compensated for the services he or

she provides, in order to do this, every employer should have his or her

own payroll system for their company.

A computerized payroll system is a typically used by medium to large

scale businesses process. It saves a lot of time and decreases the

chances of generating errors and of course, as an employer, they wouldn't

want to overpay. By this kind of software, user or employee can input all

the payroll information and run year-end reporting quickly and accurately.

It also archives pay slips and annual reports in case when going to need

them later. An automated payroll system enables the employer to process

its payroll through a computerized system. Meanwhile, a manual payroll

system requires that the payroll be processed by hand and is therefore a

considerably slower procedure than an automated system. The former

makes payroll processing simpler, and reduces errors and there many

advantages of using the computerize Payroll system.

2.4.1 Automatic Calculations

The automated payroll system uses payroll software to compute all wages.

Therefore, the result depends on the accuracy of the input. Thus, if a

terminated employee is due severance pay but the payroll representative

neglects to make the entry, the system will not pay it. Typically, the system

is reliable so long as the entries are correct. The automated system

performs all types of payments: hourly, overtime, double-time, salaries,

commissions, bonuses, pay raises, retroactive pay, wage deductions, auto

payments and tuition reimbursements. Notably, the automated system

eliminates manual paycheck writing. The system automatically generates

paychecks and stubs and enables direct deposit (Natalie G., 2011).



The most complicated area of payroll is working out the holiday pays such

as annual leave payments. Many get it wrong even using a computerized

system! Again, provided the setup is correct, processing holiday pays is a

walk in the park compared to working them out (Robert S., 2011).

If employee time is imported into the computerized payroll system, the

latter rounds the employee time up and down appropriately, such as to the

nearest quarter hour. It can calculates the total hours worked and to be

paid. This is saves on time spent manually calculating the hours and

reduces errors. Furthermore, if the payroll person enters the hours into the

system herself, it calculates the wages automatically, based on her input.

The system will calculates all pay frequencies, such as weekly, and

semimonthly

In addition, salary and wage deductions are a necessary part of payroll

processing and the employer must take mandatory withholding from

employee paychecks, including federal income tax, Social Security tax,

Medicare tax and usually state income tax. These all taxes can be time-

consuming and perplexing to compute manually.

In fact, a number of rules are attached to withholding tax calculations. By

an automated payroll system, the software has the tax rates hard-coded in

the system. It will calculates the withholding tax for each employee based

on the withholding conditions data input. Therefore, this reduces the

likelihood of payroll tax errors, which can result in fees from the IRS and

the state taxation agency (Natalie G., 2011).

Besides that, a computerized payroll system can automatically calculates

employee statutory deductions, such as taxes and wage garnishments,

and voluntary deductions, such as parking fees, contributions and medical

benefits. The payroll person simply enters the data upon which the

deductions are based, such as form information for federal income tax

withholding. Hence, by implement computerize payroll software, it

integrated to accounting which is finalizes a pay and your general ledger &

financial reports are up to date. (Robert S., 2011).



2.4.2 Time-keeping Transportation

Usually, hourly workers are paid according to hours worked during the pay

period and commonly the employer uses a time-keeping system to track

hours and pay hourly employees accordingly. It is critical, that each

employee’s time is computed accurately. Many employers use a time clock

to track work hours. A manual payroll system requires computing the time

clock data by hand and this will increases the likelihood of mistakes.

Meanwhile, the automated time-keeping system allows the employer to

import time clock data into payroll software. Commonly, the employee

uses a swipe card or badge, or the hand prints or fingerprint method, to

clock in and out. Once the entries are transported into the payroll software,

the software computes the time worked and all the payroll staff member

has to do is ensure the time is transported appropriately and makes the

necessary edits.

2.4.3 Record-keeping

The IRS requires employers are to keep employment tax records for a

minimum of four years. Furthermore, the U.S. Department of Labor

requires payroll records to be kept for at least three years. The manual

system requires filing the necessary payroll data by hand, which

consumes time and increases the clutter and Payroll software generates

and stores payroll and employment tax data. (Natalie G., 2011).

In fact, employee no need to look up the tax tables as the programmed

contains the rates for PAYE, staff loans and KiwiSaver and the program

also calculates any tax credits which from IRD to employer.

2.4.4 Back-ups are easy

It is easy to back up the payroll file for safe keeping. Paper based systems

are not backed up, so if the pay book was lost or destroyed then the firm

could face big problems (Robert S., 2011).



2.4.5 Report Generation

A computerized payroll system generates and prints payroll reports. If you

want to double-check the payroll before printing paychecks/pay stubs,

simply reference the corresponding reports. Furthermore, the U.S.

Department of Labor requires employers to retain payroll records for at

least three years and a computerized system enables hard-copy printing of

payroll registers pertaining to each pay period. It also saves the

information in the system indefinitely. In addition, the system generates tax

reports to ensure payroll tax compliance. This includes quarterly and

annual wage reporting and generating employee form and if a related

department such as accounting handles the company's payroll tax and

reconciliation duties, print the necessary reports the department needs via

the computerized system. Furthermore, the system will tracks benefit

days, such as vacation and personal time, taken and paid. (Natalie G.,

2011).

Moreover, any payroll program should come with a range of management

reports such as costing reports so management can see wage costs over

different areas of the business. ACC levy reports, sick leave, annual leave

reports and others can be produced. Moreover, the pay slips printed and

contain more information (leave due and leave accrued) than handwritten

pay slips which relates to happier employees.

2.4.6 Computerized payroll less time than manual

Once a payroll system is set up, the time taken to process a pay is less.

You set up ‘standard’ pays for people so that all allowances and

deductions are processed without one thinking about it. Time is saved

preparing pays and running the payroll so the employer saves money. All

payroll records are held in one central place on a hard drive although it is

still necessary to keep leave requests, printed pay summaries and copies

of IRD reports (Robert S., 2011).



2.5 Comparison between Proposed and Existing System

(Manual System VS Computerize System)

Not so long ago, all payrolls used to be calculated manually, without any

help from a computer. The Professional accountants invested a lot of time

and energy into keeping track of all employee data, files and information,

calculating monthly salaries, hourly remunerations, bonuses, sick leaves,

benefits, taxes, deductions and they did this all by keeping numerous files

filled with track records for each and every person employed.

Nowadays, however, thing are far more simple than they used to be

because technology is always dedicated to making things easier and

better, quite a wide variety of computerized payroll systems is available to

save us from this tedious task. Furthermore, instead of keeping dozens of

files and spending endless hours calculating, all you have to do is get a

payroll software system and let it do all the nasty work.

It is really bares no comparison which is a manual payroll system means

doing everything by hand, while a computerized one will enable its users

to store unlimited data, keeping track of everything. While with a manual

payroll system would have to keep track of all employees' time by hand,

with payroll software you can automatically transfer all punches or swipes

directly into the system, which will store them instantly.

Moreover, it can even separate regular work hours from overtime, and

calculate the different remunerations according to set parameters and if

human error sneaks in even with the most organized manual payroll

system, computerized payroll software will provide accurate calculations

regardless of the amount of data stored. (Adrian F. Alexa, 2011)



The computerized payroll software systems save time and money, they're

very easy to use and they're also very practical. All programs, however,

include essential features for storing employee information, files and track

records, and will enable authorized users to enter, view or change

information anytime.

The basic features include paycheck processing, direct deposit options,

payroll reports, tax reports, deductions, quarterly and annual ware reports

and many others. Furthermore, while with a manual payroll system you

have to do everything yourself, a computerized payroll software will

calculate automatically all pay frequencies, employee statutory deductions,

401k contributions, bonuses, medical benefits etc. It basically, all have to

do is enter all the data upon which the deductions are based, and the

software will handle everything else (Adrian F. Alexa, 2011).

2.6 Proposed Payroll and Profits Need To Adapt with

Principle of Accounting

In order to develop the new propose Payroll and Profits System for EJC, it

needs to consider and concern about to matching the new system with the

principle of accounting in order to ensure the accuracy of the system. It will

be helpful to recall the matching principle of accounting and this principle

will guide us to better understand how payroll and fringe benefits are

reported on financial statements which are a company need to follow

the accrual method of accounting.

The matching principle requires a company to match expenses to the

accounting period in which the related revenues are reported and if a

direct connection between revenues and an expense does not exist, then

the expense should appear on the income statement for the accounting

period in which it was incurred. In fact, the expenses are often incurred or

occur in a different accounting period than when they are paid.



The below are three payroll examples to illustrate this point:

1. A company employs a staff to work a total of five days—from December

26 through December 30, 2010. On December 30 the staff submits her

time card. The company issues her payroll check on the next scheduled

payday, January 5, 2011.

Even though the check is dated January 5, 2011, the matching principle

requires that the company report the expense and the liability in December

2010 when the work was performed (and the company incurred the

liability). Because the staff was only employed for the last five days of

December, the company would not have any wage or fringe benefits

expense for her during January. The paycheck issued on January 5

merely reduces the company's liabilities and cash (Harold A., 2011).

2. Let's assume that a company gives its sales manager an annual bonus of

1% of sales, to be paid on January 15, 2011. The bonus amount is

calculated by multiplying the sales from January 1 through December 31,

2010 times 1%.

The matching principle requires that the company report 1% of sales as a

Bonus Expense on its income statement (and a liability for the total

amount owed must be reported on its balance sheet) in every accounting

period in which sales occurred in 2010. If the company violates the

matching principle by ignoring the bonus expense throughout the year

2010 (when sales actually occurred) and reports the entire bonus amount

as an expense for just one day (January 15, 2011), every income

statement pertinent to 2010 will report too much net income and the

income statement that includes January 15, 2011 will report too little net

income. The matching principle requires that the bonus expense pertinent

to the 2010 sales be matched with the 2010 sales on the 2010 income

statement (Harold A., 2011).



3. A company has a vacation plan that will provide two weeks of vacation in

the year 2011 if the employee worked the entire year of 2010. In the year

2010 (when the employee is working) the company reports the vacation

expense on its 2010 income statement. The company's December 31,

2010 balance sheet will report a current liability for the two weeks of

vacation pay that was earned by each employee but not yet taken. In 2011

(when employees take the vacations that were earned and expensed in

2010), the company will reduce its cash and its vacation liability (Harold

A., 2011).

As state above about accounting for payroll and fringe benefits, keep the

matching principle in mind. As the above examples show, the date on

which a company pays wages or fringe benefits is not necessarily the date

on which the company reports the expense on its financial statements and

it is very important to consider and matching the principle of accounting

during develop the new propose Payroll and Profits computerize system.

Therefore, Payroll and Profits System is responsible for the recording of

payroll data, including adjustments and supplements, into accordance with

laws and regulations as applicable;

i. Pay the net pay due, by weekly, by electronic funds transfer (direct

deposit) to the employee’s financial institutions;

ii. Promptly make payment in the proper amount to all persons entitled to

be paid, in compliance with applicable laws, regulations, policies, and

legal decisions; Prepare adequate and reliable payroll records;

iii. Promptly record accounting entries for the disposition of all authorized

deductions from gross pay;

iv. Maintain adequate control over, and provide adequate retention and

disposition of, all payroll related documents;

v. Maintain individual pay records to show gross compensation including

allowances by type and amount, deductions including allotments by

type and account, and net pay for each period; and Review payroll

operations continually and adjust them to be as efficient, effective, and

economical as possible, and ensure that payroll systems are in

accordance with all legal requirements. (Michael C. Kane, 2011)



2.7 System Review ClickSoftware Payroll System

CLICKSOFTWARE® Payroll System is a comprehensive, easy-to-use

solution which includes all the payroll functionality needed by any

organization to process payroll accurately and quickly, every time. The

robust functionality of ClickSoftware Payroll makes it easy to produce pay

slips on demand and make last minute changes with no hassles. It’s easy

to meet the needs of your unique organization with flexible features

including multiple shift definition, rate definition, taxes, and deduction

types, multiple user-defined pay groups.

Figure 2.4 CLICKSOFTWARE® Payroll System (ClickSoftware, 2007)



2.8 System Review Hillstone Software

From this review system of Hillstone Software, the developer makes it as

reference in term of its menu which is include admin site, staff, company,

reports, phone list, option, register, about help and exit. There are very

important in order to develop the system as menu is work as backbone for

each system that will develop. Instead of that, the developer also make

this system in term of its functionality button which is new, save, print,

export, delete, holiday and close.

