1.

PROJECT
SYNOPSIS

1.1

TITLE OF THE PROJECT

A computerized payroll system performs the same functions that

manual methods of payroll do. It stores employee data, such as names,
addresses, social security numbers, pay rates and withholding allowances of
each person. It calculates payroll taxes and deductions and keeps all data upto-date after each pay period.
Computerised Payroll system is the heart of any Human Resource
System of an organization. The solution has to take care of the calculation of
salary as per rules of the company, income tax calculation and various
deductions to be done from the salary including statutory deductions like
Income tax and provident fund deductions. It has to generate pay-slip, cheque
summary and MIS reports.
It is understood that we are tired of managing thousand of odd papers,
pay slips, payroll reports, and salary details and so on. Imagine that we have
a payroll processing system which will generate our pay slips and payroll
reports within seconds. We can help others automated your payroll system by
developing a customized payroll application that suits your specific
requirements.
In the existing system, Presently salary calculation is done manually, it
take so much of time to compose salary of all employees. It also takes very
long time to make salary slip ready. Due to manual process some time it takes
very long time, in turn it delays the salary distribution. This is a big problem to
manage when salary is not generated in time. The other main problem is
errors, even with double cross check here or there some errors will happen,
this again create large problem. To solve all this the organization require very
good software to take care of all these.

1.2

OBJECTIVES OF THE STUDY:

The proposed software will solve all the problems they are facing now.

This software is designed such way that it will generate the salary
automatically every month in time. So there not much worries. This software
also equipped with to enter the attendance of each employee in the
organization, it help them to track each employee attendance, based on this
we can generate the salary. The software built to generate individual pay slip
and summary of the payroll. It also has option to generate the data reports. So
they can take the print out of payroll slip.
Main aim of developing Computerised Payroll Management is to
provide an easy way not only to automate all functionalities involved
managing leaves and Payroll for the employees of Company, but also to
provide full functional reports to management of Company with the details
about usage of leave facility.
We are committed to bring the best way of management in the various
forms of EPM. We understand that EPM in not a product to be sold, it is a tool
to manage the inner operation of Company related to employee leave and
Payroll.
This Application works in Multiple PCs installed on multiple Computers but
sharing same database by which users of different department can use it
sitting at different locations simultaneously.
But in future we can make the Application where the database will be
hosted in order to manage the all departments which will be located in
different places and by keeping domain of Application as Online.

Benefits

To improve the efficiency.

Quickly find out information of an employee details.

To provide easy and faster access information.

To provide user friendly environment.

1.3

RATIONALE FOR THE STUDY:

The administrative part is divided into a number of simple modules.

Being an integrated system the software constantly monitors data-flow from

one module to another. As it was mentioned earlier that the primary objective
of this kind of system is to reduce human effort and error, hence the user will
not have to bother about preparation of salary registers, attendance register,
employee maintenance etc.
User can access each and every item of this system through a very
simple menu.
The modules are as follows:

Add New Employee

Searching of an employee

Deactivate Employee

Modify the existing employee

Daily Time Record Management

Work Days Settings

Deduction Settings

Pay Slip Generation

Reports

Utilities (Notepad, Calculator)

System Lock

Log Off

Exit

ADVANTAGES

It is fast, efficient and reliable

Avoids data redundancy and inconsistency

Very user-friendly

Easy accessibility of data

Number of personnel required is considerably less

Provides more security and integrity to data

1.4

DETAILED METHODOLOGY
We develop an application called Computerised Payroll Management .

