Chapter 3: Analysis Phase

3.1 Introduction
The following doumantation reviews the analysis phase of the employee payroll system for for small
organiisations. Software Development Life Cycle (SDLC) is a framework that describes the activities
performed at each stage of a software development project [8]. It starts with the system analysis,
design, and implementation, and continues through the maintenance and disposal of the system. The
steps given below describe implementation of proposed system:

3.2 Information gathering methodologies (Avoid generalising advantages and disadvantages – make
sure these are derived from the methodologies as administered in the information gathering
exercise for the study concerned. Also include findings from each methodology)
3.3 Analysis of existing system - Description of current system

1) System Analysis: Analysis involves a detailed study of the current clipper based system, leading to
specifications of a new computer based payroll system. During analysis, data are collected on the
available files, decision points and transactions handled by the present system. Interviews, on-site
observations and questionnaire are the tools used for system analysis of present system. System
Analysis also includes sub-dividing of complex process involving the entire system, identification of data
store and manual processes. 2) Existing system: Payroll is financial record of employee’s basic salary,
allowances, deductions and net pay. Punjab Agricultural University is a vast institution which is known
worldwide for its tremendous contribution in the field of agricultural and scientific research and
education. The university has really a good pool of scientists, faculty, administrative and non academic
staff [1]. In existing payroll system of PAU all the calculations are done by clipper based system, it is not
a fully computer based system. The main disadvantage of this system is that majority of work is done by
hand. The whole procedure involving delivery of an employees pay is very tedious, time consuming and
frequent verification is required so as to avoid the risk of human error. 3) Proposed System: The
proposed system is a web based system [5]. The base of the proposed system is a database, which
stores all the information pertinent to personnel, allowances, deductions, taxes, savings and net pay.
The payroll system will stay up to date with pay checks and tax filings [3]. This includes calculating
allowances, taxes and other deductions, printing individual pay slips and deduction vouchers.

3.4 Data Analysis - Context Diagram and DFD of the current system
Context diagram of the existing system:

Employees

Data Payroll System Payroll files

preparation

Accounts
(Pay slips and Cheques)
 3.5 Weaknesses of current system
3.6Evaluate Alternatives (Refer to Feasibility Analysis)

Problems/ Weaknesses with current system:

Since the whole system is still manually based the problem associated with the chicken slice system is
that, there is a lot of paper work thus files are sometimes lost. Creating reports is difficult since it takes
more time in traversing to every page while updating to come up with detailed reports. The system also
lacks tight security.
FEASIBILITY STUDY
It is a preliminary investigation done to determine the need for a new system or modification of the
existing system. At the end of the examination I will assess the extent of the problems of the system decide
the scope of the project. I will examine the problems in the existing system and the requirements of the
new system. This includes the evaluation of systems requests from users and their expectations to
determine the creation of a new system. The following is considered:

SECTION B: DESIGN
This section involves the creation and designing of the new system. The system is going to eliminate the
problems faced by the users of the current system. There are also procedures that are going to be followed
in this section. The procedures will involve the method of solution, and then the way the data is going to
be input and the processes to be made including the systems’ output and the storage. It will also include
the method of accessing data and then designing a test plan on how the system is to be tested.
Alternatives:

Consideration of alternative methods

For the problems to be over comed the following alternative methods should be followed and they are:
Alternative method 1:
Keeping the current manual system, upgrade it according to some of the requirements identified in the
facts that were gathered from the fact-finding techniques. The upgrades that can be made to the current
system are:
- To keep records secured by installing security measures (security reasons).

- Improved physical arrangement to records to enable improved data and record retrieval

- Ensuring information is readily available just in time when required.

- Report compilation to be made easier

Advantages:
- It is the cheapest way to solve the current problems

- Record-keeping and tracking of the transactions is made easier and possible thus it will have been
improved to another level

- There is no need to train the accountant clerks but just make them adjust to a new way of doing their
work

Disadvantages:
- There is no backup in case of disaster.

- There is still requirement of more space.

- Although it is cheap, inconvenience and inefficiency will still remain in the system.

