Software

Requirements
Specifications
FOR

PAYROLL MANAGEMENT SYSTEM

Version 1.1

Prepared by

Shah Qasim
&
Slahuden Akram

26th December, 2019

 Revision History

Version Description Author Date

1.0 First Release/ Shah Qasim & 26th
Initial Release Salaudin AKram December,2019
1. INTRODUCTION
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.
1.1. Purpose
Main aim of developing Employee 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.
1.2. Scope
This Application works in Multiple PC’s 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.

The System has various modules as:

● Security Management
● User Management
● Employee Management
● Reports Management
● Attendance Management
● Salary Management
● Department Management
● Security’s Management Module will provide the access to the system according
to the privileges of the user. This will used to authenticate the user accessing the
system.
● User Management Module: This module refers to the management of the users.
Such that keeping track of the users in the system, update that record if needed
and searching for user’s record according to the need.
● Employee Management Module: This module refers to the management of
employees such that adding them into the system, updating their record it needed
also searching for their records.
● Reports Management Module: This module refers to generating reports of the
user as well as employees i.e. specific user’s report, specific employee’s report,
employee’s attendance report, employee's salary report and employee's total
salary report etc.
● Attendance Management Module. This module is to manage the attendance of
the employees, such that to perform specific calculations on their salaries.
● Salary Management Module: This module refers to the management of the
salaries of employees, including adding salaries, updating if needed etc.
● Department Management Module: this module will be managing the
departments of the employees to keep track which employee belongs to which
department.

Term/Abbreviation DEFINITION
PMS Payroll Management System
GUI Graphical User Interface
RUP Rational Unified Process
C# Programming Language
VISIO Designing Tool
DEO Data Entry Operator
UML Unified Modeling Language
1.3. References
Websites:
Books:
● Software Requirements - Techniques by Soren Lauesen

1.4. Overview
This system is being made to replace the old manual system. The main idea is to
have easy access to the records and managing them efficiently. This alternate to
the manual system will provide the main feature of digitally accessing the
different records, which was not possible before. The users will have their own
accounts, separate according to user category, where they will be able to enter
records according to privileges.

1.5. System’s main features

 Security Management
 User Management
 Department Management
 Employee Management
 Attendance Management
 Salary Management
2. Functional Requirements
2.1. Security Management
2.1.1. Process Login
SRS-1 User will provide its login credentials to enter into the system
i.e. username and password.
SRS-2 System will authenticate the user and provide access to the
system according to the privileges of that specific user.
 2.1.2. Change Password
SRS-3 System will provide the facility of changing account's password.
SRS-4 Changing the password will require old-password. User will also
provide new-password and will confirm that password.
SRS-5 System will change that password.
2.2. User Management
2.2.1. Register User
SRS-6 Administrator will add user into the system, by providing user's
details i.e.ID, name, image, emailAddress, phoneNumber, cnic,
address, username and password.
SRS-7 System will save that information and shows the confirmation.
2.2.2. Search User
SRS-8 Administrator can search the user from the system, by providing
user’s ID/name/phoneNumber.
SRS-9 System will show that information to the Administrator.

2.2.3. Update User

SRS-10 Administrator update the information of the user into the system,
by providing user’s details i.e.name, image,emailAddress,
phoneNumber, cnic, address, username and password on the basis of
ID.
SRS-11 System will update that information and shows the confirmation.
2.2.4. Generate User Report
SRS-12 Administrator can generate user report by providing specific
detail.
SRS-13 System will show that information to the Administrator.
2.3. Department Management
2.3.1. Add department
SRS-14 Administrator/DEO can add department and its detail into the
system, by providing, employee’s details i.e. ID.
SRS-15 System will save that information and shows the confirmation.
 2.3.2. Search Department
SRS-16 Administrator/DEO can search the employee from the system, by
providing employee’s ID.
SRS-17 System will show that information to the Administrator/DEO.

2.3.3. Update Department

SRS-18 Administrator can update the department’s information into the
system, by providing department’s details i.e. ID.
SRS-19 system will update the department’s information and shows the
confirmation.
2.4. Employee Management
2.4.1. Add Employee
SRS-20 Administrator/DEO can add employee into the system, by
providing employee’s details i.e. ID, name, image, phoneNumber,
emailAddress, address, rank, salary.
SRS-21 System will save that information and shows the confirmation.