Our project is working in two modes i.e. Administrator and User Mode.
SPLASH SCREEN:
This is the welcome screen of our project. It shows the title of the project and
after that a login window appears on the screen. We can login into the Project
as Administration Mode as well as User Mode.
SECURITY MANAGEMENT
This module is same for administrator as well as User by entering the valid
credentials for accessing the project.
ADMINISTRATOR MODE
Administrator has full

rights to access the software by entering his valid

username and password Administrator

also has the right to add more

employees in the software. In the admin panel shows a message Welcome

Admin, Date and Time as per System Clock, Searching of employee, View
Total Number of Employee and command buttons for accessing different
types of modules. The different modules under Administrator are as follows:
EMPLOYEE MANAGEMENT:
This module helps to create a new record of an employee by automatically
generating alphanumeric unique id. The data fields used under this module
are Employee No., Last/First/Middle Name, Gender, Age (Age is calculated
automatically by enetrign the date of birth), Place of Birth, Address,
Contact No, Position (Programmer, Engineer, Lecturer ), Date of Hired, Status
(Regular/Contractual). After entering all the fields

a user click on the add

button to save the record. When a user click on the add button a new form
called User registraion is displayed.

In this form Employee No. will be

displayed automatically, used enter his username, password and confirm

password and after that click on the register button to save a record.

SEARCHING PROCESS:
This module helps

us to search the record of an employee by two

possible ways:1. By Employee Number

2. By Employee Lastname
By Employee Number:
In this module we can enter only numeric code associated with unique
employee number. After entering the numeric code an administrator click on
the Search command button and all the records pertaining to the user will be
displayed. We can also have an option to print the record by clicking on the
print command button with the help of data reports included in this project.
The printing option is only enabled if we enter the employee number,
By Employee Last Name:
In this module we can enter only lastaname of an employee and an
administrator click on the Search

command button and all the records

pertaining to the user will be displayed. We cannot have the facility to rpint
the recrords if we search using by last name.
DEACTIVATE OF AN EMPLOYEE:
In this module we deactivate an existing employee, if an employee leaves the
job under any circumstances. An administrator can deactivate the employee
by entering his unique employee number. After deactivation we can generate
the payroll process of deactivating employee.
EDITING OF AN EMPLOYEE:
In this module we can modify all the fields of an existing employee except
Unique Employee No.
QUICK SEARCH MANAGEMENT:

Under this option we can search the record of an employee very quickly.

We

can search by Employee Name / Employee Gender (Male / Female) / Age /

Status (All / Inactive / Active)

SHUTDOWN MANAGEMENT:
This Module has two options:
1. Shutdown:
In this module project application complete shut down and user /
administrator start the project form starting phase.
2. Log off
In this module current user terminates project application and a login
screen appears for entering login credentials for new user.
SETTING MANAGEMENT: This module consists of :

Employee Accounts
Under this option an administrator can view Employee Accounts only.

Create New Account

Under this option an administrator can
only by entering

create Employee Accounts

valid employeeno, usedrid, password and confirm

password.

Change Password
Under this option an administrator can change the password of an
existing user by entering existing used id and old password.

Working Day Setting

Under this option an administrator can change workdays setting as per
requirement. The value of work day setting from 15 to 30.

Change Position
Under this option an administrator can add / update / delete the
designation of an employee and also enter the Single day Salary of an
Contractual as well as regular employee.

Deduction Settings
Under this option an administrator can update the value of Deductions
like SSS(Salary Saving Scheme), Group Ins, Health Bima

PAYROLL STATISTICS MODULE

This module displays the numerical value of Payroll Process. It shows the
total number of employees, Total Active Employees, Total Inactive Employees.
DTR (DAILY TIME RECORD) MANAGEMENT:
This module show the daily time record of in as well out of an employee. It
shown at what time the official enters in the office an at what time official
leaves the offices. It has two options:
1. View Daily Time Record
Under this module we can

view the daily time record of all the

employees.
2. Modify Daily Time Record
Under this module we can

modify the daily time record of an

employee.
PAYROLL MANAGEMENT:
This module is activated when we double click on the employee record.
After double clicking a dialog box is viewed, and click on the option pay slip
for calculating salary of an employee.
For Calculation of Gross Pay: Basic Pay * Hours Worked + Over Time
For Calculation of Deductions: Total = SSS+ Group Ins + Health Bima + Others
For Calculation of Net Pay : Net pay = Gross Pay Total
For Calculation of Overtime : (Basic Pay / 8) * 1.1) * Hours Worked

UTILITIES:
Various Utilities are incorporated in this project are :

Notepad

Calculator

1.5

THE EXPECTED CONTRIBUTION FROM STUDY

To overcome the problems associated with manual processing in

Payroll Management, it is proposed to develop computer based software titled

Computerized Payroll Management. The benefits are:

Reduce complexity through automation.

