Payroll Management System

PAYROLL MANAGEMENT SYSTEM
SUBMITTED BY PULKIT KAPUR
Enrollment no:1121241708
Class: BBA (IIIrd YEAR)
DEPARTMENT OF COMPUTER SCIENCE DELHI INSTITUTE OF RURAL DEVELOPMENT NEW DELHI
A PROJECT REPORT SUBMITTED IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD OF THE DEGREE OF BACHELOR OF BUSINESS ADMINISTRATION
SUBMITTED BY: HIMANSHU JAIN
REG. NO.2003.APM / A.102 YEAR)
Class: BCA (IIIrd
DEPARTMENT OF COMPUTER SCIENCE APEEJAY INSTITUTE OF MANAGEMENT & INFORMATION TECHNOLOGY NEW DELHI
ACKNOWLEDGEMENT
The satisfaction and Euphoria that accompany the successful completion of any would be but incomplete. The mention of the people who made it possible; whose constant guidance and encouragement served as a beacon light and crowned my efforts with success. I consider it a privilege to express through the pages of this report, a few words of gratitude and respect to all those who guided and inspired in completion of this project. I am deeply indebted to our guide MISS SHRUTI whom by virtue of his office constantly encouraged me and I tender my utmost gratitude and appreciation for his valuable guidance and suggestions extended by him. These are the words of relatively spoken and the entire above mentioned share credit of my present achievement as well as in future.
PULKIT KAPUR
CERTIFICATE
This is to certify that MR.PULKIT KAPUR 1051241708 enrollment number
was assigned the project PAYROLL MANAGEMENT
SYSTEM by MISS SHRUTI. She has submitted this project report in accordance with the third year syllabi requirement of BACHELOR OF BUSINESS ADMINISTRATION by I.P UNIVERSITY, DELHI for the academic year 2008-10.
TABLE OF CONTENTS
1. PROBLEM DEFINITION INTRODUCTION TO THE PROBLEM DISADVANTAGES OF CURRENT SYSTEM ADVANTAGES OF PROPOSED SYS TEM NEED OF THE NEW SYSTEM OBJECTIVE OF THE SYSTEM METHODOLOGY 2. FEASIBILITY STUDY ECONOMIC FEASIBILITY TECHNICAL FEASIBILITY OPERATIONAL FEASIBILITY 3. SYSTEM ANALYSIS SYSTEM ANALYSIS DATA COLLECTION ANALYSIS OF EXISTING INFORMATION SYSTEM 4. SYSTEM DESIGN PHYSICAL DESIGN DESIGN METHDOLOGY DESIGN OVERVIEW PROCESS MODELLING DATA MODELLING DATABASE AND FILE DESIGN DATABASE DESIGN DATA ELEMENT DICTIONARY 5. SYSTEM DEVELOPMENT PROGRAMME DEVELOPMENT TESTING & DEBUGGING MODULE TESTING SYSTEM TESTING 6. SYSTEM IMPLEMENTATION 6.1 HARDWARE SPECIFICATION 6.2 SOFT WARE SPECIFICATION 6.3 APPLICATION SOFTWARE
7. POST IMPLEMENTATION MAINTENANACE & REVIEW 7.1 7.2 MAINTENANACE DOCUMENTATION 7.2.1 OPERATION MANUAL 7.2.2 USER MANUAL
8. CONCLUSION 9. BIBLOGRAPHY
INTRODUCTION
This is a Project to computerize an PAYROLL of a Firm. It includes maintaining a database for recording companies Information regarding Employee, their leaves and it also enables to maintain the Payroll for the Employees. This will also provide charts on the basis of Age, Experience and Salary to gather the further information and that too in graphical manner, which is easy to understand and manipulate. This also enables the user to query the certain requirements directly to the program to get information of Leaves, Salary, Payroll and Employees.
PROBLEM DEFINATION
The record keeping in this particular case is currently manual. The company thus suffers from a lot of limitations in carrying out its business. Few of the pressing problems the company faces because of manual mode of operation are:
Drawbacks in Early Information System: 1. Data redundancy & inconsistency: - since the files and application different programmers create programs over a long period the various files are likely to have different event formats and the program mainly written in several programming languages. Moreover the same information may be duplicated in several files. 2. Difficulty in Accessing the data: - In earlier information system for those queries, which is not determined before the development of data storage system, creates problem in accessing the data. This problem can be removed by storage of data in fixed format of databases. In those databases the entries can be managed through different key restrictions. + 3. Data isolation: - Since data are scattered in different files and files may be in different formats hence it is difficult to write new application programs to the appropriate data.
PAYROLL MANAGEMENT SYSTEM 4. Problem of Integrity: - The data stored in the information system must satisfy certain types of consistency constraints and information system should work as a whole system. The output of different units may be used as a input of other units. In this way the whole system works to achieve the predetermined objectives or goal. For the purpose the system may constitute different subunits, which may work with interrelation other subunits.
5. Problem of Automicity: - In earlier information system there is no arrangement of making the transaction automatic, i.e. may application it is crucial to insure that once a failure had occurred with a consistent state that exist prior failure. 6. Concurrent Access Anomalies: - In earlier information system there was no arrangement for utilizing the multi-user facility from the system. In these systems only a single user can work on some specified information, but in database arrangement the multi-user facility is provided by arrangement of client arrangement system. The system, which provides this multi-user facility is called server or host and the system, which utilizes the multi-user facility, is called client or nodes.
Advantage of Database System: 1. Redundancy can be reduced: - In database management system data and information is stored in a form of records in a table and these tables may be interrelated by different field. This interrelation and the storage of data in fixed format helps 2. Inconsistency can be avoided: - In database many system since redundancy is reduced due to fixed storage format and other arrangement. Hence the reduction of redundancy avoids the situation of inconsistency. 3. Standard can be Enforced: - In DBMS a standard of storage and retrieval of data can be maintain by applying some measures at the time of database design. For e.g.- Normalization rules, Integrity rules.
4. Integrity can be maintained: - In DBMS the different units of the system can be observed on a complete integral system in which different subunits of the system work together to achieved in earlier information system.
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Advantages of the Proposed System: -
This project contains a multitude amount of advantage with exciting & striking features described below: 1. Attractive GUI and Menu based platform. 2. Periodic alert system is activated altogether. Due to this the Firm is getting the required information at the time od Salary Generation. 3. Manual entry of records, free from duplication & error. 4. Record updation and deletion facility. 5. Facility of storing the deleted records as an backup & alumni record. 6. Backup facility for total retrieval of accidentally altered or deleted. 7. Powerful tools for query with quick response on the records. 8. Attractive Outlays & Reports as per the user demands.
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Need for New System