Figure 2.5 Hillstone Payroll Software (Hillstone Software, 2005)



2.9 System Review Medlin Payroll Software

For this review system of Medlin Payroll Software, the developer has been

made it as reference in term of the details of information of each textboxes

for employees payroll form. For this employee payroll form, there are

many that consist of employee basic information, salary details, and period

part information. In addition, to make it more details, this system has

provide employee name, regular hours, overtime hours pay period to fill up

and the salary will auto calculate by the system

Figure 2.6 Medlin Payroll Software (Medlin Software, 2007)



2.10 System Review Georgetown Cleaning Service

Employee Payroll page

Consequently, the developer has been chose the review system of

Georgetown Cleaning Service Employee Payroll page as references and

put as literature review. This system has different way to produce their

employees’ salary as it put their details about payroll time frame through

calendar, time value. Hence, it will automatically calculate the net pay by

click the button calculates as below.

Figure 2.7 Georgetown Cleaning Service Employee Payroll page (Georgtown Cleaning Software, 2007)



2.11 Conclusion

The system will be developed and completed for the users, comprehensive

for users who aim to use the system with understandable, user friendly and

universal, and have a quick response time. In order to develop the system,

developer needs to do research and find out the references through article,

magazine, and example of software in order to ensure the accuracy and

reliability of the system.

In fact, the development of project system would be based on these good

qualities, which is to build a system that is easy to navigate with a pleasing

interface, to allocate the features and functions of the system and label

each so that users will know how to use the system without any error occur.

Instead of that, the developing of project also need to adapt with the

Principle of the Accounting as the system related to producing calculating

of payroll and profits of company. It is because to ensure the accuracy and

quality of system.



3. Methodology

The chosen methodology of this project is the prototyping model. There are

several stages need to follow in order to use the prototyping model. The

stages of prototyping model consist of initial analysis, define the objectives,

specify the project, construct and evaluate. If there are any requirement

that not fulfill as resulted from the evaluation, the developer need to redo

the stage of specify and construct again until the users satisfy with the

development system.

3.1 Development Approach

The development approach proposed is using prototyping model as it is

attempts to reduce inherit project risk by breaking a project into smaller

segments and providing more ease of change during the development

process. In brief, prototyping is also not sophisticated and not expensive.

Prototyping involves user throughout the development process, which

increases the likelihood of user acceptance of the final implementation.

Each time a new prototype is released, it is usually enhancement of the

previous one. This approach consists of five main steps which are initial

analysis, specify prototype, construct prototype, evaluate prototype and

repeat that step if any changes during evaluate.

3.2 Prototyping Model

Prototyping is the process of building a model of a system. In terms of an

information system, prototypes are employed to help system designers

build an information system that intuitive and easy to manipulate for end

users. Prototyping is an iterative process that is part of the analysis phase

of the systems development life cycle.



3.2.1 Gather initial Requirement

During perform this phases, the system developer will gather information

about the organization's current procedures and business processes

related to the new proposing computerize system which is Payroll and

Profits System. In addition, the developer has studied the current

information system, if there is one, and conducts user interviews, doing

observation, online research and collects documentation. This stage will

help the developer to collect initial set of system requirements from the

users.

In the other while, through this stage, after the developer collecting the raw

data that need for this project through fact finding technique, the developer

will analyze all the collection of data. For example, developer needs to

review the requirement that has been state by the user toward this project

in term of functionality and interface design of the Payroll and Profit

System. For this project, the developer need to clearly state the objective

in term of provide high functionality of system, control the data

redundancy, improve data consistency, product have increase the

concurrency and data shared, product have efficient in data access,

product have backup and recovery.

Figure 3.2 Prototyping Model



3.2.2 Design Prototype

Based on the stages before, requirement has been gathered and

prototyping should have clearly stated objectives. Then, the main purpose

of this stage is to design the prototyping base on the user requirements

needed through the conducting of fact finding before. The developer need

to design followed the requirement toward concerning on main function of

the system, interface design, and the structure of the system.

On this stage, the developer needs to design the Entity Relationship

Diagram (ERD) in order to show how many database or table that exist

and needed in this system. Other than that, the developer has been

develop the use case diagram for the system in order to know the scope of

the system for different each existing users in company.

Instead of that, the developer has involving the stages in designing of

storyboard in order to show and make the users well understand about

how functions on system work and to know the in deep about flow of the

system. Therefore, in order to fulfill the designing phases, the developer

also have designed the interface design for users in order to make them

more friendly with the new Payroll and profits system and briefly get idea

how to use the function of the proposing system.

3.2.3 Specify and Construct Prototype

In this stage, developer need to specify, construct or roughly plan how to

fulfill the objective follow the user requirement of Payroll and Profit

System. Since it is important that prototype development is rapid, the use

of a rapid development environment is appropriate. It begins by

developing initial prototype that demonstrates some of desired processing

but it is far from complete.

For example, for this project, developer will start to construct and develop

the prototype must base on an interactive interface, user friendly prototype

with an interactive application and environments such as Microsoft Access

can be most effective. In this stage, the developer has been construct the

pre real system with the function and interface needed by the customer for

allowed them to try and evaluate in the next stage.



3.2.4 Evaluate Prototype and Recommend changes

As the developer has been produce and construct the prototype, developer

will allow user to test and evaluate the prototype in order to ensure the

satisfaction of user is achieve. The purpose of the prototype is to test or

explore some aspect of the proposed system. The prototype should be

evaluated with respect towards the requirement and the objectives

identified at the beginning of the exercise.

In addition, if user does not satisfied with the current prototype provided,

they can feedback and recommend change to the developer for change

the part that they did not satisfied. If the objectives have not been met then

the evaluation should specify modifications to the prototype so that it may

achieve its objectives. The last two stages which are need to redesign and

reconstruct the prototype repeatedly until the objectives of the prototyping

exercise, achieved and accepted by the users.

3.2.5 Review, Update, and Enhance Prototype

If the users not satisfied with the current prototype provided, the stages

that developer need to fulfill is review, update, and enhance the prototype.

Base on that, developer need to ensure that the changes that made by

user is achieve toward the objectives of system stated. Hence, developer

need to review the new current requirement that desired by users in order

to ensure the satisfaction of them during using the function of system

Furthermore, after review the new current requirement of users, the

developer need to update and enhance the prototype in term of required

changes such the function and structured of the prototype provided. The

enhancement of the prototype must be followed and base on the new

requirement, and design of the system toward achieve the objective of the

projects.



3.2.6 Develop Real Project System

As the prototype has been evaluate and get achieving high satisfaction

from the users, the developer can proceed with the next phase which is

develop the real project system. For this phase, the developer will

developer the real of project system which is Payroll and Profits System

with fully function and user friendly interface base on the prototype that

has been developed before.

Developer start to build the real Payroll and Profits system through using

of future and coding provided by Visual Basic 7.0 of Microsoft Access

2010. From there, developer need to ensure all function especially main

function of Payroll and Profits system can run smoothly without any

problems occur.

3.2.7 Perform Testing

Besides that, after fulfill to develop the system, the users are allowed to

test the complete Payroll and Profits System and having briefly guide how

to use the system with clearly. The objective of this phase is to test with

the real life data and related to the organization needed and designed this

phase to prove the reliability of the application or system and performed in

an isolated environment to ensure that new programs improve working

environment.

During test, it included testing of modules and user acceptance testing

form (UAT) that has been added to the system as testing standards and

procedures must be documented to ensure consistency and data integrity

during the testing process. in fact, the testing process is to ensure all the

functions that needed by users are perform correctly without any error

occur and fully function in term of linkage between form, the effectiveness

of button usage and the interface design which suitable, compact, simple

and easy to understand.



3.2.8 Perform Maintaining

Consequently, the most important part that involve in the prototyping

model is also concern on maintaining the system. This phase is to ensure

the system always run smoothly during working process and developer

need to provide the possible solution for users during any problem occur.

Therefore, the system that has been implementing to the company need to

be followed up from time to time in order to improve the quality standard of

system and put as future development.

3.3 Advantages of Prototyping

The prototyping model has been choosing as a methodology because of it

has many advantages compared to others methodology model

approaches. The benefits of using the prototyping is in term of it provide

real and tangible meaning, reduce time and cost of development,

developers receive quantifiable user feedback, and users are enthusiastic

and resulted higher satisfaction.

3.3.1 Provide Real and Tangible Meaning

One of the advantages of Prototyping is it provide real and tangible

meaning to users. As prototype model developed is near to real system in

term of its functionality and interface design, it will give greatly real

meaning for users to test and use it even it is not fully complete as real

system. It is because, through built the prototype for users is tangible as

they indirectly can deeply know how the system will work and function

towards of their need and requirements.

3.3.2 Reduce Time and Cost Of Development

Other than that, through prototyping methodology approach, it can reduce

the time and cost of development projects. It approved when the

developer can eliminate their time of development project as prototyping is

pre-model and semi-complete of the system, and hence the developer can

straightly keep continue built the complete system from time to time. As it

can cut time of development process, it in directly can also minimize the

cost instead.



3.3.3 Developers receive quantifiable user feedback

In addition, the other advantages by using the prototyping approach is

developers can receive quantifiable users’ feedback. This is because

whenever the developer using the prototyping model approaches, it keeps

consistent to ensure the users cooperated in giving their feedback and

response toward the prototype and recommend the change as it can make

easy for developer to know and fulfill their desire requirements. Ins short,

the quantifiable user feedback is very important in order to develop and

produce the high quality and effective of the real system.

3.3.4 Users are Enthusiastic and Result Higher Satisfaction

Instead of that, by using the Prototyping model, it is a practical way to

cultivate and achieve user participation and commitment to a project. In

fact, the ability to get a working system which is prototype up and running

in such a short time made the project very visible to the users. They felt

that data processing was being responsive to their needs, and they in turn

were very cooperative.

3.4 Conclusion

Prototyping helps ensure that the nucleus of a system is right (i.e.,

performs as expected or required) before the expenditure of resources

for development of the entire system. The prototype helped the data

processing group gain credibility.

At the of the prototyping process the users were very satisfied with the

development effort and the system as they felt some real influence in

design process. Users and data processing personnel seem to develop

better communication and rapport, and a better appreciation for each

other’s jobs. This in turn leads to a better working relationship between

the two groups.



4. Requirements

For the collection of requirement stage, the developer need to concern in

many aspect and criteria which is in term of functional user requirement,

non-functional user requirement, system tools, software and hardware

requirement, requirement for economic concern and requirement for

operational and functional concern.

The functional requirements relate to the actions that the product must

carry out in order to satisfy the fundamental reasons for its existence.

Thus the functional requirements must fully describe the actions that the

intended product can perform. Meanwhile, non-functional requirements

are the properties that product must have and properties as the

characteristics or qualities that make the product attractive, or usable, or

fast, or reliable. In fact, non-functional requirements make up a significant

part of the specification. They are important as the client and user may

well judge the product on its non-functional properties. (Hannah S., 2006)

4.1 Functional User Requirement

4.1.1 Provide High functionality of System

The product that will develop by developer will fulfill the needed of the

customer by provide high functionality in order to accomplish the daily

task which is the proposed computerize system are provide with variety

of function in term of the user can update, delete, add and have the own

fix calculation of payroll and profit matching on the principle of

accounting in order to ensure the accuracy and efficiency of work is

always be maintain.

4.1.2 Backup and Recovery

By develop this system; it will fulfill the user requirement which can have

the backup and recovery to the data that save in the system. Everything

that user do such as update, delete or add, it will save and automatically

have backup. Whenever the system is corrupted or server down, the

data is still exist at the backup and recovery of the system.



4.1.3 Control the Data Redundancy

The database approach attempts to eliminate the redundancy by

integrating the files so that multiple copies of the same data are not

stored. The database approach attempts will eliminate the redundancy

by integrating the files so that multiple copies of the same data are not

stores. However, the database approach does not eliminate the

redundancy entirely, but controls the amount of redundancy inherent in

the database. So that, it is no need to copies the multiple data of

particular. Therefore, by using this system, it can control the redundancy

the redundancy with avoid the multiple copies of data records.

4.1.4 Increase the Concurrency and Data Shared

Providing information needed for each end user’s application by using

application program that share the data in common databases. This

system provides the user to share data with another user at the

simultaneously with the same information. It can save their time and

make fast for user to get the information that they want. For example,

the data that need by the management, they just only access that file to

the employee’s computer. Therefore, the database will increase the

concurrency of the system, which allows shared access of the database

among all the employees.

4.1.5 Efficient in Data Access

Database providing variety of techniques to store and retrieve data

efficiently. There are many techniques are provide to user to get their

objective achieves. Database can make efficient data access because it

make easier for user to search file or document that they need once

time. When user wants to access data, just only enter their keyword and

then the data that they need will appeared. Therefore, it will solve the

problem which is slow to find data.



4.2 Non-Functional User Requirement

4.2.1 Software Requirements

Based to the problem that has faced by the EJC which it has been

discussed, there have suitable software that can be used to solve the

problem. The company can use the computer database system for

manage the unit more efficient in their work. The unit needs to change

their system from the manual to computerized system to make them

easier and up-to-date on their work.

