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DECLARATION

This is hereby declared that we, BIPASHA BHATTACHARJEE, SAYANTAN GHANTA,


SOURAV DUTTA, BINOY KOLAY , of Department of CSE, Brainware Group of Institutions
have done the project work entitled, “EMPLOYEE PAYROLL SYSTEM” under the guidance of
MR GOURAB DUTTA, Assistant Professor of Computer Science Engineering of the same
institution. The project is submitted by us in partial fulfillment for the award of the degree of
Bachelor of Technology in Computer Science Engineering from MAKAUT, West Bengal. It is
further declared that the project work has not been submitted to any other academic university for
the award of any degree of examination.

The said project work will not be under any circumstances be used for any university or college
examination except for B.Tech of MAKAUT, West Bengal.

Date:

BIPASHA BHATTACHARJEE [MAKAUT ROLL NO.: 27000116063]

SAYNTAN GHANTA [MAKAUT ROLL NO.: 27000116035]

SOURAV DUTTA [MAKAUT ROLL NO.: 270001160]

BINOY KOLAY [MAKAUT ROLL NO.: 27000116027]

COMPUTER SCIENCE AND ENGINEERING

4TH SEMESTER

BRAINWARE GROUP OF INSTITUTIONS

398, RAMAKRISHNAPUR ROAD, BARASAT

KOLKATA- 700124
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ACKNOWLEDGEMENT

Acknowledgement is the most beautiful page in any project’s final pages. More than a formality, this
appears to us as the best way to express our sincere gratitude.

We would like to express our thankfulness to our Teacher-In-Charge, Mr Sandip Roy Sir, CSE Dept., and
Our Supervisor, Mr Gourab Dutta Sir, Assistant Professor, CSE Dept., for their valuable guidance and
motivation. Thank you so much for keeping the belief in us and encouraging us to move forward.

Our sincere thanks to our parents, and friends for their overall support and motivation.

BIPASHA BHATTACHARJEE, SAYNTAN GHANTA, SOURAV DUTTA, BINOY KOLAY


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CONTENTS

Abstract…………………………………………..4
Problem Definition……………………………
Project Plan………………………………………
Project Management
Approach……………………………………
System Requirement
Specification………………………………..
Feasibility Study………………………………………..
Software Quality Attributes…………………….
System design………………………………….
Pert Chart…………………………………..
Gantt Chart……………………………………………
Data Dictionary……………………………………..
Database Connection Class…………………….
Design and Coding…………………………………
Testing Report………………………………………….
Future application…………………………………….
Bibliography………………………………………………
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ABSTRACT

Employee information and payroll system is aimed at efficient management of employee information and
salary. This application is implemented using Gambas 3 with MySQL database. The project is proposed
from the HR’s Desk. The HR can enter a new employee’s details, and enter the employee’s basic salary.
He can further edit the details of the employee and increase or decrease the salary. The entire data is
stored in MySQL database.
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PROBLEM STATEMENT

Payroll is defined as a method of administrating employees’ salaries in the organizations. The process
consists of calculation of salaries and tax deductions of the employees. It can also be called as an
accounts activity which undertakes the salary administration of employees in the organization.

Administrating the employees’ salaries is not an easy task, the HR and accounts department work
together to calculate and disburse the salary to the employees. Thus, payroll management can be
further subdivided into two sub processes, i.e. Payroll accounting and Payroll administration.

There are mainly 2 modules in this software:

 Administrator Module
 Employee Module

Here we are concerned about Administrator Module. As mentioned before, the HR can only work on our
file.
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PROJECT PLAN

At its core, a project plan defines our approach and processes our team will use to manage the project
according to scope. Every project needs a plan.

P.P.1.
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Project Management Approach


As the field of project management has grown and developed, a number of different approaches have
arisen. Each has its own unique strengths and drawbacks, and some are more suited for certain needs
than others. Below we will examine six such approaches.

Traditional Project Management

The “traditional” approach identifies five components, or stages, of a complete project:

 Initiation
 Planning and design
 Execution
 Monitoring and controlling
 Closing

The simplest version of the traditional approach goes through these components one-by-one in the order
described; this is known as a “waterfall” model. However, things can be more complex than this. Although
the initiation and closing stages always occur first and last respectively, of course, the middle three stages
are more distinct conceptually than chronologically.