This is one of the projects in an ongoing process on computerizing the whole working of the organization. New system is required to ease the formal procedures, which an employee normally faces in his daily routine. Moreover, there was a need to create central repository of all the data and information.
The basic need to propose an payroll system in terms of performance, efficiency etc. are:
Performance
During past several decades, the payroll system is supposed to maintain manual handling of all daily activities. The manual handling of the record is time consuming and highly prone to error. To improve the performance of the payroll, the computerized system is to be undertaken. Because computerized system does not support unauthorized access of the database and any illegal entry.
Efficiency
In general payroll system all the information are stored in manual way in different formats which creates data redundancy results difficulty in accessing the data . So if the system will be computerized, then there may be a chance of data redundancy otherwise it will not accept the single entry.
Control
The complete control of the project is under the hands of authorized person who has the password to access this project and illegal access is not supposed to deal with. All the
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PAYROLL MANAGEMENT SYSTEM control is under the administrator and the other employees have the rights to just see the records not to change any transaction or entry.
Security
Security is the main criteria for the proposed system. Since illegal access may corrupt the database and it will affect the general people. So security has to be given in this project.
Software
Software includes the platform where the project is being prepared. I have done my project using VISUAL BASIC 6.0 platform and the database is ACCESS. But it is not necessary that we have to first install Visual Basic 6.0 and Access to run this project. Visual Basic supports a feature to packaged all the required dlls and objects into a single package. And this package contains a setup file, when we will execute the setup file the software is installed in your system as other softwares are installed in your system
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CHOICE OF LANGUAGE
MICROSOFT VISUAL BASIC:-
he software for the Payroll system is written in Microsoft Visual Basic 6.0 language, mainly because of its suitability for this type of application. Its user
friendly, nature and in-built documentation, complication, error-detection, binding facilities and interaction with other software packages make it most powerful tool for software development.
Visual programming aims at providing the user an interface that is intuitive and easy-to-use. In developing such an interface, the programmer employs user-friendly features such as windows, menus, buttons and list boxes. A Visual programming environment provides all features that are required to develop a graphical user interface as ready-to-use components. The programmer does not have to write code to create and display commonly required user-friendly features each time around. When the programmer needs a specific user interface such as a button, he selects the appropriate ready-to-use component provide by the visual programming environment. These components can be moved, resized and renamed as required. So what is Visual Basic? The "Visual" part refers to the method used to create the graphical user interface (GUI). Rather than writing numerous lines of code to describe the appearance and location of interface elements, you simply add prebuilt objects into place on screen. If you've ever used a drawing program such as Paint, you already have most of the skills necessary to create an effective user interface. The "Basic" part refers to the BASIC (Beginners All-Purpose Symbolic Instruction Code) language, a language used by more programmers than any other language in the history of computing. Visual Basic has evolved from the original BASIC language and now contains several hundred statements, functions, and keywords, many of which relate directly to the Windows GUI. Beginners can create useful applications by learning just a
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PAYROLL MANAGEMENT SYSTEM few of the keywords, yet the power of the language allows professionals to accomplish anything that can be accomplished using any other Windows programming language. The Visual Basic programming language is not unique to Visual Basic. The Visual Basic programming system, Applications Edition included in Microsoft Excel, Microsoft Access, and many other Windows applications uses the same language. The Visual Basic Scripting Edition (VBScript) is a widely used scripting language and a subset of the Visual Basic language. The investment you make in learning Visual Basic will carry over to these other areas. Whether your goal is to create a small utility for yourself or your work group, a large enterprise-wide system, or even distributed applications spanning the globe via the Internet, Visual Basic has the tools you need. Data access features allow you to create databases, front-end applications, and scalable server-side components for most popular database formats, including Microsoft SQL Server and other enterprise-level databases. ActiveX technologies allow you to use the functionality provided by other applications, such as Microsoft Word word processor, Microsoft Excel spreadsheet, and other Windows applications. You can even automate applications and objects created using the Professional or Enterprise editions of Visual Basic. Internet capabilities make it easy to provide access to documents and applications across the Internet or intranet from within your application, or to create Internet server applications. Your finished application is a true .exe file that uses a Visual Basic Virtual Machine that you can freely distribute. As with any modern programming language, Visual Basic supports a number of common programming constructs and language elements. Visual Basic is an object-based programming language. The mere mention of objects may cause undue anxiety in many programmers. Don't worry: whether you realize it
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PAYROLL MANAGEMENT SYSTEM or not, you've been dealing with objects most of your life. Once you understand a few basic concepts, objects actually help to make programming easier than ever before.
Microsoft Access
Microsoft Access is a super powerful program with dozens of features to help you with your information management. Because Microsoft constantly expands the capabilities of Access for both new database users and programmers, it includes an amazing array of tools. A working database created in Access, pays for itself over and over again in terms of time. Access is a flexible program that works for both simple and complex database projects. Its also a relation database, which means it lets you define relationships between different types of information (like customers and orders) so you can use them together. The basic elements of an Access Database are:
Tables hold information. Queries let you ask questions about your data or make changes to data. Forms are for viewing and editing information. Pages are Html files that let you view Access data with Internet Explorer. Reports are for summarizing and printing data. Macros perform one or more database actions automatically.
Access is one the simplest to implement relational database. Making a relationship is as simple as click and drag process. But the efficiency of Access Database decline when the database reaches high volumes like terra-bytes. We are using Access as a back end because of its simplicity. Only the database is created in the Access and no interface is made in Access. Thus we only concerned with the tables created in Access and the relationship made between them.
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SYSTEM DEVELOPMENT LIFE CYCLE