From the analysis and consideration, the software development tools

that best suitable for the unit to have their new system are “Microsoft

Access 2010”. The chosen software to develop Payroll and Profits

System is Microsoft Access 2010 this is because the system needs a

large database to store many data about the projects and this software

also allowed the calculation process which need when the user want to

calculate the total price for all the gross sales and profits of the

company.

In order to develop this system, several requirements are to be fulfilled,

from software aspect. In developing the system database design, for

DBMS, Microsoft Office Access 2010 will be used. This particular comes

with Microsoft Office Professional Edition 2010. Microsoft Office Access

2010 is chosen because the simplicity of the software with the

capabilities to fulfill the needs and wants from the client.

Indirectly, only one suite of software, Microsoft Office Professional

Edition 2010 will be used. This can saved cost, especially in licensing

and also training. Microsoft Office Word 2010 and Microsoft Office

Access 2010 are already available in this edition. For the operating

system, Microsoft Windows 7 Home Premium will be used. For today’s

computing standards, Microsoft Windows 7 Home Premium is

considered one of the best options available. Many people are already

familiar on how to use and operate the OS. Even primary school staffs

are already exposed to the usage of computers.



4.2.2 Hardware Requirement

In terms of hardware, it depends on the system requirement stated by

the software listed above. To be able to run both applications, the

hardware must meet at least the minimum requirement. Most of the

desktop in the market today can cater all the daily tasks that need to be

done by any user. As the Payroll and Profit System, the needs new

specification to be upgrade, the specifications of the computer

(hardware and software) are as listed below:

Here are the hardware system requirements:

Operating

system:

Microsoft® Windows® XP Professional 2010 with

Service Pack 2 (SP2), Windows XP, or later

Processor: Intel(R) Core(TM)2 Duo CPU Processor 2.00 GHz

ATI RADEON XPRESS 1100

Memory: 256MB DDR2 RAM or greater

Hard disk: 180 GB SATA or greater

180 MB of available hard-disk space; optional installation

files cache (recommended) requires an additional 200

MB of available hard-disk space

Drive: Realteck HD Audio

50 X Genius Super Multi-Layer CD-ROM (Asus OEM)

Integrated Intel® 10/100 Network Interface

Display: Small Desktop Chassis

Samsung 753 DFX 15” CDT Color Display

Table 4.1 Minimum Hardware Requirement



4.2.3 Security Requirement

In order to develop the system, the company also request the developer

to provide the system concern on security aspect, for example, they

request to ensure the system has high security such as provide the

database password and login password as that can protect the

unauthorized user from access or hijack the systems. From that, it will

increase the level of security system and indirectly can make users

trusted toward using the new computerize system

4.2.4 Interface Design Requirement

In term of the interface of the new proposing system, the users have been

made their own requirement such as want to have the green and yellow

color as a theme for the system. Instead of that, they also request to put

their company logo at every single form for their system, their webpage

address, and also the address of company. Therefore, the most important

part that have been request is in term of system need to develop with

simple and compact design that can easy to understand and not to

crowded.

4.2.5 Lifecycle Requirement

In addition, the user also concern to request in term of the lifecycle

requirement which is the manager has been picking duration of

development process to developer to develop the system that should be

below than 6 months. It is just to ensure there is no delay of project time

as to avoid from increase budget development of cost. Hence, any

changes after implementation should be put as future development and

upgrade of the system from time to time followed the current working

environments such as changes in EPF or Socso rate include in salary

function of system.



4.3 System Tools

4.3.1 Database Tools

As developer chose the development software for this project is Microsoft

Access 2010, it provides the database (DBMS) itself for users to store the

data for the system. Payroll and Profits System is a database system

which needs large database that to record and store all the data EJC that

is total gross sales and profits of company. This system also can update

the projects of company status, calculate staff’s salary and also can

provide report. This system also includes project detail information and

staff information that can be view by the manager. This system is stand-

alone network that is because the system does not need any connection

of local network to cooperate.

4.3.2 Interface Design Tools

For the interface design tools that use for development of the project, the

developer has been chose the Adobe Photoshop. As this software can

have many future in designing the graphic, animation and pictures, the

developer has been adopt this software as the interface design tools in

order to design the buttons, the logo of company and match the color

background theme of system to get more attractive in editing this graphic

and look as simple interface. In fact, this software is the current market

leader for commercial bitmap and image manipulation, and is the flagship

product of Adobe Systems.

4.3.3 Programming Language Tools

The most important part of development the project, the developer has

been chose the Microsoft Visual Basic 7.0 as programming language

tools. In order to develop the system, developer use to develop the coding

from the basic to complex coding such as to build calculation of salary,

construct calculation of producing the accurate profits of company and

many others future function that needed from this useful software. In fact,

it was help developer to keep code simple and concise and also providing

many functions and methods.



4.4 Economic Requirement

4.4.1 Tangible Benefits

From the system, the feasibility benefit that get is it can increase speed of

activity. It is because, by using the new system, the activity will process

with easy and systematic. By that, it can make faster to finish the work

rather than current system. In addition, the feasibility of project will

increase flexibility. It is because; the system provide user manual for user

to use in order to implement the system with effectively. So that, it will

increase the flexibility when user don’t know how to use the system and

they can just refer to it.

A benefit derived from the creation of an information system that can be

measured in dollars and with certainty. The example for tangible is the

equipment that supply for EJC of amount asset for the company. These

things are very beneficial to company as it will increase the company

productivity. Example of tangible benefits might include reduced personnel

expenses, lower transaction costs or higher profit margins. In this

company, the tangible benefits can improvement of management planning

and control.

TANGIBLE BENEFITS WORKSHEET

Payroll and Profits System

Criteria RM

A. Cost reduction 5000

B. Error reduction 1000

C. Increased flexibility 3500

D. Increased speed of activity 900

E. Improvement in management planning or control 2500

TOTAL TANGIBLE BENEFITS 12900

Figure 4.1 Tangible Benefits Worksheet



4.4.2 Intangible Benefits

The intangible benefit from the system is faster decision making, when the

entire user in the system is an authorized, can make fast thinking by using

the system. So that, it also will improve organization planning because,

when all the information has been recorded in the system such as

equipment details, all the tasks can be implement without problem and

data will systematic.

Furthermore, the benefit that gains from system is more timely information

which is by using this system it can save more time and didn’t take much

time to access the system. It also allows the information processing

effectiveness which is the system can control the information such as

equipment details and other with effectively. So, the process likes

updating, inserting, and deleting information easy to process. A benefit

derived from the creation of an information system that cannot be easily

measured in dollars or with certainty. Example of intangible is insurance

policies and bank accounts. Insurance policies and bank accounts cannot

be seen but exists by virtue of written documentation. All the staff in EJC

has insurance policies. Bank accounts also can increase when the

transaction is made and can get more profit for the company.

The company also may have direct organizational benefits, such as the

improvement of employee morale or they may have broader societal

implications such as the reduction of waste creation or resource

consumption. For this company, intangible benefits for EJC can improve

organizational planning also can increase organizational flexibility. Hence,

intangible benefits consist of:

Information processing efficiency

Improved organization planning

Increased organization flexibility

Faster decision making

Improved resources control



4.4.3 Tangible Cost

In order to support the Payroll and Profits System, the system needs the

user to upgrade the hardware of their computer. The cost that user need

to identify is about cost to upgrade the hardware. It is because, by

upgrade the hard disk, the outflow of money will impact to this company.

Moreover, the system of recourses management needs the process of

maintenance. In process of maintenance, the developer needs to correct

the error of the system. In order to correct the error of the system, the

developer need to change and modified the requirement and also the

design. So that, this process will need cost because, by changing and

fulfill the user requirement, it will cause the long duration and it use the

money to support that. A cost associated with an information system that

can be measured in dollars and with certainty.

ONE-TIME COST WORKSHEET

Payroll and Profits System

Criteria RM

A. Development costs 20,000

B. New hardware 15,000

C. New (purchased), application software 5000

D. Staff Training 2500

E. Site preparation 5000

TOTAL ONE-TIME COST 47,500

Figure 4.2 One-Time Cost Worksheet



4.4.4 Intangible Cost

Whenever the operational is inefficiency, it might be needing cost. For

example, the system cannot work appropriately because of the virus, and

something is corrupted, it will need the cost in order to modified and

correct the system. The current system needs more employees in order to

do the works. By that, it will cause the higher of cost in management. If the

user uses the new system, it will reduce the staff by only use an

appropriate skilled people in organization.

A cost associated with an information system that cannot be easily

measured in terms of dollars or with certainty. Example of intangible cost

in Payroll and Profits System is customer goodwill, employee morale and

operational inefficiency.

Loss of customer goodwill. For example, if the guests are not very

kindness to the staff it will reduce the Payroll and Profits System.

So that it will make the company expand more to attract more

guest.

Employee morale. For example, if the staff has low of morale they

have to give a course for staff training to these staff and it needed

some expanses to support the course.



4.5 Operational and Functional Requirement

Operational is the process of assessing the degree to which a proposed

system solves business problems or takes advantage of business

opportunities. It is proof that the problem can be solved in the user’s

environment. It is the measure of how well the solution of problems will

work in the organization. It is also a measure of how people feel about the

system project. For a project motivated from information systems

planning, operational feasibility includes justifying the project on the basis

of being consistent with or necessary for accomplishing the information

systems plan.

In fact, the business case for any project can be enhanced by showing a

link to the business or information systems plan. It should include an

analysis of how the proposed system will affect organizational structures

and procedures. Systems that have substantial and widespread impact

on an organization’s structure or procedures are typically riskier projects

to undertake. It is important to have a clear understanding of how an

information system will fit into the current day-to-day operations of the

organization.

In this stage, the project's alternatives are evaluated for their impact on

the local and general culture. For example, environmental factors need to

be considered. Further an enterprise's own culture can clash with the

results of the project. Operational feasibility does the current work

practices and procedures to support a system. It is also social factors the

organizational changes will affect the working lives of those affected by

the system. It is to measure the urgency of the problem or the

acceptability of a solution.



4.6 Conclusion

The Requirements phase focuses on what the system will do in an effort

that views all stakeholders, including sponsors and potential users, as

important sources of information. During the requirements phase, a

considerable amount of time will be spent interacting with stakeholders

and reviewing the input they provide. The task of identifying stakeholders

is crucial to help ensure all requirements are understood (Tony J., 2011).

The purpose of the requirements phase is to transform the needs and

high-level requirements specified in earlier phases into unambiguous,

measurable, testable, traceable, complete, consistent, and manager

approved requirements.



5. Data Analysis and Fact Finding

Data is one of the most important and vital aspect of any research studies.

Developer conducted in different fields of study can be different in

methodology but every research is based on data which is analyzed and

interpreted to get information. There are various methods of interpreting

data and data sources are broadly classified into primary and secondary

data. (Qulnaz Ahmad, 2011)

Data that has been collected from first-hand-experience is known as

primary data. Primary data has not been published yet and is more

reliable, authentic and objective. Primary data has not been changed or

altered by human beings; therefore its validity is greater than secondary

data. In fact, primary sources are original sources from which the

developer directly collects data that have not been previously collected,

such as collection of data directly by the developer on brand awareness,

brand preference, brand loyalty and other aspects of consumer behavior

from a sample of consumers by interviewing them. Primary data are first-

hand information collected through various methods such as observation,

interviewing, and questionnaires. (Qulnaz Ahmad, 2011)

Data collected from a source that has already been published in any form

is called as secondary data. The review of literature in nay research is

based on secondary data and mostly from books, journals and periodicals.

(Qulnaz Ahmad, 2011) The secondary sources consist of readily available

compendia and already compiled statistical statements and reports whose

data may be used by researches for their studies, such as census reports,

annual reports and financial statements of companies. (Globusz, 2010)



5.1 Primary Data

Importance of Primary data cannot be neglected. A research can be

conducted without secondary data but a research based on only

secondary data is least reliable and may have biases because secondary

data has already been manipulated by human beings. (Qulnaz Ahmad,

2011)

Sources for primary data are limited and at times it becomes difficult to

obtain data from primary source because of either scarcity of population or

lack of cooperation. Regardless of any difficulty one can face in collecting

primary data; it is the most authentic and reliable data source. Following

are some of the sources of primary data that are involve during the

research of Payroll and Profits System of EJC in term of observation,

interview, and questionnaire. As show below is the explanation for every

methodology used in term of:

5.1.1 Observation

Observation means viewing or seeing. The developer will go on observing

something or other while we are awake. Most of such observations are

just casual and have no specific purpose, but observation as a method of

data collection is different from such casual viewing. In addition,

observation may be defined as a systematic viewing of a specific

phenomenon in its proper setting or the specific purpose of gathering data

for a particular study. Observation as a method includes both 'seeing' and

'hearing' and it is accompanied by perceiving as well. (Globusz, 2010)

The developer need to do an observation, by staying at the company in

order to observe and knows the environment of current system in that

company. During the observation in Payroll and Profits System of EJC, the

developer has been snap a picture, take notes and gathered all the

information systematically in term of creating the graph as show the

statistics. The observation that make by the developer is on 10 December

2011 on Friday from 10 am to 12 pm. During this methodology, the

developer also observe the user in using the current stand-alone ordering

system so that it can be allow to compare the current ordering system with

the proposing Payroll and Profits System.