Critical Chain Project Management

This approach emphasizes the efficient use of resources. The “critical chain” of the project is the longest
sequence of tasks that are constrained by the availability of a resource.

CCPM is less concerned with task order and scheduling. Schedules and deadlines are seen as less
important due to a phenomenon known as Parkinson’s Law, which states that “Work expands so as to fill
the time available for its completion.” Ironically, it seems that a lack of deadlines actually speeds up work,
as workers will complete their tasks as quickly as possible rather than waiting until just before the
deadline.

Extreme Project Management

This approach is much more open than the traditional method and is best suited for complex and
uncertain projects. Large, relatively simple, one-time projects are unlikely to need this type of
management.

Event Chain Methodology

This approach is most concerned with analyzing events and chains of events that might affect a project. It
is best used in uncertain projects, where such events are most likely to occur.

Process-Based Management
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When this approach is used, a project is seen as a collection of small, somewhat independent tasks. The
project as a whole is therefore less rigidly structured than in the traditional approach. By breaking the
project up, process-based approaches allow for increased flexibility and adaptation to unforeseen
developments.

PRINCE2

This is the second and current version of the Projects in Controlled Environments approach. It is process-
driven, rather than reactive like Extreme Project Management. Projects are divided into numerous stages,
which are carefully monitored to make sure that they are being complete on time and on budget; if not,
adjustments will need to be made. PRINCE2 has specific recommended methods for all the various stages
of a project.

A project management method can help to avoid common situations that arise from failing to manage
projects properly. A method provides the project management framework to manage the tasks that need
to be done. It doesn't, of course, mean that there will be no problems at all and that all your projects will
be perfect but it will minimize the problems and make you better prepared to deal with them.

System Requirement Specification

A System Requirements Specification (SRS) (also known as a Software Requirements Specification) is a


document or set of documentation that describes the features and behavior of a system or software
application. It includes a variety of elements that attempts to define the intended functionality required
by the customer to satisfy their different users.
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Types of Requirements:

The below diagram depicts the various types of requirements that are captured during SRS.

Depending on the methodology employed (agile or waterfall) the level of formality and detail in the SRS
will vary, but in general a SRS should include a description of the functional requirements, system
requirements, technical requirements, constraints, assumptions and acceptance criteria.

Many systems have difficulties in some fields of user’s requirements and are unable to deal with that
software conveniently.
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Feasibility Study
Feasibility study is an assessment of the practicality of a proposed plan or method. It evaluates the
project’s potential for success. There are five types of feasibility study—separate areas that feasibility
study examines are described below.

1. Technical Feasibility- this assessment focuses on the technical resources available to the organization.
It helps organizations determine whether the technical resources meet capacity and whether the
technical team is capable of converting the ideas into working systems. Technical feasibility also involves
evaluation of the hardware, software, and other technology requirements of the proposed system.

2. Economic Feasibility- this assessment typically involves a cost/ benefits analysis of the project, helping
organizations determine the viability and benefits associated with a project before financial resources are
allocated. It also serves as an independent project assessment and enhances project credibility—helping
decision makers determine the positive economic benefits to the organization that the proposed project
will provide.

3. Legal Feasibility- this assessment investigates whether any aspect of the proposed project conflicts
with legal requirements like zoning laws, data protection acts, or social media laws. Let’s say an
organization wants to construct a new office building in a specific location. A feasibility study might reveal
the organization’s ideal location isn’t zoned for that type of business. That organization has just saved
considerable time and effort by learning that their project was not feasible right from the beginning.

4. Operational Feasibility - this assessment involves undertaking a study to analyze and determine
whether—and how well—the organization’s requirements met by completing the project. Operational
feasibility also analyzes how a project plan satisfies the requirements in the phase of system
development.

5. Scheduling Feasibility - this assessment is the most important for project success, after all, a project
will fail if not completed on time. In scheduling feasibility, an organization estimates how much time the
project will take to complete.

When these areas have all been examined, the feasibility study helps identify any constraints the
proposed project may face, including:

 Internal Project Constraints: Technical, Technology, Budget, Resource, etc.


 Internal Corporate Constraints: Financial, Marketing, Export, etc.
 External Constraints: Logistics, Environment, Laws and Regulations, etc.

Below are some key benefits of conducting a feasibility study:

 Improves project teams’ focus.