Alternative method 2:
The alternative involves the purchasing a readymade software. This software can be purchased from
Software Development Facilities like Windows Company or Toshiba Laboratory Facility where the
programmers can develop software suitable for the requirements of the accounts department which deals
with the payroll system.
The company will do the software installations for an agreed price and an in hopu8se staff training on
how to use the system. This alternative includes a parallel conversion where the manual and
computerised payroll systems are both running.
Advantages:
- No time is needed in developing a new system as readymade software will be bought and installed by the
developers of the system.

- The software system will have no errors and will be guaranteed to work as it will be tried and tested all
ready having all the errors debugged by the professionals.

- The system will be up to date.

Disadvantages:
- The users might not utilize the system since they were not involved in the development of the software.

- Some of the features will not have use to them.

- It is very expensive to purchase the system.

- Each time a problem arises, the users have to contact the developers and this is time and money
consuming.
- The system may not be able solve all the problems to satisfy the end-users and might not be able to meet
intended system requirements.

- It takes time for users to get used to the new software and get enough knowledge on how to use it, thus
user specifications are ignored if the readymade software is adopted.

Justification of the third alternative method:

I would recommend that the third alternative has to be used due to push factors from the organization
that have been considered. The computerized system will eliminate all the problem chicken.slice.
Furthermore, the system bears long term benefits that will consolidate the competence of the
organisation as it will work efficiently and effectively. The system will be able to be modified easily to
accommodate changes due to other arising problems compared to alternative method 1 and alternative
method 2.

Advantages:
- Better security through the use of passwords and usernames thus improving security measures far much
better compared to alternative method 1 and alternative method 2.

- The information is readily available just in time when required compared to alternative method 1 and
alternative method 2.

- Keep track of pay slips and transactions safe all the time compared to alternative method 1.

- The compilation of reports is made easier compared to alternative method 1.

- Data and record retrieval will be easier and much improved compared to alternative method 1 and
alternative method 2.

- Reduce paperwork and increases speed in data inputting than alternative 1.

- Duplication of data is reduced compared to alternative method 1 and alternative method 2

- Total system problems are addressed accordingly as compared to alternative method1 and alternative
method 2.

- Training of the user will be done at lower costs compared to those of alternative method 1 and alternative
method 2.

- The users will get involved in the development of the new system unlike alternative method 2.

- A test run is done to ensure that the needed components are kept and unwanted components removed
unlike in alternative method 1 and alternative method 2.

- Easy control of the system compared to alternative method 1 and alternative method 2

- Generating of reports is easier compared to alternative method 1

Disadvantages:
- In developing the system more time is spent compared to alternative method 1 and alternative method 2.

- Because of lack of experience this can lead to many problems not being addressed by the new system
compared to alternative method 1 and alternative method 2.

- Trying to accommodate everyone’s views takes a lot of time compared to alternative method 1 and
alternative method 2

- For the first time, it might not work perfectly as it has not been tried and tested elsewhere compared to
alternative method 1 and alternative method 2.

Alternatives:

Consideration of alternative methods

For the problems to be over comed the following alternative methods should be followed and they are:
Alternative method 1:
Keeping the current manual system, upgrade it according to some of the requirements identified in the
facts that were gathered from the fact-finding techniques. The upgrades that can be made to the current
system are:
- To keep records secured by installing security measures (security reasons).

- Improved physical arrangement to records to enable improved data and record retrieval

- Ensuring information is readily available just in time when required.

- Report compilation to be made easier

Advantages:
- It is the cheapest way to solve the current problems

- Record-keeping and tracking of the transactions is made easier and possible thus it will have been
improved to another level

- There is no need to train the accountant clerks but just make them adjust to a new way of doing their
work

Disadvantages:
- There is no backup in case of disaster.

- There is still requirement of more space.

- Although it is cheap, inconvenience and inefficiency will still remain in the system.
 Alternative method 2:
The alternative involves the purchasing a readymade software. This software can be purchased from
Software Development Facilities like Windows Company or Toshiba Laboratory Facility where the
programmers can develop software suitable for the requirements of the accounts department which deals
with the payroll system.
The company will do the software installations for an agreed price and an in hopu8se staff training on
how to use the system. This alternative includes a parallel conversion where the manual and
computerised payroll systems are both running.
Advantages:
- No time is needed in developing a new system as readymade software will be bought and installed by the
developers of the system.

- The software system will have no errors and will be guaranteed to work as it will be tried and tested all
ready having all the errors debugged by the professionals.