A system development life cycle is a logical process by which system analyst, softwareengineers, programmers, end-users build information-system and computer applications to solve business problems and needs. It is also called application development life cycle. The life cycle is essentially a perfect management tool to plan, execute and control system development projects. Systems development life cycle defines the phases and tasks that are essential to system, development. METHODOLOGY A methodology is physical implementation of logical life cycle that incorporates: Step by step activity for each phase. Individual and group role to be played in each activity. Tools and techniques to be used for each activity.
Methodologies ensure that consistent and a reproducible approach is to be applied to all projects. It reduces the risks associated with the short cuts and mistakes. Methodologies produce complete and consistent documents from one project to the next. PRINCIPLES OF A SYSTEM DEVELOPMENT Get the users and the owners involved:The owner and user involvement is an absolute necessity for successful system development. The users and owners must participate and proper agreement from the overall decision that may effect them. The involvement of both will win the acceptance of new ideas and acknowledgeable change. Use the problem solving approach:-
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Study and understand the system problem and its contents. Define the requirement of a suitable solution. Identify the solution and select the best alternative. Design and implement the solution. Observe and evaluate the solution impact and define the solution accordingly. Here the system analyst should approach all projects using some sort of problem solving approach. Establish phases and activities The life-cycle consists of four phases:System planning System requirement System feasibility System analysis System design System implementation System support To understand system development, we need to recognize that a stock managment system has a life cycle, just like a living system or a new product. System analysis and design are keyed to the system life cycle. The analyst must progress from one stage to another methodically, answering key questions and achieving results in each stage. We isolate and sequence these activities for learning purposes, but in real life they overlap and are highly interrelated. For example, when the analyst is evaluating an existing operation, he/she is probably thinking about an alternative way that would improve the system or wondering whether a given piece of hardware would be critical cost item to consider for a sale and purchase system. Therefore, there can easily be overlap during any phase of cycle. Infact, it may act as a basis for modifying earlier steps taken. We now describe each of these steps.
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The traditional information system development cycle Understand the business problem or opportunity.Develop an information system solution Implement the information system solutions.
Organization Based
Source of idea
Environment
Organizatio n Top management User System analyst
Impetus for change
Government rules Consumer Union
Recognition of need
Competitions
Feasibility study
Analysis
Design
Implementation 19
FEASIBILITY ANALYSIS
Depending on the result of initial investigation the survey is explained to a more detailed feasibility study. Feasibility study is a test of a system proposal according to the workability, impact on the organization, ability to meet user needs and effective use of resources. It focuses on three major questions:-
1. 2. 3.
What are the user demonstrable needs and how does a candidate system meet them? What are available for given candidate system? Is the problem worth solving? What are the likely impacts of the candidate system on he/she organization? Feasibility study is carried out keeping in mind their main aspects of project to be
developed. These are:-
Economic feasibility Technical feasibility Operational feasibility
Many feasibility studies are disillusioning for both user and analysts. The study often presupposes that when the feasibility document is being prepared the analyst is in a position to evaluate solutions.
If the feasibility study is to serve as decision making documents, it must answer three key questions:-
1. 2. feasibility)
Is there a new and better way to do the job that will benefit the user what is recommended? (Technical feasibility) What are the cost and savings of the alternatives? (Economic
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PAYROLL MANAGEMENT SYSTEM 3. Whether the newly developed system be easily operated by the user and what all manpower investment he will have to make (Operational feasibility).
SOME OF THE COMMON ASPECTS OF FEASIBILITY STUDY ARE:
A system required performance is defined by describing its output in a user acceptable format and at a higher level of details than what was described in the initial investigation. This involves three steps:
Statement of constraints. Identification of specific system objective. Description of output.
This phase builds on the previous phase in that much of the work may already have been done.
Statement of constraints Constraints are factor that limit the solution of the problem. Some constraints are identified during initial investigation and are discussed with the user. There are general constraints that might have a bearing on the required performance of a candidate system.
Identification of specific objective Once the constraints are spelled out, analyst proceeds to identify the system specific performance objectives. They are derived from the general objectives specified in the project derived at the end of the initial investigation. The steps read to state the system benefits and then translate them into measurable objective. In our scenario, the candidate system anticipated benefits are as follows
