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CHAPTER 1

BACKGROUND/INTRODUCTIONThe business environment has grown increasingly and fiercely competitive to meet the emerging challenges

and face the competence of the opposite team. The situation has forced companies to go for outsourcing

way and to concentrate on the core competency. However, there are certain activities that companies want

to keep with themselves as it is considered to be integral part of the company's existence. When it comes tothe maintenance and welfare of the employees, a company cannot take any risk and likes to have a

continuity perspective.

Keeping in mind the difficulty of tax calculation, various regulatory formalities and salary structure

variation, companies are looking for a whole sole payroll management system that can take care all of it.

Many companies have come forward to extend their lending hand in developing a payroll software

solution, suitable for all salary processing matters.

It provides you the state of art graphical user interface based Payroll Management System that are

especially designed to take over the monthly pressure of a company's personnel or finance department. The

system has entrusted people with more work and delegation to the work on important issues i.e. business of

the organization can be done quite easily through this system.

Through this system, a company can better manage its payroll system and makes this complicated function

a lot easier. The purpose of the software is to provide user-friendly, and other user-definable preferences

such as Salary Heads and Salary structures, huge library of periodical statutory reports required under PF &

ESI, TDS Law, Advance Register, Leave Register, flexible reporting and many such others.

The word "Payroll" signifies different meaning to different person. However, it includes every employee of

a company who receives a regular wage or other compensation. Some employees may receive a steadysalary while others are eligible for hourly based payments. Using the payroll management system, a

company can easily calculate gross salary for individual employee on different grounds.
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Objectives

Features

Tools Platform, Languages

Structures of Payroll Management

Analysis(DFD)

Designing

ModulesMasters

Transactions

Reports

Utilities

Data Structures

Coding

Process Logics

Report Types

Future Scope


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Objective

To assist and ease the works of the Retail Outlet of Any Type of Companies, in

particular, Payroll Management System is being developed. This would comprise

the features that can be operated easily. Payroll Management System would take

care of the day to day Attendance of All Employee. It covers activities fromkeeping the details of day to day In, Out ,OD etc.

The master and transaction activities are divided in modules so that

the activities can be operated easily. The regular backup to the data can be taken

and the backup data can be restored effectively.

So, the Payroll Management System assists the employees of Company in each andevery aspect of In and Out.

The Payroll Management System is customized software and developed according

to the needs of Any Type Company.

Features

1. Manage the daily attendance for the employ of the

company.

2. Date wise reports

3. Easily maintainable and updateable

4. Timing setter

5. Shift wise attendance manageable

6. Multi level attendance entry

7. Multi level Reports

8. One software deals with multi company attendance

management.

9. Easy to handle

10. And lastly secure and reliable


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Tools and Environment used

GUI Tools: C++ /Database / PHP / HTML.

Internet: Active X

Operating System: Window 7, window XP, Window 98

Data Flow DiagramA data flow diagram is a graphical technique that depicts, information flow and the transforms that are

applied as data move from input to output. The data flow may be partitioned into levels that representssoftware at any level of abstraction. In fact DFD may be partitioned into levels that represent increasing

information flow and functional detail. A level zero DFD called a context model, represent the entire

software element as a single bubble with input and output data indicated by incoming and outgoing arrows

respectively.

Each process represented at level is sub functions of the overall system depicted in the context

model. The data flow diagram is a graphical tool that can be very valuable during the software requirement

analysis. However the diagram can cause confusion if its function is confused with the flow chart. A DFD

depicts information flow without explicit representation of processed logic.A few simple guidelines can aide immensely during deviation of a data flow diagram:

1. The level zero DFD should depict the software as a single bubble.

2. Primary input and output should be carefully noted.

3. Refinement should begin isolating processes, data items stores to be represented the next level.

4. An arrow and bubble should be labeled with meaningful names.

5. One bubble at a time should be refined.

There is a natural tendency to over complicate the DFD. This occurs because the analyst attempts to show

too much detail too early or represents procedural aspects of the software in the information flow.The refinement of DFD continues until each bubble performs a simple function that is until the processes

represented by the bubbles perform a function that would be easily implemented as a program component.


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Data flow diagrams for the various Modules

DFD for the Register Employee.