5.1.2 Interview

Interviewing is one of the major methods of data collection. It may be

defined as two-way systematic conversation between an investigator and

an informant, initiated for obtaining information relevant to as a specific

study. In general, it involves not only conversation, but also learning from

the respondents’ gestures, facial expressions and pauses, and his

environment. Interviewing requires face-to-face contact or contact over

telephone and calls for interviewing skills and it is done by using a

structured schedule or an unstructured guide. (Globusz, 2010)

In collection of data for this research, the developer needs to make the

interview to the staffs and administrator of EJC to know the current flow of

the system and analyze the problems that occurs during using the current

system. In order to accomplish the research methodology, the developer

have outline planning of set of question that want to interview to the staff

and consumers that involve in this research.

Hence, one interview session was done with the Manager of Emasjasa

Mechanical and Electrical Engineering Consultant, Mr. Saidun Sumadi,

and 4 other staffs that responsible to manage the current system.



5.1.2.1 Interview Analysis

Interviewee : Norhidayah Abdullah

Interviewer : Mr. Saidun Sumadi

Position : Manager of Emasjasa Mechanical and Electrical

Engineering Consultant

Date : 14 September 2011

Time : 12.05 p.m to 1.05 p.m

No Question And Answer Objective Achieved

1. Q. May I know more about Emasjasa

Mechanical and Electrical Engineering

Consultant?

A. Roughly Payroll and Profit System

were built in 2006. At first, it’s a small

company, and just has one branch. 2

years later, this company has many

branches in Malaysia. This company

provide mechanical and electrical

Engineering consultant

i. To briefly know background

of company

2. Q. How many staffs that works here?

A. Currently, there are 24 staffs working

here including many departments such

as HR, engineering and drafting.

i. To set the target user and

scope of the new computerize

system

3. Q. How do you store about all the

data about payroll for your all

employees?

A. So far we just record the data

about employee and projects just using

the filling based system.

i. To define type of current

system use by company

Table 5.1 Interview Analysis



4. Q. So, do you satisfy the system in

your company now?

A. I think, I’m not satisfied using the

system. It because, using this system so

difficult. The system is not systematic,

not efficiency, not secure and mixed up

documentation.

i. To define the problem

statement of current manual

system

ii. To simplify user work process

by provided high functionality

system

iii. To improve security system

5. Q. What are your hope and expect

for this system?

A. I hope with this new system, it can

store project details, employee details,

and produce automatically salary also

can view the report of profits from time to

time. I also hope the new system is user

friendly with a more systematic and

computerized system,

i. To provide user driven

application for employees

interaction and direct

communication

ii. To produce automate

reporting of company’s profits.

iii. To provide automatically

calculation of employee net

salary

6. Q. In the future, what the system you

wish to manage your company data

especially in payroll?

A. As long as it is simple system, easy

to use and have all the requirements and

can minimize the cost that’s more than

enough.

i. To provide user friendly

interface

ii. To minimize cost.

From the above interview, there is much information that has been getting

in order to develop the new system. The information that has got from this

interview is developer can know about their working current environment

in that company. The current system that they use in their management is

by using the manual system or file-based system which is log book, file,

and form.



In their current system environment, in order to produce the salary, the HR

employees will calculate the salary manually and high possibility to make a

mistake. Al other staff key in their time job sheet also manual and save

into the file at rack. The company is also difficult to produce the

management and difficult to measure the profit of company. So that, the

manager request to develop new computerizes system that can produce

salary and measure profits of company.

5.2 Secondary Data

According to (Qulnaz A., 2011) Data collected from a source that has

already been published in any form is called as secondary data. The

review of literature in nay research is based on secondary data and

mostly from books, journals and periodicals. Secondary data can be less

valid but its importance is still there. In addition, sometimes it is difficult to

obtain primary data; in these cases getting information from secondary

sources is easier and possible and sometimes primary data does not

exist in such situation one has to confine the research on secondary data.

Sometimes primary data is present but the respondents are not willing to

reveal it in such case too secondary data can suffice, so developer can

collect data from books or other published sources. Hence, for this

research, that following sources has been used in order to collect the

data in term of:

The developer use of books starts before even you have selected the

topic. After selection of topics books provide insight on how much

work has already been done on the same topic and to prepare the

literature review. Books are secondary source but most authentic one

in secondary sources.

Journals and periodicals are becoming more important as far as data

collection is concerned. The reason of using this sources because of

that journals provide up-to-date information which at times books

cannot and secondly, journals can give information on the very

specific topic on which researching rather talking about more general

topics.



5.2.1 Online research

From the online research, there are much kind of example and information

that developer get from the online research which is the example of payroll

system that will develop soon. From those entire example, the developer

can use that example of system as to refer in order to guide of developing

new effective function differ from other existing system in market.

Instead of having comprehensive online research in finding existing

example of payroll system, the developer also had make research in order

to find extra information about the methodology of system, the design of

interface system, and also the function that suit with the system.

By online research, developer also can improve the way of developing

Payroll and Profits system by looking of the existing system in market and

make as reference in term of the interface, main function, and many other

features.



5.2.2 Study Sampling Of Existing Documentation

In order to perform the collecting of data for this project, the developer has

been study the sampling of existing documentation that use by company

at currently. For example, one of the existing sample of documentation

that developer has studied is the excel sheet that use to calculate salary

by manual calculation.

Currently, in order to calculate the salary of employee, they need to fill up

their time job sheet through Microsoft Excel and the administration’s

employee will produce their salary manually from their sheet. Therefore,

the possibility to make mistake from the current manual system is high.

Figure 5.1 Sample of Existing Documentation



5.3 Conclusion

To sum up, from data analysis and fact finding, it divided into primary data

and secondary data. From primary data, the developer had use the

several ways in order to collect data which is in term of observation and

interview. Meanwhile, the secondary data collection, the developer has

made the comprehensive online research and studying the sampling

existing documentation.

From the observation, the developer has get know how currently the

employees work with manual system, through manual stored all the

project information and not very systematic. Then, the developer has set

the interview to the manager of EJC and defines the problem statement

and gets the users requirement.

Additionally, from the secondary data, the developer has make

comprehensive online research in order to find the references and

example of existing system. In the other hand, the developer also has

studied all the existing sampling documentation that has been use at

current system. In short, by all method of collection of data, developer can

state the user requirements accurately and effectively.



6. Design

Based on the user requirements and the detailed analysis of the existing

system, the new system must be designed. This is the phase of system

designing and it is the most crucial phase in the developments of a system.

The logical system design arrived at as a result of systems analysis is

converted into physical system design.

In the design phase, the developer will define on how system will operate,

in terms of the hardware, software, use case diagram, entity relationship

diagrams, story board design, user interface designs, forms, and reports

that will be used, databases, and files that will be needed. Although most of

the strategic decisions about the system were made in the development of

the system concept during the analysis phase, the steps in the design

phase is very important determine exactly how the system will function and

operate.

In fact, the collection of deliverables is in term of architecture design,

interface design, database and file specifications, is the system

specification that is handed to the programming team for implementation.

At the end of the design phase, the feasibility analysis and project plan are

reexamined and revised, and another decision is made by developer and

approval manager about whether to terminate the project or continue.



6.1 Use Case Diagram

View Employee Information

Employee

Human Resource

Employee

Update Time Job Sheet

Manager

Maintain Project Information

Manage Payroll Generation

View Management Report

Maintain Employee Information

Login System

Figure 6.1 Domain Use Case Diagrams of Payroll and Profits System for EJC



A use case is describes the sequence of interactions between actors and

the system necessary to deliver the functions that achieve the goal. In fact,

use case diagram consist of the actor which is stand for users that use the

system, and also include all activities of the system.

Generally, the system is treated as a “black box”, and the interactions

between actor with system, including system responses, are as perceived

from outside the system. Thus, use cases capture actor does the

interaction with the system, for certain purpose toward each needed, and

system internal itself will response to the actors.

As show at figure 6.1, it represents the interaction among users of the

Payroll and Profits System including the activities performed by manager

and employees of EJC. Through this, it shows each user have their own

specific activities toward the system. For example, for employees level,

they have their own specific tasks which is only can show their own

information without have permission to edit and update it. Additionally,

they also allow editing and updating their time job sheet as it needed by

administration to produce auto calculation of their salary.

Meanwhile, as administration users, it divided into manager and Human

Resource Employee as they can view management report of company

and maintain the project’s company information. However, as Human

Resources employees, they have priority to maintain the employee’s

information and indirectly can produce the employee’s salary.



6.2 Entity Relationship Diagram

An entity-relationship (ER) diagram is a specialized graphic that illustrates

the relationship between entities in databases. ER diagrams often use

symbols to represent three different types of information. Boxes are

commonly used to represent entities and it interacts through relationships

among its.

Based on figure 6.2, it represents the Entity Relationship Diagram (ERD)

for Payroll and Profits System of EJC. The entities that included in the

database of the system are in term of employees, time job sheet and

projects. Each entity represents its own attributes such as project entity

has the attributes of project name as primary key, project number, project

title, project duration, cost per hour and estimate cost. Thus, through

designing the ERD, it makes developer easier to manage stored data into

database and implement the real system effectively.

Figure 6.2 Entity Relationship Diagram (ERD) of Payroll and Profits System for EJC



6.3 Story Board

TITLE OF SYSTEM

IMAGE

IMAGE

IMAGE

IMAGE

PROGRESS BAR

COMPANY’S LOGO

COMPANY’S

ADDRESS

Username :

COMPANY’S

LOGO

COMPANY’S

ADDRESS

DATE

TIME HE

LP

Password :

Combo Box

Text Box

ENTER EXIT

Hyperlink Label Hyperlink Label

Figure 6.3 Welcome Form

END 3 1

3 2

5

Figure 6.4 Login Form

Hyperlink 16



Figure 6.6 Enter EPF Number for Forgot Password

Enter EPF Number :

Textbox

OK CANCEL END

Figure 6.5 Enter Employee ID for Forgot Password

Enter Employee ID :

Textbox

OK CANCEL END

Username :

COMPANY’S

LOGO

COMPANY’S

ADDRESS

DATE

TIME HE

LP

Password :

Combo Box

Text Box

Login Page Exit System


Figure 6.7 Forgot Password Form

END 5

Employee ID : Combo Box

Reset Username

Save Update

16



COMPANY’S

LOGO

DATE

TIME HE

LP

EMPLOYEE INFORMATION DISPLAY


EMPLOYEE TIME JOB SHEET

ADMINISTRATION

LOG OUT

EXIT SYSTEM

3

3 4

3 2

PAYROLL AND PROFITS SYSTEM

3 5

END

1

2

Figure 6.8 Main Menu Form

COMPANY’S

LOGO

DATE

TIME HE

LP

TIME JOB SHEET DISPLAY


EMPLOYEE SALARY

MANAGEMENT REPORT

MAIN MENU

EXIT SYSTEM

4

3 8

3 9

ADMINISTRATION MENU

3 1

END

EMPLOYEE INFORMATION

PROJECT INFORMATION

6

3 7

Figure 6.9 Administration Menu Form



COMPANY’S

LOGO

DATE

TIME HE

LP

1 PROJECT ALL EMPLOYEES


1 EMPLOYEE ALL PROJECTS

ADMIN MENU

MAIN MENU

EXIT SYSTEM

10

3 11

3 2

MANAGEMENT REPORT

1

END

9

Figure 6.10 Management Report Menu Form

Enter Password :

Textbox

OK CANCEL 12 END

Figure 6.11 Enter Password for Employee Information Form

3



12

COMPANY’S

LOGO

DATE

TIME HE

LP


MAIN MENU EXIT SYSTEM

Figure 6.12 Employee Information Display Form

COMPANY’S

ADDRESS

BASIC INFORMATION

Employee ID :

Full Name :

EPF No :

Full Name :

Text Box

Text Box

Text Box

Combo Box

CONTACT INFORMATION

Phone No :

Email :

Address :

Emergency Contact No :