STEPS IN FEASIBILITY STUDY
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1. Form a project team and appoint a project leader. 2. Prepare system data flow diagrams. 3. Enumerate potential candidate system. 4. Describe and identify characteristics of candidate system. 5. Describe and evaluate performance and cost effectiveness of each candidate system. 6. Weight system performance and cost data. 7. Select the best candidate system. 8. Prepare and report final project directive to management.
FORM A PROJECT TEAM AND APPOINT A PROJECT LEADER
The concept behind a project team is that future system user should be involve in its design and implementation. Their knowledge and experience in operations area are essential to the success of the system. The project team for our project consisted of analyst and user staff enough collective expertise to advise a solution on the problems. An outside system consultant and an information specialist joined our project team until the job was complete. Projects are planned to occupy a specific time period ranging from weeks to several months. The senior system analyst was appointed as the project leader.
PREPARE SYSTEM FLOW CHART
The next step in feasibility study is to prepare generalization system flow-chart for the system. Informationoriented charts and data flow diagram prepared in the initial investigation were also reviewed at this time. All other flow-chart needed for detailed evaluation were complete by this stage.
ENUMERATE POTENTIAL CANDIDATE SYSTEM
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This step was undertaken to identify the candidate system that is capable of producing the output indeed in the generalized flow-chart. This requires a transformation form logical to physical system models. Another aspect of this step was consideration of the hardware that can handle the total system requirement. An important aspect of hardware is processing and main memory. There is large number of computers with differing processing size, main memory capability and software support.
DESCRIBE AND IDENTIFY CHARACTERISTICS OF CANDIDATE SYSTEMS
Considering the candidate, team began a preliminary evaluation in an attempt to reduce them to a manageable number. Technical knowledge and expertise in the hardware/ software area are critical for determining what each candidate system cannot and can do.
DETERMINING
AND
EVALUATE
PERFORMANCE
AND
COST
EFFECTIVENESS OF EACH CANDIDATE SYSTEM
Each candidate system performance is evaluated against the system performance requirement set prior to the feasibility study. They are usually evaluated in qualitative terms based on the subjective judgment of the project team. The cost encompasses both designing and installing the system. It includes user training, updating the physical facilities and documenting. System performance criteria are evaluated against the cost of each system to determine which is likely to be the most cost effective and also meet the performance requirement. Costs are easily determined when the benefits of the system are tangible and measurable. An additional factor to consider is the cost of the study design and development.
WEIGHT SYSTEM PERFORMANCE AND COST DATA
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In some cases the performance and cost data for each candidate system show which system is the best choice. This outcome terminates the feasibility study. Many times this situation is not so clear-cut. Following procedure is followed for weighting candidate system: Assign a weighting factor to each evaluation criterion based on the criterions effect on the success of the system. Assign a quantitative rating to each criterion qualitative rating. For example rating (poor, fair, good, very good, excellent) may be assigned relative values (1, 2, 3, 4, 5). Multiply the weight assigned to each category by the relative rating to determine the score.
SELECT THE BEST CANDIDATE SYSTEM
The system with highest total score is judged the best system. This assumes the weighting factors are fair and the rating of each evaluation criterion is accurate. Most feasibility studies select from more candidate system. In any case management should not make the selection without having the experience to do so. Management cooperation and comments were however encouraged.
FEASIBILITY REPORT
The culmination of the feasibility study is a directed to management; it evaluates the impact of the proposed change on the area in question. The report is a formal document for management use, brief enough and sufficiently non-technical to be understandable, yet detailed enough to provide the basic for system design. There was no standard format for preparing feasibility report. Analyst of our company decided on the format that would suit the user of the system. The feasibility report of our
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PAYROLL MANAGEMENT SYSTEM project started with a summary of finding and recommendations followed by documented details. A generalized report contains the following section:a. Cover letter formally presents the report and briefly indicates to management the nature of the system. b. Table of contents specifies the location of the various parts of reports. c. Overview is the narrative explanation of the purpose and scope of the project, the reason for understanding the feasibility study. d. Detailed finding outlines the method used in the present system. The system effectiveness as well as efficiency as well as operating cost are emphasized. e. Economic justification determines whether the project developed is as per the cost estimates. f. Recommendations and conclusion suggest to the management the most beneficial and cost effective system.
2.1 ECONONIC FEASIBILITY