User-friendly environment to operate on.

Compatible to all platforms.

Improve Administration/ efficiency

Improve Management reporting, maintaining capabilities.

Enhance Users satisfaction and productivity

The details of newly proposed system are as follows:

The proposed software will solve all the problems they are facing now. This
software is designed such way that it will generate the salary automatically
every month in time. So there not much worries. This software also equipped
with to enter the attendance of each employee in the organization, it help
them to track each employee attendance, based on this we can generate the
salary. The software built to generate individual pay slip and summary of the
payroll. It also has option to generate the data reports. So they can take the
print out of payroll slip.

1.6

LIST OF ACTIVITIES TO CARRIED OUT TO COMPLETE

THE PROJECT (WITH THE HELP OF BAR CHART
SHOWING THE TIME SCHEDULE)

Activity
A

Description
Selection of Title &

Estimated Time in Days

02

B
C

Language
Requirement Analysis
Designing of Database &

05
03

D
E
F
G
H
I

Forms
CODING
Software Deployment
Testing
Implementation
Demonstration
Dummy Activity

07
04
03
02
02
03

Total Time Required for Completion is One Month

1.7
PLACES / LABS / EQUIPMENTS / TOOLS
REQUIRED & PLANNING OF ARRANGEMENTS
OPERATING ENVIRONMENT
The system is developed in Microsoft Visual Basics 6.0 as front end
and Microsoft Access as backend and run under windows environment.
Microsoft Visual Basic:
Visual basic is event driven programming language, which is used to develop
front end for the application. This is called event driven because every action
of the user is an event and the application is driven with the help of these
events, which are programmed with the help of VB.
In Visual basics there are forms, controls, reports & many more things to
provide the user with overwhelming experience of user friendliness. A visual
basic is a programming language for windows environment & provides the
user with windows like interface.
Microsoft Access:
MS-Access is a Relational Database Management System (RDBMS) that you
can use to store and manipulate large amounts of information. Because its

tools are user-friendly and because it is a powerful development environment,

Access is equally appropriate for novices and MIS professionals.
Access is an object-oriented program; that is, everything in Access is an
object, including the application itself. Each object has properties that define
how it looks and performs. The uses of Access are limited only by the needs
of an organization and the imagination of the user or developer.

Hardware Requirements:
Hardware requirement are the basic need of the system or the package,
which is been developed and will be deployed upon the system, which should
have these basic components or fulfill these basic hardware needs of these
package.
The following hardware is recommended for the user.
Processor

Intel Pentium IV 2.4 GHZ or above

Clock speed

500 MHZ

System bus

32 bits

RAM

256MB of RAM

HDD

40 GB or higher

Monitor

SVGA COLOR

Keyboard

108 keys

Mouse

2 button mouse

Software Requirements
Operating System

Microsoft WINDOWS XP SP2

Software Used

Microsoft Visual Studio 6.0

Front End

Microsoft Visual Basic 6.0

Back End

1.8

Microsoft Access

LIMITATIONS OF THE PROJECT:

It works only in stand alone machine and only one user can access
at a time.

Implementation of software as a web based not possible. It needs

more

advanced

features

considering

web

development

requirements.

This software only works in Windows Operating System because

Visual Basic is exclusively used in Windows Environment.

As the number of users increases for application along with more

transaction volume, the program starts taking more time to process
and generate the desired results. This shows the sluggish
performance of a visual basic

The designed application completely graphical in nature, so it

requires more memory to store the project.

1.9

FUTURE SCOPE OF THE PROJECT

The future expansion scope of the project is that, it can be shifted to

the client server technology for use in networking environment thus making it

a full fledged along with a url www.cps.com can be upgraded to expand its
utility to everyone by connecting it to world wide web and avail the facilities
Online Payslip generation, Online Attendance, Profile Management and other
relevant information
This project can be further enhanced to provide greater flexibility and
performance with certain modifications whenever necessary.