Text Box

Text Box

Text Box

Text Box

Emergency Contact Address: Text Box

END 3 1

QUALIFICATION

Graduate Uni/Inst :

Graduate Year :

Course :

Text Box

Text Box

Text Box

MEDICAL INFORMATION

Medical Card No :

Validity :

Chronic Disease :

Allergic Disease :

Text Box

Text Box

Text Box

Combo Box



Figure 6.14 Employee Time Job Sheet Form

Figure 6.13 Enter Password for Time Job Sheet Form

Enter Password :

Textbox

OK CANCEL END

4

END

COMPANY’S

LOGO

DATE

TIME HE

LP

COMPANY’S

ADDRESS


BASIC INFORMATION

Employee ID :

Employee Name :

Text Box

Text Box

TIME SHEET INFORMATION

Date Sheet :

Time Normal :

Time (OT) :

Text Box

Text Box

Text Box

JOB SHEET INFORMATION

Project Name :

Normal Hour :

OT (i) :

OT (ii) :

Combo Box

Text Box

Text Box

Text Box

Text Box

Text Box

Text Box

DATABASE TIME JOB SHEET

Cale

nd

ar

Main

Menu

Exit

System

Admin

Menu

Print

Edit 13

2

1

14



Figure 6.15 Enter Password for Edit Time Job Sheet Form

Enter Password :

Textbox

OK CANCEL END

13

QUIT SYSTEM

FINISH/ BACK

COMPANY’S

LOGO

DATE

TIME HE

LP

COMPANY’S

ADDRESS


EDIT TIME JOB SHEET

Employee ID :

Employee Name :

Text Box

Text Box

DATABASE TIME JOB SHEET

14

END

Figure 6.16 Edit Time Job Sheet Form



6

COMPANY’S

LOGO

DATE

TIME HE

LP


Figure 6.17 Employee Information Form

COMPANY’S

ADDRESS

BASIC INFORMATION

Employee ID :

Full Name :

EPF No :

Gender :

Text Box

Text Box

Text Box

Combo Box

CONTACT INFORMATION

Phone No :

Email :

Address :

Emergency Contact No :

Text Box

Text Box

Text Box

Text Box

Emergency Contact Address: Text Box

QUALIFICATION

Graduate Uni/Inst :

Graduate Year :

Course :

Text Box

Text Box

Text Box

MEDICAL INFORMATION

Medical Card No :

Validity :

Chronic Disease :

Allergic Disease :

Text Box

Text Box

Text Box

Combo Box

END

Main

Menu

Exit

System

Admin

Menu

Save

Record

Find

Record

1

Delete

Record

New

Record

Print

Record

Produce

Salary

2

TIME JOB SHEET DATABASE

8

Combo Box



Enter Month/Year :

Textbox

OK CANCEL END

Figure 6.18 Enter Month/Year for Salary Form

8

Enter Employee ID :

Textbox

OK CANCEL 15 END

Figure 6.19 Enter Employee ID for Salary Form



15


Figure 6.20 Employee Salary Form


Name :

Employee ID :

EPF No :

Text Box

Text Box

Text Box

GROSS PAY

Basic Salary :

Allowance :

Overtime :

Text Box

Text Box

Text Box

2

TOTAL DEDUCTION

Total Socso :

Total EPF :

Text Box

Text Box

NET SALARY

Net Salary : Text Box

TOTAL WORKING HOURS

Normal Hour :

OT Hour (i) :

OT Hour (ii) :

Text Box

Text Box

Text Box

Calculate Salary

COMPANY’S

LOGO

DATE

TIME HE

LP

COMPANY’S

ADDRESS

SALARY FOR THE MONTH OF:

TEXTBOX

Print Pay slip Admin Menu

LABEL LABEL



COMPANY’S

LOGO

DATE

TIME HE

LP

COMPANY’S

ADDRESS


DATABASE PROJECT INFORMATION

END

1

Main

Menu

Exit

System

Admin

Menu

Save

Record

Find

Record

Delete

Record

New

Record

Print

Record

2

EDIT TIME JOB SHEET

Project Name : Text Box

Project No : Text Box

Project Title : Text Box

Duration : Text Box

Cost Per Hour : Text Box

Estimate Cost : Text Box

Project Name Combo box

Figure 6.21 Project Information Form

1



Figure 6.22 Enter Year for Management Report sort by Project

Enter Year :

Textbox

OK CANCEL END

10

END

9 1

COMPANY’S

LOGO

COMPANY’S

ADDRESS


ALL PROJECTS ALL EMPLOYEES

Main

Menu

Exit

System

Admin

Menu

Back

LABEL MONTHS OF THE YEARS

Employee :

Employee :

PROJECT TITLE :

Total work Hour per month by each project

PROJECT TITLE :


Hour by Month

Employee :

Employee :



Hour by Month

PROFITS/ LOST :

PROFITS/ LOST :

2

Figure 6.23 Management Report sort by Project



Figure 6.24 Enter Year for Management Report sort by Employee

Enter Year :

Textbox

OK CANCEL END

11

END

9

1

COMPANY’S

LOGO

COMPANY’S

ADDRESS


1 EMPLOYEE ALL PROJECTS

Main

Menu

Exit

System

Admin

Menu

Back

LABEL MONTHS OF THE YEARS

Employee :

PROJECT TITLE :

PROJECT TITLE :


Hour by Month

Employee :


Hour by Month

PROFITS/ LOST :

PROFITS/ LOST :

2

PROJECT TITLE :

PROJECT TITLE :

Hour by Month

Hour by Month

Figure 6.25 Management Report sort by Employee



6.4 Interface Design

6.4.1 Password Database

Interface design is the most important part during development process

which is processes or interaction within the system will be shown in this

interface design. An excellent user interface design will be determined by

the good feedback of the user with the whole process of the system.

Database password is very important in order to maintain the security of

the whole system itself. It is because, whenever the unauthorized users

want to hack the whole system database, the password of Microsoft

provided itself are protected it from hijacked.

Figure 6.26 Database Password



6.4.2 Login Form

Login form is one of the most important parts in the system. It because to protect

from an unauthorized user from hijack the system. Instead of that, it also

differentiate the different level of user to access the system because the

password provided will automatically determine the level of users either they are

administration or ordinary employees.

Figure 6.27 Login Form



6.4.3 Main Menu Form

6.4.4 Administration Menu Form

Figure 6.28 Main Menu Form

Figure 6.28 Administration Menu Form



6.4.5 Employee Information Display Form

The above is interface of employee information display which means that the

employee just only can view their information without have any authorized to edit,

update and maintain their information because of administration are responsible

and authorize to maintain their information as they work as human resources side.

Figure 6.29 Employee Information Display Form



6.4.6 Employee Time Job Sheet Form

Based on figure above, it shows the employee time job sheet form which

is the important part of main function of the system. The employee need to

key in their working hour and accurate time in order to system stored their

data into database and automatically can produce their salary and

produce reporting profits for each project that currently they have been

involved.

Figure 6.30 Employee Time Job Sheet Form



6.4.7 Employee Information for Admin Site

There is a different between employee information display and employee

information for admin site. For this page, administration can update and maintain

all employee information and directly can produce their salary from this page.

Other than that, the admin also can view and verified the time job sheet for each

employee.

Figure 6.30 Employee Information for Admin Site



6.4.8 Salary form

Based on the figure, the system has main function of interface which is

can automatically produce the salary of employees by click “Calculate

Salary” button”. This net salary that has been produce is through adding

the allowance and deduction of EPF and Socso.

Figure 6.31 Employee Salary form



6.4.9 Project Information Form

This figure represents the project information form which is authorizing by

administration. Form this page, manager as administration can maintain

and update the information and stored into database. Through this page,

they also can view the status of each project either it earn high profits

during involving the project or get loss income. Hence, the accurate result

has produced and as manager he can measure their total company profits

from time to time.

Figure 6.32 Project Information form



6.4.10 Management Report Sort by Projects

6.4.11 Management Report Sort by Employees

Figure 6.33 Management Report Sort by Projects

Figure 6.33 Management Report Sort by Employees



6.4.12 Management Report All Years All Projects

6.4.13 Forgot Password form

Figure 6.35 Forgot Password Page

Figure 6.34 Management Report All years All Projects



6.5 Conclusion

In conclusion, design techniques form a set of tools that enable product

innovation, improving their quality, functionality, image and differentiation,

and thereby achieve the objective user’s requirement from each aspects..

Main goals of design methodologies include help new products meet the

specifications related to customer’s needs, quality, price, manufacturing,

recycling.

Moreover, it will reduce development costs and time necessary for

commercialization. It also indirectly work to co-ordinate and schedule the

activities involved in the design and development of products within the

entire set of activities, planning tasks, resources, manufacturing, all in the

context of the company. To sum up, through the design process, it

integrates all the objectives of projects into a development strategy in line

with the company’s capacities.



7. Implementation

The phase of implementation is the process to make the new system

available to a prepared set of users for the deployment, and positioning

ongoing support and maintenance of the system. In detail, the process of

implementation system consists of executing all steps necessary to

educate the users on how to use the new system step by step.

In addition, during the implementation phase, it placing the newly

developed system into production, confirming that all data required at the

start of operations is available and accurate, and validating that business

functions that interact with the system are functioning properly.

7.1 System Implementation

In order to develop the Staff Attendance System, there are three suitable

developments software that need to compare in term of Microsoft Access

2010 and Microsoft Visual Basic.NET,. The first suitable solution is

Microsoft Visual Basic.NET which is provide Microsoft Visual Basic.NET is

the single fastest way to develop applications for any of the modern

Microsoft Windows environment period.

This is the world’s best-known Rapid Application Development (RAD)

environment, quite stable at this point in its long career. Visual Basic.NET

supports all of Microsoft’s solutions for database access, distributed

computing, componentized software and half a dozen other major software

applications.

In addition, it is also use Visual Basic.NET to write Component Object

Model (COM) objects, ActiveX Controls, ActiveX Data Objects (ADO) for

database access and Web Classes to provide customized responses to

events that occur during Web sessions. The features that provide by the

Microsoft Visual Basic.NET is rich set of standard controls, data

environment designer, drag-and-drop report and form creation, and data

object wizard.



The second suitable development software is Microsoft Access 2010 which

provides a powerful set of tools that are sophisticated enough for

professional developers. It is also easy to learn and use for a new users.

Moreover, it can create or use powerful database solutions that make

organizing, accessing and sharing information easier than ever.

Microsoft Access 2010 also provides users with one of the simplest and

most flexible DBMS solutions. An abundance of wizards lesson the

complexity of administrative tasks and the ever-present Microsoft Office

Helper. Tables comprise the fundamental building blocks of any database.

Microsoft Access also has many features such as conditional formatting,

name autocorrect, database windows, and convert database into prior

access version.

Furthermore, the suitable development software is Microsoft Office Excel

2010 which is a powerful tool user can use to create and format spread

sheets, and analyze and share information to make more informed

decisions. Microsoft Office Excel 2010 has a user interface with rich data

visualization, and PivotTable views, professional-looking charts are easier

to create and use.

Microsoft Office Excel 2010 provides significant improvements for sharing

data with greater security. User can share the sensitive business

information more broadly with enhanced security with their staffs, clients,

and also their business partners. By using Microsoft Office Excel 2010 a

spreadsheet using Office user can navigate, sort, filter, input parameters,

and interact with PivotTable views directly on the Web browser. The

features that Microsoft Office has are better spreadsheets, improves

spreadsheets analysis, share spreadsheets and business information,

manage business information effectively.



7.2 Implementation Tools

The selected of chosen development software for the Payroll and Profits

System is Microsoft Access 2010. The most important features in Microsoft

Access 2010 is quickly find tables, queries, forms or reports that depend

on particular database object. So, the advantage here is the problem of

waste time to fill in form. For example, by using Microsoft Access, users

just to enter staff ID and work data in order to process the staff’s

attendance records.

This more focus on forms that allow record by record data entry and to view

or edit the data in the tables. One thing is the use of forms can eliminate

several dangers of allowing user to manipulate the table itself. About

queries, it can be used to organized, sort and filter existing tables.

Everything becomes easy although to generate reports. Otherwise, it is

relative compatibility with SQL which is structured query language that

viewed and edited as SQL statements. SQL statements can be used

directly in Macros and to manipulate access tables. The macros are for

directly to manipulate tables and many more.

In addition, Microsoft Office Access previously known as Microsoft Access

is a relational database management system from Microsoft that combines

the relational Microsoft Jet Database Engine with a graphical user interface

and software development tools. The skilled software developers and data

architects use it to develop application software. The relatively unskilled

programmers and non-programmer power users can use it to build simple

applications. It supports some object-oriented techniques but falls short of

being a fully object-oriented development tool.