An evaluation of development cost weighed against the ultimate income of benefit derived from the development system of product. In economic feasibility, cost benefit analysis is done in which expected cost and benefits are evaluated.
COST AND BENEFIT ANAYSIS
Developing an IT application is an investment. Since after developing that application it provide the organization with profits. Profits can be monetary or in the form of an improved working environment. However, it carries risks, because in some cases an estimate can be wrong. And the project might not actually turn out to be beneficial.
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PAYROLL MANAGEMENT SYSTEM Cost benefit analysis helps to give management o picture of the cost, benefits and risks. It usually involves comparing alternative investments. Cost benefit determines the benefits and savings that are expected from the system and compares them with the expected costs. In performing cost and benefit analysis it is important to identify cost and benefits factors. Cost and benefits can be categorized into the following:-
Development costs Development costs is the costs that are incurred during the development of the system. It is one time investment. Operating costs Operating costs are the expenses required for the day to day running of the system. Example wages, supplies, overheads. Hardware/ software costs It includes the cost of purchasing or leasing of computers and its peripherals. Software cost involves required software costs. Personnel costs It is the money spend on the people involve in the development of the system. Facility costs Expenses that are incurred during the preparation of the physical site where the system will be operational. These can be wiring, air-conditioning, flooring, lighting and acoustics. Supply costs These are variables costs that very proportionately with the amount of use of paper, disks and ribbons.
The proposed system promises to provide the following services and hence is beneficial. 1. 2. 3. 4. 5. Better customer service. Faster information retrieval. Better billing accuracy. Improved staff efficiency. Consistent billing procedure to eliminate errors
2.2 TECHNICAL FEASIBILITY