Employee Data

DFD for the Edit Employee Data

Employee Table

Employee

PROCESS

REQUEST

REPORT

UPDATION

ISSUE OF

CardREPORT

EmployeeID

PROCESS

REQUEST

REPORT

UPDATION

ISSUE OF

CardREPORT


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DFD for the Register a Employee Live

Table

DFD for the Edit a Employee Live

Table

Employee

PROCESS

REQUEST

Record retrival

ISSUE

TABLE

REPORT

Live Table

UPDATION

Employee

PROCESS

REQUEST

Record retrival

ISSUE

TABLE

REPORT

Live Table

UPDATION


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DFD for the Details or Search of a Employee

Employeeble

EmployeeID RECORDPROCESS

REQUEST

Record retrivalRESULT


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CHAPTER 2

Complete System Analysis and Design

From the inception of an idea for a software system, until it is implemented and delivered to a customer,

and even after that, the system undergoes gradual development and evolution. The software is said to havea life cycle composed of several phases. In

Traditional Waterfall model each phases has well-defined starting and ending points, with clearly

identifiable deliverables to the next phase. Here for the project being submitted I have followed Waterfall

Model. The Waterfall Model consists of following phases.

1. Requirements analysis and specification:Requirements analysis is usually the first phase of large-scale software development project. It is

undertaken after a feasibility study has been performed to define the precise costs and benefits of a software

system. The purpose of this phase is to identify and document the exact requirements for the system. The

customer, the developer, a marketing organization or any combination of the three may perform such study.

In cases where the requirements are not clear e.g., for a system that is never been defined, more interactionis required between the user and the developer. The requirements at this stage are in end-user terms.

2. Design and specification:Once the requirements for a system have been documented, software engineers design a software

system to meet them. This phase is sometime split into two sub-phases: architectural or high-level design.

High-level design deals with overall module structure and organization, rather than the details of the

modules. The high level design is refined by designing each module in detail. Separating the requirements

and analysis phase from the design phase is instance of fundamental what/how dichotomy that we

Encounter quite often in computer science. The general principle involves makings a clear distinction

between what the problem is and how to solve the problem. In this case, the requirement phase attempts tospecify what the problem is. There are usually many ways that the requirements may be met, including

some solutions that do not involve the use of computers at all. The purpose of the design phase is tospecify a particular software system that will meet the stated requirements. Again there are usually many

ways to build the specified system. In the coding phase, which follows the design phase, a particular

system is coded to meet the design specification.

3. Coding and module testing:This is the phase that produces the actual code that will be delivered to the customer as the

running system. The other phases of the life cycle may also develop code, such as prototypes, tests, and

test drivers, but these are for use by the developer. Individual modules developed in this phase are also

tested before being delivered to the next phase.

Integration and system testing: All the modules that have been developed and tested

individually are put together integrated-in this phase and tested as a whole system. Delivery and maintenance: Once the system passes the entire test, is delivered to the

customer and enters the maintenance phase. Any modifications made to the system after initial

deliveries are usually attributed to this phase.


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Waterfall Model of Software life Cycle

Requirements

Analysis and

specification

Design and

specification

Coding and

Module

Integration and

System testing

Delivery and

maintenance


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Analysis of existing system for retail petroleum products

Introduction:Retail Outlet of Any Type Companies are common in GhanaContext. It can be seen everywhere

in Ghana either towns or rural areas. Till date working system of most outlets are manual in nature.

Employees maintain account and book keeping on registers. It is cumbersome and time consuming and

always there is possibility of errors. Also employees can make wrong entries in register and can take away

money easily.

Calculating profit or losses is a time consuming process and for checking purpose all registershave to keep in safe custody. Thus we can say that there is huge possibility for change.

Advantages of existing system:The advantages of the current system are as follows:

It is very simple in nature & doesnt provide much functionality, thus reducing

complexity of the system.

It doesnt require employees to know about computers at all i.e. it doesnt require trainingits employees any special technique except of simple bill preparation and book keeping.

Because of manual work it doesnt require any investment in computers or any other

peripherals.Since there is no systems at all there is no need to keep available the facilities like 24-

hour power backup or other facilities.

Disadvantages of existing system:The disadvantages of current system are all those associated with manual working systems.

It is time consuming to produce bills or reports as compared to any other computerized

system.