 Identifies new opportunities.
 Provides valuable information for a “go/no-go” decision.
 Identifies a valid reason to undertake the project.
 Enhances the success rate by evaluating multiple parameters.
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 Aids decision-making on the project.


 Identifies reasons not to proceed.
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Software Quality Attributes


Software Quality Attributes are: the qualities of software systems- Correctness, Reliability, Adequacy,
Robustness, Maintainability, Extensibility, Testability, Efficiency, and Portability.

Correctness: The correctness of a software system refers to

-Agreement of program code with specifications.

-Independence of the actual application of the software system.

The correctness of a program becomes especially critical when it is embedded in a complex software
system.

Reliability: Reliability of a software system derives from

-Correctness.
-Availability.

The behavior over time for the fulfillment of a given specification depends on the reliability of the software
system. A software system can also be seen as reliable if this system fulfills a function and produces less
error.

Adequacy: Factors for the requirement of Adequacy are

- The input required of the user should be limited and flexible to only what is necessary and the functions
that the user wishes to carry out having plausibility checks on the input.

- The results that a software system delivers should be output in a clear, well-structured and in
presentation form and be easy to interpret. Error messages must be provided in comprehensible form for
the user.

Robustness: It reduces the impact of operational mistakes, erroneous input data, and hardware errors.

A software system is robust if the consequences of an error in its operation are inversely proportional to
the probability of the occurrence of this error in the given application.

Maintainability: Maintainability equals suitability for debugging (localization and correction of errors) and
for modification and extension of functionality.

The maintainability of a software system depends on its-readability, extensibility and testability.

Extensibility: It allows required modifications at the appropriate locations to be made without


undesirable side effects and it depends on its
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-Structure (modularity) of the software system.


-Possibilities that the implementation language provides for this purpose.
-Readability (to find the appropriate location) of the code.
-Availability of comprehensible program documentation.

Testability: suitability for allowing the programmer to follow program execution (runtime behavior under
given conditions) and for debugging.

Modular, well-structured programs prove more suitable for systematic, stepwise testing for testing tools
and the possibility of formulating consistency conditions (assertions) in the source code reduce the testing
effort and provide important prerequisites for the extensive, systematic testing of all system components.

Efficiency: ability of a software system to fulfill its purpose with the best possible utilization of all
necessary resources (time, storage, transmission channels, and peripherals).

Portability: the ease with which a software system can be adapted to run on computers other than the
one for which it was designed. It is also said to be portable if the effort required for porting it proves
significantly less than the effort necessary for a new implementation.
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System design
Database design involves the production of a model of the data to be stored in the database. A data model
is a diagram of the database design that documents and communicates how the database is structured.
The design process is divided into three main stages – conceptual, logical and physical database design.
The purpose of the conceptual database design is to decompose the design into more manageable tasks,
by examining user perspectives of the system. That is, local conceptual data models are created that are
a complete and accurate representation of the enterprise as seen by different users. Each local conceptual
data model is made up of entity types, relationship types, attributes and their domains, primary keys and
integrity constraints. For each user view identified a local conceptual data model would be built. In
building the conceptual data model, a data dictionary is built to identify the major entities in the system.
An entity relationship (ER) diagram is used to visualize the system and represent the user’s requirements.
The ER diagram is used to represent entities and how they relate to one another. The ER diagram also
shows the relationships between the entities, their occurrence (multiplicities) and attributes.

Conceptual Database Design

In this stage, a local conceptual data model is built. A local conceptual data model comprises of entity
types, relationship types, attributes and their domains, primary and foreign keys and integrity constraints.
The conceptual data model is supported by documentation such as a data dictionary.
Entities have an existence in their own right. Entity types are identified and their names and description
are recorded in a data dictionary.
An Entity-Relationship diagram is used to represent the relationship between entities. The multiplicity of
each relationship is included. This is because a model that includes multiplicity constraints gives a better
representation of the system. Relationship descriptions and the multiplicity constraints are recorded in
the data dictionary. Each model is validated to ensure it supported the required transactions.