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PAYROLL MANAGEMENT SYSTEM Technical feasibility includes existing and new hardware and software requirements that are required to operate the project on the platform VB / MS Access in which the PAYROLL SYSTEM has been done. The basic entry forms are developed in VISUAL BASIC (VB AS A FRONTEND) and the data is stored in the FILES (MS Access AS A BACKEND). This is concerned with specifying equipment and software that will successfully satisfy the user requirement. The technical needs of the system may vary considerably, but might include:
The facility to produce outputs in a given time. Response time under certain conditions. Ability to process a certain volume of transaction at a particular speed. Facility to communicate data to distant locations. We need to work with systems analysts and other end users to determine your specific information needs. For example, you need to determine what type of information you require; what its format, volume, and frequency should be; and what response times are necessary. Second, you must try to determine the information processing capabilities required for each system activity (input, processing, output, storage and control) to meet these information needs. We found in the earlier stages that the users were not satisfied with the DOS because it could not prove to be a good graphical user interface. So we proposed a new type of software completely developed in VB and . The advantage of this system is that it requires no other hardware and software. The files developed in this language are easy to execute. And above all it is more user- friendly. At this stage our main goal was to identify what should be done, not how to do it. Finally, we tried to develop functional requirements. Functional requirements are end user information
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PAYROLL MANAGEMENT SYSTEM requirements that are not tied to the hardware, software, network, data, and people resources that end users presently use or might use in the new system. That is left to the design stage to determine.
After examining technical feasibility, we give more importance to the configuration of the system than the actual make of hardware. The configuration gives the complete picture about the systems requirements: ten to twelve workstations are required; these units should be interconnected through LAN so that they could operate and communicate smoothly. They should have enough speeds of inputs and output to achieve a particular quality of printing. 2.3 OPERATIONAL FEASIBILITY Operational feasibility is mainly concerned with issues like whether the system will be used if it is developed and implemented. Whether there will be resistance from users that will affect the possible application benefits? The essential questions that help in testing the technical feasibility of a system are following:
1. Does management support the project? 2. Are the users not happy with current business practices? 3. Will it reduce the time considerably?
If yes, then they will welcome the change and the new system. Have the user involved in the planning and development of the project? Early involvement reduced the probability of resistance toward the new system.
4. 5. 6.
Will the proposed system really benefit the organization? Does the overall response increase? Will accessibility of information lost? Will the system affect the visitors in
considerable way? 28
Generally project will not be rejected simply because of operational infeasibility but such considerations are likely to critically affect the nature and scope of the eventual recommendation. For operational feasibility study we appointed a small group of people who are familiar with information system techniques, who understand the parts of the business that are relevant to the project. Then we carried out certain seminars, demonstrations and many other similar activities to train the users. We also provided them with user-manuals, reference-guides, etc in order to decrease them problems while interacting with the new proposed system.
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SYSTEM ANALYSIS
Analysis is the detailed study of the various operations performed by a system and their relationship within and outside the system. One aspect of analysis is defining the boundries of the system anddetermining whether or not a candidate system should consider other related systems. During analysis data are collected on the available file, decision points and transaction handled by the present system. Data flow diagrams, interviews and questionnaires are commonly used tools in analysis .Thus analysis may be defined as the process of dividing the entire system into parts, identifying each part and thus establishing relationship between the parts. In the specific context of user system, analysis comprises: Taking known facts concerning the system, breaking these into their elements and establishing logical relationship between the elements with the objective of producing a specification of requirement. In several stages of the system developed, it is necessary to invest existing procedure and information flows to problems and difficulties in the Existing system.
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DATA COLLECTION
The functioning of the system is to be understood by the system analyst to design the proposed system. Various method are used for this and these are knows as fact-finding techniques. The analyst needs to fully understand the current system. The analyst need data about the requirements and demands of the project undertaken and the techniques employed together this data are known as fact-finding techniques. Various kinds of techniques and the most popular among them are interviews, questionnaires, record views, case tools and also the personal observations made by the analyst himself.
INTERVIEW
Interview is a very important data gathering technique as in this the analyst directly contacts system and the potential user of the proposed system. One very essential aspect of conducting the interview is that the interviewer should first establish a rapport with the interviewee. It should also be taken into account that the interviewee may or may not be a technician and the analyst should prefer to use day to day language instead of jargon and technical terms. The advantage of the interview is that the analyst has a free hand and the he can extract almost all the information from the concerned people but then as it is very time consuming method, he should also employ other means such as questionnaires, record reviews, etc. this may also help the analyst to verify and validate the information gained. Interviewing should be
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approached, as logically and from a general point of view the following guides can be very beneficial for a successful interview: Set the stage for the interview 1. Establish rapport; put the interview at ease. 2. Phrase questions clearly and succinctly. 3. Be a good listener; avoid arguments. 4. Evaluate the outcome of the interview.
TYPES OF INTERVIEW
STRUCTURED INTERVIEW Structured interviews are those where the interviewee is asked a standard set of questions in a particular order. All interviews are asked the same set of questions. The questions are further divided into two kinds of formats for conducting this type if interview.
UNSTRUCTURED INTERVIEW
The unstructured interviews are undertaken in a question-and-answer format. This is of a much more flexible nature than the structured and can be very rightly used to gather general in information about the system.
QUESTIONNAIRES
Questionnaires are another way of information gathering where the potential users of the system are given questionnaires to be filled up and returned to the analyst.
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Questionnaires are useful when the analyst need to gather information from a large number of people. It is not possible to interview each individual. Also if the time is very short, in that case also questionnaires are useful. If the analyst guarantees the anonymity of the respondent then the respondent answers the questionnaires very honestly and critically. The analyst should sensible design and frame questionnaires with clarity of its objective so as to do just to the cost incurred on their development and distribution.
RECORD REVIEWS
Records and reports are the collection of information and data accumulated over the time by the users about the system and its operations. This can also put light on the requirements of the system and the modification it has undergone. Records and reports may have a limitation if they are not up-to-date or if some essential links are missing. All the changes, which the system suffers, may not be recorded. The analyst may scrutinize the record either at the beginning of his study which may give him a fair introduction about the system and will make him familiar with it or in the end which will provide the analyst with a comparison between what exactly is/was desired from the system and its current working.
ON-SITE OBSERVATION
On-site observations are one of the most effectively tools with the analyst where the analyst personally goes to the site and discovers the functioning of the system. As an observer, the analyst can gain first hand knowledge of the activities, operations, processes of the system on site, hence here the role of an analyst is of an information seeker. This information is very meaningful as it is unbiased and has been directly taken by the analyst. This exposure also sheds some light on the actual happenings of the system as compared
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PAYROLL MANAGEMENT SYSTEM to what has already been documented, thus the analyst gets closer to system. This technique is also time-consuming and the analyst should not jump to conclusions or draw inferences from small samples of observation rather the analyst should be more patient in gathering the information. This method is however less effective for learning about peoples perception, motivation and feelings.
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DESIGN OBJECTIVES
To reduce the manual work to be done. To avoid errors inherent making the output inconsistent and incorrect. To make the system completely menu driven and user friendly. To provide the facility to modify any records whenever required. To design the system so that the reports for different forms can be obtained. To improve the management of permanent information of the institute by keeping it in properly structured tables. To query a particular card/all records in option is provided. The number of man-hour spent on the physical job in the institute should be drastically reduced. To design the system so that even non-programmers can use the system effectively and system could act as catalyst in achieving objectives. To reduce errors done while doing manual work and thus, making the output consistent and correct. To provide reliable and good information through reports to take major decisions, which play a key role in the growth of any business concern. The system is made user friendly while making it menu driven. This helps the user to use it with ease.
DESIGN DECISION
The system has been designed to be developed in VISUAL BASIC (VB) as front end and MICROSOFT ACCESS as back end as the system has the following requirements.