2.4.2. Search Employee

SRS-22 Administrator/DEO can search the employee from the system, by
providing employee’s ID/name/phoneNumber.
SRS-23 System will show that information to the Administrator/DEO.

2.4.3. Update Employee

SRS-24 Administrator can update the employee’s information into the
system, by providing employee’s details i.e. name, image,
phoneNumber, emailAddress, address, rank, salary on the basis of lD.
SRS-25 System will update the employee’s information and shows the
confirmation.
 2.4.4. Generate Employee Report
SRS-26 Administrator can generate Employee report by providing specific
detail.
SRS-27 System will show that information to the Administrator.

2.5. Attendance Management

2.5.1. Add Attendance
SRS-28 Administrator/DEO can add attendance into the system by
providing employee's ID, date and status.
SRS-29 System will save that information and shows the confirmation.
2.5.2. Search Attendance
SRS-30 Administrator/DEO can search an employee’s attendance by
providing employee’s ID, date.
SRS-31 System will show the result to an administrator/DEO.
2.5.3. Update Attendance
SRS-32 Administrator/DEO can update attendance by providing
employee's ID.
SRS-33 Administrator will provide the attendance information that is to be
updated,
SRS-34 System will successfully update the attendance information of an
employee.
2.5.4. Generate Attendance Report
SRS-35 Administrator can generate attendance report by providing
specific detail.
SRS-36 System will show that information to the Administrator.

2.6. Salary Management

2.6.1. Add Salary
SRS-37 Administrator/DEO can add salary of an employee by providing
salary details, i.e. ID, date, month, deduction and bonus.
SRS-38 System will save that information and shows the confirmation.
 2.6.2. Search Salary
SRS-39 Administrator/DEO can search the salary detail by providing
employee's ID.
SRS-40 System will display the detail that is being searched.

2.6.3. Update Salary

SRS-41 Administrator can update the salary of an employee.
SRS-42 Administrator will provide salary detail against the specific ID
that is to be updated.
SRS-43 System will update that information and will show the
confirmation.
2.6.4. Generate Salary Report
SRS-44 Administrator can generate Salary report by providing specific
detail.
SRS-45 System will show that information to the Administrator.
3. Non-Functional Requirements
3.1. Security
The system requires the users to identify themselves by using login-id and
password. Any user who uses the system shall have a login-id and a password.
3.2. Usability
With proper guidance and use of manual the required training time for normal
users will not be more than one week.

3.3. Reliability
 Availability The system facility will be available to its users for working
hours
 Bugs or defect rate Very little.
 Robustness Our system will generate appropriate exceptions and will handle
those exceptions effectively.
  Accuracy The system will generate accurate results and will behave
according to the User Requirements.
 Correctness Our system will be according to all the requirements collected.
All the requirements will be met to the User Requirements.

3.4. Performance
 The PMS has a simple GUI, which is self-explanatory and user friendly.
 The lists, reports and results generated by the system will not take more than
2-3 sec.
 Responses to queries shall take no longer than 4-5 sec to load onto the screen
after the user submits the query.
 The PMS shall display confirmation messages to user within 1 -2 see after the
user submits information to the system. In other words robustness is
maintained.
 Resources Required
Hardware Minimum Recommended
Processor 1.6 GHz Dual Core 2+GHZ
RAM 512MB 1GB
Hard-Drive 2 GB as Required
Printer - -
3.5. Design Constraints
RUP will be used for the design purposes and UML will be used for the diagrams
in MS Visio. C# language will be used for the development and for the database
side Microsoft SQL server will be used. So, we must be familiar with these
constraints.
3.6. User Help/ manuals
Detailed System manuals are given to the system users and one week training
session will be held to ensure that the users of the system understands the system
fully and can get the maximum benefit from the system.
3.7.External Interface Requirements
3.7.1. User Interfaces
The user interfaces will be friendly because they will be made after
discussion with the end users. The software will be interactive and self-
explanatory.

3.7.2. Hardware Interfaces

● Memory minimum of 1GB RAM
● Hard disk of 40GB
● Monitor
● Mouse
● Keyboard
● Printer
3.7.3. Software Interfaces
 Operating system Windows 7 and Higher Versions.
 Front End Microsoft Visual Basic.Net 2010
 Backend Microsoft SQL Server 2008
3.8.Licensing Requirements
This system will be developed according to the business oriented nature of
PMS and it is licensed by ABC Organization.