- The system will be up to date.

Disadvantages:
- The users might not utilize the system since they were not involved in the development of the software.

- Some of the features will not have use to them.

- It is very expensive to purchase the system.

- Each time a problem arises, the users have to contact the developers and this is time and money
consuming.

- The system may not be able solve all the problems to satisfy the end-users and might not be able to meet
intended system requirements.

- It takes time for users to get used to the new software and get enough knowledge on how to use it, thus
user specifications are ignored if the readymade software is adopted.

Justification of the third alternative method:

I would recommend that the third alternative has to be used due to push factors from the organization
that have been considered. The computerized system will eliminate all the problems at chicken.slice.
Furthermore, the system bears long term benefits that will consolidate the competence of the
organisation as it will work efficiently and effectively. The system will be able to be modified easily to
accommodate changes due to other arising problems compared to alternative method 1 and alternative
method 2.

Advantages:
- Better security through the use of passwords and usernames thus improving security measures far much
better compared to alternative method 1 and alternative method 2.
- The information is readily available just in time when required compared to alternative method 1 and
alternative method 2.

- Keep track of pay slips and transactions safe all the time compared to alternative method 1.

- The compilation of reports is made easier compared to alternative method 1.

- Data and record retrieval will be easier and much improved compared to alternative method 1 and
alternative method 2.

- Reduce paperwork and increases speed in data inputting than alternative 1.

- Duplication of data is reduced compared to alternative method 1 and alternative method 2

- Total system problems are addressed accordingly as compared to alternative method1 and alternative
method 2.

- Training of the user will be done at lower costs compared to those of alternative method 1 and alternative
method 2.

- The users will get involved in the development of the new system unlike alternative method 2.

- A test run is done to ensure that the needed components are kept and unwanted components removed
unlike in alternative method 1 and alternative method 2.

- Easy control of the system compared to alternative method 1 and alternative method 2

- Generating of reports is easier compared to alternative method 1

Disadvantages:
- In developing the system more time is spent compared to alternative method 1 and alternative method 2.

- Because of lack of experience this can lead to many problems not being addressed by the new system
compared to alternative method 1 and alternative method 2.

- Trying to accommodate everyone’s views takes a lot of time compared to alternative method 1 and
alternative method 2

For the first time, it might not work perfectly as it has not been tried and tested elsewhere compared to
alternative method 1 and alternative method 2.

3.6.1 Outsource (outline reasons why not)

3.6.2 Improvement (outline reasons why not)
3.6.3 Development (Why, justify in terms of costs from others)
3.7 Requirements Analysis (These should aim to address the weaknesses identified in 3.6 above)
6) Requirement analysis: Requirement analysis is process of understanding user needs and expectations
from a proposed computer based system. Requirement analysis phase of this proposed project includes
following points: How does the proposed system interact with user, the system's hardware, other
hardware, and other systems? What is the speed, availability, response time, recovery time of various
system functions and system modules? What are the portability, correctness, maintainability, security,
and other considerations of the current system? What are the design constraints for implementing this
system?

ps in the Requirements Analysis Process: Fix system boundaries: at this stage, the connection of this
prototype application has been checked with other Punjab Agricultural University systems like budget
system. The scope of this project is concise within the university is also decided here. Identify the
customer, next step in requirement analysis is to identify the users of this computer based payroll
system. Users are those persons who tell about complete functioning of the system [10]. Clerks, senior
assistants, HOD of different departments and administrator are users of this proposed application.
Requirements elicitation, in the requirements elicitation stage, information has been gathered from the
multiple users (clerks, senior assistant, employees, HOD) identified in previous step. Required questions
are put to each of these groups about what their requirements from the proposed application and what
they expect the application to accomplish. After considering the views of multiple users, the list of
requirements has been prepared. Tools used in Requirements Elicitation process of proposed project are
given here under, the requirements elicitation process of this current system has used the methods like
flowcharting of organization processes, existing payroll documentation, organizational charts, process
models, systems or process specifications, on-site analysis, interviews with end-users for gathering valid
requirements. Some other requirements elicitation tools used in this system are: Prototypes, Data flow
diagrams. 8) Requirements Analysis Process: In this proposed system once all the user requirements
have been gathered, a structured analysis and modeling of the requirements has done. 9) Requirements
Specification: Requirements Specification serves as a starting point for software, hardware and database
design. In proposed system after eliciting, modeling and analyzing, the requirements have been
documented in clear and unambiguous terms. A written requirement document has been prepared and
circulated among different user-groups and concerned authorities. Requirements Specifications of
proposed system are documented separately as User Requirements written in clear, precise language
with plain text, System Requirements expressed as a programming or mathematical model. 10)
Requirements Management: At requirements management stage of this computer based payroll
system, all the system requirements have been checked for ambiguity. The final requirement list has
prepared after required omissions and error checking.