Transaction processing performance and modifications. Large database and controlled availability. System should be without redundancy of data.
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DESIGN OVERVIEW
The design stage takes the final specification of the system from the analysis stages and finds the best way of fulfilling them, given the technical environment and previous decision on the required level of automation. The system design is carried out into two phases The Architectural Design (High Level Design) The Detail Design (Low Level Design)
HIGH LEVEL DESIGN

The high-level design maps the system described I the program requirements specification data structure, involving
Identification of entities: All the entities related to the module

were checked, identified and can be solicited.
Identification of relationship:
The relationships between the
entities, within and outside the system were identified.
Normalization: The entities were normalized first.
LOW LEVEL DESIGN

The low level design maps the logical model of the physical database design.
Fast path table mapping:
Tables were created for the system
using fast path table mapping. This has provision to map the entities and attributes into the tables. The name of the entity is taken as table name.
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At this point of time it is essential to understand the kind of design that is used to implement the system. This would hence include the explanation of the information flow and the interaction of various functions and the data files involved. Design overview is generated with the help of data flow diagrams and the E-R model of the system. The design overview is in turn sub-divided into two categories to facilitate the designing of the system; i. Process modeling ii. Data modeling Models are created to gain a better understanding of the actual entity to be built here is a software, the model must take a form other than a physical one. It must be capable of modeling the information that software transforms the functions (and sub functions) that enables the transformation to occur, and the behavior of the system as the transformations are taking place. Each of the following is an essential technique in the designing of the system and hence each has been discussed in detail separately.
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PROCESS MODELING
The technique of process modeling is used to describe the fact that the system consists of various processes that work in conjugation to enable the system to work as a single unit. The core of the model is the data dictionary while it is surrounded by the various other modeling techniques. Data Flow Diagram (DFD) being one of those graphical aid for designing systems inputs, processes and outputs. It represents flow of data through the system. A DFD shows the functional relationship of the values computed by a system, including input values output values and internal data stores.
DFD serves some worth noting purposes: 1. To provide and indication of how data are transformed as they move through the system. 2. To depict the functions (and sub-functions) that transforms the data flow. 3. A DFD contains processes that transform data, data flows that move data, other object that produce and consume data. 4. A DFD can be nested hierarchically, but ultimately the leaf processes must be specified directly as operations. 5. DFD are primary modeling construct in number of traditional software development methodologies.
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SYMBOLS USED IN DATA FLOW DIAGRAM ARE Process =>

A process transforms data value. Here flow of data is transformed. It is represented as
External entity => A source or destination of data which is external to

the system. It is represented as
Data Flow => a data flow connects the output of an object or a

the input of another object or process. It is represented as
process to
Data Store => a data flow is used to store data. It is represented as
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As the information moves through the software, it sis modified by a series of transformations. The system accepts input in a variety of forms; applies hardware, software and human elements to transform input into output in a variety of forms. Since DFD are a graphical technique that depicts information flow, it is also known as data flow graph or bubble chart. The DFD may be used to represent a system or software at any level of abstraction. In fact, DFD may be partitioned into levels that represent increasing information flow and functional detail. The system for PAYROLL MANAGEMENT SYSTEM is modeled using two levels of DFD, namely the level 0, level 1.
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DATA MODELING:
This section concerns with the interfaces that let the user to input data into the system. PAYROLL MANAGEMENT SYSTEM is designed with VISUAL BASIC as the front end. This front end provides the mechanism or rather is the tool that is used in the development of the interfaces. Visual Basic helps in developing the interfaces with the help of what is known as FORM. Various forms are used to design the PAYROLL MANAGEMENT SYSTEM interface. The hierarchy of the forms and their operationality is depicted in the appendix-a. The forthcoming pages consist of all the major forms/screens that are used in the system interface design. Various reports that get printed as a result of the user requirements are also shown. However, certain forms that get displayed at the time of running the software are not placed simply because of the fact those do not play a major role and has less to do with letting the user input the data to the system. Interfaces are designed considering the following: 1. Should be easily understandable by the user. 2. Should display information that is relevant to the current context only. 3. Use consistence labels, standard abbreviations an predictable colours. 4. Produce meaning full error messages. 5. Interaction should be flexible but also tuned to the users preferred mode of input.
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SCREEN SHOT OF PAYROLL MANAGEMENT SYSTEM

When the program of Payroll management system is launched the following screen appears
PayrollMng.Frm
The above screen shot showing company info (company information, employee info (employee information) , leave info (leave taken by employees) , payroll generation and charts regarding salary presentation
Payrollmng1.frm
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Payrollemp.frm
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Payrolmng2.frm
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Payrolleave.frm
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Payrollleavedetai.frm
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Mainpayrooll.frm
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Paydatabase.frm
Paycharts.frm
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Payrollquery.frm
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Directqueries.frm
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Directquerycheck.frm
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DATABASE AND FILE DESIGN

Before going into the system coding it is important to discuss the DATABASE DESIGN, layout and structure of the database tables, which have been used in the project. For the implementation of this package, several databases tables have been used. Few of these tables are static while the others are dynamic in nature and need or rather get modified from time to time. We are now in a position to discuss in detail the actual structure of the databases tables, which includes the definition of the parameters viz. field name, field data type, field width and the number of digits after decimal places for numeric field. The column explanation gives the explanation of the abbreviations used in the field names. This would help the user in understanding the software easily.
List of Tables 1. Employee