The advantages use the Microsoft Access is much easier and faster when

developing or modifying code. It is hence cheaper and gives a powerful set

of tools that are sophisticated enough for developers that easy for new

users to learn. The reports can be also be quickly added, modified or

create new one reports that already exist. The systems can be adapted to

suit requirements when the source code comes with the system or is

available for an additional fee.



7.3 Installation Payroll and Profits System

7.3.1 Installing Microsoft 2010

7.3.2 Choose setup icon

Figure 7.30 Choose Folder Microsoft Office Professional 2010

Figure 7.31 Click “setup” icon



7.3.3 Select Microsoft Access 2010

7.3.4 Accepted Term of Agreements

Figure 7.32 Choose “Microsoft Access 2010”

Figure 7.33 Accept term of Agreements



7.3.5 Choose Install Now

7.3.6 Progressing Installation

Figure 7.33 Choose “Install Now” Button

Figure 7.33 Progressing Installation



7.3.7 Complete Installation and Close

7.3.8 Place Payroll and Profits System Software at Specific Partition

in PC

Figure 7.35 Place Software at specific partition in PC

Figure 7.34 Complete Installation



7.4 Deliverable of implementation phases

Deliverable Task Completion Criteria

Reviewed

Architecture Design

Update Use case from

construction phases

Use case is approved

by manager of EJC

Update Entity Relationship

Diagram from construction

phases

Use case is approved

by manager of EJC

Update story board Use case is approved

by manager of EJC

Update Interface Design Use case is approved

by manager of EJC

Revised Formal

Requirement

Specification

Update Formal requirement

Specification from construct

phase

Formal Requirement

Specification is

approved by users.

Coding Produced interface

Executable codes are

produced

Produced main function Executable codes are

produced

Unit Testing Perform unit testing All unit testing passed

Functional Testing Produce functional integration testing

Functional integration

testing is produced as

defined in test plan.

Acceptance testing Perform acceptance testing by

client

Acceptance testing is

passed

User manual

Produce user manual

User manual is

approved by EJC’s

manager

Table 7.1 Deliverable of implementation phases



7.5 Conclusion

To sum up, the implementation phase is one of the most important part

that need to be concerned. There are many things that need to be

considering during accomplish the phase which is in term of, consider on

the software and tools that use for the project and also the using language

of the system.

Otherwise, in order to accomplish this phase, the developer also provides

the installation software to users PC at server and allowing them to access

the system simultaneously. In the implementation of any new system, it is

necessary to ensure that the consumers have best positioned to utilize the

system once deployment efforts have been validated. Therefore, all

necessary training activities must be scheduled and coordinated. A positive

training experience is a great first step towards user acceptance system.



8. Testing

Testing process is a process of a executing the application programs with

intent of finding error. There are six methods of testing which are

inspections, walkthrough, desk checking, unit testing, integration testing,

validation testing, and interface testing.

8.1 Inspections

An inspection is more formalized than a 'walkthrough'. In the inspection,

typically with 3-8 people including a moderator, reader, and a recorder to

take notes. The subject of the inspection is typically a document such as a

requirements specification or a test plan, and the purpose is to find

problems and see what's missing, not to fix anything. Attendees should

prepare for this type of meeting by reading thru the document; most

problems will be found during this preparation. The result of the inspection

meeting should be a written report. Thorough preparation for inspections is

difficult, painstaking work, but is one of the most cost effective methods of

ensuring quality.

Employees who are most skilled at inspections are like the 'eldest brother'

in the parable in 'Why is it often hard for management to get serious about

quality assurance?' Their skill may have low visibility but they are

extremely valuable to any software development organization, since bug

prevention is far more cost-effective than bug detection. In earlier

explanation typically the people that involved in the inspection about 3 or 8

people. Thus, below are the 3 main people that ensure achieve the

inspection which is in term of:

a) Moderator - The people that responsibilities as a control or leader

of the whole inspection session.

b) Reader - This person can be defining as a person that has a skills

or knowledge is particular fields or area such as computer

programmer.

c) Recorder - This person responsible to take a point or note during

the inspection session.



8.2 Walkthrough

Walkthrough is the process that can be defined as a description of

process at an abstract level. The walkthrough is usually been used to

describe process of inspecting algorithms and source code by follow the

path through the algorithms or code as determined by input conditions

and choices made along the way.

The main objectives having a walkthrough is to ensure that the system

that been developed follow or carry out the planned result. To achieve

this series of experiment is needed and been conducted by tester or

evaluator to carry out or determine the expected outcomes. With this

series of experiment tester can define or identify caused and effect to the

system. Moreover with the walkthrough, it will provide assurance of the

fitness for the purpose of the algorithm or code.

The process of walkthrough been planned is to provide the needs of

developers of the software in acquiring superior knowledge of all aspects

of the software. Using the walkthrough, every details or modules of

software will be checked, tested and reviewed, so then the summary

report can be produced. The weakness or effects from this process is

forging of a shared vision between reviewers and harmony among

participants on the approaches taken, engineering and products practice

applied. Furthermore it affects the completeness and correctness of

capabilities and features plus rules of construction for the domain

product.



8.3 Desk Checking

Desk checking is a testing technique in which the program code is

sequentially executed manually by the reviewer. Desk checking also is an

informal process where the programmer or someone else who

understands the logic of the program works through the code with the

paper and pencils. The programmer executes each instruction, using the

test cases that may or may not be written down. The definition of desk

checking is groveling over hardcopy of source code, mentally simulating

the control flow or a method of catching bugs. It is no longer common

practice in this age of on-screen editing, fast compiles and sophisticated

debuggers though some maintain stoutly that it ought to be.

8.4 Unit Testing

Unit testing also known as module testing because it be tested alone in an

attempt to discover any errors that may exists in the module’s code. A unit

test verifies that a function or set of functions ‘honors its contract’. Unit

testing consist of test the system phase by phase which mean the system

is separate into several unit and it will be test for each of the unit in order

to identify any problem occur. All output information testing will be

documented as a report and will be present to the Project Manager in

steering committee meeting. In the other words, that the function under

test meet the requirements. Unit tests inspect both black boxes and white

boxes. Black box testing is different from white box testing. The kind of

testing that you can perform on the code determines, among other things,

the complexity of the unit test.



8.4.1 Black Box Testing

A black box test also known as a "functional test" is one in which must

feed it inputs and verify the outputs without being able to inspect the

internal workings. Furthermore, one doesn't usually have information

regarding:

how the box handles errors

whether the inputs are executing all code pathways

how to modify the inputs so that all code pathways are

executed

dependencies on other resources

Black box testing limits our ability to thoroughly test the code, primarily

because it doesn’t know if it is testing all the code pathways. Typically,

a black box test only verifies that good inputs result in good outputs

hence the term "functional test". Classes are often implemented as

black boxes, giving the user of the class access only to the public

methods and properties that the implementer selected.

8.4.2 White Box Testing

A white box provides the information necessary to test all the possible

pathways. This includes not only correct inputs, but incorrect inputs, so

that error handlers can be verified as well. This provides several

advantages.

we know how the box handles errors

we can usually write tests that verify all code pathways

the unit test, being more complete, is a kind of documentation

guideline that the implementer can use when actually writing the

code in the box

resource dependencies are known

internal workings can be inspected



In the "write the test first" scenario, the ability to write complete tests is

vital information to the person that ultimately implements the code,

therefore a good white box unit test must ensure that, at least

conceptually, all the different pathways are exercised.

Another benefit of white box testing is the ability for the unit test to inspect

the internal state of the box after the test has been run. This can be useful

to ensure that internal information is in the correct state, regardless of

whether the output was correct. Even though classes are often

implemented with many private methods with C# and reflection, unit tests

can be written which provide us the ability to invoke private methods and

set or inspect private properties.

8.5 Integration Testing

Integration testing can proceed in a number of different ways, which can

be broadly characterized as top down or bottom up.

In top down integration testing the high level control routines are tested

first, possibly with the middle level control structures present only as stubs.

The checklist consists of information on system integration testing needs

by dealing with hardware and software integration and all output testing

result will documented for reference if problem occur. Top down testing

can proceed in a depth-first or a breadth-first manner. For depth-first

integration each module is tested in increasing detail, replacing more and

more levels of detail with actual code rather than stubs.

Alternatively breadth-first would proceed by refining all the modules at the

same level of control throughout the application. In practice a combination

of the two techniques would be used. At the initial stages all the modules

might be only partly functional, possibly being implemented only to deal

with non-erroneous data. These would be tested in breadth-first manner,

but over a period of time each would be replaced with successive

refinements which were closer to the full functionality. This allows depth-

first testing of a module to be performed simultaneously with breadth-first

testing of all the modules.



The other set of testing is integration testing. Once a set of individual

modules have been tested they are then combined into a collection of

modules, known as builds, which are then tested by a second test

harness. This process can continue until the build consists of the entire

application. In practice a combination of top-down and bottom-up testing

would be used. In a large software project being developed by a number

of sub-teams, or a smaller project where different modules were being

built by individuals. The sub-teams or individuals conduct bottom-up

testing of the modules which they were constructing before releasing them

to an integration team which would assemble them together for top-down

testing.

8.6 Validation Testing

Validation is the purposes of comparing data with a set of rules or values

to determine if data correct or not. All input and output are tested using

validation testing. The testing caters all the textbox where the users

enter data. This testing is done to assure only valid data can be

processed by the system.

8.7 Interface Testing

Interface testing usually done to test the interface navigation whether it

works or not. Sales Tracking System consists of several interface start

from login until log of the system. In the interface testing, the navigation

through the pages will be tested to find any miss linking and the buttons

are function as required.



8.8 The Chosen Testing (Black bock Testing)

Process Description Input Result

Expected Actual

To enter Password

Form To display Password Form

Wait the loading progress

bar Open the Password Form

Successful

The system continued open

Password Form


Expected Actual

To enter Menu

Form

To display Menu Form

Click on the Login button

Display message box and

open form Menu if

password correct

Successful

The system continued

display message box and

open form Menu if password

correct

To Exit the system

To Exit System

Click on the Exit button

Exit the system

Successful

Exit the system

Table 8.1 Welcome Form Testing

Table 8.2 Login Form Testing




Expected Actual

To enter EMPLOYEE

INFORMATION Form

To display EMPLOYEE

INFORMATION Form

Click on the EMPLOYEE

INFORMATION button

Open the EMPLOYEE

INFORMATION Form

Successful


EMPLOYEE

INFORMATION Form

To enter TIME JOB

SHEET Form

To display TIME JOB

SHEET Form

Click on the TIME JOB

SHEET button

Open the TIME JOB

SHEET Form

Successful


TIME JOB SHEET Form

To enter

ADMINISTRATION

Form

To display

ADMINISTRATION MENU

Click on the

ADMINISTRATION MENU

button

Open the

ADMINISTRATION MENU

Form

Successful


ADMINISTRATION MENU

Form

To LOG OUT the

system To log out system and

display LOGIN Form

Click on the LOG OUT

button

Open the LOGIN Form and

log out system

Successful


LOGIN form and LOG OUT

system

Table 8.3 Main Menu Form Testing




Expected Actual

To enter EMPLOYEE

INFORMATION Form

To display EMPLOYEE

INFORMATION Form


INFORMATION button

Open the EMPLOYEE

INFORMATION Form

Successful



Form

To enter PROJECT

INFORMATION Form

To display PROJECT

INFORMATION Form

Click on the PROJECT

INFORMATION button

Open the PROJECT

INFORMATION Form

Successful


PROJECT INFORMATION

Form

To enter TIME JOB

SHEET Form

To display TIME JOB

SHEET Form

Click on the TIME JOB

SHEET button

Open the TIME JOB

SHEET Form

Successful


TIME JOB SHEET Form

To enter EMPLOYEE

SALARY Form

To display EMPLOYEE

SALARY


SALARY button

Open the EMPLOYEE

SALARY Form

Successful


EMPLOYEE SALARY Form

To enter

MANAGEMENT

REPORT Form

To display MANAGEMENT

REPORT MENU

Click on the

MANAGEMENT REPORT

MENU button

Open the

MANAGEMENT

REPORT MENU Form

Successful


MANAGEMENT REPORT

MENU Form

Table 8.4 Administration Menu Form Testing



Process Description Input

Result

Expected Result Actual Result

User must click

button “MAIN

MENU”

To display main menu

form

If user click button “MAIN

MENU”

System will display the MENU of

system

Successful

System continued with

display the menu.

User need to

click button

“Save Record”

To save a new record

If user save the existing record

to database

ERROR message display by

Message Box and it has button

“OK” for user to click and to

continue

Error message display by message box, “DATA EXIST!!”