Humans are more probes to errors so always possibility of errors in producing results.

As all the work done is written on registers if any register is missed or damaged it is

simply very difficult to produce to present accurate figures.Employees can make fraud by writing wrong entries on register and take away the money

and it is simply impossible to catch the defaulter because there is no proof.


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Proposed System

With the shortcomings in the existing system at every area of work a new system has to be worked upon

which may overcome all the inefficiencies that the present system has.

In todays high-tech world all the above mentioned characteristics of the system is outdated and a

need for a new, powerful, stable and result oriented software is required which is why a new system based

on Visual Basic & Oracle is formulated. Visual Basic is used to provide front-end application for user-

friendly ambience and Oracle is used to maintain & update database for fast and reliable retrieval of data

and processing of queries.

Advantages of the proposed system: User friendly and simple in nature

Compatible on all windows based systems

Upgradeable with slight modification in coding

Easy application maintenance due to its robustness

Menu driven navigation to facilitate simple and quick access to required functionality.

A central database for all the data related to ensure data consistency

Easier and faster data entry with menu support Can quickly produce required reports related to Daily, Weakly, monthly, Yearly etc

Feasibility Study

Operational Feasibility Technical Feasibility

Economical Feasibility

Motivational Feasibility

Scheduled Feasibility

Feasibility study:Every project is feasible for given unlimited resources and infinitive time. Feasibility study is an

evaluation of the proposed system regarding its workability, impact on the organization, ability to meet the

user needs and effective use of resources. Thus when a new application is proposed it normally goes

through a feasibility study before it is approved for development.

Feasibility and risk analysis and related in many ways. If a project risk is great and feasibility of producing

software is reduced. During the feasibility analysis in this project has been discussed below in the above

mentioned topics.

Operational Feasibility: Feasibility of the working of the system after the installationin the organization as mentioned in the feasibility analysis.


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Technical Feasibility: Technical feasibility is frequently the most difficult area toensure at this stage. It is essential that the process of analysis and definition to be conducted

parallel to an assessment of the technical feasibility. The consideration that is normally associated

with technical feasibility includes the resources availability of the

Organization where the project is to be developed and implemented. By taking these facts into

consideration before developing the resource availability at Retail Outlet of Hindustan Petroleum was

observed. As very limited resources are required for this project hence this project is considered

feasible for development.

Economic Feasibility: An evaluation of development cost is weighted against theultimate income or benefits derived from the developed system. There was no need of extra

hardware and software for development of this project. Hence this project has economically

justified for development in this organization.

Motivational Feasibility:An evaluation of the probability that the organization issufficient motivation to support the development and implementation of the application with

necessary user participation, resources, training etc. The interest and support shown by the

organization during the system study do not seem that the new system developed to have efficient

support from the organization.

Schedule Feasibility: An evaluation of the time needed for the development of thisproject. The time schedule required for the development of this project is very important, since

more development time effects machine time, costs and delays in the development of the other

systems. So the project should be complete with in affixed schedule time as far as the

organization is concerned.

Project Schedule:The major output of the production process is the project schedule. This is a graphic

representation of the entire project related activities necessary to produce successful project. They allowthe project manager to efficiently coordinate and facilitate the efforts of the entire project team for the live

project. This project schedule dynamic in nature that will undoubtedly be modified as the project proceeds.

Without the master schedule the effective project control would be virtually impossible. If the schedule

does not exist it is impossible to accurately estimate the project status. Projects that are not completewithin the time frame established by the master schedule almost invariably exceed planned costs. The most

complaint is that production takes too much time and costs too much money.

For schedule to be effective, it must process several major characteristics:-

Understandable by those who will use it.

Sufficient detail to be provide on the basis of measurement and control of project progress.

Capable of highlighting critical tasks.

Flexible and easily modifiable. Confirm to available resources.

Compatible with the system available in the organization.


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Hardware Requirements

Hardware Minimum Recommended

Primary Memory 64 MB RAM 128 MB RAM

Hardware Platform Intel Based 32 bit Same

Processor 300 MHz 933 MHz

Secondary Memory 800 MB 1.5 GB

Software Requirements

Software Supporting SoftwareOracle 8.0 MS Office 2000

Visual Basic 6.0 Internet Explorer

Crystal Report 8.0 Outlook Express


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Scope and Future Applications

This project has many future applications like it can be used in any of the Retail Outlet of Any

Type companies.