FIELD NAME Empno lastname firstname middlename address City State country Email telephone emergencyphone Note education experience spouse dob doj designation salary department normalleaveid ATTRIBUTE Number Text Text Text Memo Text Text Text Text Number Number Memo Memo Memo Text Date/Time Date/Time Text Number Text Number DESCRIPTION
Date of Birth Date of Joining
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PAYROLL MANAGEMENT SYSTEM sickleaveid casualleaveid status totalnormal totalsick totalcasual dot terminationreason Number Number Text Number Number Number Date/Time Memo
Date of Termination
2. Company
FIELD NAME companyname address1 address2 City State Phone Fax Email website country Note ATTRIBUTE Text Memo Memo Text Text Number Number Text Text Text Memo DESCRIPTION
3. ChequeDetails
FIELD NAME empno salary dtp payment_mode chequeno salestax othertax net extras ATTRIBUTE Number Number Date/Time Text Number Number Number Number Number DESCRIPTION
Date of Payment Cash/Cheque Cheque Number
4. CasualLeaveTable
FIELD NAME casualleaveid From To ATTRIBUTE Number Date/Time Date/Time DESCRIPTION
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5. NormalLeaveTable
FIELD NAME normalleaveid From To ATTRIBUTE Number Date/Time Date/Time DESCRIPTION
6. sickLeaveTable
FIELD NAME sickleaveid From To ATTRIBUTE Number Date/Time Date/Time DESCRIPTION
These relations were implemented as tables in MS Access databases system. The name of the database file is PAYROLL.MDB.
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TESTING
In a software development project, errors can be injected at any stage during development. There are different techniques for detecting and eliminating errors that originate in that phase. However, no technique is perfect, and it is expected that some of the errors of the earlier phases will finally manifest themselves in the code. This is particularly true because in the earlier phases and most of the verification techniques are manual because no executable code exists. Ultimately, these remaining errors will be reflected in the code. Hence, the code developed during the coding activity is likely to have some requirement errors and design errors, in addition to errors introduced during the coding activity. Behavior can be observed, testing is the phase where the errors remaining from all he previous phases must be detected. Hence, testing performs a very critical role for quality assurance and for ensuring the reliability of software.
During testing, the program to be tested is executed with a set of test cases, and the output of the program for the test cases is evaluated to determine if the program is performing as expected. Due to its approach, dynamic testing can only ascertain the presence of errors in the program: the exact nature of the errors is not usually decided by testing. Testing forms the first step in determining the errors in a program. Clearly, the success of testing in revealing errors in programs depends critically on the test cases. Testing a large system is a very complex activity, and like any complex activity it has to be broken into smaller activities. Due to this, for a project, incremental testing is generally performed, in which components and subsystems of the system are tested separately before integrating them to
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form the system for system testing. This form of testing, though necessary to ensure quality for a large system, introduces new issues of how to select components for testing and how to combine them to form subsystems and systems.
TYPES OF TESTING
FUNCTIONAL TESTING
In the functional testing the structure of the program is not considered. Test cases are decided solely on the basis of requirements or specifications of the program or module and the internals of the module or the program are not considered for selection of test cases. Due it its nature, functional testing is often called BLACK BOX TESTING The basis for deciding test cases in functional testing is the requirements or specification of the system or module. For the entire system, the test cases are designed from the requirement specification document for the system. For modules created during design, test cases for functional testing are decided from the module specification produce during the design.
INTEGRAL TESTING
Unit testing ensures that all modules have been tested and each of them works properly individually. Unit testing does not guarantee if these modules will work fine if these are integrated together as a whole system. It is observed that many errors crop up when the modules are
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joined together. Integration testing uncovers error that arises when modules are integrated to build the overall system.
TYPE OF ERRORS MAY ARISE

Data can be lost across an interface: That is data coming out of a module is not a going into the desired module. Sub-functions, when combined, may not produce the desired major function. Individually acceptable imprecision may be magnified to unacceptable levels. For example, in module there is errorprecision taken as +-10 units. In other module same errorprecision is used. Now these modules are combined. Suppose the error-precision from both modules need to be multiplied then the error-precision would be +-100 which would not be acceptable of the system. Global data structure can present problem: For example, in a system there is a global memory. Now these module are combined. All are accessing the same global memory. Because so many functions are accessing that memory, low memory problem arises.
SYSTEM TESTING
Software is only one element of a larger computer-based system. Ultimately, software is incorporated with other system elements and a series of system integration and a validation test are conducted. These tests fall
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outside the scope of software engineering process and are not conducted solely by the software developer. System testing is actually a series of different test whose primary purpose is to fully exercise the computer-based system. Although each test has a different purpose, all work to verify that all system elements have been properly integrated and perform allocated functions.
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The goal accomplished in designing / developing of this system are:
User Friendliness
The system has totally user-friendly sense as user only has to punch the data almost everywhere whenever required messages are being displayed in the package.
Duplicity
As data is entered in different modules so that consideration is made so that no duplicate entry exists in the system.
Menu Driven
The system is made totally menu driven for the best results.
Query
To see all the information regarding a single form, option has been provided.
Security
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A high level security at different level has been incorporated into the system on the basis of user requirements.
Fast
As far as possible slow responses are avoided and thus the system is fast enough.
SCOPE OF THE NEW SYSTEM

This project can be used in the big companies and other departments also after adding some more useful and essentials modules in the project for which accounts departments are providing services like gratuity, bonus, expenses, leaves management, holiday management, printing forms like PF,ESI, income tax as per the government rules, etc for faculty. Utmost care and back-up procedures must be established to ensure 100% successful implementation of the computerized institute management system. In case of system failure, the institute should be in a position to process the work with another institute or if the worst come to the worst, it should be in a position to complete it manually.
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MASTERING IN VISUAL BASIC

o BY-EVANGELOS PETROUTSOS.
AN
INTEGRATED
APPROACH
TO
SOFTWARE ENGINEERING BY PANKAJ JALOTE. INTRODUCTION TO COMPUTER WITH MICROSOFT OFFICE 2000 BY- ALEXIS LEON, MATHEWS LEON
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NOTES
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