If user save the new record to

the database

SUCCESSFUL save message

display by Message Box and it

has button “OK” for user to click

and to continue

Successful message appear by message box, “DATA HAS BEEN SAVE…”

Continue saving the records to the database

Table 8.5 Time Job Sheet Form Testing



User need to

click button “Find

Record”

To search a record in

TIME JOB SHEET form

If user Find Record the not

existing record in the database


Message Box and it has button

“OK” for user to click and to

continue

Error message display by message box, “DATA NOT EXIST!!”

If user Find Record the

existing record in the database

Successful find record

Successful

System continued display

the record from database

at the textbox

Button “Add

Record”

User need to click

button “Add Record”

To add new record in TIME

JOB SHEET form

If user click button “Add Record”

Successfully

System will CLEAR the

textbox for user to do the

new task

Button “Edit

Records”

User need to click

button “Edit Records”

To add new record TIME JOB

SHEET form

If user click button ““ Edit

Records ”

Successfully

System will open edit

record form and user can

edit record from there



User need to

click button

“Delete Record”

To delete an existing in

TIME JOB SHEET form

If user Delete Record the

records

System continued delete the

record

Successful

System continued delete record from database

Message box display, “DELETE SUCCESSFUL”

User need to

click button

“Print”

To print TIME JOB

SHEET form

If user click button “PRINT”

System continued display the

page of PRINT

Successful


PRINT form

User need to

click button “

Quit System”

To quit from System

If user click button “EXIT”, and

click “YES” at message box

System will exit from running

Message box display confirmation to exit system, “Do you want to SAVE the FILE?”

System EXIT

If user click button “EXIT”, and

click “NO” at message box

System continued RUNNING

System EXIT



Process Description Input

Result


User must click button “Main

Menu”

To display main menu form

If user click button “MAIN

MENU”

System will display the MENU of system

Successful

System continued with display the menu.

User need to click button

“Save Record”


If user save the existing record to database


Message Box and it has button “OK” for user to click and to

continue


If user save the new record

to the database

SUCCESSFUL save message display by Message Box and it

has button “OK” for user to click and to continue




“New Record”

To add new record in PROJECT

INFORMATION form

If user click button “ADD

NEW”

Clear details list and add new

record

System CLEAR the textbox for user to do the new task

Table 8.6 Project Information Form Testing




“Delete Record”

To delete an existing in PROJECT

INFORMATION form

If user Delete Record the records

System continued delete the record




“Quit System” To quit from System

If user click button “EXIT”, and click “YES” at message

box

System will exit from running

Message box display confirmation to exit system, “Do you want to SAVE the FILE?”

System EXIT

If user click button “EXIT”, and click “NO” at message

box

System continued RUNNING

System exit





User must click

button “Main

Menu”


form

If user click button “Main

Menu”


system


display the menu.

User need to click

button “Save

Record”


If user save the existing

record to database

ERROR message display by Message

Box and it has button “OK” for user to

click and to continue


If user save the new

record to the database

SUCCESSFUL save message display

by Message Box and it has button

“OK” for user to click and to continue



Table 8.7 Employee Information Form Testing



User need to click

button “Find

Record”

To search a record in

staff information details


not existing record in the

database

ERROR message display by Message

Box and it has button “OK” for user to

click and to continue

Error message display by message box, “DATA NOT EXIST!!”


existing record in the

database

Successful find record

System continued display the

record from database at the

textbox

User need to click

button “Delete

Record”

To delete an existing in

staff information form

If user Delete Record

the records

System continued delete the record







Click “Employee

Salary”

To open Employee

Salary Form.

User need to click

Calculate Salary button

System continue automatically

calculate net Salary

Successful

System automatically

calculate net Salary

Click button “Admin

Menu”


form

Click button “Admin”

button


system

Successful


display the menu.

Click button “Print

Pay Slip” To Print Pay Slip

Click button “Print”

button System will print Pay slip

Successful

System continued print Pay

slip

Table 8.8 Employee Salary Form Testing





User allow to

choose the

SEARCH BY

PROJECTS or

VIEW ALL YEARS

button

To open

MANAGEMENT

REPORT of

PROJECTS.

User need to click

SEARCH BY

PROJECTS button

System continue display the

MANAGEMENT REPORT SEARCH

BY PROJECTS

Successful


MANAGEMENT REPORT

SEARCH BY PROJECTS

User need to click BY

ALL YEARS button


MANAGEMENT REPORT by ALL

YEARS


MANAGEMENT REPORT by

ALL YEARS

User must click

button “Main

Menu”


form

If user click button

“MAIN MENU”


system

Successful

System will continue with display

the menu.

Table 8.9 Management Report Testing



8.9 Conclusion

After carrying out the program test for each of the programs of the system

and errors removed, then system test is done. At this stage the test is

done on actual data. The complete system is executed on the actual data.

At each stage of the execution, the results or output of the system is

analyzed.

In the test phase the implemented solution is validated against the

acceptance criteria stated in the analysis phase. Only when all acceptance

criteria are met then the system will officaily can install and run for

company.

Consequently, testing process is important in order to ensure the system

has successful achieve the objective toward fulfill requirement of users.

For this development phases, the developer has done the testing phases

with successful without any error occur. It show that the system has met

the acceptance users criteria and achieve their satisfaction.



9. Project Management

Project management is the phases where the developer carefully plans

their time frame for development process of Payroll and Profits System

toward achieving the objective of projects. Project management includes

developing the project plan, Work Breakdown Structure (WBS) and Gant

Chart. Hence, by construct both of the project management process, it will

identify tasks that must be completed on time and determine how the goal

of project will achieve.

Meanwhile, instead of developing details planning activities for this project,

in the project management phase, developer also need to identify the risk

that might be occurred during the development and should have a risk

management strategy to overcome particular risks arise.

9.1 Project Schedule

The project of development Payroll and Profits System is started at July

2011 and accomplished at early of March 2012. There 10 stages that

involved during development process and need to completed which is

planning on project introduction, investigation, methodology, requirements,

analysis, design, implementation, testing, project management, and the

conclusion.

Thus, in order to ensure all the activities accomplish and systemize, the

WBS has been constructed as it able to show all the tasks that need to be

done by developer from start until end of period from time to time. Instead

of that, the developer also has been developed the Gant Chart in order to

accomplish the project management as it can listed all the tasks of each

phase followed by their duration period of time.



9.1.1 Work Breakdown Structure (WBS)

1.0 PAYROLL AND

PROFITS SYSTEM

1.5 Planning 1.4 Analysis 1.2 Design 1.3 Implementation and

Testing 1.1 Maintenance

1.1.4 Select The Possible Project

1.1.3 Determine activities

1.1.2 Plan project Approval

1.1.5 Get Current System Overview

1.1.1 Make Appointment

1.1.6 Prepare Interview

1.2.2 Record Fact Findings

1.2.1 Analysis Fact Findings

1.2.3 Identify Requirements

1.2.4 Identify Problems

1.3.1 Produce Use Case Diagram

1.3.2 Produce Story Board

1.3.3 Design Interface

1.3.5 Design Database

1.3.4 Write Coding

1.4.1 Install System

1.4.2 System Testing

1.4.3 System Training

1.4.4 User Training

1.5.1 Maintain System

Figure 9.1 Work Breakdown Structure (WBS)



9.1.2 Gant Chart

Gantt charts are a project planning tool that can be used to represent the

timing of tasks required to complete a project. Because of Gantt charts are

simple to understand and easy to construct, the developer used it as

project schedule (Durfee W., 2008)

As developer has constructed the WBS, each task listed from the WBS, is

continue same with the Gant Chart activities. However, the Gant Chart is

show with more detailed with the period of time for each tasks selected. In

short, the developer will accurately estimate each duration of time for each

task and avoid from delaying task.

9.2 Risk Management

Project risk involves understanding the potential for problems as they

might impede project success. The objectives of project risk management

are to minimize the probability and impact of potential risks while

maximizing the probability and impact of potential opportunities. In the risk

management process included is in term of risk identification, risk

assessment, and contingency plan.

9.2.1 Risk identification

In this process, developer has identified all the risks during that occur

during project development and each risk has their own solution to

overcome. Additionally, determining which risks are likely to affect the

project estimates, budgets and schedule. All the risks that has been

identified by developer are in term of;

i. High-impact, high-probability risk

ii. High-impact, lower-probability risk

iii. Lower-impact, higher probability risk



9.2.2 Risk Assessment

For developed the project of “Payroll and Profits System for EJC, there are

list of risk assessment has been constructs and faced by developer or

know as limitation project which is show as below;

9.2.2.1 Requirement Change during Development Project

For the risk of changing in requirement of users, it has high

possibility and high impact. Thus, as developer, this risk is needed

to be concerned in order to minimize the impact of the system.

During development process, there are constrain faces to

developer which is need to get cooperation from users as they

keep changing their requirement from time to time that can face

difficulties for developer to develop the system consistently and

certain task need to be rescheduled or delayed because of future

changes requirement of users.

Risk Description Probability Impact

Requirement Change

during development

project

High High

Time constraint as

clashing of client and

students schedule

High Low

Technical Failure of

device Low High

Table 9.1 Risk Assessment Check-list



9.2.2.2 Time Constrain as Clashing Of Client and Student Schedule

For time constraints, it has the high possibility and low impact for

the project. In detail, the developer developed the project currently

for EJC during the working hours. By that, the time to make this

research has been limited to the researcher during making the

research. The researcher only can make the research during

working hours from 8.30am until 5.30pm. Other than that, the

developer also takes about 4 hours to go to the location of

company. Thus, it shows the time of constraint during making the

research.

9.2.2.3 Technical Failure of device

Consequently, the risk that has been faced by developer during

development process is technical failure of device. This problem

occurs when the device such as developer’s laptop has problems

or corrupted. Therefore, it highly impact to the process of

development project as laptop device is very important for

development process to design, constructs, coding and implement

the system.



9.2.3 Contingency Plan

In order to overcome all the risk identified by developer, the project has

several contingency plans toward problem occur. This contingency plan is

to ensure that all the risks avoid from impact the process of development

project.

The risk that faced by developer during development process is changing

requirements from users from time to time. As contingency plan, the

developer provided the user satisfaction form for users during testing

phases of prototyping. This is to ensure the satisfaction users in term of

design interface and function constructed. Other than that, the users also

can state their recommendation from the form that indirectly can make

developer easier in order to identify the requirements accurately. Thus, by

implement this contingency during development process, it will increase

the satisfaction of users and eliminate the changing requirements from

time to time as developer keep consistence to enhance and improve the

current construction process of system.

Moreover, the risk of time constraint also has the contingency plan as

developer reschedule the time frame of planning and avoid from clashing

with client. Otherwise, the developer needs to have clear appointment

developer can find out the client availability by looking to the client planner

for an empty slot for an appointment. Client planner was asked during the

last meeting with the client. In short, by having this contingency plan, the

available time of client has been clearly identified and avoids from clashing

time with developer such as having interview and meets the users during

the weekend as at that time developer does not have class session.

In the other hand, the risk listed during development process is having

failure technical device. As contingency plan, developer needs to have

another backup device during development process. instead of that,

developer also keep consistence to make backup of the material

development such as transfer the important documentation and material

into another place like external hard disk. Thus, developer always make

sure the condition of devices is in the high level in order to avoid from any

failures.



9.3 Quality Management

In order to ensure the project development is produce in high quality,

developer has several quality management strategies and plans toward

maintain the goal and achieving user’s expectation and needed. The plans

and guideline to maintain the quality of the project is in term of provide user

satisfaction form to get feedback and user’s response toward the Payroll

and Profits System. Besides that, developer also provides and maintains

the level of security system from a small aspect into large aspects. Instead

of that, the most important part to having the quality management toward

the system is providing maintenances every two weeks or per month for the

system after the implementation.

One of the strategy plan to having high quality for the system is developer

provide the user satisfaction form in order to get the feedback and

response toward the system. This is very important method for developer to

review and evaluate the system and thus can enhance and always improve

the system from time to time. From there, developer can identify the lack of

the system and indirectly can increase level of user satisfaction in term of

every single aspect.

Furthermore, in order to maintain the high quality of the system, the

developer has provided backup and security for the system. For example,

the system itself has the database password in order to avoid from

unauthorized users to hijack the system. Therefore, it can provide the

quality of the system with high level of security provided. Otherwise, in

order to deploy the high quality toward the system, developer also provided

backup strategy for users. Hence, the system can maintain high quality

from avoiding of data loss.

Consequently, one of the ways to having high quality management in the

system, the developer has provided maintenance process to the system

every two weeks or per month. From there, developer can identify any

problem occur during system running in working environment and it

indirectly can improve the quality of the system from time to time.