REQUIREMENTS SPECIFICATIONS:
Requirements Analysis:

Requirements are set of functionalities and problems that the end-user (who will be using the system)
expects from the system. The requirements are collected from the end-user by consultation, these
requirements are analyzed for their validity and the possibility of incorporating the requirements in the
system to be development is also studied. Finally, a Requirements Specification Document is created
which serves the purpose of guideline for the next phase of the model. Emphasis was also put into the
Requirements Analysis phase so that we come up with requirements that are measurable, testable and
related to identified business needs or opportunities.
User Requirements:
The users of the system have some special requirements that they are suggested so as to improve the
system. The users are expecting the following to be incorporated in the proposed system:
 The system should reduce paperwork
 Proposed system should provide tight security measures
 The system should be efficient in processing and outputting accurate results
 To keep the system secure in form of passwords
 It must have the ability for easy searching and modification of an individual’s details and
salary
 To enable fast and reliable accessibility to workers’ information.
 The system must also produce sub-system reports

Software requirements:
Operating System:
Application Software Language:
Antivirus software:
Office Software:
Windows 10 for running the payroll system
Visual Studio 2012 for programming the system
Avast (ESET NOD 32) for removing computer viruses
Microsoft Office for typing the documentation

Hardware Requirements:

3.86 GHz this is compatible for system to run in it.

320 GB Hard Drive holds the suitable memory required by the system
8 GB RAM type of memory required for jobs currently being
Executed by the system when running
A keyboard for entering data into the computer
A mouse for choosing commands on the computer
Printer for printing out pay slips and reports
Flash for transferring data and for backup
-These requirements will improve processing speed of data

Aims and Objectives:

Aims:
The two main aims are:
a) To eliminate the laborious and time consuming manual system which is used at chicken slice
b) To introduce a new computerised system that is fast, easy to access, efficient and accurate.

Objectives:
a) A system that provides accuracy in terms of calculations
b) Secureness in terms of security
c) A system that is fast and efficient
d) Update information faster compared to manual system
e) Backup information for later use e.g. making reports or incase of damage
f) Improved data retrieval
g) A system that meets the user needs and requirements

3.7.1 Functional Requirements

Key Requirements
Benefits Management. ...
Dashboard and Reporting. ...
Expense Management and Processing. ...
Mobile Capabilities. ...
Payroll and Tax Management. ...
Platform Capabilities. ...
Security and Compliance. ...
Time and Attendance Management.

3.7.2 Non-functional requirements (outline constraints)

3.8 Conclusion

he goal of this research “Computer Based Payroll System Implementation for E-Governance at Punjab
Agricultural University” was to a web based payroll system using PHP, Html, CSS, MySQL and JavaScript.
This computer based Payroll system is accessible on the internet and calculates, maintains and records
the payroll information of employees. This Application will help to automate payroll system of an
organization. Multiple authorized users will be able to login and logout from a web browser. Login
checks (username, password) are controlled by administrator. Administrator will have total web based
control to completely customize the payroll system. Head of the department will be able to authenticate
new employees, update existing employees pay, view reports while the operator may calculate pay and
can only view reports. The system is user friendly. Whenever there is an error in entering data, it
immediately shows an error. The application is equipped with tools for updating salary records, tax
calculation, add new allowances, deduction and savings and many other features that are easy to be
operated by users. Every individual element in system can be added, viewed and updated online as per
indi- Computer Based Payroll System Implementation For 60 vidual’s rights. The system has also
provision for full salary history including all payroll elements and changes that have been implemented.
The prototype computer based payroll system is complete in itself and ready to be implemented but
changes and growth in requirements will be a reality on every software project so there is need to timely
update them. The same applies to this payroll system.
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