This project was build keeping in mind all the requirements of these outlets and they can be

implemented in any such type of organization with very few modification.

With modifications it can be possible for Employee Attendance to control all retail outlets byconnecting them through a network. Because of this software all they need is a Server application

and any type of connectivity to that server.

Limitations of the project

Not supports web based operations

Multiprocessing not allowed.

Extensive help is not provided.

Not support in the OS lower than windows.

Tables used for this project

Absent Employee

Advance

AdvancePayment

Attendlog

Company

Deptmaster

DesigMasterl

EmpLeaves

EmployeeNominee

EmployeeSalary

EmployeeShift

EmpPerInfo

EmpSmartCard

EmpTakenLeaves

EmpWorks HoliDay

InvalidAttendance

LastProcessOn

LoanMaster

LoanPayment

Pass

ProcessedSalary

SalaryInfo


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SalaryPaid

SalaryIngoTime

TakenAdLeaves

UserLogs

YearInfo

Structure of the tables

absentEmployee

Field Name Data Type Size

Employeeid VarChar 10

ShiftId Number 10

WorkingDate Date

Lstatus Char 1

AdvanceField Name Data Type Size

Employeeid VarChar 10

DrawingDate Date

AdvanceAmt Number 10

Status Char 1

Remarks Varchar2 50

PaidAmt Number 10

AdvancePayment


EmployeeId Char 10PaidAmount Number 10

PaidDate Date

PaySlipNo VarChar 10

AttendLog


Employeeid Char 10

Shiftid Char 10

Employeeid Varchar 10

InTimeDate Date

InTime DateOutTimeDate Date

OutTime Date

InStatus InStatus 10

OutStatus Varchar2 20

MinWorked Number 10

Status Char 1

CkeckStatus Char 1

Processed Char 1


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WorkingDate Date

Company


CompId Number 10

CompName Varchar2 50

Estno Varchar2 25

EpfNo Varchar2 25

GicNo VarChar2 25

DeptMaster


DeptNo Number 10

DeptNo Varchar2 25

DesigMaster1

Field Name Data Type SizeDesigNo Number 10

DesigName VarChar2 25

EmpLeaves


EmpId Number 10

Syear Number 10

LeaveType Varchar 10

TotalLeave VarChar 10

EmployeeNominee


EmployeeId Varchar 10

NomineeName Varchar2 35

Relation varChar 20

Age VarChar 3

EmployeeSalary


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EmployeeId VarChar 10

BasicPay Char 20

Da_p Char 20

Hra_p Number 10

WashingP Number 10

Conv Number 10Epf_p Number 10

Esi_p Number 10

Gic_amt Number 10

Wef Number 10

EndDate Date

Status Char 1

GrossSalary Number 10

EmployeeShift


EmployeeId VarChar 10

ShiftId VarChar 10

Wef Date

WefTime Date

EndDate Date

Status Char 1

EmpPersonInfo



Fname Varchar 15

Mname Varchar 15

Lname Varchar 15FatherName Varchar2 50

Dob Date

MaritalStatus Char 1

Sex Char 1

Nataionality Varchar 20

Address Varchar2 50

TelePhone Number 10

Doj Date

Status Char 1

IsTEmporary Char 1

BankAccountNo Varchar 15

EsiNo Number 10

PfNo Number 10NameOfBank Varchar 25

ImageFile Varchar 25

CompId Varchar 10

DOL Date

EmpSmartCard



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CardId Varchar 10

Issuedate Date

Status Char 1

EmpTakenLeave



Syear Number 10

Smonth Number 10

LeaveType Varchar 10

AvailLeave Number 10

TakenLeaves Number 10

EmpWorks



DeptNo Number 10

DesigNo Number 10

JobStatus Char 1

Wef Date

EndDate Date

EndDate

Field Name Data Type SizeCurDate Date

ReMarks Varchar2 50

AssignByCardId Varchar 20

Cyear Number 10

InValidAttenDance



CardId Varchar 10

ShiftId Varchar 10

InDate Date

InTime Date

OutDate Date

OutTime Date

SwaptType Char 1

SwaptDate Date

LoanMaster


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