Data
Entity Name Attributes Description Size Nulls
Type
_department _department_id Department ID Int 11 No
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_department_name Department Name varchar 64 No


_employee_id Employee ID int 11 No
_designation_id Employee Name int 11 No
_employee_joining_date Joining Date Date No
_employee_termination_date Termination Date Date Yes
_employee_name Employee Name varchar 64 No
Employee’_details _employee_department Employee Department varchar 64 No
_employee_address Employee Address Varchar 256 No
_employee_contact_no Contact No varchar 64 No
_employee_email Email varchar 64 No
_employee_provident_fund_percentage Provident Fund int 11 No
_employee_starting_salary Starting Salary decimal (10,0) No
_designation_id Designation ID int 11 No
_designation
_designation_name Designation Name varchar 64 No
_payhead_id Pay-head ID int 11 No
_payhead _payhead_name Pay-head Name varchar 64 No
_payhead_default_value Default Value decimal (10,1) Yes
_deduction_head_id Deduction ID int 11 No
_deduction_head _deduction_head_name Deduction Name varchar 64 No
_deduction_head_default_value Default Value decimal (10,0) Yes
_advance_payment_id Advance Pay ID Int 11 No
_employee_id Employee ID Int 11 No
_advance_payment
_advance_payment_date Advance Payment date Date No
_advance_payment_amount Amount int 11 No
_overload_payment_id Overload Pay ID Int 11 No
_employee_id Employee ID Int 11 No
_overload_payment
_overload_payment_date Pay Date Date No
_overload_payment_amount Payment Amount int 11 No
_increment_payment_id Increment ID Int 11 No
_employee_id Employee ID Int 11 No
_designation_id Designation ID Int 11 No
_increment_payment
_employee_joining_date Employee Joining Date Date No
_increment_payment_date Increment Pay Date Date Yes
_increment_amount Increment Amount int 11 No
_conveyance_allowance_id Convinced ID Int 11 No
_conveyance_allowance _designation_id Designation ID Int 11 No
_conveyance_allowance_amount Convinced int 11 No
_festival_allowance_id Festival ID Int 11 No
_festival_allowance _festival_allowance_date Allowance date Date No
_festival_allowance_perchantage Allowance Percentage int 11 No
_paid_salary_id Salary ID Int 11 No
_paid_salary
_employee_id Employee ID Int 11 No
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_month_of_salary Month of Salary Date No


_total_salary Total Salary Decimal (11,0) No
_salary_payment_date Salary Payment Date Date No
_salary_paid Salary Paid varchar 64 No

Table: Description of attributes from different entities

Entity Name Cardinality Relationship Entity Name Cardinality


Department 1 Has Employees 1..*
Designation 1 Posed by Employees 0..*
Conveyance
Designation 1 Has 1
Allowance
Employee 1 Has Salary Increment 0..*
Overload
Employee 1 Gets 0..*
Payment
Employee 1 Gets Regular Salary 1..*
Table: An extract from the data dictionary showing a description of the relationships between
the entities

From the above relationship we can draw the Data Flow diagram (DFD). A data flow diagram (DFD) is a
graphical representation of the ‘flow’ of data through an information system, modeling its process
aspects. These are a preliminary step used to create an overview of the system which can later be
elaborated. A DFD shows what kinds of information will be input to and output from the system, where
the data will come from and go to, and where the data will be stored. DFD greatly helps us to develop the
front end of our system and to get clear sense of flow data from one entity to other.
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Employee
Staff D1 Employee
Add New Employee Store Employee Info
Add Employee
Info

Payroll Transaction
payroll
Store Basic Salary Info
Payroll Info

Additional
Additional Details

Additional Info
Add Additional Info
D2 Additional Info

Add Advance Info


Check For Valid Transaction
Advance
Request Advance
Employee Advance Info

Advance Check Additional Info


Calculate Salary info to Accounts
Salary Info For Office
Salary Pay

Pay Check Accounts Accounting Entries

Produce General
Pay to Emloyee
Employee Pay Accounting
Employee check Details D2 Additional Info

Figure - Data Flow Diagram (DFD)


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Logical Database Design

The process of logical database design constructs a model of the information used in a system based on a
specific data model, such as the relational model, but independent of a particular DBMS and other physical
considerations. The logical database design consists of an Entity Relationship(ER) diagram, a relational
schema, and any supporting documentation for them. In the logical data model, all attributes of entities
are primitive.
Producing a logical data model involves normalization. The aim of normalization is to eliminate certain
undesirable characteristics from a database design. It removes data redundancy and thus prevents update
anomalies. Normalization helps increase the clarity of the data model.