9.4 Conclusion

The project schedule is the tool that communicates what work needs to be

performed, which resources of the organization will perform the work and

the timeframes in which that work needs to be performed. The project

schedule should reflect all of the work associated with delivering the project

on time. Without a full and complete schedule, the project manager will be

unable to communicate the complete effort, in terms of cost and resources,

necessary to deliver the project.

Through Project Management, it allows developer to track project schedule,

resources, budgets and project related assets in real time. The project

schedule can be viewed and updated by team members associated with

the project, keeping everyone well informed on the overall project status

(Metafuse Inc.,2012)



10. Conclusion

As a conclusion for this project, Payroll and Profits System has been

successful develop toward user requirements stated which is simplify

employees work process by provide high functionality of computerize

system, and hence to provide a user driven application for employees

interaction and direct communication.

In order to accomplish this project, the developer need to work out through

the methodology approach which consist of several phases and need to

complete effectively by developer in order to increase the quality of project

and avoid from delay of time duration in each stages stated. The

methodology that has been chosen for this project is Prototyping model

lifecycle which include several phases in term of analyze initial

requirements, designing, constructing prototyping, and customer

evaluation and as they satisfied with the prototyping, it can be proceed

with the development of real project.

In fact, through effectively implement all that stages, the Payroll and

Profits System indirectly has been greatly achieving the objectives as at

earlier stated. Thus, the system has been develop has increase the work

performance of employees through systemize the management process

and hence will lead the successful in doing their business toward having

competitive advantages among other competitor market.



10.1 Achievements

There are several achievements are determine after completely

accomplish the of project as the system has fulfill all the objectives and

overcome all the problem statements which is in term of simplified user

work process by provided high functionality system, provided, regulated

and automate reporting function, improved security system, provided user

driven application for employees interaction and direct communication

and minimized cost.

10.1.1 Simplified User Work Process by provide High Functionality

System

One of the achievement of the project is it was concluded that admin

support employees would utilize and reduce their work time during

accomplish the tasks given. As a result, the system has solved the

problem of time constraint users during work process and save their time.

The project has achieve all the needed of the customer by provide high

functionality in order to accomplish the daily task which is the proposed

computerize system are provide with variety of function in term of the

user can update, delete, add and have the own fix calculation of payroll

and profit matching on the principle of accounting in order to ensure the

accuracy and efficiency of work.

10.1.2 Improved Security System

The system has successfully achieved to improve security of the

company’s system by replace the current system. In fact, the new system

has prevented unauthorized users from accessing the database by

providing the security password to database and system itself. Otherwise,

the system also has provided the backup strategy which has avoided

data from loss.



10.1.3 Provided, Regulated and Automated Reporting Function

By completely accomplished the project, it has been achieves the

objective by provided, regulated and automated reporting functions. In

addition, the system has regulating and automating tasks as it meet the

objective which has simplified user work process. Additionally, the system

has provided individuals with the authority on decision making; quick and

easy access to data and information in one reliable and secure source.

Thus, the system has systemized the management work process by

provide the reporting of profits for company by daily, monthly and yearly.

10.1.4 Provided a User Driven Application for Employees Interaction

and Direct Communication

In addition, one of the key goals of EJC has been achieved which has

facilitated an effective communication strategy; both internally amongst

staff and externally with direct customers and those that provide indirect

services. Therefore, the system has provided interaction and

communication by linked all units via an intranet system which is Payroll

and Profits System that allowed for a quicker and more efficient means of

communication.

10.1.5 Minimized Cost

Finally is the new project has been meet the objective which is has

minimized cost of company. It has eliminated the cost of buying paper,

file and cabinets for company. Other than that, by implement the project,

it has minimized the cost as managers can estimate the cost and

measure the earn profits or loss for company through auto reporting of

profits provided by system.



10.2 Future Work

Base on the user satisfaction form and user acceptance testing that

provided, there are several future development need to be implement to the

Payroll and Profits System in order to make it improve and enhance from

every single criteria. The future developments that have been identified by

developer are in term of implement as web based system, implement the

synchronization system to RFID device system and provide function to

apply emergency leave.

10.2.1 Implement as web based system

As a future development, the system can be enhanced by implement and

deploy as web based system which is online system as it can be

worldwide system that which can be used at every time and everywhere

without have limitation aspects. It is because, as engineering company, it

has several employees that sometime work out of company. Thus, by

implement this system through online based, it can allowed the outstation

workers to update their time job sheet from anytime and everywhere.

10.2.2 Implement the synchronization system to RFID device system.

Instead of that, the future development can be applied for this system is

having synchronization database system to RFID device system. From

this future development, the system can be enhancing its functionality in

term of accuracy and quality. It is because, to deal the time of employee’s

attendance, it can be more accurately by using the RFID device system

which has automatically detect the punch card time and avoiding from the

employee’s cheating.

10.2.3 Provide function to apply emergency leave

In the other hand, the future enhancement that can be deploying for this

project is provided function to apply emergency leave straightly from the

system itself. It is because to ensure the accuracy data and can reduce

work time process.



10.3 Project Evaluation

Project evaluation has been made by developer to the users of system

toward achieving the objectives and targets. The process of evaluation that

has been made is in term of providing the users user acceptance form and

user satisfaction form to fill up. Therefore, the developer can have the user

feedback, recommend and response toward lack or dissatisfaction with the

system in term of it functionality, efficiency and usability.

10.3.1 Functionality

Based on the End Unit Test form that has been provided to users, the

analysis of each test form shows that this Payroll and Profits System has

fulfill and provided with high functionality and all the function that has been

provided is work efficiently in term of it follow the user requirement which is

the system able to produce the automatically employee’s salary and auto

generate the reporting company’s profits and administration can produced

pay slip for employees with accurately. Hence, it shows that this system

has provided with full of functionality to all level of users of the system.

10.3.2 Efficiency

By providing the End Unit Test Form to the user that use this system, the

analysis and the result shows that this Payroll and Profits System are

working with full efficiency with that all function that it have and without no

error or problem appear during using this system. In fact, the system has

accurate calculation in order to calculate the net salary of employees and

having auto generate of company’s profits. Other than that, all the function

that provided by developer make the user easier during their working

environment without any need to recalculate by manual and it indirectly

can save time of users.



10.3.3 Usability

Consequently, based on the End Unit Test Form that provided to the

users, it approve that the system has good in its usability. It is because;

the system does not have nonfunctional and abundant button during using

the system and each button provided has each function and useful for

users. Other than that, based on users comment, they really satisfy with

the way it produced net salary and auto generating company’s profits by

daily, monthly and yearly. In fact, all the link and button that provide by

developer is useful for users and function well.

10.4 Strengths and Weaknesses of the Payroll and Profits

System

By accomplished the system, there are variety strength and weaknesses

that has been identified. The weaknesses of the system will be put as

enhancement, future development and improvement can be made to

ensure the application runs in prefect order and fit to the market.

10.4.1 Strengthen of the System

10.4.1.1 System has Multiple Functions Provided

One of the strength of the system which is it has multiple function

that provided to users. The multiple functions provided which is in

term of it can calculate the net employee’s salary and produced the

pay slips of employees. Instead of that, by the time job sheet key in

by employees it is not only can produce net salary of employees,

but.at the same time, the system will automatically can generated

the auto reporting to measure the company’s profits and loss.

10.4.1.2 Well Organized and Easy To Understand

The other strengths of this system are it well organized and easy to

understand. It is because the flow of the system used is compact,

simple, and meaningless. Other than that, it also has simple

interface design which has natural basic color which is combination

white and green color that indirectly can increase the motivation

user to use the system.



10.4.1.3 Provide Variety Contingency Method

In addition, the system has the strength in term of provided with

variety contingency. For example, in this system, it has forgotten

password page itself. Hence, whenever the user has problem to

remember the password, the system provide contingency to give

feedback and response their password needed. Instead of that, in

this system, it also provide help desk itself which is allowed users

to refer whenever they have stuck in accomplish their tasks.

10.4.2 Weaknesses of the System

10.4.2.1 Hard to deal with time attendance

Meanwhile, the weaknesses that identified from the system are

hard to deal with the time of employee’s attendance. This is

because, the accurate time in term of second, minute and hour is

very hard to fulfill by the employee and it exposed them to make

any aspect of cheating.

10.5 Summary

The process of developing this system is obviously very challenging due to

the constraints and the output achieved. The development of this system

has simplified the work process of employees and management of EJC

instead.

The system has given necessary benefits and advantages to those who

use the application directly or indirectly. Therefore, any enhance of the

efficiency of the system is needed to fulfill for the current demand for the

future development in order to fit the company strategy to the business

large market.



Appendix A – Checklist for the Client Acceptance Factors

1. Company’s Budget for the new system : RM _____________

2. The cost of the selected Software meets the company’s budget : Yes ( ) No ( )

3. Users have understanding of how the system affect the organization : Yes ( ) No ( )

Meeting Date:

Venue :

User Name : (1) __________________________ Signature: __________

(2) __________________________ Signature: __________

(3) __________________________ Signature: __________

(4) __________________________ Signature: __________

(5) __________________________ Signature: __________

4. Company will provide all infrastructures and equipment’s needed by the developer :

Yes ( ) No ( )

5. List all the advantages of the new system compare to the current system.

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________



Appendix B-The End Unit Test Form for Payroll and

Profits System

Key Stroke Effort per Task

1. By looking to the interface of Payroll and Profits System did you manage to understand what the purpose of the system?

YES NO

2. Did all the linkage on the system is working properly?

YES NO

Ability to navigate within system

3. Did all the button can be navigate?

YES NO

4. Did the entire button link to the correct path or pages?

YES NO

Time to perform task

5. Do you satisfied with the time that you used to perform the task?

YES NO

6. Did you need to waiting for each page when it loads?

YES NO

Ability to configure the HCI

7. Did the entire button use the meaning full words?

YES NO

8. How easy can you determine the function of the interface?

VERY EASY EASY

AVERAGE HARD

User satisfaction

9. Did the system provide the entire requirement that you need?

YES NO

10. Do you have any suggestion to improve this system?

___________________________________________________________

___________________________________________________________



Appendix C – User Manual

1. Database Password Page

i. Open Software

ii. Key in Company’s password: EJC262

2. Login Form of Payroll and Profits System

i. Choose name from combo box as username

ii. Key in password log in

iii. Click Enter to confirm Login and Exit for terminate system



3. Main Menu Page

i. EMPLOYEE INFORMATION DISPLAY- To view employee information

without Edit (ordinary employees level)

ii. EMPLOYEE TIME JOB SHEET- To open employee time Job Sheet

iii. ADMINISTRATION-Go to Admin Menu

iv. LOGOUT- to logout of system and change user’s account

v. EXIT SYSTEM- Terminate from system



4. Administration Menu

i. EMPLOYEE INFORMATION- To edit employee info

ii. PROJECT INFORMATION – To maintain project information

iii. TIME JOB SHEET DISPLAY – To update time job sheet form

iv. EMPLOYEE SALARY – To open employee salary form

v. MANAGEMENT REPORT- To open Management Report form

vi. MAIN MENU – To go back to Main Menu

vii. EXIT SYSTEM- To terminate from system



5. Employee Information Form

i. To insert new employees record, click button

ii. Key in and complete all the details of employee.

iii. After finish insert new data into textbox, click button and

data will save into the records.

iv. Find Record- To search data exits in database

v. Admin Menu- To go back to Admin Menu

vi. Exit System- Terminate from System



6. Project Information Form

i. To insert NEW PROJECT, click button

ii. Key in the Project Name, Project No, Project Title, Project Duration, Cost

Per Hour And Estimate Cost.

iii. After finish insert new data into textbox, click button and data

will save into the records.

iv. Find Record- To search data exits in database

v. Admin Menu- To go back to Admin Menu

vi. Exit System- Terminate from System



7. Time Job Sheet Form



i. Enter your password

ii. Key in your EMPLOYEE ID and NAME (for first time key in only)

iii. Key in the TIME SHEET INFORMATION (key in once per a day):

Key in date sheet

Time (Normal) out and in

Time (OT) out and in

iv. Key in the JOB SHEET INFORMATION (repeat this step if PROJECT TO

KEY IN is MORE THAN ONE PROJECTS):

Choose project name

Key in normal hour of that project

Key in OT hour of that project

v. Click button every time finish insert the JOB SHEET

INFORMATION



vi. Every time finish click button, the time job sheet will update

as shown below:

vii. Click Button Edit record to edit and update and can update straighlty

through tableas below



8. Employee Salary Form

i. Click Calculate salary to autamatically produce net salary after key in the

basic salary and allowances.

ii. Click Print Payslip to produce employee’s pay slip



9. Management Report



i. Can search report through the years.

ii. Click 1 project All Employees to sort report by Project

iii. Click All Employees All Projects to sort report by Employees



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Documents

Payroll System Projet