pub_department pub_overload_payment

PK pub_department_id PK pub_overload_payment_id

pub_department_name pub_overload_payment_date
pub_overload_payment_amount

employee_details

PK pub_employee_id
pub_designation pub_advance_payment
pub_employee_name
PK pub_designation_id pub_designation_id PK pub_advance_payment_id
pub_joining_date
pub_designation_name pub_employee_termination_date pub_employee_id
FK1 pub_employee_id pub_employee_department_id pub_advance_payment_date
pub_employee_address pub_advance_payment_amount
pub_employee_contact_no
pub_employee_email
pub_employee_provident_fund_perchantage
pub_employee_basic_salary
FK1 pub_overload_payment_id
FK2 pub_advance_payment_id
FK3 pub_paid_salary_id
pub_conveyance_allowance pub_paid_salary
FK4 pub_increment_payment_id
PK pub_conveyance_allowance_id FK5 pub_provident_fund_history_id PK pub_paid_salary_id
FK6 pub_department_id
pub_conveyance_allowance_amount pub_employee_id
FK1 pub_designation_id pub_month_of_salary
total_salary
pub_salary_payment_date
pub_salary_paid_status

pub_increment_payment pub_provident_fund_history

PK pub_increment_payment_id PK pub_provident_fund_history_id

pub_employee_id pub_employee_id
pub_increment_payment_date pub_provident_fund_deposit_date
pub_increment_payment_amount privident_fund_deposit_amount

pub_payhead pub_deduction_head pub_festival_allowance

PK pub_payhead_id PK pub_deduction_head_id PK pub_festival_allowance_id

pub_payhead_name pub_deduction_head_name pub_festival_allowance_date


pub_payhead_default_value pub_deduction_head_default_value pub_festival_allowance_perchantage

Figure-Entity Relationship Diagram (ERD)


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Physical Database Design

Physical database design translates the logical data model into a set of SQL statements that define the
database for a particular database system. The target DBMS in our case is MySQL.
The following translations occur:
1. Entities become tables in MySQL.
2. Attributes become columns in the MySQL database.
3. Relationships between entities are modeled as foreign keys.

Pert Chart
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Gantt Chart
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Data Dictionary

Entity Name Description


Department Different disciplines of the department
Employee All employees of the company
Designation Designations of the employees
Pay Head The categories under which the employees are
paid
Deduction Head The categories under which the salary of the
employees are deducted
Overload Payment Extra payments to the employees for engaging
with extra hours of duty
Advance Payment Payment which is paid to the employees in
advance
Conveyance Allowance Payment which is paid for transport cost by the
employees
Festival Allowance Bonus payment which is paid to the employees
for festival
Payroll Monthly payment and increment details of the
employees
Table 0.1 Data Dictionary
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Database Connection Class


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Testing Report
Test Report is a document which contains

 A summary of test activities and final test results.


 An assessment of how well the testing is performed.

Based on the test report, the stakeholders can

 Evaluate the quality of the tested product.


 Make a decision on the software release. For example, if the test report informs that there’re
many defects remaining in the product, the stakeholder can delay the release until all the defects
are fixed.

It also describes the planning, implementation, designing, outcome and the usefulness of the project.
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Conclusion
Conclusion

The objective of this research was to design and development a user friendly ‘Payroll Management
System’. This application is useful not for only ‘The People’s University of Bangladesh’, but also any other
organization who are keen to utilize this kind of software. It can be operated very easily. There is no need
to recruit extra dedicated person or equipment to handle this application. It provides very high level user
friendly function with high level of security. Though we already added maximum features to this
application, we are willing to make the application more flexible and professional.

Limitations

The limitations of the application are as follows:

1. Till now there is no login system in our application.


2. We worked with only testing arbitrary data, so the application is not tested with large scale real
data which help to find bugs easily.
3. Reports are not generated in other application such as Excel, PDF etc.
4. No such encryption algorithms.
5. Different database connection procedure is complex. Here we used only MYSQL database.
6. In this application the coding structure is simple. We use only structured PHP and MYSQL.
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Future Application

In future we will overcome current limitations implement the following issues:

a) We will develop the application in OOP (Object Oriented Programming) structure.

b) Applying the SSL (Secure Socket Level) for production server.

c) Implementing user management system according permission level.

d) Appling time and skill reducing techniques.

e) Generating report in other application like Excel, PDF etc.

f) Merging modules.

g) Applying more databases connections.

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